What is the QA/QC Tracker?

The QA/QC Tracker is a web-based tool for managing construction inspection checklists, material deliveries, and project milestones. Everyone on the team can access it from any computer or phone using a web browser — no software to install.

Navigating the App

• On a computer: Use the sidebar menu on the left side of the screen. Click any item to go to that page.
• On a phone or tablet: Tap the menu icon at the top left to open the navigation menu. Tap any item, and the menu will close.

Understanding the Sidebar

• Dashboard — Your home page with an overview of everything.
• Buildings — Click a building name to see all the areas (rooms) inside it.
• Inspections — Filter inspections by status: Upcoming, Past Due, Completed, or In Progress.
• Other — FOKs, OFCI, CFCI, Customer Milestones, Calendar, Schedules, ACC Forms, and Settings.

The Dashboard is the first page you see. It shows a summary of everything happening across the project.

What You Will See

• Inspection Progress Cards — Shows how many inspections are Completed, Upcoming, Past Due, and Not Started, with a progress bar.
• FOK Tracking Cards — Same breakdown for First-of-Kind items.
• Material Tracking Cards — Delivered, Past Due, Upcoming, and Pending material counts. If any delivered items are missing an L1 inspection, you will see a warning.
• Issue Tracking Cards — Shows Total, Open, In Progress, Resolved, and Closed issue counts, plus the average closeout score (IES-assigned issues only). Each card links to the Issues page filtered by that status.
• Inspection Scores — If scores have been entered for milestones, you will see the overall and per-building averages.
• Past Due / Upcoming Lists — Cards showing which specific areas need attention, with the next milestone percentage due.

Buttons at the Top

Quick Area Lookup (Bottom of Dashboard)

Use the dropdown menus at the bottom to jump directly to any building and area without scrolling through the sidebar.

Step-by-Step: Download a Look-Ahead Report

1. Go to the Dashboard (click "Dashboard" in the sidebar).
2. Click the 1-Week Look-Ahead or 6-Week Look-Ahead button near the top right.
3. A PDF file will download to your computer. Open it to see a formatted report you can print or email.

Click any building name in the sidebar to see all the areas (rooms) inside that building.

What You Will See

• A table listing every area in the building.
• Each row shows the area name and a progress bar or percentage for each inspection type (L1, L2, L3, L4, L5).
• If scores have been entered, you will also see an average score column.

Buttons at the Top

• All / Completed / Upcoming / Past Due — Filter buttons to show only areas matching that inspection status.

Step-by-Step: View an Area

1. Click a building name in the sidebar (for example, "Building A").
2. You will see all the areas listed. Click the area name or the pencil icon to open that area’s detail page.

This is the main page where you track inspections for a specific area. Each inspection type (L1, L2, L3, etc.) has its own section on this page.

L1 Inspections (OFCI / Material Verification)

L1 works differently from the other inspection types because it tracks individual material deliveries:

• You will see one or more delivery forms. Each represents one delivery that needs to be inspected.
• For each delivery form, you can enter:
  • Form Number — The checklist form number (type it in the box).
  • Link — Click the link icon. If no link is saved, a box will pop up asking you to paste the URL. If a link is already saved, clicking the icon opens it in a new tab.
  • Completion Date — Pick the date the inspection was completed.
• Add Form button — Click to add another delivery form (for areas with multiple deliveries).
• Delete button () — Remove a delivery form you no longer need.

L2–L5 Inspections (Standard Checklists)

For each inspection type (L2 through L5), you will see:

• Start Date — When the inspection is scheduled to start. Pick a date from the calendar.
• Finish Date — When the inspection should be completed.
• Once you set both a start and finish date, the system automatically creates milestones:
  • If the inspection is 7 days or less: 50% and 100% milestones.
  • If it is longer: 25%, 50%, 75%, and 100% milestones.

Working with Milestones

• Checkbox — Check the box next to a milestone to mark it complete. The completion date is automatically set to today, but you can change it.
• Score — Enter a number from 0 to 100 to rate the quality. This is optional. The average score is calculated across all milestones.
• Form Number — Enter the checklist form number for that milestone.
• Form Link — Click the icon to set or open a link (same as L1 above).

