Frequently Asked Questions (FAQ)

User Personas: Admin | Project Management | Field

Here you will find a list of Frequently Asked Questions. Note that you may need to contact your eSUB Admin for assistance depending on your permission settings.  Use the links below to quickly jump to a topic:

• Global Navigation Tools
  • Projects
  • Documents
  • eSUB Drive/Project Drive
  • Time Management
  • Resources
  • User Admin
  • Company Settings
• Document Control
  • Field Notes
  • Daily Reports
  • Requests for Information
  • Submittals
• Job Costing
  • Change Order Requests
  • Purchase Orders
  • Pay Applications
  • General
  • Job Cost Reports
• Basic Troubleshooting

Global Navigation Tools

Projects

I can't find my project on the Projects log.

The Project log defaults to show projects with OPEN status only. To see other projects:

1. Select the filter icon next to the STATUS column header
2. Check the box next to the status(es) you want to display
3. Select APPLY.

Your filter settings will stay selected, but will reset to OPEN if you log out of eSUB. 

How do I delete a project?

A project cannot be deleted. If a project is no longer needed, or was added by mistake, update the project status to VOID. 

I’ve added multiple contacts to the Project Team for a project, but not all of them appear under Project Information in the mobile app. For example, I added three project managers, but only two are visible. Why is that? 

The mobile app only displays the first two contacts listed in each Project Team role. If more than two contacts are added, only the first two entered will appear. To ensure the right people are visible, list your primary contacts in the first two positions. Manage Projects on Mobile – eSUB Cloud 2.0

Documents

How can I customize some of the fields and forms? 

Below are the current list of customizable fields in eSUB. 

1. Daily Reports Comment Box Labels
2. Request for Information PDF Instructions
3. Change Order Requests Reservation of Rights
4. Purchase Orders Custom Disclaimer

See the Company Settings Article for details on how to update these fields. 

How do I use my own form in eSUB?

Currently, eSUB does not support the use of custom forms, but any necessary forms can be added as an attachment to any document type. To easily track all available forms your team may need, upload the form into the eSUB Drive or Project Drive. Users can download the form, fill it out, and reupload it. 

eSUB Drive/Project Drive

I uploaded a file(s) to the wrong folder. How do move them into another folder?

Files cannot be moved to a new folder once they are uploaded. You will need to delete the files and then reupload them to the appropriate folder. For steps on deleting files, see eSUB Drive and Project Drive - Download/Delete Files and Folders.  

Can I create a template file structure to apply to all projects?

The file structure needs to be created on a project by project basis.

Time Management

How do I edit timecard information after the timecards have been Exported? 

After timecards have been exported, the time records will display as shown below:

Should edits need to be made after exporting the data, perform the following steps:

1. Select the row in need of changes
2. Select EDIT in the top right corner
3. Change the Status dropdown to Pending
4. Edit the necessary data in the associated Daily Report
5. Perform the Export Time steps again

Resources

Why can't I see the vendor I want to send a document to?

When populating the Vendor (Required) field on the Purchase Order General Info tab, only Contacts with the "AP Vendor" designation will appear in this dropdown. If a vendor is missing from the dropdown list, confirm your Vendor is added to the Contact list and that "AP Vendor" is selected. 

User Admin

What is the difference between a Standard User and Crew Member?

• Standard Users are anyone who will need a login to access eSUB's tools. This includes access, based on Permission Settings, to the web and mobile applications. If an employee needs login access and tracking of labor hours in Daily Reports, you must create them as a Standard User with the Crew Designation checkbox selected.
• Crew Members are only used for tracking labor hours in Daily Reports. A Crew Member will not have login access. If one of your employees needs to have a User login to eSUB Fusion and needs their labor hours tracked, it is best practice to create them as a Standard User with the Crew Designation checkbox selected. See the section Designate a User as a Crew Member for guidance.

My contact information on pdfs is incorrect. Where do I update this information so it appears correctly?

If you are a User or Crew Member, your information is pulling from your User or Crew Member profile. To update this, your profile will need to be updated:

1. Select User Admin on the Global Navigation Menu
2. Select your name on the Users log
3. Select EDIT
4. Make any changes* and select SAVE

*To edit the email address, contact support@esub.com

Why can't I view, create, edit, or delete a tool or document?

All Users are assigned a permission group by your eSUB Administrator(s). If you cannot access a tool/document or perform an action you feel is necessary, please check with your administrator to confirm which permissions you have been given. They can adjust your permissions if necessary. See the Set Up User Permissions article for more information. 

Company Settings

I edited the Company Setting for the Daily Reports Edit Window, why didn't it change for my project?

Editing the Daily Report Company Settings only affects future jobs added in to eSUB. To modify the Edit Window for a current job, you will need to update the Edit Window at the Project Level. See the Project Settings article for more information. 

Document Control

Field Notes

Is there a limit to the number of pictures I can attach to my Field Note?

No, you have unlimited media with the max of 50GB per file. See the Field Notes article for more information.

Daily Reports

How do we send out multiple Daily Reports in one email?

