Admin Documents - Complete Guide
Admin Documents is a secure document management system for sensitive project files like contracts, change orders, and scope documents. The AI automatically extracts key dates, financial amounts, and important terms from your documents, making critical information instantly accessible.
What Are Admin Documents?
Admin Documents are sensitive project documents that require restricted access. Unlike regular project documents that all team members can view, Admin Documents are limited to administrators and users with elevated permissions.
Common Admin Document Types
| Category | Document Types |
|---|---|
| Contracts | Prime Contract, Subcontract, Purchase Orders, Work Orders |
| Financials | Schedule of Values, Payment Applications, Estimates, Quotes |
| Changes | Change Orders, Change Order Requests, Amendments |
| Compliance | Insurance Certificates, Bonds, Permits, Lien Waivers |
| Scope | Scope of Work, Specifications, Exclusions, Inclusions |
| Project Docs | Meeting Minutes, Correspondence, As-Builts, Closeout Documents |
Why Use Admin Documents?
The Problem with Scattered Documents
| Challenge | Impact |
|---|---|
| Documents in email folders | Cannot find them when needed |
| No central contract repository | Disputes about terms |
| Manual searching for dates | Miss critical deadlines |
| Financial data in spreadsheets | No single source of truth |
| Version confusion | Using outdated documents |
How Admin Documents Help
| Feature | Benefit |
|---|---|
| Centralized storage | All sensitive documents in one place |
| AI-extracted key dates | Never miss a deadline |
| AI-extracted amounts | Quick access to financial data |
| Key terms extraction | Instant access to important clauses |
| Version tracking | Always know the current version |
| Full-text search | Find any clause or term instantly |
| Secure access | Only authorized users can view |
| Report integration | Document data feeds into AI project reports |
Getting Started
Accessing Admin Documents
- Navigate to your Project
- Click the Admin Docs tab in the project menu
- You will see the Admin Documents list
Note: Admin Documents are only visible to users with Admin access to the project.
Document Entry Methods
Admin Documents supports two ways to add content:
1. File Upload
- Upload PDF, Word, Excel, or image files
- System extracts text automatically
- Original file stored securely
2. Text Entry
- Paste email content or correspondence
- Enter manual notes or summaries
- No file required
Uploading File Documents
Step 1: Start Upload
- Click + Upload Document
- Select Upload File
Step 2: Select Document Type
Choose from 30+ document types organized by category:
Contract Documents:
- Prime Contract
- Subcontract
- Purchase Order
- Work Order
- Master Service Agreement
- Letter of Intent
Change Documents:
- Change Order
- Change Order Request
- Amendment
- Addendum
- Modification
Financial Documents:
- Schedule of Values
- Payment Application
- Estimate
- Quote / Proposal
- Invoice
Compliance Documents:
- Insurance Certificate
- Bond (Performance / Payment)
- Permit
- Lien Waiver (Conditional / Unconditional)
- License
Scope Documents:
- Scope of Work
- Specifications
- Drawings / Plans
- Exclusions / Inclusions
Project Documents:
- Meeting Minutes
- Correspondence / Letters
- Notice to Proceed
- Certificate of Completion
- Punch List
- As-Built Documents
- Closeout Documents
Step 3: Upload and Process
- Drag and drop your file or click to browse
- The system extracts text from the document
- Enable Process with AI to automatically extract key information
- Click Save
AI-Powered Document Analysis
When you enable Process with AI, the system uses your configured AI provider (Commercial or Private) to analyze the document and extract structured information.
What the AI Extracts
Key Dates
The AI identifies and extracts important dates:
| Date Type | Examples |
|---|---|
| Contract dates | Effective date, expiration date |
| Project dates | Start date, completion date, milestone dates |
| Submission deadlines | Notice periods, response deadlines |
| Payment dates | Payment terms, due dates, retention release |
Financial Amounts
The AI identifies monetary values:
| Amount Type | Examples |
|---|---|
| Contract value | Total contract amount, base price |
| Change amounts | Change order values, adjustments |
| Payment terms | Retention percentage, payment schedules |
| Penalties | Liquidated damages, late fees |
Key Terms and Clauses
The AI highlights important contractual terms:
| Term Type | Examples |
|---|---|
| Obligations | Performance requirements, deliverables |
| Conditions | Contingencies, prerequisites |
| Limitations | Exclusions, scope boundaries |
| Special provisions | Warranty terms, indemnification, insurance requirements |
Managing Documents
Viewing Document Details
When you open an admin document, you will see:
- Header: Document title, type, upload date
- AI Summary: Automated summary of key points (if processed)
- Key Dates: Extracted dates in a structured format
- Financial Amounts: Extracted monetary values
- Key Terms: Important clauses and provisions
- Document Content: Full text or uploaded file
Version Tracking
Admin Documents supports version management:
- Upload new versions of the same document
- Track which version is current
- View version history with dates and notes
- Compare changes between versions
Searching Documents
Find specific documents or clauses:
- Use the Search box at the top of the document list
- Search by document title, type, or content
- Find specific clauses, amounts, or dates across all documents
Text Entry Documents
Not all important information comes in file form. Use text entry for:
Email Correspondence
- Click + Upload Document
- Select Text Entry
- Choose document type (e.g., "Correspondence")
- Paste the email content
- Enable Process with AI for analysis
- Click Save
Manual Notes
Record important verbal agreements, site observations, or phone call summaries using the same text entry process.
Integration with AI Reports
Admin document data automatically enriches your AI project reports:
- Contract terms provide context for scope and compliance analysis
- Financial amounts feed into budget and cost reporting
- Key dates inform schedule and deadline tracking
- Change orders are referenced in variance analysis
When creating an AI Report, select Documents in the data categories to include admin document information in your report analysis.
Security and Access
Who Can Access Admin Documents?
- Only users with Admin access to the project can view admin documents
- Regular team members cannot see the Admin Docs tab
- All access is logged for audit purposes
Data Protection
- Documents are stored securely with encryption
- Access is restricted by role and project assignment
- AI analysis is processed through your configured AI provider (same security as AI Chat)
Tips for Better Document Management
Upload Best Practices
- Use descriptive titles: "Prime Contract - ABC Construction - Phase 1" is better than "Contract.pdf"
- Select the correct type: This helps the AI analyze the document more accurately
- Process with AI: Always enable AI analysis to extract key information automatically
- Add notes: Include context that may not be in the document itself
Organization Tips
- Upload documents promptly when received
- Keep versions updated as amendments are issued
- Use consistent naming conventions across projects
- Review AI-extracted data for accuracy after processing
For Better AI Analysis
- Higher quality scans produce better text extraction
- PDFs with selectable text work best (avoid low-resolution image scans)
- Clearly structured documents yield more accurate extraction
- Word documents generally produce the best extraction results