Commnia is a comprehensive, cloud-based construction project management software that communicates with your team everywhere.

For over two decades, Commnia has worked with hundreds of Australia’s leading construction companies. We are consistently developing better ways to connect your teams, automate tasks and increase your productivity. We pride ourselves on delivering outstanding customer support and are proudly Australian owned and operated.

We provide you with an intuitive platform to manage every stage of your project – from concept to completion.

Getting Started

Logging into Commnia

Simply go to http://ginac12.sg-host.com/login.

Enter your username and password (your username is your email address).

If you cannot remember your password, click on Forgot Password and create a new one.

Any notifications you receive from Commnia, such as emails and hyperlinks, will include links to directly access the system.

Setting Up My Profile

1. Navigate to My Profile

From the main menu, navigate to Contacts, and click on the My Profile.

2. Company Details

Click on Company Details to edit your company’s information, such as contact information and trade capabilities. You can add as many trades as you like as this will advise the builder of your capabilities when creating tender packages.

After you have made your changes, click Save.

3. My Profile

Click on My Profile. The following screen will appear.

To edit your personal details, simply make your changes to the field you wish to update and click Save.

Here you can also edit your signature for Commnia emails. You can copy and paste your email siganture from your email client, such as Outlook, to your Commnia email. For best results, copy and paste images separately to any text.

After you have made your changes, click Save.

4. Users

The Users tab will show all your company’s Commia users.

To see User Details, click on the Options icon next to the user’s name.

To create a new contact, click the New Contact icon.

Fill in the blank fields and click Save to finalise. Any fields marked with an asteriks (*) are mandatory.

Additional Security Features allows you to grant or deny access to what the user can do in Commnia. The options are:

  1. Access to all projects
  2. Access to delete and restore drawings
  3. Access to create projects
  4. Create and edit companies and contacts

Once you have created a new user, they will receive an email inviting them to join Commnia.

5. Supporting Documents

The Supporting Documents tab holds all company-related documents, such as insurances, company registration, etc.

You can add new documents from your local drive by clicking on + New Documents.

To download documents from Commnia to your local drive, select the checkbox of the file you wish to downloand and click Download Selected.

Creating Your Profile Signature

Your signature will appear at the bottom of all emails and document transmittals you send from Commnia.

There are two ways to edit your signature:

Option 1. Access Your Signature from Your User Profile

Your User Profile icon is located on the top-right menu.

Click the Edit option.

 

Option 2. Access Your Signature from Your Commnia Email

From the main menu, select Inbox.

To create a new email, click on the Plus icon.

From any Commnia email, go to the signature section and click the Edit button.

 

3. How to Add or Edit Your Signature

To create your signature the manually:
  • Enter your signature details
  • Drag your logo from any folder on you PC or Mac
To copy your email from your email client, such as Outlook:
  • Open a new email in your email client.
  • Copy the text of your email signature and paste them into your Commnia signature form.
  • Separately, copy the images from your signature one by one and paste them into your Commnia Signature.
  • Click on Save and Apply to save your signature for future emails.

Contacting Commnia Support

Contact Support Directly

There are a few ways to contact support directly if you need assistance quickly:

  1. Send an email to our support team at support@ginac12.sg-host.com

  2. Call our support team on (+612) 9571-5540

Submit a Support Ticket

In the main menu bar, select the Help button.

Select Submit a Support Ticket from the drop-down menu.

The Contact Support pop-up will appear.

Complete the form with your name, email address, and a description of your issue. You can also attach relevant pictures or screengrabs.

Submit your request and someone from our support team will contact you shortly.
 
 

Commnia Knowledge Base

If you are having concern about a particular topic, you can use the Commnia Knowledge Base to quickly search for a tutorial.

Access the Commnia Knowledge base here.

A new window will open. Type the topic of your query into the How Can We Help You field. A list of articles to help you will appear. Click on the article heading to open the page.
 

Commnia Screen Share

Commnia Screen Share allows to share what you seen on your computer screen with the Commnia support team in real time so they can guide you through an issue.

To initiate Screen Share, select the Help button on the main menu bar. Click Commnia Screen Share from the drop-down menu.

The Screen Share Portal will appear.
 
Click the Start arrow to begin a new session.
 

The following screen will pop up. Enter your name and click Start Session.

A pop-up will appear. Follow the steps on screen to download the screen share app to your local computer.

Click the Run button to launch the screen share installation.

When the Verify Access to your Computer prompt appears, click Yes.

 

The application is now running. You should see an orange Commnia icon in your system tray.

A support technician will start the demo, training, or related support shortly. Please contact us on (+612) 9571-5540 if you encounter any issues.

You can right click and select Exit to disconnect manually.

Live Chat with Nia

Click on Nia, our virtual assistant, from the main menu.
 
A chatbox will appear at the bottom of your page. Enter your details and query, then click Start Chat.
 

Setting Up Your Project

Creating a New Project

1. Create a Project

From the main menu, select Projects and click on Create Project.

 

2. Complete Project Details

Fill in the required information in the Details tab and click Save.

Click Licence Project to begin the project licensing process.

3. Licence Project

The following screen will appear for review.

