Find a customer's files in the portfolio

The portfolio is where you go to find records. Work is for running today's jobs; the portfolio is organised by customer, and every job is a case file holding everything filed against it.

Before you start

Everyone can open the portfolio, but what you see depends on your role.

• The owner, admins, dispatchers and office staff see every customer and every folder, including Quotes, Invoices, Customer POs and Purchases, and how much a customer owes you.
• A site supervisor sees every customer and case file, but not the money folders and not what a customer owes. Their Forms and sign-off folder holds only the forms they filled in themselves, plus the job's customer sign-offs.
• A tech or contractor sees only customers of jobs they are assigned to, and only those case files. They see Safety documents, Site reports, Photos, Forms and sign-off (their own forms and the job's sign-offs) and Incidents (only the incidents they reported themselves). They never see the money folders or a customer's contact details.
• Safety documents and Incidents appear only when your company has the Safety module, and Site reports only when Site reports is on for your company. Without them the folder is not shown, and it is not in a zip.
• Dispatchers and office staff see a customer purchase order only when an invoice refers to it. Owners and admins see them all.

Profit and margin never appear in the portfolio.

Open a customer's portfolio

1. On Customers, select Portfolio at the top of the page. On a phone, select Portfolio in the Customers / Portfolio switch at the top. Techs and contractors don't see Customers, so they go straight to Portfolio.
2. A customer is listed once one of their jobs is completed, ready to invoice or invoiced, or they have an invoice that is not void. Use Open jobs for customers with work under way. Archived appears when you have archived customers.
3. Search by customer name, site, job number or job title, sort by Most recent, A to Z or Most jobs, and switch between the grid and the list.
4. Select a customer. Owners, admins, dispatchers, office staff and site supervisors can also select Open portfolio on the customer's own page.

Find a file

On a customer's page you see the customer's folders (Quotes, Invoices and Customer POs, for roles that can see them) and every job as a case file, newest first. If the customer has more than one site, select a site to narrow the list.

1. Select a case file. Its folders are across the top: Safety documents, Site reports, Photos, Forms and sign-off, Incidents and, for roles that can see them, Quotes, Invoices, Customer POs and Purchases.
2. Select a file. On a wide screen it opens in a panel beside the list, so the page does not change, and the up and down arrows step to the previous or next file. On a phone or tablet it opens full screen.
3. Select Download to save it, or Show on the job to go to the job. On a wide screen, photos and PDFs also have Full screen; on a phone or tablet you also get Share. A form or an incident has no file to download: its details show in the panel. A quote or an invoice opens in its own tab, from Open quote or Open invoice.

To search, type words into the search box on a customer or a case file. Search matches file names, numbers (JOB, QU, INV and PO), photo captions, job titles and report types. It does not read inside PDFs. Narrow the results by type or by date.

Download a zip

The owner, admins, dispatchers, office staff and site supervisors can download several files at once. Techs and contractors download single files only.

1. On a customer's page, select Download zip for everything, or Download what is shown after you have searched or chosen a site. In a case file, select Download case file.
2. Or tick the files you want and select Download zip in the bar that appears.
3. The zip builds in the background in parts of up to 100 MB. When it is ready, it appears under Your zips (your latest four) on the portfolio pages, with a download link for each part. It stays for 7 days.

Each zip uses one background export from your organisation's monthly allowance, the same allowance as Settings → Exports. Only the owner and admins see that count.

The zip has a folder for the customer, then each job, then each folder. Each part has a manifest.csv that lists every item in that part, including anything left out and why. Customer signatures are never put in a zip. Quotes and invoices are listed in the manifest but are not in the zip; open them from the app. Forms and incident records are listed too, without a file. A site supervisor's zip leaves out the money folders.

If something goes wrong

• Your organisation has used all its background exports for this month. Zips and background exports share one monthly allowance, which resets on the 1st. You can still download single files.
• You already have 2 zips building. Wait for one to finish, then try again.
• You have started 20 zips today. That is the most one person can start in a day. Try again tomorrow.
• Your team already has 4 zips building. Try again in a few minutes.
• This zip is too large to build in one go (over 2 GB). A single zip holds up to 25 parts or about 2 GB. Download a smaller selection, or filter by site, type or date.
• There are no files to download for that. Nothing matched your selection or filters.
• Your role can't download zips. You can still download single files. Only the owner, admins, dispatchers, office staff and site supervisors can download zips.
• Expired after 7 days. Download it again from the customer or case file.

Related

• Customers and sites
• Work on a job
• Export your data
• Roles and permissions