The operator gets the whole project
The simplest way to share is to open the project to the new owner’s staff. They then see drafts, internal threads and superseded sheets, and the construction team can no longer work freely.
Closeout and handover
Share handover documents with the facility manager
At handover the operator needs the final documents in a folder of their own, while the construction team keeps working in the project. This page covers the sharing step in Fidrel: how the documents get into facility management, how closeout is checked and how one folder is shared with the facility manager and suppliers as an operations package.
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Where the handover of documents goes wrong
A zip file that is out of date on arrival
Documents are zipped and emailed on the handover date. A week later a record drawing is reissued, and the operator is working from a set that nobody can tell is old.
Nobody knows what is still missing
Closeout is a long list, and the handover meeting is the first time anyone sees which items have not been turned over. The operator signs for a building before the O&M documents have arrived.
What the operator sees and what they do not
An invited recipient gets an account with access to exactly one folder, in the documents module. They do not see the project’s other folders or its other modules. A Guest can read and download; a Reader can also comment. The package is a folder in facility management, so the construction team keeps working in the project while the operator works in the copy.
Operations
Closeout comes first
The Closeout tab in facility management lists what contractors must turn over before occupancy. A US project starts from a template of sixteen items in a US folder structure, from record drawings and record specifications to O&M manuals for HVAC, electrical and plumbing, warranties, spare parts, training records and keys. Every item points to a folder with an upload shortcut, so a missing item is also an empty folder. You can mark an item N/A when it does not apply, and approve the ones that are complete.
From closeout to a shared folder
Step 1
Copy the current revision into facility management
With facility management turned on for the project, use Copy here in the facility management documents to bring the current revision of the project’s documents over. The project keeps its own documents, and each copy shows when the project has a newer revision.
Step 2
Check closeout line by line
Open the Closeout tab. Each item has a responsible company or person, a due date and a status of Missing, Submitted, Approved or N/A. Approving an item records who approved it and when, and a progress line counts approved, submitted and missing items.
Step 3
Create the operations package
An administrator chooses New package in facility management documents, picks Create a new folder or Use an existing folder, sets the permission to Guest or Reader and types each recipient’s email address, pressing Enter after each one.
Step 4
Share it and see who has access
Choose Share package, or Create and invite when you want the folder made first. Each recipient is invited by email. The package list shows every recipient as Invited until they accept and Has access afterwards, and Open folder goes to the files.
Keeping the copy current and ending access
The copy does not change when the project does. If the project issues a newer revision, the copy is marked Newer in the project with the revision number, and Fetch the newer revision pulls it in. When the facility manager’s or a supplier’s work is done, you remove their access under Project team; ending access is a step you take.
What the package is not
The operations package is a shared folder and nothing more. Fidrel does not compile or paginate an O&M manual from the files in it, and there is no tenant portal: the people you invite are facility managers and suppliers who open one folder. Sharing sets up no maintenance schedule and says nothing about which documents a building must hand over; the list of what to turn over is yours to set in the closeout checklist. Recipients need an email address, and a person you invite needs to accept the invitation before they have access.
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Closeout and handover
Frequently asked questions
Anything else on your mind? We are happy to help.
Talk to usCopy the current revision into facility management, then create an operations package: a folder shared by email invitation. The recipient sees only that folder.
A Guest can read and download only. A Reader can read and comment as well. Both see exactly the shared folder and nothing else in the project.
Project administrators. The New package choice appears in facility management documents for them, and the shared folders are listed there with each recipient’s status.
No. The folder holds copies. A copy is marked when the project has a newer revision, and you choose Fetch the newer revision to update it.
Yes. Remove the person’s access under Project team once the facility manager’s or a supplier’s work is done.
No. Closeout tracks what has been turned over and the package shares the files. Compiling a manual is done outside Fidrel.