Inspection-Level Fields

• Checklist Completion Date — Set this when the entire inspection is finished (all milestones done).
• Form Number & Link — A primary form number and link for the whole inspection.
• Notes — Free-form notes. Type anything you need to remember about this area.

Navigation at the Top

• ← Prev / Next → buttons let you move to the previous or next area in the same building without going back to the building page.
• Saving indicator (top right) shows "Saving…" when a change is being saved, then "Saved" when done.

Removing and Restoring Inspection Types

• Click the ✕ button on any inspection section to remove it from this area. You will be asked to confirm.
• At the bottom of the page, a Restore dropdown lets you add back any removed inspection types.

Step-by-Step: Complete a Milestone

1. Navigate to the area (click the building, then click the area name).
2. Find the inspection type (for example, L3).
3. Check the box next to the milestone percentage (for example, 25%).
4. The completion date fills in with today’s date. Change it if needed.
5. Optionally enter a Score (0–100) and a Form Number.
6. To add a link: click the link icon, paste the URL when prompted, and press OK.
7. The progress bar updates automatically. That’s it — everything is saved.

Step-by-Step: Add a Link to a Form

1. Find the link icon next to a form number field.
2. If the icon is gray/white, there is no link yet. Click it.
3. A pop-up box will appear saying "Paste the URL." Copy the URL from your browser’s address bar and paste it into the box, then click OK.
4. The icon will turn blue/green to show a link is saved.
5. Next time you click the icon, it will open the link in a new tab.

The sidebar has four links under Inspections: Upcoming, Past Due, Completed, and In Progress. Each one shows a filtered list of all inspections across all buildings.

Using Filters

• Building dropdown — Pick a building to narrow results.
• Search box — Type an area name to find it quickly.
• Status tabs — Click All, Upcoming, Past Due, In Progress, or Completed to filter.
• Click Filter to apply your selections.

What the Columns Mean

• Area — Click the area name to jump to its detail page.
• Building — Which building the area is in.
• Inspection Type — L1, L2, L3, L4, or L5.
• Progress — How many milestones are complete out of the total (for example, "2/4").
• Overall % — The inspection’s percent complete (0%, 25%, 50%, etc.).
• Next Milestone — The date of the next uncompleted milestone.
• Status — A colored badge:
  • Completed — All milestones are checked off.
  • In Progress — At least one milestone is checked, but not all (for example, 25% and 50% done but 75% and 100% not yet).
  • Upcoming — Has a start date in the future, no milestones complete yet.
  • Past Due — The next milestone or finish date has already passed and the inspection is not complete.
  • Not Started — No start/finish dates have been entered.

The OFCI page (sidebar: OFCI) tracks all incoming Owner-Furnished, Contractor-Installed material deliveries and links them to L1 inspections.

Top Section

• Delivery Progress Bar — Shows what percentage of materials have been delivered.
• L1 Warning Banner — If any delivered items do not have an L1 inspection assigned, you will see a yellow warning showing how many are missing. Once all delivered items have L1 assigned, this turns green.
  • Click Show all → on the warning to instantly filter the table down to just the delivered-but-missing-L1 rows. Click Clear filter on the same banner (or the × on the search box) to return to the full list.

Buttons

Searching and Filtering

• Search box — Start typing to instantly filter the table. It searches across all columns (description, PO number, vendor, etc.).
• Building filter — Dropdown to show only materials for a specific building.
• Status filter — Show only Delivered, Past Due, Upcoming, or Pending items.

Sorting Columns

Click any column header to sort the table by that column. Click again to reverse the sort direction. An arrow icon ( or ) shows the current sort.

