HOMEBUILDER: DOCUMENT MANAGEMENT

Document Management in Home Builder

Related Topic: Vendor and Buyer Portals

Example: Attaching a Document | Viewing Documents by Category | Creating New Categories| Example: Attaching to Multiple Locations | Storage Options | Builder Documents Overview

Overview

This guide explains how to:

• Attach documents (e.g., price lists, insurance) to Home Builder entities
• Categorize and classify documents
• Set up document categories and types
• View and manage documents centrally
• Configure storage (Business Central vs Azure Blob Storage)

Attaching a Document (Example: Price List on a Vendor Contract)

1. Open Home Builder → navigate to the relevant Vendor Contract after selecting the appropriate Phase
2. Open Attachments → Show Details
3. Upload the file
4. Assign:
   • Category (e.g., Prices)
   • Type (e.g., Price List)

Result

• Document is stored, viewable, and linked to the contract
• Attachment persists with the record and is visible to all users

 

Viewing Documents by Category or Type

1. Go to Home Builder → Setup → Document Management
2. Open:
   • Categories (to see document groupings)
   • Types (belong to Categories and are more specific document classifications)
3. Select a category or type to view all related documents
4. Open documents directly from the list

Creating a New Category - Type Mix and Assigning to Entities

Creating a New Document Category (Example: Insurance)

1. Go to Home Builder → Setup → Document Categories
2. Create a new category (e.g., Insurance)

Creating Document Types Within the Category

1. Go to Document Types
2. Create a new type (e.g., Certificate of Insurance)
3. Assign it to the appropriate category

Allowing Documents on Multiple Entities (from Categories)

• For each category/type, specify where it can be used. Start by clicking on Edit List
• Click on each entity that you are allowed to use this Category for. Some examples are:
  • Vendor Contract
  • Phase
  • Lot
  • Global Vendor
• Selecting more than one type allows the same document type (e.g., insurance) to be stored in multiple relevant places

Example: Attaching Insurance Documents to the Vendor Contract and Global Vendor

Vendor Contract

1. Open the Vendor Contract
2. Go to Attachments → Show Details
3. Upload insurance file
4. Assign:
   • Category: Insurance
   • Type: Certificate of Insurance

Global Vendor

1. Open Global Vendors
2. Select vendor → Attachments
3. Upload the same or related insurance document
4. Assign category and type

Configuring Where Attachments Are Stored

Storage Options - Administration Topic

Business Central or Azure Blob Storage

• Business Central database (default)
• Azure Blob Storage (recommended for vendor portal use) - requires setup from the IT company responsible for your Microsoft licensing

Change Global Attachment Storage Company

1. Go to Home Builder Setup
2. Find Attachment Storage for Global Tables
3. Choose the company where global attachments are maintained. You must choose only one company.

Recommendation

• Use Azure Blob Storage if you plan to use the Vendor Portal now or in the future

Builder Documents Overview

Viewing All Documents in the System (Classified or Not)

1. Go to Home Builder → Operations / Transactions → Builder Documents
2. View:
   • All documents across all entities
   • Category and type is provided if entered
   • Exact location is provided e.g. vendor, contract, phase, lot

Identifying Unclassified Documents

• The Builder Documents page highlights:
  • Documents uploaded without a category or type
• Use this page to:
  • Audit document usage
  • Clean up uncategorized uploads

Key Takeaways

• Documents should be categorized and typed for easy retrieval
• Categories control where documents can be attached
• Types define what kind of document it is
• Builder Documents provides a global, searchable view
• Azure Blob Storage is strongly recommended for scalable storage and portal access