Tips & Tricks

By Knowledge Base

Additional instructions for navigating and using ActualizeIt:

Add people or companies to bids and jobs

People and companies throughout are in dropdown lists based on the people and companies sections. If you don’t see a particular person or company, you can add them directly in the Bid or Job view.

Add People & Companies

Click the "+" button to the right of the field.

Change my user name

User Name

Change your default user name under Preferences in the FileMaker Pro menu.

Expand fields for more info

Expand Data

Click anywhere you see an arrow/triangle. In the example above, this will expand the comments setion.

Mouse over buttons for explanation

Tool Tips

Mouse over any button for a description of that function and the key command.

Multifunction buttons

Multifunction Buttons

Some buttons have multiple functions. The shift key is used as a modifier, e.g., clicking on the arrow will duplicate the item, and pressing shift then clicking will delete it.

Navigate to related jobs, bids, work orders, etc.

Related Item

Other arrows will take you to that related item. This is a good way of navigating the system while staying within a given project.

Note: The buttons in the main navigation will take you to that section in general, but not always to your related project.

Send email to a contact or the whole team

1. Email Icon (list row)

If a contact has an associated email address, click the email icon to send an email with your default email application.

2. Email Icon (field header)

Click the icon at the top of the list to send an email to the whole team.

Note: Shift click on the email icon (in the field header or list row) will also include a PDF of the Bid in the Bid section.

Shortcuts and keyboard commands

Section-specific Menus

Check the section-specific menus for additional shortcuts and keyboard commands.

Sort items in a list

Field Headers

Click on the field headers in any list view to sort by that field.

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Scheduling Rooms & Equipment

By Knowledge Base
Quick Links

Schedule Rooms

Schedule Inventory / Equipment

Inventory / Equipment

Any kind of physical asset (hard drives, gear, equipment) can be added to the Inventory section. Barcode scanning is available via the check in/chech out fuction using a bar code scanner or camera on a mobile device. Shipping tickets can also be generated using the ship function.

Schedule Rooms

Rooms

To book rooms, select ‘Rooms’ from the Week or Day view of the Schedule. Rooms can be added or edited under the Schedule Preference section of the admin area.

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Adding New People & Companies

By Knowledge Base

You have the ability to add new people or companies needed for your Bids.

[SCREENSHOT HERE]

A. People Screen

Click the '+' icon in the footer to add a new person.

[SCREENSHOT HERE]

B. Companies Screen

Click the '+' icon in the footer to add a new company.

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Managing Bids

By Knowledge Base

Creating a New Bid

1. Navigate to Bids

From the Dashboard, click 'Bids' in the Main Navigation.

2. Select Bid Type

Click and hold the '+' button open the popup menu; select the bid type.

3. Create the Bid

Once bid type is selected, click the '+' to create the bid.

4. New Bid Dialog

Choose whether to start a new bid group or add to an existing bid group.

Duplicating a Bid

1. Duplicate Button

Click on the 'Duplicate' icon to duplicate a bid.

2. Bid Group Portal

If you add a new version to an existing bid group, it will be added to the Bid Group portal.

3. Duplicate Bid Dialog

Choose whether to start a whole new bid, or add a new version to an existsing bid group.

Awarding a Bid to Start a Job and Track Actuals

1. Award Job Button

Click the 'Award Job' button to change the Bid status to Awarded.

2. Select Bid

The selected Bid will show as "Awarded" here.
Job will automatically open in a new screen.

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Scheduling Resources

By Knowledge Base

Before a Bid is Awarded

You may want to block time on a Resource’s calendar before the client has approved the Bid.

1. Resource Calendar

Go to the Schedule page amd double click on a day to add a booking.

2. Add Booking

Fill in any details about the job, including status of the booking.

3. Booking Details

Fill in any details about the job, including status of booking.

4. Multi-Book

Click the 'Multi-Book' button to create a multi-book to book a resource across multiple days.

Once Bid is Awarded and Job is Created

A. Staff Resources

You can schedule resources in the main Job screen.

B. Schedule View

You can also schedule resources on the Schedule screen.

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Managing Jobs

By Knowledge Base
Quick Links

Work Orders Screen

Jobs Screen

1. Jobs Screen

From the Job screen, you can start entering Work Orders (actual staff time), Purchase Orders (actual outside costs), etc.

A. Work Orders

B. Purchase Orders

Work Orders Screen

A. Charges

You can select items from your Bid (shown in green on the right) and start adding actual costs.

B. Bid Items

If you add an item that wasn't in your Bid, it will show as red.

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How to Start Using ActualizeIt

By Knowledge Base

Logging In

  • To access ActualizeIt, you will need FileMaker Pro and a Launcher file or the IP of the server. You can add the host name or IP as a favorite.
  • Click on the Launcher and log in using your username and password.

The ActualizeIt Process

1 - Create Bid

Process starts by creating a new bid

2 - Award Bid

Award the bid to client/partner(s)

3 - Automatically Create Job

Job is automatically created when bid is awarded

4 - Schedule Resources

Schedule resources after job is created

5 - Track Actuals

Track actuals for Work Orders and Purchase Orders

Dashboard and Main Navigation

A - Main Navigation

Use the main navigation to access data within the system.

B - Resources

View scheduled resources for current day.

C - Timesheets

Click here to access your timesheets.

D - Quick Links

Use the Quick Links to view open bids, active jobs, and un-approved time.

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