The job record: approvals, meeting minutes and photo gallery
Documents is no longer a filing cabinet: it is the living record of the job. Any document can enter an approval cycle with an external link (the classic submittal: the product data sheet the inspector has to authorize), meetings are logged as minutes whose open action items pile up at the top until they are done, and every photo from the job — daily log, progress, punch list, quality, safety — gathers itself into a gallery with a printable photo report.
- Any document can request approval: it generates an /aprobar/… link where people decide without an account, looking at the file.
- The “Pending approval” tray shows what is waiting on whom; the decision (with its note) stays in the record.
- Minutes: meeting → action items with an owner and a date; the open ones pin to the top, with an overdue badge, until they are checked off.
- The minutes print with a table of action items and signature lines for each attendee.
- Gallery: every photo on the project grouped by day, with a filter by source and a printable photo report. It does not duplicate files.
- 1
Request approval of a document
In Documents, the stamp button on any file opens “Request approval”: write down who you are asking and the link is copied for you. Send it by WhatsApp or email — the approver sees the document and decides with a note, no account needed. You can also approve or reject internally from the tray.
- 2
Log the meeting minutes
Minutes tab → “New minutes”: title, date, attendees and notes. Then add the action items: what, who and by when. Every open item shows in the tray at the top until it is done, no matter which meeting it came out of.
- 3
Check off (or print) the action items
You check off a finished item wherever you are — in the tray or inside its minutes. For formal meetings, print the minutes: they come out with the table of action items and a signature space for each attendee.
- 4
Use the gallery as visual memory
Gallery tab: photos from the daily log, contractor progress, punch list, quality and safety gather themselves by day. Filter by source and generate the printable photo report for the client or the inspector.
Frequently asked questions
What is a “submittal” and why should I care?
It is the document that needs authorization before the work goes ahead: the waterproofing data sheet, the steel fabricator's shop drawing, the finish sample. With no record, that approval lives in a “go ahead” on WhatsApp that nobody can find later. Here it stays: who approved it, when, and with what note.
Does the outside approver need an account?
No. The link shows the document (valid for one hour for security, regenerated when opened) and two buttons: approve or reject, with a note and a name. It only works while the document is still pending.
Does the gallery duplicate my photos?
No. The gallery only aggregates: each photo still lives in the module it came from. Delete a photo from the daily log and it stops showing in the gallery.
Can I require approval before something gets built?
The flow is documentary, not blocking: it records the decision, but it does not stop purchases or the schedule. The discipline of “nothing goes ahead without approval” is still yours — with the advantage that now there is evidence of every decision.