Check the details and accept the disclaimer checkbox at the bottom of the screen if they are correct. Click Submit.
 
 

You will receive an email outlining your new Project License Request as per below example.

 
Commnia will review the request and send a  j-up email to confirm Project has been successfully licensed.
 

4. Additional Details

Use the Additional Details tab to add extra information to your new project.

Click the Contract Types field to open a preset list of contract types.

 

5. Scope and Tender Details

Click on Scope to add a scope of works for the Project.

 

Click on the Tender Tab to add an estimator contact.

The estimator contact option is a drop-down list of Companies recorded in Commnia. If the Contact/Company is not in the list, click here to see how to add to Commnia directory.

6. View and Add Users to the Project

Click on the Users tab to view your list users for a project.

Any contact in this list will be able to access this project in Commnia. If the Receive New Documents button is switched on, they will automatically be included in document transmittals when revisions are updated.

 

To add a new user to this list, click on Add Recipients to open the user selection screen.

The Global Contact List will appear.

You can filter the list by advanced search options. For example, the Job field will enable you to filter the list down to those only involved in particular jobs, such as painters, electricians, plumbers, etc.

Click the checkbox next to the users you want to add and select Add Selected Users.

 

7. Settings

You can set more specific project settings under the Settings tab. Options include:

 
  1. Conditions/Rules for Document Send Outs – allow you to configure which groups receive automated emails in the SmartGrid. For example, you could specify that all electrical drawings need to be sent to users categoirsed in the electrical trade group, as well as the “my project site team” user group. For further information on the Document Register Distributions Rules, please refer to the Smart Grid Rules.

  2. Site Manager email notifications – this option allows you to turn on or off notifications to your site manager. This option is useful for large projects where your site manager is being bombarded with notifications. If you turn this option off,  you will need to manually email a summary report of all defects by the company to ensure that they are addressed.

  3. Document approve/reject email notification – when enabled, this option will automatically send an email to notify users when a document is approved or rejected in the Document Register. When this option is disabled, you can still manually notify users when a document is approved or rejected.

Creating and Filtering a Favourite Project List

Commnia allows you to create My Project List which serves as a favourite list in that it works the same way as a bookmark list. You can add your most-used projects to a list for easy access.

1. Accessing the Project List

From the main menu, select Projects and click on Create My Project List.

 

2. Add Projects to Your List

The following screen will appear. Click New.

 
The All Projects tab will open with a list of all your projects.
 
 
Select the project(s) you would like to add to the list by ticking the checkbox next to the project code. You can search by project code or project name by simply typing in the search field.

Once you have selected your project(s), click on Options button in the top right-hand corner.

Click Save to My Projects from the drop-down menu.

Your My Projects List will now be available in the My Projects tab.

If you want to remove a project from your My Project Favourite List:

Click on the checkbox next to the project code and then click on the Remove from List button.

3. Applying My Project List

You can now use the My Project List as a filter in the main menu.

Click on Project Status Filter, from the drop-down menu select My Project List.

When you want to select a project to work on now only your favourite the list will be available for selection saving you time finding the most commonly used project.

You can clear the filter any time, by clicking on Clear Filter icon.

Creating a New Company

Adding a new company in Commnia is easy. Start typing the company name and Google will find all the relevant information.

  • With Commnia you can create your own company CRM by adding your contacts into Commnia.
    If you have a long list of contacts you wish to add, email your list to
    support@ginac12.sg-host.com, and we’ll upload the list for you.

  • When you add a new contact to Commnia, the contact is initially added to the Global Contact List. The contact will be available for all communication via Commnia such as sending Transmittals, Tenders Requests, Correspondence, Defects etc to the users who own the Commnia licence.

  • To make the contacts available to external users, add the contact to the Project Contact List or other groups you’ve created in your project. For instructions on how to add users to a user group or project contact list, click here.

  • Adding contacts are simple and fast. We have integrated the new contacts function into the Google database. The Google integrations mean you don’t have to find the company details, such as the correct name, address and contact details. Have a look at how you can add contacts and companies to the Commnia CRM below.

1. Navigate to New Menu 

From the main menu, click on Plus icon and from the dropdown menu select Contact.

2. Add New Contact

  1. Start by entering the new user’s email address.
  2. Commnia will suggest a list of companies this new user may work for. You can either click on one of these suggested companies or select an existing company from the dropdown directory list.
  3. Add a new company if it doesn’t exist in Commnia.  

3. Add New Company

If the company is not on the global company list, click on Add New-Company.

The Commnia New Contact form is powered by Google; once you start typing in the Company name, if the company is listed with Google, it will appear in the list. Select the company, and the details are automatically retrieved and added to your Commnia CRM.

Add any missing details required e.g. Trade and Company Category. There is a dropdown list to choose from or you can enter your own details.

You can add multiple trades for each company.

Click Save & Close.

The Company is now saved and you can add users to this company.

4. Add the User’s Details and Permissions

Next, you’ll need to add the user’s details and assign access to the relevant projects.

The new user can automatically be added to the current projects contact list by clicking on the checkbox.  The User can be assigned to multiple projects by clicking in the Assigned Projects panel and selecting each project for the user to be assigned.