What the Columns Mean

• MPN — Manufacturer Part Number. Useful for matching barcodes on boxes to specific materials.
• Need By Date — When the material should arrive.
• VCD (Vendor Confirmed Date) — The date the vendor confirmed they will deliver.
• Delta — The number of days between the need-by date and the actual delivery. Red (positive) = late delivery. Green (negative) = early delivery.
• Actual Delivery Date — When the material actually arrived. Set this when it is delivered.
• L1 — The L1 inspection linked to this material. Shows the form number (clickable if a link is saved).
• Status — Delivered Past Due Upcoming Pending

Step-by-Step: Import a Material Spreadsheet

1. Click Import Spreadsheet.
2. Click Choose File and select your Excel file (.xlsx or .xls).
3. Click Upload.
4. The system will:
   • Automatically find the header row (it looks for column names like "Description," "PO #," "Vendor," etc.).
   • Match existing records by description + part number + building — so it updates them instead of creating duplicates.
   • Add brand new items that are not in the system yet.
   • Already-delivered items will not be changed — their dates are protected.
5. A message will appear showing how many items were added and updated.

Step-by-Step: Mark a Material as Delivered and Assign an L1

1. Find the material in the table (use the search box if needed).
2. Click the pencil icon to open the edit popup.
3. Set the Actual Delivery Date to the date it arrived.
4. In the L1 Checklist dropdown, select which L1 inspection form this material belongs to. The dropdown has two sections:
   • Created forms — L1 inspections that already have a form number.
   • Uncreated forms — L1 inspections that do not have a form number yet.
5. Click Save. The row updates instantly — no page reload needed.
6. The L1 warning banner at the top updates immediately to reflect the change.

FOKs (First-of-Kind) are special items that need approval or certification before the rest can proceed.

Buttons

• Add FOK — Opens a form to create a new FOK item.
• Edit () — Edit an existing FOK.
• Delete () — Remove a FOK. You will be asked to confirm.

Fields and the Workflow They Track

A FOK usually moves through three steps: submit → get signed → complete the work. You don’t have to use all three dates — just fill in the ones that fit your process.

• Description — What the FOK item is (for example, “Cable tray support detail”).
• ACC Form # — The form number. Becomes a clickable link if a URL is also saved.
• Needed By — The deadline. The status badge turns Past Due if today is past this date and the FOK isn’t complete.
• Submitted Date — The day you sent it to the customer / engineer for approval.
• Signed Date — The day the customer / engineer signed off.
• Completion Date — The day your work on this item is finished. Setting this marks the FOK as Completed.
• Link — URL to the form or document in an external system (ACC, SharePoint, etc.).
• Notes — Anything else worth remembering about this item.

Step-by-Step: Add a FOK

1. Go to FOKs in the sidebar.
2. Click Add FOK.
3. Fill in the description and any known dates.
4. Click Save.

Customer Milestones track delivery dates for customer-facing deliverables like turnover dates, commissioning, testing, etc.

Summary Cards

At the top you will see cards showing Total, Completed, Past Due, and Upcoming counts.

Buttons

• Add Milestone — Manually add a single milestone.
• Import Excel — Upload an Excel file to bulk import milestones.
• Edit / Delete — Per-row actions.

Fields

• Description — What the milestone is (for example, “Building 1 Network Turnover”).
• Category — A free-form label you can use to group milestones (examples: Turnover, Testing, Commissioning, Substantial Completion). Type whatever fits your project.
• Due Date — When the milestone is due. Drives the Past Due / Upcoming status.
• Completion Date — When it was actually completed. Setting this marks it as Completed.
• Owner — Who is responsible (free-form text).
• Notes — Anything else worth remembering.

Step-by-Step: Import Customer Milestones

1. Go to Customer Milestones in the sidebar.
2. Click Import Excel.
3. Select your .xlsx file. The system looks for columns like "Area," "Category," "Due Date," "Completion Date," and "Notes." Column names are flexible (it recognizes variations).
4. Click Upload. New records are added. Existing records are not deleted.

The Calendar shows all upcoming milestones, material deliveries, FOK deadlines, and customer milestones in a visual calendar.

Views

• Month — Traditional calendar grid.
• Week — Shows one week at a time.
• List — A simple chronological list of events.

Event Colors

Filter Checkboxes

Use the checkboxes at the top to show or hide event types. For example, uncheck "Materials" to hide all delivery events.

Clicking Events

Click any event to go to the related page. For example, clicking a material delivery event takes you to the Materials page with that PO number pre-searched.

