Organize your project
in just a few steps

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 e-mail to create a user login.

Once registered, you can log in anytime using your e-mail 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 dots symbol on the right and move it to the desired position

Customize Plan and Document tags

• rename and save tags

• Delete tags by clicking x (on the right)

• Add tags: Write name in “New tag” field and click + (new tags will be sorted alphabetically)

Rename or add roles of the participants

• rename and save roles

• Delete roles by clicking x (right)

• Add roles: Write name in “New role” field and click + (new roles will be sorted alphabetically)

• Roles can also be added directly when creating Project participants

Add plan and document top categories optionally

If, for example, additional folders are required for projects with several components, which are located as top categories above the roles, the “Plan top categories” function can be activated. This function is not active by default and can be activated and individually configured both when creating a project and for projects that are already running.

• by clicking on Show plans top categories or Show documents top categories the top categories are activated, the desired settings can then be made in the edit field:

• rename and save top categories

• Add top categories (e.g. component 1, etc.): Write the name in the field “New plan top category” or “New document top category” and click on +

• Delete top categories by clicking on x (only top categories to which no plan is assigned can be deleted)

NOTE: All existing plans and documents are automatically assigned to the “Standard” top category by PLANFRED. You can change the top category directly in the list view: Right-click on the plan you want to modify, select Edit top category in the pop-up window, adjust the settings and save the changes

Participants do not need to register and use PLANFRED free of charge! PLANFRED sends invitation e-mails when participants are created. In addition, the participants receive a link to the instructions: www.planfred.com/en/manual

Participants tab (top right)

• Click on Create new participant

• Enter e-mail address

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

• Optional Permission to approve plans

• Recommendation: Upload notifications for plans & documents Daily (each participant can switch off his Upload Alert himself)

• Select the role or enter it in the "New role" field and click on +

• Enter last name, first name and company

• Enter optional contact information (phone number, address, note)

• Optional personalized message

• invite and create new participant

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 in the invitation e-mail and choose your desired password in the following step.

You can now always log in with your e-mail address and password at: app.planfred.com

With your PLANFRED credentials you have access to all the projects you have been invited to. Under Projects (top centre) you can switch between projects.

PLANFRED sends automatic notifications for new uploads of plans and documents, provided that the "Upload Alert - Plans & Documents" is activated in the project. In the Email Notifier (top right) of the respective project, a participant can activate and deactivate the "Upload Alert - Plans & Documents" himself. If Daily is selected, PLANFRED sends a collective e-mail of all new uploads of the last 24 hours at midnight.

Furthermore, individual project settings for the following notifications from PLANFRED are possible in the Email Notifier:

• Report - Plan & Document Reviews

• Report - Tasks

• Reminder for Due Dates

• Weekly reminder

The best overview of new uploads in the project is obtained by sorting the list views according to the last upload.

Tab Plans or Documents

• Activate filter Show all (top left)

• Click on Last upload (right in list header)

• Filter by "Roles/Plan creator/Author" and "Plan or Document folder"

• Preview by right-clicking on plan or document and selecting Open PDF

• Download multiple plans or documents by clicking on Download (blue button above list on the right)

ATTENTION: Each plan is created only once and must then be updated. Plans must not be created more than once so that the last status remains unique! Obsolete indices can be called up in the plan detail view (click on the plan, then under "Index history").

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

• Click on Upload New Plan

• Select print file (pdf, ...) from local file system or from Clipboard

• Select CAD file (dwg, ...) from local file system or from Clipboard

• File name is automatically transferred to the plan number field

• Edit plan number/code: Remove index and date and enter in the "Index" field (the number remains unchanged in case of updates)

• Enter description in the "Plan content" field (search accesses terms)

• Select Plan folder

• Optionally select tags (filter) or create tag: Enter in field "New tag" and click on +

• Optionally write an Index note

• Optionally require a review

• Click on save and upload new plan

ATTENTION: A plan that has already been uploaded must be updated! Outdated indices are available in the plan detail view (click on the respective plan).

Plans tab

• Click on Upload Revised Plan

• Select the plan to be updated

• Select print file (pdf, ...) from local file system or from Clipboard

• Select CAD file (dwg, ...) from local file system or from Clipboard

• Enter index

• Optionally write an Index note

• Optionally require a review

• Click on Save index and return to list

• Select the next plan to be updated ...

ATTENTION: Each document is created only once and must then be updated. Documents must not be created more than once so that the last status remains unique! Obsolete versions can be called up in the document detail view (click on the document, then under "Version history").

