Common to all types of milestones is that you need to provide a subject/title for the milestone, a description, and a deadline, which can either be relative to the project's start date or a specific fixed date. If you create milestones on a project template, you can only choose "Relative date" as the deadline.

 

 

Create and complete milestones

Below, we will go through the entire process for each type of milestone - how they are created, filled out, and marked as completed by both internal and external users.

All milestones are created from the project main page - whether it's for a specific project or a project template:

 

Standard milestone

A standard milestone is the simplest type, primarily serving as a reminder that something needs to be done. It can also include links to important information or websites where actions need to be performed - such as applying for excavation permits. Standard milestones must be completed manually on the milestone timeline on the project main page, and they can also be undone - meaning they can be set back to a pending state if needed.

 

Create a "Standard" milestone

Create milestone ➜ Standard milestone ➜ Fill in subject, description and deadline ➜ Click "Save"

 

Edit, delete, or complete a "Standard" Milestone

Click on the milestone on the timeline:

You now have the following options:

A) Click on the pencil icon to edit the milestone.

B) Click "Delete" to permanently delete the milestone.

C) Click "Report done" to complete the milestone.

 

 

Upload file milestone

You can create milestones for file uploads, which either you or external partners must ensure are uploaded to the project. This way, you ensure that all permits, documentation, important instructions, etc., are collected and available for the project.

 

Create an "Upload file" milestone

Create milestone ➜ Upload file ➜ Fill in subject, description and deadline ➜ Specify the documents to be uploaded and the folder they should be placed in ➜ Choose whether an external party should upload ➜ Click "Save"

In the example above, we create an "Upload file" milestone with the purpose of collecting documentation from the 1-year review of residences, conducted by the subcontractor "CB Byg," who performed quality control in a manner different from our Inspectly account.

In addition to the subject, description, and deadline, for an "Upload file" milestone, you must specify the following:

• Description of the document: A description of the document we expect to be uploaded, which makes it easier for the responsible party to know what needs to be uploaded. This description will also be included as the document's description in Inspectly, ensuring there is no doubt about what it is.
  • Location: Which file folder in the project on Inspectly should the file be placed in once it is uploaded to the milestone? – Click on "Change location" to select a folder; otherwise, it will be placed at the top level under the "Files" menu.
• Upload from external: If it's not an internal user but an external partner, such as a subcontractor, consulting engineer, architect, or similar, who needs to upload documents for this milestone, then enable "Upload from external" and specify which external company is responsible for ensuring the document is uploaded.
  • This option cannot be selected when setting up a project template, but once the specific project is created from the template, the milestone can be edited, and the external party can be specified.

NOTE! It is possible to specify multiple documents to be uploaded as part of the same milestone. Click on "Add additional document" if desired. It is not possible to differentiate between who or which external party should upload which document within the same milestone - in such cases, separate milestones should be created instead.

 

 

Edit, delete, or complete an "Upload file" Milestone

Click on the milestone on the timeline:

You now have the following options:

A) Click on the pencil icon to edit the milestone – for example, to modify the basic information, add additional documents to the milestone, or change the external party responsible for uploading the document.

B) Click "Upload" or "Select file from Inspectly" to upload a document as part of completing the milestone – you can choose a document from your PC or from files already available in Inspectly.

C) Click "Change location" to modify which file folder the document should be uploaded to (this must be done before the document is uploaded).

D) Click "Delete" to permanently delete the milestone.

E) Click "Save" if you have made any changes.

The "Upload file" milestone is automatically marked as completed once all specified documents have been uploaded.

 

Upload file from ProjectWeb

If you have specified that an external party should upload the document, they can do so via ProjectWeb. They will see the milestone listed as a task on the project main page, indicating what needs to be uploaded and the deadline. From there, they can also click "Upload" and select the document from their PC to upload it to the project.