Subscribe to Calendar

You can subscribe to this calendar from Outlook, Apple Calendar, or Google Calendar so events show up on your phone and computer:

1. On the Calendar page, click the Share / Subscribe dropdown.
2. Click Copy iCal URL to copy the subscription link.
3. In your calendar app:
   • Google Calendar: Click the + next to "Other calendars" → "From URL" → Paste the URL → Click "Add calendar."
   • Outlook: File → Account Settings → Internet Calendars → New → Paste the URL.
   • Apple Calendar: File → New Calendar Subscription → Paste the URL.
4. Your calendar will automatically update as items change in the tracker.

You can also click Download .ics to get a one-time snapshot file you can open in any calendar app.

Available Exports

Use Settings to set up and manage buildings and areas.

Bulk Import Buildings & Areas

1. Go to Settings in the sidebar.
2. Click Bulk Import.
3. Upload an Excel file with columns: Building, Area (or "Room"), and optionally Section.
4. The system will:
   • Create buildings that do not exist yet.
   • Create areas that do not exist yet.
   • Automatically create L1–L5 inspection cards for every new area.
   • Skip duplicates.
5. A summary message shows what was created.

Managing Buildings

• Edit — Change the building name or display order (lower number = appears first in sidebar).
• Delete — Only works if the building has no areas. Remove all areas first.

Managing Areas

• Edit — Change the area name or section. The building cannot be changed.
• Delete — Only works if the area has no inspections. This is a safety feature to prevent accidental data loss.

What Is the “Section” Field?

Each area can optionally have a Section — a short label for sub-zones within the area (for example NS1 for “North Side 1” or DHA for “Distribution Hub A”). This is just a label that shows up on the area — it does not change behavior. Leave it blank if you don’t need it.

What Is This?

The Schedules page lets you import Primavera P6 schedule files (.xer format) and use them to automatically set start and finish dates on your inspection checklists. Instead of manually typing in dates for every area, the system reads the schedule and fills them in for you.

Uploading a Schedule

1. Go to Schedules in the sidebar.
2. Click Upload XER.
3. Select your .xer file (this is the file exported from Primavera P6).
4. Click Upload & Parse. The file will process in the background — you will see a spinning indicator.
5. When processing is done, you will see a tab with the file name and the number of activities found.

Viewing Schedule Activities

• Each uploaded file gets its own tab. Click a tab to switch between files.
• You can rename a tab by clicking the pencil icon (for example, rename to "Phase 2 Schedule").
• Use the Search box to find specific activities by name or ID.
• Use the WBS dropdown to filter by work breakdown structure.
• Use the Status dropdown to filter: Complete, Active, or Not Started.
• Check Critical Only to see only critical-path activities (activities with zero or negative float that could delay the project).

Auto-Populating Inspection Dates

This is the powerful part. The schedule contains activities like "Set Infrastructure" or "Install Network" that correspond to inspection types. The system matches these activities to your areas and can fill in the dates.

1. You will see buttons for each inspection type: L2-INFRA, L3-ISP, L3-OSP, L4-NETWORK.
2. Click one (for example, L2-INFRA). A preview window will appear showing:
   • Which schedule activities matched to which areas.
   • What the new start/finish dates would be.
   • If dates already exist, it shows the old dates too.
   • A list of activities that could not be matched (you can expand this to see them).
3. Review the matches. Each area has a checkbox — uncheck any you do not want to update.
4. Click Apply to set the dates. The inspection milestones will be automatically regenerated.

Resetting Dates

Each auto-populate button has a paired Reset button. Clicking Reset will clear all start/finish dates that were set by that schedule import. This does not affect dates you entered manually on other inspection types.

Understanding the Activity Table

• Activity ID — The task code from P6.
• Activity Name — Description of the task.
• Status — Complete Active Not Started
• % Complete — A progress bar showing how far along the activity is.
• Float — How many days of slack the activity has. Red numbers (zero or negative) mean the activity is on the critical path — any delay will delay the project.

What Is This?