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

• Click on Upload New Document

• Select file from local file system or from Clipboard

• File name is automatically transferred to the document number field

• Edit document number: Remove version and date and enter in the "Version" field (the number remains unchanged in case of updates)

• Enter description in the "Document content" field (search accesses terms)

• Optionally restrict access: click on EDIT Access permission, select Restricted, select participants and save

• Select Document folder

• Optionally select tags (filter) or create tag: Enter in field "New tag" and click on +

• Optionally write Version note

• Optionally require a review

• Click on save and upload new document

ATTENTION: A document that has already been uploaded must be updated! Outdated versions are available in the document detail view (click on the respective document).

Documents tab

• Click on Upload Revised Document

• Select the document to be updated

• Select file from local file system or from Clipboard

• Enter version (or date e.g. "200930")

• Optionally write a Version note

• Optionally require a review

• Click on Save version and return to the list

• Select the next document to be updated ...

PLANFRED offers two functions that make uploading of multiple plans for the first time much easier. The use of the clipboard ensures that no plans are overlooked and the possibility to use settings from the latest plan saves time. When uploading revised plans and documents, it also 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 centre)

• Load all CAD and/or print files of the new plans to be uploaded into the clipboard: either click on Select files or simply drag them from your own system into the clipboard

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

Then the first plan is uploaded and fed with the corresponding files from the clipboard:

• Click on Upload 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.; if necessary, write a note and/or require a review

• Click on save and upload new plan

When uploading further plans, the settings of the latest plan can be used:

• Click on Use settings from latest plan

• The selection of settings to be applied can be edited (click on the checkmarks)

• Update and save the plan as described above

Register Plans or Documents

• Click on Download (blue button above list on the right)

• Filter by Role/Creator, Plan or Document folder, Tags (or enter in search field)

• Select plans or documents by checkbox (select all by top checkbox)

• Click on the Download button (at the bottom)

• Select folder structure (recommendation: Folder/Original)

• Click on Download files

Register Plans or Documents

• Click on Send (blue button on the right above the list)

• Filter by Role/Creator, Plan or Document folder, Tags (or enter in search field)

• Select plans or documents by checkbox (select all by top checkbox)

• Click on the Send button (at the bottom)

• Select recipients or

• Optionally add further recipients: Click on + Add recipient, enter details and click on add

• Write message

• Optionally create signature template

• Optional for plans "Send PRINT files only"

• Click on send

Project owners and Project administrators have access to all tasks and can comment on and edit them at any time.

Project participants see tasks that have been assigned to them or to another participant with the same role. On the other hand, those tasks appear that were created by the participant himself or by a participant with the same role.

PLANFRED Tasks in the browser

Tasks can be created and edited in the browser web app (app.planfred.com). As with plans and documents, they are displayed in a list. The display can be specified via the filter functions.

Under Settings & Backup (top right in the respective project), the following individual settings can be made under "Tasks":

• Rename, delete (click on x) or add Task categories (write the name in the "New task category" field and click on +).

• Add a fourth option to the location of Tasks (activate the location property "Building"), rename, delete location specifications (click on x) or add new ones (write the name in the relevant field and click on +).

• Click on + New Task

• Enter Title and Description

• Take pictures directly by clicking on Photo and edit image if necessary (insert text, marker, etc.)

• Add files by clicking on File

• Select Assignee

• Select Category, assign a Due date if necessary and add location information

• Finally, either save draft or Publish immediately

Tasks saved as drafts can be completed later, e.g. on a laptop, and are only visible to the creator until they are published.

To publish a task, the assignee must be determined and at least one parameter (Title, Photo, etc.) must be filled in. Then activate the checkbox Publish immediately and click on PUBLISH.

Once a task has been saved as a draft, it can be opened at any time under "My drafts" and completed or corrected.

To publish a draft task, first click on the desired task in the list and then on Publish task.

After publication, the task is visible to the assignee, his role, the Project owner and all Project administrators.

The web app in the browser displays the newly published task as shown. If it does not appear at the top of the list, you can sort it by clicking on the number symbol on the left in the list header.

To create a task in the web app, click on the button Create new task. All further steps are carried out in the same way as in the smartphone app (see above).

In addition to the usual filter functions of the browser web app, there are three quick filters in the smartphone app: Tasks for me, Tasks from me and Clarification.

A task is marked in the smartphone app with different colour bars (on the left in the list view) depending on its status. The status of a task can be Open (light blue), In execution (dark blue), In clarification (yellow) or Completed (green).