Once you’ve entered all the required information, click Save to create the new user. 

5. Adding an Internal User to Commnia

An internal user is a user who has controller rights. The user becomes an internal user when they are added to a controller company.

To learn more about the controller company click here.

When a contact is added to Commnia and he belongs to the controller company, their profile will include additional permissions.

6. New Contact Invitation

The user will receive an email invitation from Commnia with details on how to access the system. To finalise the new user’s account, the user must create a password. Creating a password is only required if the user plans to log into the Commnia website.

Commnia allows you to create a distribution list by using the Users + Groups function.

To see how to add the contact to User and Groups List, click here.

Creating New User Groups

1. How to Access Users and Groups in Commnia

Follow the steps below to create a User Group.

From the main menu, click on Contacts and from the dropdown menu select Users and Groups.

 

2. Create a New User Group

To create a new User Group, click on New and Select Group.

The following screen will appear:

 
Here you can:
  1. Enter the name of the new User Group.
  2. Select the Project to be assigned to the User Group.
  3. Select the privacy for this user group:
    • Public – means all, all group members can see each other
    • Your company – means only the creator of the group can see the group
  4. Enter a Description of the user group (optional).
  5. Click on Save to add the new User Group

3. Add Contacts/Users to a Group

The global contact list will be displayed allowing you to search, filter and select the users to add to the user group. 

If a contact is not in the Contact List, you will need to create New Contact. For instructions on how to do so, click here.

  1. From the contacts selection screen, select your contacts.
  2. Add Selected Users.

To copy contacts from other projects and groups simply filter by job and select the users to add to the group.

 

4. Exporting the User Group to Excel and PDF

To export your group list to Excel or PDF, select your group and click on the icons below.


Enter a Description of the user group (optional).

Click on Save to add the new User Group.

Document Control Workflow

Introduction to the Document Register

Commnia’s Document Register is the central repository of project-related documents with the added feature of document revision control; assisting you with ensuring all relevant project teams are working from the most recent revision.

Uploading Documents to the Document Register

Commnia permits the upload of any file large or small including PDF docs, DWG, CAD, MS Excel spreadsheets, MS Word docs, photos etc.

Documents can only be uploaded to the Document Register from Commnia’s desktop system.

Uploading documents to the register is simple, just select your file name settings, upload documents and enter in document details. Read on to find out the best processes for uploading documents.

To Upload Documents to the Register with Excel, click here.
 

1. Accessing the Document Upload Screen

From the Document Control Menu, select Upload Documents to Register.
 
 

2. Uploading Your Documents

To add your files, drag and drop your files to the orange cloud icon or alternatively click on Click here to upload your file to open the open file dialogue box.

If you’ve clicked the Click here to select option, a file explorer will open to allow you to select your files.
 
 
Once you have selected your files, click on the Next button.
 
 

If you are uploading CAD files, it’s recommended to keep the APPEND checkbox selected. By doing so, the system will automatically append “.DWG” to your document number to help differentiate CAD files and their PDF counterpart.

3. File Name Settings

Commnia has some built-in tools to help you Automatically Populate File Information. The file name settings are where you can set naming protocols to automate the Document Number, Revision Number and Document Description.

 
 
The below example will go over how to set up the Pattern Builder to recognise your file name.

A file name like A2200-A-CPP – LOWER GROUND.pdf, as shown above, contains the Document Number, Revision and Description:

Document Number: A2200
Revision: A
Description
: CPP – Lower Ground

A hyphen is being used to separate these section of information.

A separator is any character(s) that differentiates between sections of information in a document number, etc. It can be any combination of characters, as long as it is consistent in all your files.

From the example we are using, you would want your Pattern Builder setup like so:

 
You can place the properties of the filename anywhere in the string.

Please note:

  • The system will retrieve information based on your separators.
  • In the above example, the system will get all the text before the first hyphen and will save this as your document number.
  • Anything between your first and second hyphen would be considered the revision.
  • Finally, anything after your second hyphen would be your description.

You can test your settings by clicking on the Apply Pattern button.

If you need to start again, you can click on the Clear All option.

Your Pattern Builder is automatically saved and made available to your colleagues, as long as your company follow the same file name standards, you will only need one person to set this up for your company.

You can also use the Find / Replace option to help assist you to make mass updates.

The N icon should only appear for brand new drawings.

If the documents you are uploading is a new revision, a link icon should appear instead.

If its a revised documents, you will be only permitted to enter Rev, Status and Progress fields. All other fields will be locked, you can unlock it by clicking on the link icon, which will save it as a new document and not a revision.

In the case of a revision, you may need to double-check your Doc Numbers to ensure they are the same as the ones previously uploaded. The system recognises documents to be of the same set as longs as the Doc Numbers match.

By ensuring the Doc Numbers match, this will allow the system to automatically supersede your drawings as revisions and select previous recipients for notification.