The Receiving page is how you log a delivery as it arrives. You create a session (one per truck or delivery), tell the system what you’re expecting, scan or count the actual boxes/items, and then close the session. When you close it, every material it matched is automatically marked Delivered on the Materials page — no double entry.

The Big Picture

1. Start a new session (gives the truck a name).
2. Add the expected items to the session — either one line at a time, by pasting a packing-list, or by snapping a photo of the packing list.
3. As you receive each item, the line shows scanned vs. expected with a progress bar.
4. If something doesn’t match what was ordered, switch the line to the correct material from the suggestions.
5. When everything is checked in, click Complete Session — matched materials are stamped with today’s actual delivery date.

The Sessions List Page

The main Receiving page shows every session you’ve created:

• Name — What you called the session (click to open it). A good name is something like “Graybar 04/21 Truck”.
• Status — Open (still working on it) or Completed.
• Lines — How many separate items are on this session.
• Progress — Total scanned vs. total expected across all lines.
• Created — When you started the session.
• — Delete the entire session.

Step-by-Step: Start a Session

1. Go to Receiving in the sidebar.
2. Type a name in the “New Session” box (truck/vendor/date works well).
3. Click New Session. The session opens automatically.

Inside a Session: Three Ways to Load Expected Items

Once the session is open you have three different ways to tell it what you’re expecting. Use whichever is easiest for what you have in your hand.

Add One Line at a Time

1. Pick a Lookup Type from the dropdown:
   • PO — You know the purchase order number.
   • FBPN — You know the internal part number.
   • MPN — You know the manufacturer part number.
2. Type or paste the value.
3. Type the Expected Qty (how many should be on the truck).
4. Click Add Line. The system finds the matching material and shows it on the line.

Bulk Scan / Paste

If you have a list of PO numbers, part numbers, or serial numbers in a spreadsheet, an email, or a text message:

1. Open the Bulk Scan section on the session page.
2. Paste the whole list into the box (one code per line is fine, commas are fine, spaces are fine — the system splits it).
3. Click Match. Every code that matches a material in the tracker creates or updates a line, with the scanned quantity incremented.
4. Anything it can’t match is shown in a list at the top so you can investigate.

Snap a Photo of the Packing List (OCR)

This is the fastest method when the truck shows up with a paper packing list:

1. Open the Import Packing List section.
2. Tap Choose File. On a phone you can take a fresh photo right there. You can pick more than one photo (front + back of a long packing list).
3. Click Upload & Read.
4. The system reads the picture using AI (OCR), pulls out every PO / part number / serial / quantity it can find, and creates a receiving line for each one.
5. Review the lines. Anything the OCR couldn’t match to a material in the tracker is flagged so you can fix it.

Working with the Receiving Lines

Each line on the session shows the matched material plus controls to manage what came off the truck:

• Expected Qty vs. Scanned Qty — A progress bar fills in as you receive units.
• Status — Matched (scanned = expected), Partial (some scanned), or Unmatched (the lookup didn’t map to a material in the tracker).
• Reset — Sets scanned back to zero on that line (use this if you scanned the wrong line).
• Delete — Removes the line from the session.
• Switch Material dropdown — If the same MPN is used on more than one PO (which happens a lot), the system shows you the candidates. Pick the right one to re-point the line.

Step-by-Step: Complete a Session

1. Make sure every line shows Matched or you have manually accepted partials.
2. Scroll to the bottom and click Complete Session.
3. The session locks (status becomes Completed) and every matched material is stamped with today’s Actual Delivery Date on the Materials page.
4. The L1 warning banner on the Materials page updates immediately to reflect the newly delivered items.

The Issues page tracks punch list items and deficiencies — things that need to be fixed or addressed before closeout. Each issue is tied to a building and room location.

Summary Cards

At the top, colored cards show the count of issues by status: Total, Open, In Progress, Resolved, Closed, and the Avg Score. Click a status card to filter the list to that status.

Closeout Score

Each issue receives a closeout score from 0 to 100 based on how quickly it is resolved:

• Score starts at 100 on the reported date.
• Score decreases by 3 points per day until the issue is resolved (minimum 0).
• For open issues, the score reflects elapsed time so far (an "at risk" indicator).
• ≥70 = Green (good), ≥40 = Yellow (caution), <40 = Red (needs attention).

