Dashboard > Company Settings > Lists Tab
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 company lists, users will need Create permissions for Settings
In the "Lists" tab, you will find six tabs, and these are:
Cost Codes
Cost Codes are helpful to identify and track different types of costs associated with a project. Further to this, you can create specific cost code groups, which can then be added to a project.
Creating Cost Codes
1. Start by clicking on "Settings"
2. Select the "Lists" tab
3. Click on "Cost Codes"
4. Click the "Add Code" button
5. Fill in the code number and description, then hit Save when complete
Note: Upon adding cost codes, you may set them as "is default" (Default Cost Codes allow teams to create a reusable, set list of cost codes used on any given project.)
On the same page, you may also create cost code groups.
Creating Cost Code Groups
Use cost code groups to organize your cost codes, making your cost codes more manageable and accessible.
1. Start by clicking on "Settings"
2. Select the "Lists" tab
3. Select the "Cost Codes" tab
4. Click on "Cost Codes"
5. Choose the cost codes you want to group together by selecting the checkboxes beside them
6. Click on "Actions" and select "Create Group with Selected" from the drop-down menu
After creating a cost code group, you can access the list of cost codes under the "Groups" tab. From there, you can also remove a cost code if you don't want it to be part of that particular group.
Managing Company Cost Codes
Cost Codes are essential for identifying and reporting different types of costs across projects. To locate and manage your Company's Cost Codes, you will start by navigating to your Company's Settings. Under the Lists tab, you will find Cost Codes.
Here you can Filter your Cost Codes based on the Code Type: Company Codes or Unassigned Unique Codes.
To manage your Cost Codes, select the Codes you would like to update and click the Actions button.
Using the Actions, you can Create a Group with the selected Codes to better organize and manage Company Codes.
You may also Assign Cost Codes to Projects. Clarify the Context and Projects you are assigning the cost codes for.
Also, you can Set Default Codes which will allow users to create from a default set list of Cost Codes used on any given Project. These codes will automatically show up in your Project's Settings under the Cost Codes tab, where you may decide to disable them if needed.
Divisions
Divisions are helpful to use when compartmentalizing your business' different areas or expertise. You can separate by fields such as "masonry", "carpentry", etc. or departments such as "accounting", "health & safety", or "design & engineering", etc. You can customize divisions to suit your work flows.
Phases
Phases are designed to distinguish areas within a project. You can choose your phases based on where you are in a Project (ie: planning phase, pre-construction phase, mid-construction phase, etc.), or different aspects of the project (ie; electrical, warranty, exterior, etc.)
Classifications
Classifications are used to divide up trades. You can classify your team members based on their work field. (ie: drilling, shoring, carpentry, etc.) This will help you when creating Punch Items.
Tags
Tags are organizational data—usually no more than one or two words. They provide details about an item and make it easy to locate or organize related items that have the same tag.
Where can you create a Tag?
From the dashboard, look for "Settings" on the sidebar menu, click the "Lists" tab, then the "Tags" tab and click "+ Add Tag"
Tags are designed to be created and stored for use across all projects. Depending on the specific type chosen during tag creation, it will be visible in various sections such as user profiles, drawings, materials, project settings, or punch items.
What do these tag types mean, and where can they be seen?
User | The "User" tag type can be easily configured within your team member's "Users" profile, enabling convenient filtering options for both forms and time reports. |
Drawing | The "Drawing" tag type can be set when you're editing the information of a drawing. and to easily filter drawings.
Tip: To access the drawing editing options, select the checkbox of the desired drawing(s), then locate the "Actions" drop-down menu and select the "Edit Drawing" option. |
Project | The "Project" tag type can be easily assigned or set in two specific areas:
|
Punch Item | The "Punch Item" tag type is easily accessible during punch item creation or editing within a project. Its purpose is to facilitate filtering within punch lists. |
What's the purpose of "Tags"?
Tags in SiteMax serve several purposes:
Tags allow you to categorize and organize your projects, tasks, or other items within the software. This helps with quickly filtering and searching for specific items when needed.
By using tags as search criteria, you can narrow down your search results to only display items that are associated with specific tags.
Now, to help you understand more about how tags work and the importance of them, we are providing an example. It would be beneficial if you simultaneously try to recreate the scenario as you read it.
