Creating a Reference Collection

Please see the main page Custom Fields for instructions on how to create a Reference Collection. Reference Collections are created from the Forms Log by clicking '...Customize Form Fields' and can be created based on the use of the following system forms as well as any custom forms you've created.

• Change Orders
• Contract Exhibits
• Contracts
• Directives
• Drawings
• Drawing Packages
• Emails
• Field Reports
• Files
• Merge Templates
• Payment Applications
• Potential Change Orders
• Punch List Items
• Requests for Information
• Specifications
• Specification Packages
• Submittals
• Submittal Packages

Using Reference Collections - Examples

Reference Collections can be used from any one form to another and are not limited to a one-on-one relation as multiple Reference Collections can be used on a single form. Below are some examples of Reference Collections in use.

1. Example 1 - System Form to System Form (Request for Information references Potential Change Orders) 
1. Go to FORMS > Request for Information. From Log View, click '...Customize Form Fields'. Use the instructions under Help - Custom Fields and click 'Add New Field' to add RFI custom Reference Collection to reference Potential Change Orders. In this example, we created a Reference Collection on 'PCO Links'. 
   1.  
2. Create one Potential Change Order. This PCO will be linked to our Request for Information (RFI)
3. Create an RFI and click 'Add PCO Links'. Link the PCO to the RFI via custom Reference Collection 
   1.  
4. In the above example, the information from the PCO is displayed directly in the RFI form without having to jump to a different form to validate required information. Additionally, clicking the Subject link provides quick access to the linked PCO.
2. Example 2 - Custom Form to System Form (Field Reports references custom form Daily Details)
1. Create custom form 'Daily Details' adding fields 'Inspected Today?', 'Date', 'Temperature', 'Weather'. For information on creating custom forms, please see Help section Custom Forms
   1. 
2. Create Daily Details documents
3. Create custom form 'Daily Work Records' adding fields 'Company', 'Crew', 'Count', 'Details'. 
   1. Image Added
4. Create Daily Work Records
5. Go to FORMS > Field Reports. From Log View, click '...Customize Form Fields'. Use the instructions under Help - Custom Fields and click 'Add New Field' to add Field Report custom Reference Collection to reference the Daily Details custom form. Repeat the process for adding Field Report custom Reference Collection 'Daily Work Records'. In this example, we created a Reference Collection on 'Daily Details' and on Daily Work Records adding both Reference Collections to the Field Reports system form.  
   1. Image RemovedImage Added
6. Create a Field Report and click 'Add Daily Details'. Link the Daily Details document to the Field Report Image RemovedField Report. Click  
   1. Image Added
7. In the example above, we've create a custom form where this custom form create multiple custom forms where these forms can be used as a stand alone form or a as Reference Collection Collections in any other form within the system. The Daily Details and Daily Work Records can easily be linked easily linked to our Field Report to display visibility of the Daily Details and crew on site right from within the parent form Field Reports. The Subject link on the linked Daily Details links can be used to jump to directly to the linked documentdocuments.
3. Example 3 - There are practically endless possibilities for using Reference Collections and here are a few to name
   1. Files as a Reference Collection to any system form such as Submittals
   2. Emails as a Reference Collection to any correspondence form
   3. Costing data of any other Costing form
   4. Custom form data to Punch List Items such as Inspections. 
   5. Multiple custom form Reference Collections such as Equipment and Manpower as Reference Collections to Field Reports

Helpful Screenshots