Columns

• Title — Brief description of the issue. Click to open the edit modal.
• Location — Building, room, and optional location detail (e.g. “above door 3A”).
• Assigned To — The responsible party. If the name contains “IES,” the issue counts toward the closeout score.
• Form — A form number associated with the issue. If a form link URL is provided, the form number is a clickable blue link that opens in a new tab.
• Status — Open In Progress Resolved Closed
• Score — The closeout score (color-coded). Shows “–” for non-IES issues.
• Reported / Resolved — The dates the issue was reported and resolved.

Adding an Issue

1. Click Add Issue.
2. Enter a Title (required) and optionally a description.
3. Select a Building and Room (the room dropdown filters based on the selected building).
4. Fill in Location Detail, Assigned To, Form Number, and Form Link as needed.
5. Set the Reported Date (defaults to today).
6. Click Add Issue.

Editing an Issue

1. Click the issue title or the pencil icon.
2. Update any fields in the edit modal. Change the Status to track progress.
3. When you set the status to Resolved or Closed, the resolved date is automatically set to today (you can change it).
4. Click Save. Changes are saved via AJAX — the page refreshes automatically.

Searching and Filtering

• Search box — Type to instantly filter issues across all columns.
• Building dropdown — Filter to a specific building.
• Status cards — Click a status card at the top to filter by that status.

Promote an Issue to a Lesson Learned

If an issue taught the team something worth remembering, you can promote it to the Lessons Learned log without retyping the context:

1. Click the lightbulb button on the issue’s row.
2. A new lesson opens pre-filled with the issue’s building, area, title, and description.
3. Fill in Root Cause, Corrective Action, and Preventive Action — Don’t Do This Again, then save.
4. The original issue is left exactly as it was and a back-reference is kept so the lesson’s PDF export shows “(from Issue #N)”.

The Lessons Learned page captures after-the-fact knowledge from the job — what happened, why it happened, what we did about it, and most importantly, what to do differently next time. These entries are intended for closeout documents and to feed institutional knowledge into the next project.

Summary Cards

The cards at the top show the total count and a breakdown by severity (Critical High Medium Low). Click a severity card to filter the list.

Layout

Lessons are grouped by Building → Area / Room so closeout reviewers can walk the project the same way they would walk the building.

Adding a Lesson Manually

1. Click New Lesson in the upper right.
2. Enter a short Title (the headline of what was learned).
3. Pick the Building and Area / Room where it occurred.
4. Set Date Observed and a Severity.
5. Optionally enter who is Submitted By.
6. Fill in the four narrative fields:
   • What Happened — The plain-English story of the event.
   • Root Cause — Why it actually happened (not just the symptom).
   • Corrective Action (this job) — What we did to make it right on this project.
   • Preventive Action — Don’t Do This Again — The change in process, training, or checklist that prevents the same mistake on the next job. This is the most important field.
7. Optionally add comma-separated Tags (e.g. fire-stop, division 26).
8. Click Save Lesson.

Promote an Issue into a Lesson

Most lessons start as a punch-list issue that taught the team something. From the Issues page, click the lightbulb button on any row to promote it. The lesson opens pre-filled with the issue’s building, room, title, and description — finish the Root Cause / Corrective / Preventive fields and save. The original issue is left untouched and a back-reference is kept so the PDF export can show (from Issue #N).

Search & Filter

• Search box — Searches title, narrative fields, and tags.
• Building dropdown — Limit to one building.
• Severity card — Click a card at the top to filter to one severity.

Editing or Deleting

Click the pencil on a lesson card to edit, or the trash icon to delete. Edits save instantly via AJAX.

Export to PDF (Closeout Document)

Click Export PDF in the upper right to download a formatted lessons-learned report intended for closeout binders.

• The export respects the current filters — if you have filtered to one building or one severity, only those lessons are included. Clear the filters to export everything.
• Lessons are grouped by Building → Area / Room in the PDF, matching the on-screen layout.
• Each lesson appears as a bordered card with title, severity tag, source-issue reference (when promoted from an Issue), date observed, submitted-by, tags, and the four labeled sections. The Preventive Action section is highlighted in green.
• The footer of every page shows the page number and report title.
• The file is named lessons-learned-YYYYMMDD.pdf using today’s date.

