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Creating Your PLANFRED User Account if you don't already have a PLANFRED login.

You can easily register by visiting app.planfred.com/registration.

Follow the instructions in the confirmation email to create a user login.

Once registered, you can log in anytime using your email address and password at app.planfred.com.

With your PLANFRED login you can access all your own projects as well as the ones you've been invited to. Simply switch between projects in the 'Projects' section located at the top-center of the page.

Every PLANFRED user, whether registered or invited, has the ability to create their own projects, starting their free trial.

To create your first project, follow these steps:

• Click 'Create your first project'

• Enter the project title

• Select your role in the project. If the desired role is not available, enter it in the 'New role' field and click '+' to add it.

• Click 'Create project'

When project participants upload plans or documents, they are automatically organized based on their assigned roles. You can select top categories (optional), plan folders, and tags when creating plans or documents, and you can modify them later as needed. Participants can only update or edit data related to their own roles, while having read-only access to plans or documents associated with other roles. The project owner and project Administrators have editing rights for all roles.

NOTE: Filters for roles and tags will only be displayed if plans or documents with these attributes exist.

Settings & Backup (top right)

Customize Plan and Document folders

• rename and save folders

• Delete folders by clicking the x button (on the right)

• Add new folder: Enter a name in the “New plan folder” or “New document folder” field and clicking the "+" button

• Change order of folders: Click on the list symbol on the right and move it to the desired position

Participants can use PLANFRED free of charge and do not need to register. When participants are added to a project, PLANFRED sends them invitation emails containing a link to the instructions at www.planfred.com/en/manual. This ensures that participants have access to the necessary information and guidance to navigate and utilize PLANFRED effectively.

To add a new participant, follow these steps:

• Go to the Participants tab

• Click on 'Create new participant'

• Enter the participant's email address

• Select their permission level: Project participant, Project administrator, or Participant without login

• Optionally, specify plan approval permission

• Choose the upload notifier recommendation frequency (participants can individually switch off their upload notifiers)

• Select the participant's role from the list or enter a new role in the 'New role' field and click the plus sign (+)

• Optionally, provide the participant's last name, company, and telephone number

• Add an optional personal message

• Click on 'Invite + add additional participant' if you want to invite and add more participants simultaneously

These steps allow you to easily manage your project participants, assign roles, and communicate important information for effective collaboration.

Your free PLANFRED user account is automatically created when you receive your first project invitation. There is no need to register again. Simply click on 'Create password now' in the invitation email and choose your desired password in the following step.

You can now log in anytime using your email address and password at app.planfred.com.

With your PLANFRED login, you can access all the projects you've been invited to. In the Projects section (located at the top center), you can easily switch between different projects.

When new plans and documents are uploaded, PLANFRED automatically sends notifications if the upload notifier is enabled for the project.

Each project participant has the ability to control their own upload alerts in the specific project. This can be done by accessing the orange field located at the top-right corner of the interface. Participants can choose to turn the alerts on or off according to their preference.

If the daily option is selected, PLANFRED will send a consolidated email at midnight, containing all the new uploads that have occurred within the last 24 hours.

To obtain the best overview of new uploads in your project, you can sort the list view based on the most recent upload. Follow these steps:

• Go to the Plans or Documents tab, depending on whether you want to sort plans or documents

• Activate the filter 'Display all' in the top-left corner to show all items

• Click on 'Last upload' located on the right side of the list header

• You can further filter the results based on 'Role/author' and 'Plan or document folder' to narrow down your search

• To preview a plan or document, right-click on it and select 'Open PDF' from the options

If you need to download multiple plans, click on either 'Download plans' or 'Download documents,' which are blue buttons located above the list.

ATTENTION: Each plan should be created only once and subsequently updated. Creating duplicate plans should be avoided to maintain a unique and accurate status. Previous versions of plans can be accessed in the plan detail view (click on the plan, then go to 'Index history').

