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What does Open Book mean?
What does Open Book mean?

As an Owner's Rep, which project data is visible to the Owner while collaborating on-system?

JD Williams avatar
Written by JD Williams
Updated over a year ago

Open Book is an option we provide to Owners and Owner Reps that collaborate on-system. This allows for both parties to see information in real-time. This article will help you understand which information can be shared by pushing a button, and which information can be "mirrored" in real-time in the Owner's workspace.

Prerequisites

  • Owner Rep and Owner user must be set up with an on-system account, and both accounts must have the ProIO subscription plan

  • Owner user must have access to the created project

  • Open Book must be toggled on or off within your contract details with the Owner

On the table above, we've listed the modules on the left and indicated whether or not they can be shared via the app, mirrored onto another workspace, or exported to PDF or Excel and then shared manually by other means. If it can be shared through the app, this means that you are able to manually press a button, or "push" this information, and share with the Owner. They would then get an in-app notification to view. This will have to be done every time there is a change in this module. If it can be mirrored, this means that the Owner can immediately see this information in real-time, no push or sharing needed if Open Book is indicated on. Below are more in-depth explanations of each module's visibilities.

Portfolios containing all of the Projects with the same Owner can be shared with this Owner. To do so, within your chosen Portfolio, click on Settings. You'll have the option to add Editors, or External Viewers. If your Open Book is toggled on, this information will be shared in real-time.

The Project Dashboard can now be mirrored within the Owner's app to show some of the most pertinent information such as Project Health status, Outstanding Contracts, Invoices, and Change Orders, other Financial and Billing statuses, and more. Note that this would still be managed by the Owner's Rep.

Budget / ACR can be shared with the owner. The project budget data and attachments will be mirrored in the owner's workspace in view-only mode.

  1. To do so, go to the main contract and select "open book" option located in the contract details. Toggle "open book" to Yes.

  2. Go to the project budget and find BUDGET SELECTOR on the left hand side. Click this drop-down menu, and toggle to share the budget. You'll be prompted to confirm.

  3. Once confirmed, the owner will now have view-only access to the project budget in real-time.

Funding Sources can only be shared through exporting to PDF.

Bid Packages can also be mirrored within the Owner's app in a view-only mode. Owners will now be able to see changes within this module in real-time. Bid Packages can also be exported via pdf and shared manually. The 'export' function can be found under the Actions button on the top right corner.

Contracts can also be mirrored within the Owner's app in a view-only mode. Owners will now be able to see changes within this module in real-time. Contracts can also be exported via pdf and shared manually. The 'export' function can be found next to the Actions button on the top right corner.

Change Orders can't be viewed in real-time. The only change order type that can viewed by the owner is "My Change Order" which will need to be assigned and shared to that Owner. Owner Rep users will need to export to pdf and share non-My Change Orders with Owners manually. For more on how to do so, click here.

Invoices & Pay-Apps can also be mirrored within the Owner's app in a view-only mode. Owners will now be able to see changes within this module in real-time. Invoices & Pay-Apps can be exchanged through the app if both users are on-system, and also exported to PDF to share manually. For more on how to do so, you can find articles here.

Meeting Minutes & Tasks can be shared and / or assigned through the app if both users are on-system, and also exported to PDF to share manually. For more on how to share meeting minutes, click here. For more on how to share tasks, click here.

Schedule Milestones can be exported and shared manually. To do so, click Export to PDF at the top right corner.

Documents can be shared on a file-by-file basis. To do so, upload a document and click on the three lines to the right, and toggle Share as on.

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