Multiple Daily Reports cannot be emailed at one time out of eSUB. To email multiple Daily Reports at once, you would need to download the Daily Report PDFs and then send them from your email server. If you wanted to track that email correspondence, copy the Project Email Address in the Cc line of your email. 

To access the project email address:

1. Select Project Info on the Project Slide-out menu
2. Copy the Project Email Address

See the Project Mailbox article for more information. 

Why can't I edit my Daily Report?

eSUB has a default Daily Report Edit Window of 8 days. To edit a Daily Report beyond this time the Project Setting Edit Window will need to be edited. 

1. Select Documents from the Project Slide-Out Menu
2. Select the Daily Reports Tab
3. Select Edit on the action button
4. Adjust the number of days under the Edit Window
5. Select SAVE 

Request for Information

Why can't I delete an RFI?

RFIs cannot be deleted. If an RFI is no longer needed, update the RFI status to VOID. See the Request For Information article for more information.

Submittals

What is a purpose of a Submittal Package? 

A Submittal Package is only necessary if you want to send multiple submittal items at one time. See the Submittal article for more information. 

Job Costing

Change Order Requests

Why can't I manually add an email address under the GENERAL INFO tab in the "To" and "Return To" drop-down fields?

The "To" and "Return To" fields require a contact to be added either as an eSUB User or under Contacts. See the Create and Manage Contacts for more information. 

Why aren't my Change Orders appearing on the Job Cost Reports?

For a Change Order to appear on the Job Cost Reports Approved Change Orders column, the Change Order must have a status of APPROVED. 

Purchase Orders

Why didn't my PO Line Item save?

After adding in PO Line Item details, you must first select (+Add PO Line Item) prior to selecting SAVE. 

Why isn't my PO cost data appearing on the committed cost column of the Job Cost Reports?

Confirm the status of the PO you are looking at has a status of Open, Partial Shipment, Received in Full, or Complete. All other PO statuses do not pull into the Job Cost Reports. Additionally, ensure your line item is tied to a cost code. 

Why can't I delete a PO?

POs cannot be deleted. If a PO is no longer needed, update the PO status to VOID. POs with this status will not pull into Job Cost Reports. 
 

Pay Applications

Why when viewing my Pay App pdf, the Change Order Summary Total approved since last PA does not look to be updating correctly. I know there have been approved Change Orders since my last Pay App. 

The total changes approved since last PA updates with the sum of all CORs approved since the last Pay App. If this value does not look correct, confirm your CORs are marked as Approved in eSUB and that the Date Approved is correct. The date approved must fall between the date of the last Pay App and the current Pay App. To check your CORs, see: Approve COR. 

General

How do I download or email multiple documents at once?

Documents cannot be downloaded or emailed in bulk (except for Submittal Items attached to a Submittal Package). To email multiple documents at one time, each document will need to be downloaded and then sent from your email server. The ability to download or export multiple documents is on our roadmap. 

How do I export my documents log?

Project and Global document logs can be exported into a CSV format by opening the log, selecting the Actions button, and selecting Export Log. Exports are available for all document logs except Field Notes.

Can decimal values ($/¢) be added in a Project's Budget?

When inputting your budget values in the form on eSUB Fusion, decimal values are currently not supported. However, if importing your budgets from the eSUB Budget Import Template, decimal ($/¢) values are supported and reflected in your project's budget.

Job Cost Reports

Why do I not see committed Labor Costs on my project's Job Cost Report? My team is populating daily crew time in their Daily Reports. 

If your Job Cost Details report is not showing committed Labor Costs—even though your team is entering crew time in Daily Reports—it is usually due to an incomplete or incorrect Labor Class setup. This can occur for several reasons:

1. Missing Labor Rates - A Labor Rate Template may exist, but one or more Labor Classes do not have labor rates entered. When a Labor Class is missing a rate, crew hours are multiplied by $0, resulting in no committed labor cost.  For additional information see: Labor Rates Setup
   

2. Crew Members without Assigned Labor Classes - Committed costs will not calculate if a Crew Member does not have a Labor Class assigned. This can happen when:

• The Crew Member profile does not have a Primary Labor Class assigned. See Create and Manage Users and Crew Members for guidance.
   
• The Labor Rate Template is not assigned to the project. See Manage Rate Templates on Projects for guidance.

All of the steps above must be completed for eSUB to recognize the correct Labor Classes and pay rates needed to calculate committed labor costs.

If Daily Reports were created before the Labor Classes and Rate Templates were set up, a user with Edit Daily Report permissions must revisit each Daily Report and manually assign the correct Labor Class to each crew member. Once updated, the committed labor costs will recalculate. Then the committed labor costs will update. For additional information see, Override Crew's Labor Class

Basic Troubleshooting

I'm having issues when using the eSUB mobile app.

First, make sure you are on the latest version of the eSUB app. Depending upon your device, go to the App Store (iOS) or Google Play (Android) to see if an update is available. If you still continue to have issue, please contact eSUB Support at support@esub.com or call 1-800-493-3782.

I'm having issues when trying to download the PDF of a document.

Check your pop-up ad blocker. Be sure pop-ups for @esubcloud.com are enabled. Once this step is confirmed, try downloading the document again.