4. Enter the Document Classifications

Step 1. Select the classifications in the Select & Fill section:

  • Type is the type of document such as a drawing, photo, BIM etc.
  • Discipline is the classification of discipline such as Architectural, Electrical, Mechanical, etc.
  • Status refers to the status of the document such as CC Issue, Issued For Review, Building Permit Issued etc
  • Progress advises the document progress. Some users will only have permission to upload in a review state until an authorised user approves the document to the register. Accepted will only be available to the company controlling the Register.

All dropdown options for classification can be customised by the Document Controller. If you require additional options, please contact them or any administrator of the project.

Step 2. Select individual rows or select all the rows at once to update all the rows.

Step 3. Click Apply to All Selected button to add all the information into the selected cells. Add or Edit individual cells if required.

Step 4. Click the Submit Selected button to submit the files to the Document Register

 

5. Next Steps

Depending on your role within the organisation, the next screen will offer you multiple options to proceed.

After your documents have been uploaded to the document register, you can either View these documents directly in the register, add them to an Auto Transmittal or Create a Tender Package.

If you need to Notify others about the drawings you have just uploaded, select Submit with Commnia Email.

Full options available if you are the Document Controller:
 
 
Limited options if you are not the Document Controller:
 

Viewing and Filtering the Document Register

1. Access Document Register

The Document Register can be opened from the following menus;

  • Quick Links/Document Register

  • Document Control/Document Register

Select Quick Links and click on Document Register.

2. Document Register Filters

As a default, only current documents are displayed in the list. The document register is broken up into 2 main areas; the advanced search options and the list of documents.

2a. Advanced Search Options

Advanced Search options are automatically displayed when you first open the page. You are able to show/hide this area by clicking anywhere on the Advanced Search Options label.

All the items in the filter lists can be customised by your company, including Discipline, Document Type, and Status.

1. Document Register Progress Status – approved, pending or rejected documents. Click on the relevant checkbox to filter. You can multi-select these checkboxes.

You’ll notice the button will turn orange the padlock icon will show as unlocked. This tells you that the list of documents is not currently approved to be published to the Document Register.

2. Date Filters, there are multiple date filters available based on either the Revision Date, Accepted Date or Upload Date.

If you select a custom date range, the option to enter a from or to date appears. Click on the relevant date field and select the desired date.

3. Discipline, Example; Architectural, Mechanical, Electrical.

4. Type, Commnia Document Register allows for the management of all document types. Some of the document types include; Drawings (PDF), DWG, Reports, Specifications etc.

5. Status, Example, DA Approval, Tender, CC Issue.

6. Upload Status also is known as the Document Register Status. Documents uploaded by non-document controllers, do not have access to the Accepted or Rejected Status. Documents are uploaded to the Pending Register waiting to be accepted by the Document Controller.

7. Document Number, Description, Revision and Reason, you can also filter by using keyword searches of the Document Number, Description, Revision and Reason. Click in the text box and enter the search terms to filter the list of documents.

The final filter options are to show My Documents, Deleted or Letter of Intent.

8. My Documents displays a list of documents that you have uploaded to the register

9. Deleted shows all documents that have been deleted from the register.

10. Letter of Intent will display all documents that have been added to the letter of intent register

2b. Document List

The Document List displays a list of all documents that have been uploaded to the register and meet any filters that have been applied in the advanced search options.

To download the document, click on the relevant download icon shown below.

You can also choose to view the document using the inbuilt online viewer by clicking on the magnifying glass icon (pdf and images only).

3. Document Details

The document auditing function is accessible from each document revision. Click on the expand icon below.

Here you can view details such as revision history, document history and the changelog.

3a. Revisions

All document revisions will be listed under the revisions heading including the revision date, number, status and reason for the update.

  • Current Register – Latest Approved/Accepted documents (B above)

  • Superseded Document (A above)

By selecting one of the revisions, Commnia will display critical document information such as who submitted the document and who approved the document to the Document Register.

3b. Document History

The Document History tab shows any email communications where the document selected was attached. Below you can see that this particular document was sent as a transmittal as well as an RFI.

Click on one of the email communications to display the document recipients and first download date. This will confirm to you who has received and interacted with the documents.

You can view the full email by clicking on the View button next to the relevant email communication.

3c. Change Log

The changelog displays a list of changes made to the document such as document number, revision and document name.

The above information tells you that user William Lam from the company “Commnia Pty Ltd” has “updated” the document “status” from “DELETED” to “Approved” on the “07/08/2019 02:53:42 PM”.

4. Document Register Actions

The Document Register is also a place where you can manage the documents including uploading, modifying, downloading and deleting documents.

The options will display depending on your level of access and the document filters that have been applied. Before clicking any of the options, you’ll need to select the documents by clicking on the relative checkboxes.

4a. Approve Documents

You can view pending documents by applying the pending filter. Select a document that needs to be approved and accept or reject.

If you click on accept, it will change the upload status to Accepted.

4b. Reject Documents

If you click on Reject, it will change the Progress status to rejected.

4c. Upload Documents to the Register

You are able to upload documents directly from the Document Register screen by clicking on the Upload Documents to the Register button.

Click here to refer to the Upload Documents to Register training article.

4d. Document Options

You can add and remove documents from the Letter of Intent register by clicking on the Options button.

 

4e. Delete Documents

Select your document you would like to delete, then click on delete.

