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Managing Punch Lists

How to use the Actions menu and Filters to manage your Punch Lists and Punch List Items

Written by Kelly Shee

Dashboard > Select a Project > Punch List

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your Company and Project data. This can be done per individual or by applying Permission Templates.

In order to access all Punch List Actions, users will need Manage permissions for Punch List

Understanding how you can view, edit, and manage and your Punch Lists and Punch List Items is super helpful when organizing your jobs. This article will take you through your options.

Filters

Filtering your punch list items allows you to isolate specific deficient items and streamline your workflow. By using various filters, you can narrow down the list of punch items based on specific criteria.

Inside the Punch List module of your selected project:

  1. Look for the "Filters" option, usually located at the top of the punch items table. Click on it to open the filtering options.

  2. Select Filter Criteria: A page shows multiple filter options to refine your search. Choose from the following filter criteria:

    1. Status: Filter punch items based on their current status, such as open, closed, in progress, and/or pending.

    2. Tags: If custom tags have been created for punch lists, you can filter items based on these tags.

    3. Location/SubLocation: Narrow down the list by specifying the location or sublocation where the punch items are located. You can select the desired location from the available options.

    4. Priority: Filter items based on their priority level, such as high, medium, or low.

    5. Room Name: If required, in addition to the Location/Sub Location filter, you can further refine the search by specifying the room name associated with the punch items.

    6. Division: Filter punch items based on the divisions they belong to, as entered on the punch items.

    7. Trade Company: This filter is applicable to contacts (vendors) only. You can filter punch items based on the assigned trade.

    8. User Assigned: Select specific user(s) who are assigned to the punch items. This filter allows you to view items assigned to a particular user or group of users.

    9. Type: Filter by Deficiency, Warranty, Extra (select any that apply)

    10. Due Date: Filter by Punch Items due by a certain date

    11. Phase: Choose your Punch Items based on the Phase chosen for them

    12. Cost Code: Filter by Cost Codes used in your Punch List Items

  3. Once you have selected the desired filter criteria, click on the "Apply" button to apply the filters to the punch items table.

You can always see which filters have been applied right above the filtered list - Note the red lightning bolt denotes filters in place.
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Hot Tip! Don't forget to use "My Views" to save your often used filters!

  1. Set your filters as desired

  2. Click on "My Views" and select "+ Save Current View"

  3. Give your Saved View a name and click "OK" to save

Actions Menu

Most modules include a full set of Actions you can apply to your items, and Punch List is no exception. You can manage your items and lists easily with the following Actions

Reports

Selecting the Reports action from dropdown will generate a Punch List report for your selected Punch Items. This will open up a new screen that will allow you to customize your report and include just the information you wish to view.

Learn more about creating Punch List Reports here!

Export

Choose to export all or some of your Punch Items with our Export Actions.

Export to CSV

Download all of your Punch Items to a CSV file.

  1. Under the Actions dropdown, select "Export to CSV"

Your CSV file will be directly emailed to you.

Export Selected

Choose just the Punch Items you want to export.

  1. Select the Punch List Items by checking the box beside each one

  2. Under the Actions dropdown, select "Export Selected"

Your CSV file will be directly emailed to you.

Bulk Edit

Make changes to multiple Punch List Items at once with Bulk Edit.

Note: by changing Phases, this may affect the Type and Status previously selected, based on your Phase Configurations.
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Conversely, if you wish to update the Type or Status of your Punch Items, they may affect your Punch Item's Phase.

  1. Select the Punch List Items you wish to edit by checking the box beside each one

  2. Under the Actions dropdown, select "Bulk Edit"

  3. A new screen will open with the edit options

    1. Phase

    2. Type

    3. Status

    4. Tags

    5. Trade

    6. Priority

    7. Location

    8. Due Date

    9. User Assigned

    10. Division

    11. Cost Code

  4. Select the option(s) you want to edit by clicking on the box beside the item and entering the change in the field provided

  5. Click "Save" to set your updates

Note; You can add new items in your Edit screen

  • Tags

  • Trade

  • Location

  1. Click on the "+" button in the edit field

  2. A new screen will open allowing you to add your new Tag/Trade/Location

  3. Click "Save" to save your new item

Remove Items

Created a Punch Item by mistake? Have some Punch Items that no longer apply to your workflow?

  1. Select the items you wish to delete, and select the "Remove Items" action.

  2. Click "OK" to confirm

Reorder Items

View your Punch List Items in exactly the way you want. Either. numerically or manually.

  1. From your Actions menu, select "Reorder Items" (no need to select items, as you will be reordering all)

  2. A new screen will open where you can manually move individual items up or down, or choose to order by number. If you need to start over, hit the "Reset" button

  3. Click "Save" to save your new order.

Note; Depending on the number of Punch Items in your Project, it may take a moment for all items to appear on your Reorder screen.

Add from Existing

Don't want to create a whole new Punch Item when the one you just created is similar? The Add from Existing action will allow you to simply copy a selected Punch Item and make the necessary adjustments to the copy without having to start from scratch.

  1. Select "Add From Existing" from the Actions dropdown (no need to select an item first)

  2. A new screen will appear asking for the Punch Item you wish to copy. It will suggest the last five Punch Items created for that job. If you're looking for a different one, you can search for it.

  3. Once you have selected your Punch List Item, click "Copy" to duplicate the item. The copied Punch Item page will appear and you can make any of the necessary changes to it.

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