NOTE! This requires that you have set up your ProjectWeb, created the external user, and granted them access to ProjectWeb. Learn more through the following links:

• Setting up ProjectWeb
• Grant external access to ProjectWeb

 

 

Signature milestone

With a "Signature" milestone, it is possible to collect signatures from both internal and external users - for example, in connection with the distribution of safety instructions, which you need to ensure all workers have read and understood before work can begin.

It can also be used for third-party approval of quality control material and similar purposes, which is particularly useful for projects where your documentation must be approved in accordance with legislation.

 

Create a "Signature" milestone

Create milestone ➜ Signature ➜ Fill in subject, description and deadline ➜ Select a PDF File ➜ Choose folder location ➜ Select recipients ➜ Click "Save" or "Send for signature"

In the example above, we create a "Signature" milestone with the purpose of collecting signatures to confirm that people have received, read, and understood the relevant safety instructions in the attached document. It is sent to all internal users on the project as well as the external user, "CB Byg."

In addition to the subject, description, and deadline, for a "Signature" milestone, you must specify the following:

• Document for signature: Select the PDF file that users need to receive and sign.
  • "Upload PDF": Using this tab allows you to select a PDF file stored on your PC.
  • "Select PDF from folders": Using this tab allows you to choose from the PDF files already uploaded to the project in Inspectly (OBS! If the milestone is set up on a project template, you select from Global Files).
• Location: Which file folder in the project on Inspectly should the document be placed in? – Click "Change location" to select a folder; otherwise, it will be placed at the top level under the "Files" menu.
• Select recipient(s): Specify which users need to receive and sign the document.
  • "Internal": Choose whether none, all, or only selected internal users on the project should receive the document. Internal users will receive the document as a Knowledge Alert.
    • "License missing": If you do not have enough Knowledge & Communication licenses, you can see in the "License missing" box who and how many are affected, and quickly purchase the necessary licenses so that everyone can receive and sign the document.
  • "External": Choose whether any of the external users on the project should receive the document. External users will receive the document as a link in an email and do not require a license.

Click "Save" to simply save the milestone, if it needs to be sent later on (NOTE! This is the only option for a project template).

Click "Send for signature" if you are creating the milestone directly on a specific project and want to send the document for signature right away.

 

NOTE! Internal users must have a Knowledge & Communication license to receive and sign documents from milestones, just like with Knowledge Alerts. You can read more about Knowledge Alerts through the links below:

• In general about Knowledge Alerts
• Knowledge Alerts in the app

 

Edit, delete, or complete a "Signature" Milestone

Click on the milestone on the timeline:

You now have the following options:

A) Click on the pencil icon to edit the milestone - for example, to modify basic information, select a new document, or change recipients.

B) Click the download icon to download the document uploaded to the milestone.

C) Click "Print" to print the document along with signatures from recipients who have already signed it.

D) View an overview of the selected recipients and the status of whether they have received the document and if it has been signed yet.

E) Click "Delete" to permanently delete the milestone.

F) Click "Send for signature" when you are ready to send the document to the selected recipients for their signatures.

The "Signature" milestone is automatically marked as completed once all recipients have signed the document.

 

 

Milestone Status

The milestones will have different colors on the timeline depending on their current status.

Below is an example of a Milestone timeline with different status colors:

Explanation of status colors:

• Red = Exceeded the deadline
• Green = Completed
• Yellow = Pending
• Gray = Not yet sent for signature (only for "Signature" milestones)

 

 

User Group settings

There are two settings for User Groups related to Milestones:

• "Users can manage milestones on projects"
  Select this right if the users in this group should be able to create, edit and report milestones on projects. (NOTE: Administrators will always have the right to this)
• "Users can complete milestones on projects"
  Select this right if the users in this group should be able to mark milestones on projects as complete. This also includes the ability to send documents for signature and upload documents at milestones.

These can be found under the "Rights" tab and the "Basic" section, as shown in the images below:

Learn more about User Groups HERE!

 

 

Contact us

If you have any questions, you are always more than welcome to contact our support at support@inspectly.com