It will prompt you to enter a reason for deleting, enter any comments and click Delete.

Documents can be deleted by clicking on the delete button. Documents are not permanently removed from the register however they are flagged as deleted.

You can view deleted documents by clicking on the deleted checkbox in the advanced search options section.

4f. Edit Documents

Commnia’ Document Register includes a mass edit function for when documents have been classified or labelled incorrectly.

Here you can modify the Document Number, Revision, Description, Discipline, Type & Status.

To learn more about editing Documents click here.

4g. Download Documents

You can download the documents directly from the register by clicking on the Download button. There are a few options to choose from which will determine the filename format.

Click here to refer to the Download documents from Document Register training article.

4h. Export to Excel

The Document Register can be downloaded to excel in a couple of different formats. Select your files and click on Export to Excel.

The Document Register version of the export will display a list of selected documents and their attributes.

The History of Documents Sent version will display a list of recipients for each document.

4i. Send Transmittal, RFI, or Email

You can send the selected documents via a Transmittal, RFI or Email directly from the Document Register by clicking on the Send button and selecting Transmittal from the list.

Click here to refer to the New Transmittal (Inbox) training article for more information.

Editing Documents in the Document Register

We understand sometimes documents are incorrectly uploaded.  To assist the Document Controllers, we have provided an editing tool that allows you to mass edit multiple documents.

Once modified, the users who have a access to the modified documents are notified with the changes and all changes are logged and tracked.

1. Access Document Register

The Document Register can be opened from the following menus;

  • Quick Links/Document Register

  • Document Control/Document Register

Select Quick Links and click on Document Register.

2. Select Documents

You can use the Advanced Search Options to help you find the files you need quickly.

Select the documents you would like to make changes to and click Edit.

3. Mass Edit Document Details

Here you can modify the Document Number, Revision, Description, Discipline, Type & Status.

If you have Multiple Documents selected, you are able to mass edit using the top section.

  1. Select the Aspect For of the document you would like to edit, such as Document Number.

  2. Enter the Part of the Document you Would like to Change by clicking Find.

  3. Select the Action you would like, this being: replace with, insert before, insert after, replace before or replace after.

  4. Enter the New description.

  5. Select the documents again to confirm the files you would like the changes to be applied.

  6. You will now see your changes on the document(s).

  7. Click Apply Changes to save these new details to the document(s).

  8. Click Save Changes – you can save to Selected Documents or Save All Documents.

  9. Save Changes and Notify this will notify all users who have access to these documents that there has been a change in document details.

  10. You can undo changes made by clicking on the Undo Changes button. Select the field you want to revert to the original values.

4. Edit Document Details Individually

If you wish to individually edit details, directly change them using the bottom information panel, you can make changes on any field for each document.

For example:

  1. Change Document Number anywhere by clicking on the field.

  2. Change Revision Description directly by clicking in the field.

  3. Change Discipline from the drop-down menu.

Then click Save Changes or Save and Notify Changes.

Creating Tender Packages with Commnia SmartGrid

Commnia SmartGrid makes it easy to to create tender packages and distribute directly to your project trade groups. Once you have set up a few simple rules, most of the process is automated.

1. Navigate to Tender Grid

From the main menu, click on Tenders and from the dropdown menu select New Tender (SmartGrid).

2. Attach Files via Document Register

Click on the documents button to open up the document register.

  • As a default, only current documents are displayed in the list.

  • You can filter via Advanced Search Options including; Discipline, Document Type and Status.

  • You can either Select each document Individually or click on All to select all documents on the page.

  • Click on Attach to return to the tender grid with your selected documents.

3. Attach Files via Commnia Drive

  • Click on Add from Commnia Drive to open the Commnia Drive folders.

  • You can filter folders by Job or by Search Files/Folders function.

  • Select the relevant folder(s) you want to include in your Tender Grid by clicking on each of the checkboxes, and click attach.

  • If you only need certain files within a folder click on each folder to view the contents.

  • Select the relevant files you want to include in your Tender Grid by clicking on each of the checkboxes, and click Attach.

To learn more about attaching files from Commnia Drive and Document Register, click here.

4. Add Trade Groups to Your Tender Request

    • The list of trades will default to any trades that are already associated with this current project.

    • You can bring up your trade groups from a previous project by selecting from the Job drop-down list or view Global Trade Groups by changing the Job field to All.

    • You can Individually select the Trade Groups you want to include by clicking on the relative checkbox. Alternatively, you can click on All | None to select or deselect all trade groups on that page.

    • Click on Select to include them in the Tender Grid.

    • The number above each trade group tells you how many of your contacts belong to that group.

    • By clicking on this number, it will display a list of those contacts and the ability to Add/Remove any missing trade contacts. 

    • To Add Select the User/Groups to include by clicking on each checkbox, and then click on Select. 

    • To Remove from package click on the X. You can also delete the contacts from Project by clicking on the trash icon.

5. Prepare your Tender Grid

Now you’re ready to start allocating relevant documents to each trade group. 

    • Firstly, if you decide that all trade groups need to receive all documents you can simply click on Send all packages to all trades.

