ArchiOffice - Architects Project Management Software FAQ

Contacts - Time/Expenses - Projects - Billing - Calendar - Reports - General - Support

1) How do I create a document in ArchiOffice®?

You can create documents from either the Contacts module (discussed previously), or from within the Projects module. Simply select the new document button and ArchiOffice® will guide you through the document options.

2) What types of documents can I create?

Absolutely any file type, from CADD files to Microsoft Word files can be linked and tracked from within ArchiOffice®. We will provide you with many document templates such as Letters, Fax Forms, Transmittals and many standard forms specific to Architects (Request to Bidders, Change Orders, Addenda etc). These forms will be either Microsoft Word or Microsoft Excel files.

3) Do I name a document that I create in ArchiOffice®?

ArchiOffice® removes the possibility of employees saving files to incorrect folders and with unusual file names. ArchiOffice® handles the initial file naming and saving behind the scenes. As you alter documents, simply re-save them. ArchiOffice® knows where it is to be stored and what it is to be named.

4) If a document is already created, how do I “link” it to ArchiOffice®? What types of documents can be linked?

ArchiOffice® assumes that you might have documents that already exist or have been emailed to you by an outside party. We make the process of linking to these documents as easy as creating new ones. Once you locate the document, ArchiOffice® will take care of saving it in the proper folder and giving it it’s own file name. If you like ArchiOffice® can delete the original file or simply create a copy of it for it’s system.

5) What are Job Phases and Job Codes about?

Every project is broken up into Phases (like “Schematic Design”). Additionally, we provide an unlimited amount of Job Codes so that you can determine if a slip is part of “Basic Services” or for an Additional Service. You can customize the Phases and Codes to suit the way your company does business. Even though you will have standard Phases and Codes, the project administrator has the ability to create unique one for any project.

6) What are the advantages of linking all the projects documents through ArchiOffice®?

No longer do you have to search hard drives for documents whose names you don’t know and which can be stored in any number of places. By simply going to a Contact (or a Project), you can see every document that they are associated with. If this contact has multiple projects – you can use our filters to narrow down the list by Project Name, File Type and the employee who created the document. You can print out logs for documents and even view detailed information about documents without opening it up.

7) How do I view all of the documents created for any given project? What ways can I sort and filter these documents?

From within the Projects module, you can see every document linked to that project and filter it by File Type and/or Employee who created it. You can then sort them by Date, Contact, Title, Description, and who last viewed it.

8) What types of check lists are provided ArchiOffice®?

ArchiOffice® provides default check lists for every phase from Pre-Design through Contract Administration. You can alter our checklists to suit the needs and services of your own company. ArchiOffice® is smart enough to use only those check lists which match the phases on your project.

9) How do my Project Managers or Job Captains fill out a check list? How do I view a check list status?

Check list items are separated by Project Phase. From the Checklist tab in the Projects module, employees can filter the tasks by Status and/or the employee listed as responsible for that task.

10) What types of pre-formatted reports are available? How do I add to them to customize for my own needs?

From within the Projects module, you can run an Acutal vs. Budget report to analyze how your actual hours for a project compare to your budget. A Profitibiliy report shows hours spent and expenses for a project compared to invoiced amounts. The Checklist Report shows all tasks and their status. The Project Directory lists all the team members and their associated contact information. The Documents report lists all the documents linked to a project. You can determine the search criteria for all reports.

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