To create a new plan, follow these steps in the Plans tab:

• Click 'Create new plan'

• Select a print file (PDF, etc.) from your file system or clipboard

• Select a CAD file (DWG, etc.) from your file system or clipboard

• The file name will automatically populate the plan number field

• Edit the plan number/code if needed: Remove the index and date, and enter this information into the 'Index' field. The plan number itself should remain unchanged for updates.

• Enter the description of the plan in the 'Plan content' field (search accesses terms)

• Select a plan folder to categorize the plan

• Choose optional tags from the available options or create a new tag by entering it in the 'New tag' field and clicking '+'

• Add any optional comments related to the plan

• Request optional approval for the plan

• Click 'Save and create new plan' to save the plan and continue adding more plans if desired

ATTENTION: If you need to update a previously uploaded plan, follow these steps:

Plans tab

• Click 'Update plan'

• Select the plan you want to update

• Select a print file (PDF, etc.) from your file system or clipboard

• Select a CAD file (DWG, etc.) from your file system or clipboard

• Enter the index for the updated plan

• Add a comment (optional)

• Request approval (optional)l

• Click 'Save index and return to list'

Repeat these steps for each document you need to update.

ATTENTION: Each document should be added only once and then updated. It is important not to add documents multiple times to maintain clarity and ensure the most recent version is available. Revised versions of documents can be accessed in the detailed view of the document by clicking on the document and navigating to the 'Version history' section.

To add a new document, follow these steps in the Documents tab:

• Click on 'Create new document'

• Select the file from the file system or clipboard that you want to upload

• The document number field will automatically display the file name

• Edit the document number by removing the version and entering it into the 'Version' field. The main number remains unchanged for future updates.

• Enter the description of the document in the 'Document content' field. This will facilitate searching using relevant terms.

• Optional: Limit access to the document by selecting the 'ONLY ACCESSIBLE BY' option

• Choose the document folder where you want to store the document

• Add optional tags by entering them in the 'New tag' field and clicking the '+' button.

• Write a comment related to the document (optional)

• Request approval for the document if necessary (optional)

• Click 'Save and create new document' to save the document and continue adding more.

ATTENTION: If you need to update a previously uploaded document, follow these steps:

1. Go to the Documents tab

2. Click 'Update document'

3. Select the document that you want to update

4. Choose the new file from your local drive or clipboard

5. Enter the version number or date (e.g., '200930') for the updated document

6. Write a comment (optional)

7. Request approval if required (optional)

8. Click 'Save version and return to list'

9. Repeat these steps for any additional documents that need to be updated

PLANFRED offers two features that greatly facilitate the creation (initial upload) of multiple plans. The use of the clipboard ensures that no plans are overlooked and the ability to copy settings from the last plan saves time. Also, when updating plans and uploading documents, it makes sense to load all files to the clipboard first, as this ensures that no documents are forgotten.

First, the clipboard is filled with files:

• Click on 'My clipboard' (top right)

• Load all CAD or print files of the new plans into the clipboard: Either click on 'Select files' or simply drag them into the clipboard

• Close the clipboard (click on the x in the upper right corner), the files will be uploaded in the background

After that, the first plan is created and fed with the corresponding files from the clipboard:

• Click on 'Create new plan'

• Insert print file from the clipboard: click on 'From Clipboard' in the right area of the PRINT FILE field and select the desired file in the pop-up window

• Insert CAD file from the clipboard: click on 'From Clipboard' in the right area of the CAD FILE field and select the desired file in the pop-up window

• Enter index and plan content, edit plan number, select plan folder, tags, etc. Add a comment and/or request approval if necessary

• Click on 'Save and create new plan/document'

When creating additional plans, the settings of the last plan can copied:

• Click on 'Use settings from latest plan', the selection of settings to be applied can be edited (click on the checkmarks)

• Create and save the plan as described abov

To download plans or documents in PLANFRED, follow these steps:

1. Go to the Plans or Documents tab

2. Click on the 'Download' button, which is a blue button located above the list

3. Apply any desired filters, such as role/author, plan or document folder, tags, or use the search field to narrow down the selection

4. Select the plans or documents you want to download by checking the corresponding checkboxes. You can select all files by using the top checkbox

