Managing building documentation - an overview

When uploading and managing documentation into Pigeonhole, we want to provide a home for the document for the life of the building. From a quality assurance perspective, we believe that taking some time to review documents to be uploaded, taking the opportunity to standardise the document names, and uploading files individually are the foundations for success and ease of use.

Uploading single documents is easy. Uploading thousands of documents as an initial load takes time and preparation, but it is worth it.

NB. It is important to note that drawings should be uploaded from a local drive on your computer, NOT a cloud drive.  If files are uploaded from a shared or cloud drive then the sharing permissions may not allow a user to upload a file.  The Pigeonhole will be created but the file itself will NOT upload and will be blank if opened.  If this happens, please download the file to your local desktop from your cloud drive and upload the file to the empty Pigeonhole as a new revision.

1. Loading Level and Service Specific Documentation by 'Drag and Drop.'

'Drag and Drop' is the easiest method and most intuitive for users.

'Drag and drop' can be used for single documents and 'bulk' uploads.

- Navigate to the building, level, and service where you want to add documentation.

- Click the big '+' icon in the 'files' section, which opens the 'Add new file' page.

- Drag the document or documents you want to upload onto the '+' icon on this screen. Name the document, add the revision number, whom it is drawn by, and the date. If you want to upload multiple documents into the same service/level simultaneously, we recommend dragging a maximum of twenty at one time. A user still has to enter the information required, so we recommend a manageable number.

- Add the details for each document that you want to capture and hit upload.

- Pigeonhole will add your document(s).

For detailed instructions, see How to add drawings into a service.

2. Loading New Revisions of Existing Drawings

If you wish to load new revisions of existing drawings, you can do this directly from the Pigeonhole file. Click on the revisions icon and then the '+' icon to add a file from within the revisions screen. (NB. anyone with access to the Pigeonhole, including contractors, can do this). For detailed instructions, see How to submit a new drawing revision

All user roles can add files into services. However, 'Contractor' users need to have their files approved by a Building Owner or Building Manager before the files become available for all users to see. For further details on how building managers approve files, see Reviewing files submitted by contractors. Contractors will receive notification if a building manager requests further updates to the file before approval.

Note that users with the 'Contractor' role will not be able to open and view unapproved file revisions. Instead, if a file is waiting for review, it will be noted with 'Reviewing' beside the filename.