The Process Flows page is for drawing step-by-step process diagrams — things like commissioning sequences, escalation paths, inspection routines, or any “if this, then that” procedure your team needs to follow. You can build as many flowcharts as you want, edit them anytime, and export each one as a PDF for closing documents or training packages.

Two Ways to Start a Flowchart

1. New Flowchart — Click the blue New Flowchart button. You get a starter diagram with a Start, one step, a decision, and an end. Edit it from there.
2. Import from Picture / PDF — Click the outlined button next to it, choose any picture (PNG, JPG, GIF, WEBP) or a PDF of an existing flowchart, give it a name, and click Import & Interpret. AI reads the picture and converts it into an editable flowchart for you. This usually takes 10–30 seconds.

The Editor Page

Click any flowchart name to open the editor. The page is split in two:

• Left side — A live preview of the swimlane diagram that updates as you edit. You can pan it by dragging and zoom in/out with the buttons in the top-right corner.
• Right side — A structured editor with collapsible panels for the title and notes, lanes (the rows), steps (the boxes), the arrows that connect them, the roles list, and the legend.

Editing the Flowchart

Each panel on the right is a small table you can edit row-by-row:

• Lanes — Add one row per role / department. Pick a color for each lane; the steps inside it pick up that color as an accent.
• Steps — The actual boxes in the diagram. Choose which lane the step belongs to, what column (left-to-right position), and a shape (step, decision diamond, terminator start/end pill, or document). Optional badges (e.g. ACC, IES) appear in the top-right corner of the box.
• Connections — Pick a from step and a to step. Add a label (e.g. Yes / No) to show on the arrow. The renderer routes the arrow with right-angle elbows.
• Roles and Legend — These appear in the footer panels under the diagram.

Showing Roles / Responsibilities

Each lane in the diagram already represents one role (e.g. PM, QA/QC, Foreman). For an additional roles legend underneath the diagram, add entries in the Roles panel with a code, a name, and a short description. When importing from a picture, fill in the Roles / Responsibilities field on the import dialog so the AI groups the steps into the right lanes for you.

Saving

• Edits autosave a second after you stop typing. The status text near the top-right shows Saved with a timestamp.
• Click Save to force an immediate save.

Exporting a Flowchart as PDF

• Click the green Export PDF button on the editor page.
• The browser captures the diagram as a high-resolution image and the server wraps it in a one-page PDF.
• The page orientation (portrait vs. landscape) is chosen automatically based on the shape of your diagram.
• The file is named after the flowchart, e.g. commissioning-sequence-20251114.pdf.

Deleting a Flowchart

Use the red trash button either on the list page card or on the editor page. You will be asked to confirm. Deletes are permanent.

The Specifications page stores all project specifications in a searchable reference library.

Importing PDFs

Click Import PDFs to bulk-upload specification PDFs (you can pick many files at once). For each PDF the system automatically:

• Saves the file to the project library.
• Reads the entire PDF text and stores it for searching (this happens once per file, in the background — large PDFs may take a few seconds).
• Detects the Spec Number from the filename or first page (e.g. 26 05 00).
• Detects the Title from the PDF content or filename.
• Auto-assigns a Category based on the CSI division number (e.g. Division 26 → Electrical).
• Maps out the spec’s sections (Part 1, Part 2, Part 3, etc.) so the AI search can cite the right one.

After import, click the edit button on any spec to adjust the auto-detected details.

Tip: Filenames like 26 05 00 - Common Work Results for Electrical.pdf give the best auto-detection results.

Adding Manually

Click Add Spec to manually enter a specification with a PDF upload.

Bulk Delete (Select Mode)

1. Click Select in the upper right. A checkbox appears on every spec card.
2. Tick the specs you want to remove (or use the “select all” checkbox).
3. Click Delete Selected (N). You’ll be asked to confirm.
4. Click Cancel in the upper right to leave Select mode without deleting anything.