  • You can also assign documents manually with several options as per below:

    1. All Documents to a Single Trade/User Group. e.g. Here we have assigned all documents to the Cladding trade.

    2. You can assign One Document to All Trade Groups. e.g. assigned document A1000 _2- Rev: B to all trade groups.

    3. You can add All Documents from a Single Discipline to All Trades. For example below we have assigned all Architectural documents to All Trades.

    4. Assign Individual Documents to Individual Trades. e.g. individually assigning two Structural documents to the carpenter trade group.

6. Create a Tender Package

Once you’re happy with your tender grid, click on Create Tender to prepare your tender packages.  

  1. Each Tender Package is grouped by the trade group. Click on the trade group name to expand the tender details.

  2. The Subject Name will be defaulted but can be changed by the user directly from this field. 

  3. The Tender Closing Date will default based on the project configuration held within the project register. You can override this date and click Copy to all Tenders will update all tender packages with your new tender closing date.

  4. You can Add Users by clicking on the + recipients button. This will open the project contact list, click on the checkbox next to each contact you would like to add and click Add users. You can Remove a User by clicking on the X next to their name.  

  5. You can Remove Document(s) by clicking on the relative x. To Add more documents click on Add More Documents to open the document register. Select the documents you would like to add and click on attach. 

  6.  Enter your Email Message into the Scope/Further Documentation field. This field is Html which means you can copy and paste directly from emails, web pages and images. There is an option to copy the message to all the Tenders.

  7. Alternatively, select from a list of View Custom Templates for Description.

  8. You can Send each Tender Request Email by Trade individually. You have the option to either save the tender as a Draft allowing you or a colleague to review, or Send the tender package privately. The send privately function means that your recipients won’t see each other and know who has been invited to tender.  

  9. You can also Save All as Draft and Send All Tender Request Emails at the same time

To see how to create Custom Correspondence Templates click here.

You will see a message that says your tender has been submitted successfully and emails have been sent to your trade groups. 

7. Tender Package Email

Commnia will automatically send a Formatted Email with your tender package to the Trade Groups. This includes an attached pdf Letter, Project Details, File Download Link, Intention to Quote Yes/No and a Link to Upload their Quotation.

Responses are captured in real-time to the Tender Dashboard where you can advise your sub-contractors of their successful/unsuccessful tender. To learn about Tender Dashboard click here.

There are alternative ways to send Request for Tender Packages, you can also send with Email or with the SmartGrid an automated Trade Group/Document Assignment feature.

Creating Simple Tender Email in Commnia

 
But you can also send simpler tender packages using Commnia’s inbuilt email, which enables you to still trace your correspondence in future.
 

1. Navigate to New Tender Email

From the main menu, click on Tenders and from the dropdown menu select New Tender Email (Inbox).

2. Create New Tender

A new email message will be opened with the document category already selected for tender request. 

  • Enter a Subject line for your tender package 

  • Your Tender has the option to Send Privately which means that any recipient in the To field will not see who else has been included in the Tender package.

It’s important to note that they will see who has been CC’d in the Tender.  

2. Add Recipients

  • Start typing the name of the contact to display a list of users from the project contact list. Alternatively, you can click on the To, CC or BCC button to display the full global contact list.  

  • If a contact is not already a part of Commnia, you are able to add them by clicking on the Create New Contact icon

  • To see how to Create New Contact, click here.

3. Complete Dynamic Fields

For a Tender Request, the default fields are Close By date and the option to include Addons.

You can apply a Due Date to your tender by selecting what type of action is required, and the date of when this action is due. 

Click on Addons to include a Standard Clause, Cost Table and Authorisation.

  • Standard Clause, copy and paste from a document, or insert directly from a custom template. To learn how to create Custom Standard Clause Template click here.

  • Cost Table will allow you to include a cost table with your tender as per below example. You can apply a percentage admin charge which will add a fee-based in the value of the cost table.

  • Authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template. To learn how to create Custom Authorisation Template click here.

The template setup must be completed by a Commmnia Administrator.

4. Enter the Email of the Body

  • Enter your Email Message into the description field. This field is Html which means you can copy and paste directly from emails, web pages and images.

  • Alternatively, select from a list of Custom templates.

  • The templates listed will be filtered based on Tender Request templates You can view templates for other document categories by changing the template filters.

To see how to create Custom Correspondence Templates click here.

5. Add Attachments

  • Files can be attached to the email directly from Commnia Drive, the document register, from your local device or drag and drop files with no restriction on file size.

To learn more about attaching files from Commnia Drive, the Document Register and from your local device click here.

6. Send Tender Email

Your email signature will automatically be included in every email communication. You can edit your email signature by clicking on the edit icon.

To learn how to create and edit your signature click here.

Once you’ve entered all information for your email, you can Preview, Save as Draft or Send.

If you have clicked to Send Privately the recipients will not see who else the email has been sent to. 

Autosending Revised Documents using SmartGrid

Upload your revised documents. Please see this page for further information.

Commnia’s Auto Send Revised Documents (Smart Grid) feature is used to create transmittal’s based on history.
The feature allows you to automatically identify document revisions that need to sent to project users.

