Create specification of ready-made products from the catalog
In module Products, search for brands and ready-made products you want on the project.
Use filters and search options. Pin the most frequently used filters to the toolbar.
Each product is well described by the manufacturer and this way will save plenty of your time - you do not need to specify the product from scratch, the Manufacturer has done it for you.
Once you find the desired product, click Add to Project. All product characteristics, added by the Manufacturer, will be copied to your project - in the Specifications.
In addition to that, in Specifications, you can modify the product characteristics for your project.
Note: If a product has a related part or accessory, their attributes, once the product is in the project, will become a group of attributes of the main product.
Create specifications from scratch
To add specification for a product you that cannot find in the catalog, or to specify the custom products, in Specifications - Working set, click Add new.
Note: Before you create your own spec, add related manufacturer and representative. Check paragraph Add Manufacturer and Representative.
You can create specifications for Product or Custom products.
PRODUCT is a ready-made article that you can buy as is (i.e. furniture, materials etc.) with minor modifications (i.e. catalog of colors, finishes etc.).
CUSTOM PRODUCT is an object that is made to measure for specific purposes and is individually designed for a project (i.e. window, door, cabinetry etc.).
Fill in the required fields and continue to edit the specification.
As assistance, while searching for the right category, check the paragraph Specification codes.
Add manufacturer and representative
In order to assign a manufacturer to its product, make sure you add the manufacturer in User&Companies - Address Book - Companies - Add new company.
After adding all relevant information, make sure you tick the Manufacturer checkbox.
Representative as a Company
In order to assign a product representative, add the relevant company to Users&Companies - Address Book - Companies - Add new company.
After adding all relevant information, make sure you tick the Representative checkbox.
Representative as a Person
In order to add Representative Contact Person, make sure you add one in Users&Companies - Address Book - Contacts - Add new contact.
After adding all relevant information, make sure you link Contact to belonging Company.
Translate specification content
If you have more project languages, here, by switching the language icon, you can translate specification content.
Link specification with the BOQ
Make sure you assign a team responsible for the current specification as a cost item.
Note: VOLUM3 is building a new module - BOQ. Soon it will be possible to link Specifications to the BOQ
Edit/add attributes, instructions, price, images and files
Click on the attached links to:
Add product drawings
If the specification type is a Custom product, you may add its drawings. Simply upload a file and attach it to the specification.
Whatever the drawing format is, you will be able to download/print it along with the specification.
Link two or more specifications
An option to link two or more specifications is here to help us distinguish separated products but still to merge them on the project. Each linked specification must be an entity on its own - afterward, they can be linked.
MAIN spec. - Door
--> LINKED spec. no. 1 - Door lock
--> LINKED spec. no. 2 - Door fittings
Link Existing Specification
Click Add linked specification to attach existing products/specifications to the main spec.
Create New Linked Specification
Click Create new linked specification and link it automatically with the main one.
As a reminder on how to create a specification, check the paragraph Create Specification from Scratch.
Each linked specification can be edited by switching the current linked specification with the other ones or by simply unlinking it from the main specification.
Open a specification you'd like to duplicate and click Copy specification.
Below the original one, the new specification will show up and have the same details as the original one.
Add more options of the product/specification
During the project, you might be considerating 2 or more similar products for the same purpose but, at the end, you will likely choose only one of them. In order to that, you can create more options and choose between them.
Go to Specifications - Working set – Add new.
Next, fill all required field and choose the same specification Category/Group and Code number
as they are on the specification you're creating a new option for.
Below the message ‘CODE XY201 already exists. Please choose an action’, you have two options:
- Add as new options (MAIN)
- Add as new option (OPTION)
Depending on the choice, you will get a new Option or Main specification.
Results of this action are visible in specification flyout under tab Options. Where specification is Option, there will be an arrow next to its code and the possibility to switch Option to the Main specification.
Choose the main specification among options
Once you decide, among all specification options, which one is the main and will be used on the project, make sure you define the Main specification.
2 possible ways:
- Go to the main specification and in its tab Options find the option you want to convert to main. Click on the action Change to Main Option.
- Go to the specification which is an Option and click on the action Change to Main Option.
By doing that, your current option will become the main spec, and the current main will become a new option.
None will be deleted, the system keeps both specifications.
Enable filters by clicking on the funnel icon. Choose between available options and filter the specifications to find the desired one. Pin the most frequently used filters to the toolbar.
Publish specifications on project / Deliver to current set
Delivery is a short process when you want to publish all main specifications on the project. Delivered specification becomes visible in the Current set to all project participants and you can not undo the delivery.
To deliver specification(s) to the Current set go to Specifications – Working set and select specification(s) you want to deliver.
Note: Only main specifications can be delivered to the Current set, Optional specifications can not be delivered. To distinguish the main spec. from optional, use the filter Options.
Then form a delivery. You can either create a new delivery or add a specification to the existing one.
Create new delivery and send it immediately (Create & Send) to keep it unsent to add more specifications later (Create).
Add specification to an existing, unsent delivery.
When sending a delivery, if there is an official approver, specifications will be checked by the approver first. If there is no assigned approver, specifications go directly to the Current set.
Create specification book / Print specifications
Specifications can be printed from the Working and Current set.
a – Print single specification
b – Print more specifications at once
c – Print all specifications
Define Specifications PDF details before printing. A link to download PDF will be available in Notifications and sent to your email.
Check all deliveries
In Deliveries, you can find all deliveries sent during the project. By clicking on the link of the delivery in column Specifications, you can check all specs. sent in the delivery.
Public deliveries are the ones sent by all the teams on the project.
My team deliveries are the ones sent only by your team.
Check (not) approved deliveries
When sending a delivery, if there is an official approver, specifications will be checked by the approver first. The approver can check pending specifications in Specifications – Approvals.
PENDING – yet not approved by the approver.
APPROVED – deliveries approved by the approver
REJECTED – deliveries rejected by the approver
To know in which specification group to fit the belonging product/item much easier, use this PDF document. On the same, you can find instructions on what to use when describing the specification.