5. Click on the 'Download' button located at the bottom

6. Choose the folder structure for the downloaded files. It is recommended to select 'Folder/Original' for maintaining the original folder structure

7. Click on the 'Download files' button to start the download

To send plans or documents in PLANFRED, follow these steps:

• Go to the Plans or Documents tabs

• Click on the Send button, which is a blue button located to the right above the list

• Filter the list by role/author, plan or document folder, tags, or by entering keywords in the search field to narrow down your selection

• Select the plans or documents you want to send by checking the respective checkboxes. You can select all items by using the top checkbox

• Click on the Send button located at the bottom of the page

• Select the recipients for your message

• Optionally, you can add additional recipients by clicking on '+ Add recipient', entering their details, and clicking on add

• Write your message in the provided text field

• Create a signature template if desired

• For plans, you can choose the option 'SEND PRINT FILES ONLY' if you only want to send the print files without any additional attachments

• Finally, click on the send button to send the selected plans or documents

Please note that the specific options and buttons may vary slightly in the actual PLANFRED interface, but these general steps should guide you through the process of sending plans or documents.

In PLANFRED, tasks play a crucial role in project management and collaboration. Project owners and administrators have full access to all tasks, allowing them to comment on them and edit as needed. On the other hand, participants have limited visibility and can only see tasks assigned to them or to other participants with the same role. They can also view tasks created by themselves or by participants with the same role. 

In the web app accessed through the browser (app.planfred.com), Tasks is conveniently located between the 'Documents' and 'Participants' tabs. Tasks are presented in a list format, similar to plans and documents. To streamline task visibility, users can utilize the filter functions to customize the display. 

To further customize task settings, project-specific configurations can be made in the project settings section. By accessing the 'Settings & Backup' option in the top right corner of the respective project, users can modify various task settings such as renaming, removing or adding new categories, and adjusting location options including adding a fourth option, renaming, removing, or adding new location defaults.

You can create new tasks by clicking the '+ New Task' button located at the bottom center of the screen. These tasks will be saved under 'My drafts' until you decide to publish them, and they will only be visible to you.

To create a new task, please provide a title and description (optional). You can also add a photo or upload a file if needed. Assign the task to a category, specify the responsible party, and if necessary, set a deadline and include location information.

Once you click the 'Save draft' button, the draft task will be added to the 'My drafts' list for your reference.

At this point, you have two options: You can either continue working on the task by clicking the '+ New Task' button again, or you can choose to publish the task design. To publish the task, simply click on the desired task from the list and then select 'Publish now'.

Once the task is published, it will be listed under 'Tasks' for the task creator, their assigned role, the project owner, all administrators, and the responsible individuals in the task list.

In the web app, the new task will be displayed as shown. If it doesn't appear at the top, you can sort the order by clicking on the number symbol.

To create a task in the web app, simply click on the 'Create new task' button. The subsequent steps are the same as creating a task in the smartphone app (as mentioned above).

In addition to the familiar filter functions in the web app, the smartphone app also offers three quick filters: 'Tasks for me', 'Tasks from me', and 'Clarification'.

The four statuses 'Open,' 'In progress,' 'In clarification,' and 'Done' indicate the current status of a task and can be identified by the colored bar on the left side (light blue, blue, yellow, and green).

To change the status, click on the status bar in the respective task and select the desired new status.

You can also add a text, which will be displayed in the 'Task activities' section below.

The task report provides email notifications every hour, informing about new and updated tasks. Participants will receive notifications only for the tasks they can access, including tasks assigned to them and tasks they have created.

By enabling push notifications on the smartphone, users will receive immediate updates about any changes to the tasks.

Project owner

Every user (no matter whether they are registered or acting as a participant) is authorized to create his own projects and is therefore the owner of all this data. As the project owner, he is the only one who is allowed to delete these projects. The access to his projects can never be withdrawn from him as owner.

After 30 days, the user account of a project owner becomes subject to fees. Invoices are not submitted automatically, however, but rather only after ordering a package for the user account.

Project owners can easily transfer individual projects to participants. All rights (e.g. ownership of data, granting of access rights) and obligations (e.g. payment obligation) are passed on to the new owner. The prerequisite for each project transfer is that the future owner address is a participant in the project and the account is provided with a plan selection.