To ensure documents are only shared with successful tenders you will need to update the Tender Dashboard. Click here to see how to award tender and remove unsuccessful applicants from the project contact list and ensure they do not receive any updated documents for this project.

To auto-populate transmittals with the SmartGrid, the grid needs to be set up with distribution rules. To see how to do this, click here.

1. Access Auto Send Revised Documents (Smart Grid)

From the main menu, navigate to the Document Control, and click on Auto Send Revised Documents (Smart Grid). 

Alternatively, you could access via the main menu, navigate to the Document Control, and click on Addendums icon outlining the number of revised documents that need to be populated.

2. Filter and View Grid

You’ll be presented with a screen/grid that allows you to view your document transmittal outline.

Revised Documents will add any updated document revisions and will automatically display any trade groups and user groups who have not received the updated revision. This will ensure that your project team is working from the most recent revision.

A green tick will be applied where the document/trade group combination meets the document revisions that need to sent to project users.

  • Exclude All Sent Documents – If this checkbox is ticked, it will not send a document to a user who has already received it. If you would prefer to send the documents to users regardless if they’ve received it, untick this box.
  • Manage Documents – Add additional documents from Document Register or Commnia Drive.
  • Manage Recipients – Add or remove trades and user groups.
    To manage documents and recipients click here.
  • Send all packages to all trades – will flag all documents to be sent to all user/trade groups in the grid.
  • Expand all Disciplines – shows documents category headings only, displaying a more succinct view of your transmittal grid.
  • Reset Grid – Click on Reset grid to remove all elements on the grid.
  • Show /Hide Document Description – Lists name of documents attached.

3. Applying Changes to the Grid

Changes can still be made to the transmittal grid before distributing:

Add/View/Remove Users

The number above each trade/user group tells you how many of your contacts belong to that group.

By clicking on this number, it will display a list of those contacts and the ability to add other contacts to the group.

Select the user/groups to include by clicking on each checkbox, and then click on Select. 

You can remove or view each of the document details by clicking on the 3 orange dotted lines. A snapshot of document details will pop up.

4. Create your Transmittal

Each transmittal created in Commnia will ultimately be sent through Commnia’s email function.

Once you have assigned all relevant documents to each trade/user group, click on the Create Transmittal icon to prepare your transmittals.
You also have the option to view and save as drafts.

Each Trade will be divided into its on the transmittal. Click on the transmittal number to expand the transmittal.

You can review recipients and the documents attached.

There are a few options available for modification.

The subject line will default to the document category of Document Transmittal but can be modified here by clicking Change. If you would like the changes to apply to all transmittal subject field, click on Copy to All Transmittals.

Commnia will automatically consolidate recipients if they have been flagged to receive the same documents. Click on each Transmittal to show further details. 

You can remove a listed contact by clicking on the X, to add more contacts you can click on the Plus icon.

You can Remove a Document by clicking on the x. to add more documents you can click on Add More Documents.

This is where you can enter the body of your email to be included as part of your transmittal. If you have setup custom templates, you can view and add by clicking on View Custom Templates for Description.

To create custom templates, click here.

The description can be copied across all the current list of transmittals being prepared by clicking on Copy to All Transmittals.

Once you’re happy with the content, you can click Save As Draft or Send to distribute this transmittal. You also have the option to Send Privately. This means that your contacts will not see the other contacts who have been included on the transmittal.

Discard will take you back to the transmittal grid where you can make further changes to the grid.  

5. Transmittal Email

Commnia will automatically send a formatted email with your transmittal to your contacts where they can download these documents directly from the email without needing to log in to Commnia.

Your sub-contractor will be able to directly download the documents from the email link saving them time not having to log in to Commnia.

The email includes PDF Letter as an attachment, the email description, and a list of all files included in the email.

Managing Tender Packages

Commnia Tendering module lets you send out personalised tender packages automatically, re-use tenders from previous projects, view who has indicated pricing in a register and more via a user friendly Tender Dashboard.

Tender Dashboard

Commnia’s Tender Dashboard allows you to view a summary of where your sub-contractors are up to with tenders you have sent.

The dashboard will show if subcontractors have viewed, accepted or declined the tender.

1. Navigate to Tender Dashboard

From the main menu, navigate to the Tenders menu, and click on the Tender Dashboard.

2. The Tender Dashboard – Snapshot

You will be presented with your projects tender dashboard showing you how many of your sub-contractors have responded to your invitation to tender and how they have responded.

  1. Pending Submittals shows how many tender packages are currently in draft status. Click on this status to view all the draft Tenders.

  2. Sent – displays the number of Tenders sent. 

  3. Invitations Accepted displays the number of accepted quotes.

  4. Not Pricing displays the number of subcontractors who have indicated that they will not be submitting a quote.

  5. Estimate Received displays the number of quotes received.

  6. Successful displays the number of subcontractors who have been awarded the Tender. 

  7. Unsuccessful displays the number of unsuccessful Tenders. 

3. Manage Tender Dashboard

  • You can click on the Trade Group to show more detailed information about the Tender Request, it will display which companies and contacts the Tender was sent to.