The status can be changed as follows:

• Click on the task to get to the detailed view

• Click on the coloured status bar and select the desired new status

• if necessary, enter text in the text field (this appears in the Task activities)

• add a photo or file if necessary

• save

The task report informs about all new and changed tasks by e-mail every hour. Participants only receive information about the tasks they can view (tasks assigned to them or the role and tasks they have created themselves). Automatic notifications can be deactivated at any time in the Email Notifier in the browser web app.

By activating the push notifications on the smartphone, one is also directly informed about all changes. Clicking on the push-up notification takes you directly to the task.

Project owner

Every user (regardless of whether they are registered themselves or a participant) is authorised to create their own projects and is therefore the owner of all this data. As the project owner, he is the only person authorised to delete these projects. Access to his projects can never be withdrawn from him as the owner.

After 30 days, a project owner's user account becomes chargeable. Invoicing does not take place automatically, but only after a package has been ordered in the user account.

Project owners can easily transfer individual projects to participants. All rights (e.g. ownership of data, allocation of access rights) and obligations (e.g. payment obligation) are transferred to the new owner. The prerequisite for any 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 Test phase message appears if a user has created their own project but their account is not provided with a plan selection. With PLANFRED, all projects in an office should be owned by the user account that is liable to pay. With the "Project transfer" function, projects can be transferred to the assigned office user account at any time and continued seamlessly.

Whether for messages, review request or task descriptions - textblocks support PLANFRED users when composing texts. These blocks can be created and edited individually for the following applications:

• message when sending plans and documents

• review request

• index/version note when uploading new or revised plans/documents

• note on approval

• comment on the requested review

• description of a task

• composing messages within a task

• personalized message to new project participant

Procedure:

• type the message into the text field

• select part or all of the text

• click on + Create

• enter the name of the text block in the pop-up window

• edit text if required

• click on save

Click on Textblocks and then click on the desired block in the list to insert the text into the message field.

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

This means that the settings (plan folders, roles and tags) do not have to be re-entered each time new projects are created.

• when creating a new project, click on Apply project settings from another project

• select the desired project from the list

• changes to the project settings can be made at any time at a later date

In PLANFRED, individual documents can be assigned an access permission in order to restrict visibility to selected participants. Administrators always have access to all documents.

Procedure:

• upload new document as usual

• click on EDIT Access permission

• click on Restricted

• selection of participants

• save

By right-clicking on a document and selecting Edit permission, access can be subsequently restricted or edited.

NOTE: In the Project backup, all documents with restricted access are always available. Therefore, we recommend managing sensitive documents such as cost tracking, contracts, invoice 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 (review requested), red (comments) and green (approved).

ATTENTION: A plan should only be approved and coloured green if all comments from the previous plan review have already been incorporated. It should also be recognisable from the index that the plan has been approved (no preliminary draft).

1.) Grant or revoke a participant a permission to approve plans

The review of plans can only be requested by participants with a permission to approve plans. These are marked with a tick in the list of participants.

• Right-click on a participant and select Grant permission to approve plans or Revoke permission to approve plans

2.) Request review

Each participant can request a review when uploading a new or revised plan.

• selection at the bottom This index requires a review of

• select the participants who should review the plan

• optionally add review date and text message

• click on save

• the reviewers are automatically notified by hourly collective e-mails

ATTENTION: During the first test run of a plan that has not yet been approved, the preliminary draft status should be recognisable from the index (e.g. "prelim"). The reviewers then add their comments (file and text) to the plan - the original plan remains unchanged.

The right-click menu can be used to make changes directly in the list without having to open the detailed view.

Procedure:

• filter the plans or documents to be edited in the list view

• sort by e.g. plan number by clicking on Number/Code in the heading line

• click on a plan with the right mouse button

• Select the desired activity:

  • Download PDF or DWG

  • Update plan, open in new window …

  • Edit number/content

  • Edit plan creator

  • Edit plan folder

  • Edit tags

  • Add or Edit review

• make changes

• save

With PLANFRED, all project participants always have access to the entire set of plans. However, individual documents can be assigned an access permission. Higher-level access permission is granted via different projects. Administrators can import all relevant plans and documents from another project with just 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.

ATTENTION: Before the first import of plans, for example, make sure that the plan numbers do not contain an index or date. PLANFRED compares the plan numbers of both projects (including those in the recycle bin) during the transfer process and 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 reviews 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 “Upload Revised Plan” or “Upload 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