Example Scenario
Alvaro Morte: "Hey, I'm an admin, and SiteMax is telling me I don't have permission to view the Worker Orientation form in the XXX project. It tells me I don't have permission to view every page loading, but I do have correct permission."
What is happening?
Upon investigation, it was discovered that the form settings had "Restrict visibility" selected, which only shows "Created By" and "Assigned To". This explained why Alvaro, as an admin, was unable to view the form. (Please check the image below.)
What solution did we find?
We created an "Admin" tag and selected "User" as the type.
2. From the dashboard, under the "Team" sidebar menu, the "Users" tab was selected, and we located Alvaro's profile. In the "Tags" field of his profile, the "Admin" tag was assigned.
3. We went to the "Worker Orientation" form settings (Dashboard > Settings > Modules > Forms > Worker Orientation form), and since the form has a visibility restriction to only "Created By" and "Assigned To" the only way others (Like admins) can see it is by adding a tag on the "User with Tags" field.
As you remember, we created an "Admin" tag and added it to Alvaro Morte's profile, then added the "Admin" tag to the "Worker Orientation" form. In that way, Alvaro or others with that tag in their profile can see the form even if they didn't create it or are not assigned to it.
Titles
This section allows for the customization of roles and titles within the company's structure.
What is the purpose of Title?
Role Definition: It allows admins or project managers to define various roles. For example, you might have roles like Project Manager, Supervisor, etc. Each role will help you set permissions when using SiteMax.
Permission Allocation: It helps allocate specific permissions to each defined role. These permissions dictate what actions a user with a particular role can perform within the software. For instance, a Project Manager might have full access to all project data and settings, while a Supervisor might have limited access to certain sections.
Accountability and Transparency: Clearly defined roles and permissions promote accountability. It's easy to track who did what within the software, which is valuable for auditing purposes and resolving any disputes or issues.
How do I add a Title?
Navigate to Company Settings
Head over to the company-level dashboard.
Click on 'Company Settings.'
Access Titles Tab
Within the 'List Tabs,' locate and click on the 'Titles' tab.
Adding a New Title
In the 'Titles' tab, hit the "+ Add New Title" button.
Input Title Details
Fill in the required information, including the "Title Name," "Icon Characters," and choose a suitable color.
Save Your Changes
Don't forget to click the 'Save' button to seal the deal
Where Can Titles Be Used?
You can assign them to users within your company.
Navigating to User Profiles
Head to the Dashboard.
Click on 'Team' and go to the 'Users' tab.
Assigning Titles
Within each user profile, you'll find a 'Title' tab.
Select the appropriate titles for each user.
Note: You may select multiple titles for each user.
Import/Export
Import Data to SiteMax
Importing data saves time by quickly adding or updating multiple records at once. It also ensures consistency and accuracy using a "sample CSV file" which is especially beneficial for large data.
To import data into SiteMax, navigate to the Dashboard, click on Settings, then Lists, and select Import/Export. You can import various files such as Users, Equipment, Contacts, Vendors, Clients, Projects, Materials, and Cost Codes to simplify your work.
Tip: To ensure proper formatting of the import file, use the sample CSV file that SiteMax has provided.
Next steps after downloading the sample CSV file
After downloading the sample CSV file, you can re-format your data to match the template headers provided.
Tip: Unless you're updating existing data in the system, it's best to leave the ID field blank when filling out the sample CSV file.
Tip: When filling out the 'IS EXTERNAL' field, use '1' to indicate 'yes/true' or '0' to indicate 'no/false'. This field determines whether a user is internal or external to the company.
Once you have properly formatted your data in the sample CSV file, you can proceed to import it into SiteMax. To do this:
Importing in SiteMax: click on "Browse" and select the file you want to import, then click on the "Import" button.
Lastly, go to the respective SiteMax module (Materials, Equipment, Teams, etc.) to check if the information is accurately imported and showing as it should on your SiteMax instance.
Export Data to SiteMax
Exporting data is extracting certain datasets from your SiteMax instance. Exporting can be used as a method of backing up important data or moving data to another application via a CSV import.
Steps
1. Simply click on export data and check your email for export data. It may take several minutes to arrive, depending on the file size.
2. Check your email. Open the attached file, unzip and save the CSV file locally on your PC.