Project owner is in the test phase, although his office has already commissioned a Planfred subscription plan:

The message test phase appears when a user has created their own project but their account is not provided with a plan selection. With Planfred, all projects of an office should be owned by the paying user account. With the "Project transfer" function, projects can be transferred to the assigned office user account at any time and seamlessly continued.

Whether for messages, approval requests or comments - text blocks support Planfred users in composing texts. These blocks can be created and edited individually for the following applications:

• Message when sending plans and documents

• Approval request

• Personal message to new project participant

• Comment when creating or updating plans or documents

How it works:

• Type message into the text field

• Select parts or the entire text

• Click on Save selected text as a block

• Enter the text block name in the pop-up window

• Edit text if necessary

• Click on save

Plan folders, roles, and tags can be added easily from existing projects.

This makes adding new projects very convenient, and the settings (plan folders, roles, and tags) don’t need to be added again every time.

• When adding a new project, just click the link “apply project settings from another project”

• Select the desired project from the list… finished

• The project settings can be changed again as usual later on

A document can be assigned an access permission to restrict visibility to selected participants. Administrators always have access to all documents.

Procedure:

• Create new document as usual

• Click on ONLY ACCESSIBLE BY:

• Select participants

• save

NOTE: In the Project backup, all documents with restricted access are always available. Therefore, we recommend managing sensitive documents such as cost tracking, contracts, audits, etc. in a separate project with a small group of participants.

The approval status of plans and documents is clear by means of a simple filterable traffic light system in the colors yellow (approval requested), red (comments) and green (approved).

CAUTION: For green marked approved plans, all comments/annotations added to the plan by the reviewers should already be incorporated. It should also be apparent from the index that the plan has been approved (not a preliminary pull).

1.) Give participants the permission to approve plans.

The approval of plans can only be requested by participants with a plan approval permission. In the participant list view, these are marked with a check mark (right).

• Click with the right mouse button on a participant and select Grant plan approval permission (only administrators are authorized to do this).

• Grant plan approval permission to another participant or withdraw it if necessary (right-click function Revoke plan approval permission)

Planfred extends the right-click menu with powerful edit functions and thus increases the ease of use. Many properties such as changing the plan folder or adding tags can now be edited directly in the list view without opening the plan detail.

With direct list editing of plans and documents you keep an even better overview and the time expenditure is noticeably reduced.

How it works:

• Filter the desired plans or documents in the list view

• Sort by eg. Plan number by clicking on Plan number in the table header

• Right click on a plan

• Select the desired activity:

  • Download PDF or DWG

  • Update plan, in new window …

  • Edit number/content

  • Edit plan folder

  • Edit tags

  • Edit plan author

• save

In Planfred, all project participants always have access to the entire set of plans. However, individual documents can be given access permission. A superordinate access permission takes place via different projects. Administrators can import all relevant plans and documents from another project with a few clicks.

Example 1: Continuing execution project

After the building permit procedure has been completed, an execution project is created. All relevant plans and documents are imported into the execution project, resulting in a cleaned-up project for the respective companies.

Before the first import of e.g. plans, make sure that the plan numbers do not contain an index or date. Planfred compares the plan numbers of both projects (also those in the recycle bin) during the transfer process and already existing plans in the target project are updated if necessary (e.g. with a new index).

The “Multi-Edit” function allows you to quickly edit the properties of several plans at once. With a few clicks, plan folders, authors, tags or top categories (optional) of different plans can be changed simultaneously.

An example of Multi-Edit

Several execution plans are to be moved to the installation drawings folder:

• Click on Edit next to “Update plan” or “Create new plan”

• Display the execution plans with the help of the filter system

• Select the plans to be changed by clicking on the checkbox (to the left of the plan number) or click on select all, if all filtered plans are to be edited

• Click on Edit in the lower center of the screen

• Select the desired plan property rubric Plan folder by clicking on it

• Click on Installation drawing to change the plan folders of the selected plans

• Finally click on Update x plans