  • Click on the Company Name or Contact Name to see information on the right of the screen including a list of documents sent with the tender package and the download status of the documents by all the contacts from that company.

  • You can see the Date and Time the contact downloaded the documents. 

  • The documents will be categorised based on the Source of Location it was sent from – Document Register, Commnia Drive and Other Files.

  • You can also view the original Tender Request Email by clicking on the mail icon.

  • You can add Notes to Company to record any additional information.

  • Commnia will also advise you when the sub-contractor has downloaded the documents for the first time.

You can Update and Modify the Status of each company. From the dashboard click on the current status and a pop up will appear with the option to update Status.

Once you have made a selection, click Save, and you will be taken back to the Dashboard.

Awarding Tenders

Once you have made a decision on who be awarded the tender, click on their status and change it to Successful.

You will be presented with four options:

  1. This option will send the Successful Applicant a Tender Awarded Email.
  2. The second option will Add the Successful Applicant to the Project Contact List allowing them to receive updated documents.
  3. The third option will Update all Other Contacts within this trade group to unsuccessful removing them from the project contact list and they will not receive any updated documents for this project.
  4. The fourth option will Send Unsuccessful Applicants an Email advising they have not been successful.
  5. You can Select All to apply all the notifications.
  6. Click on Save to update the status. 

Back in the Dashboard, you will see the status has been updated.  

Your contact will now receive their email advising them if they have been successful or not.


Adding a Subcontractor to Existing Tenders and Send All Trade Documents Automatically

1. Access Your Tender Dashboard

  • Login to your Commnia account and select your project.

  • From the Trades menu select Tender Dashboard

2. Add a new contact to the trade

From the Tender Dashboard select the trade and then click on the Add Recipient

3. Decide whether you would like to include all the documents in the tender package

Commnia can locate all the “latest” documents sent to the selected Trade and include them in your Tender/Addendum.

4. Complete the Tender or Tender Addendum email

A new email will appear with the list of documents (if you selected the option to include the documents).

The trade is preselected, however, the category can be changed to any “For Quote” email.

Commnia Drive

The Commnia Drive is a file storage and sharing function allowing you to access your files from your laptop or smart device. In addition, you are able to set folder and file permissions by projects, groups and users.

The Commnia Drive doesn’t include version control like the Document Register does, which makes this a quicker alternative if document revision control isn’t necessary.

Easy access to project documentation for clients, architects, trades and suppliers, saving certificates, warranties, commissioning info, as-builts & final O&M manuals for project completion.

1. Accessing The Commnia Drive

To view Commnia Drive, login to your Commnia account. From the main menu, click on Quick Links and Commnia Drive.

2. Navigating Commnia Drive

You will be presented with the Commnia Drive screen shown below:

You will see a list of folders that you have access to. Click on the folder to View the contents. In this case, we have clicked on the Photos.

If you have the right permissions, you’ll be able to click on the filename to download the file. To Download Multiple Files, click on the checkbox of each file or click on All Files from the Select menu.

Once you’re happy with the files selected, click on the Options menu, and then Download. The files will be downloaded into a zip file.

3. Add New Folder

To add a new folder to the Commnia Drive, click on the New Folder button.

Enter the name and the description of the folder, then click “Save”.

All new folders will inherit the parent folders permission. e.g. This new folder was created under the Default folder which allows internal users to edit files contained here.

4. Upload Files to Folder

To upload files into a folder, navigate to the folder where these files are to be uploaded to. Click on the Upload Files button.

The upload files dialog box will appear:

You can drag and drop the files directly here or click to select files from your local drive.

Select the relevant files and click Open to Upload. You can Remove Files from the upload by clicking on the Trash icon next to the document. Click on Save to complete the upload to Commnia Drive.

You will be returned to the relevant folder with your newly uploaded documents.

5. Folder / File Permissions

Each folder or file will inherit permissions from its parent folder. To Modify the Folder/Files Permission, click on the options button to the left of the folder/filename. Then click on View Permissions / Share.

There are three different permission options: by the user, groups or more.

5a. User Permissions

Start by typing the name of the user you want to add to the folder/file permission.

Click on the Permission drop-down list to choose the permission level to assign to this user.

5b. Group Permissions

The Group permissions allow you to assign a permission-based on a user group. This way, as new project users are added to user groups, they will automatically inherit the correct permissions. Click on the user group you’d like to add permission for this folder/file.

Click on the Select drop-down list to choose the permission level to assign to this user group.

5c. More Permissions

The final permission option allows you to set global permission for all internal users. Click on the Permissions drop-down list and select the permission level.

6. Copy Folder Structure

Commnia includes a feature to copy the folder structure from a different project. Select the project from the drop-down list where the folder structure exists.

Select the folder to copy by clicking on the orange dotted menu and select Copy current folder’s structure.

Alternatively, you can select Multiple Folders to copy by checking the box next to the folder. Click on the Options menu and select Copy current folders structure.

Select the Project where you want to copy the folder structure too.

Click on the Options menu and select Paste.

The folder structure has now been copied across to this project. Please note that the files will not be copied.


Resources

Demo documents including Architectural, Electrical and Structural Drawings can be found here:

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