Smart Search

The search bar at the top searches across all fields simultaneously — title, spec number, category, description, keywords, and notes. For example:

• Type "OSP" to find all outdoor plant / outside cabling specifications.
• Type "infrastructure" to find all infrastructure-related specs.
• Type "26" to find all Division 26 (Electrical) specs.

Results filter instantly as you type. Use the Category dropdown to narrow results further.

View Modes

Toggle between Card View (default) and Table View using the button below the results.

Ask a Question (AI-Powered Spec Search)

Click the Ask a Question bar to expand the AI search assistant. Type a natural-language question like:

• “What is the max support distance for ladder rack?”
• “What type of conductor is required for fire alarm?”
• “What grounding electrode is specified?”

The system scans the full text of every uploaded specification PDF, finds the most relevant sections using keyword matching, then sends those sections to an AI model for a precise, cited answer.

Click the spec link below the answer to open the source PDF. The viewer will automatically scroll to the relevant page and highlight the key facts (numbers, measurements, values) from the answer in the PDF so you can quickly verify the source.

Privacy: The initial keyword search is done entirely on the server. Only the relevant text excerpts (not the full PDFs) are sent to the AI service (OpenRouter) to generate the answer. API data is not used for model training.

The ACC Forms page lets the tracker talk to Autodesk Construction Cloud so the form numbers and links you fill in here can be matched up with the actual forms in ACC. If your project doesn’t use ACC, you can ignore this page.

One-Time Setup (Settings page)

1. Go to ACC Forms → Settings in the sidebar (or click the gear icon on the ACC Forms page).
2. Click Add ACC Account.
3. Enter the account name (anything you want to call it), the Client ID, Client Secret, Hub ID, and Project ID from your ACC administrator.
4. Click Save, then click Test Connection. A green check means the credentials work.
5. Pick the form templates in ACC that match your inspection types (L2, L3-ISP, L3-OSP, L4, L5, FOK). The dropdowns are populated from your ACC account once the connection is good.

Linking a Building to an ACC Account

If you have more than one ACC account / project, you can tell the tracker which one to use for each building:

1. On the ACC Settings page, find the building in the list.
2. Pick the ACC account from the dropdown next to it and click Assign.

Using the ACC Forms Page

The main ACC Forms page shows the forms that exist in ACC for the project. From here the tracker matches the form numbers you entered on inspections and FOKs to the corresponding ACC form, so the link icon on those rows will open the right form in a new tab.

The Daily Log (sidebar: Daily Log) is a chronological field journal. Use it to capture what happened on the job each day — conversations, decisions, deliveries, problems, photos of paperwork, voice memos. Entries feed the AI Summary tool when it’s time to write a weekly report.

Adding an Entry

1. Pick a Date (defaults to today) and an Author (auto-completes from prior entries).
2. Optionally enter an Area (building/room/zone). Areas become clickable filters in the entry stream.
3. Type your notes in the Notes box, or use one of the input shortcuts:
   • Dictate — Live speech-to-text into the notes field (uses your browser’s Web Speech API; works best in Chrome/Edge).
   • Scan / Photo — Attach a photo of a handwritten note, whiteboard, or form. The image is OCR’d by GPT-4o Vision and the transcribed text is appended to your notes automatically.
   • Voice Memo — Upload an audio recording (up to 25 MB). It’s transcribed by GPT-4o Audio and the text is appended to your notes.
   • Pictures — Attach one or more photos to the entry itself (separate from the OCR scan). Click Add pictures, pick any number of images, and they’ll be uploaded with the entry. Thumbnails appear under each entry — click any thumbnail to open the photo viewer and use the / arrows (or your keyboard, or swipe on mobile) to step through every photo on that entry. The small red on each thumbnail removes that one photo.
4. Click Add Entry.

Tag Chips

The system auto-extracts tags (form numbers like CMDF 1/2, acronyms like OFCI, building/room codes, etc.) from every entry and shows the top 24 as clickable chips above the stream. Click a chip to filter the log to entries containing that term. Click again to clear.

Search & Filters

• Search box — Multi-word search across body, area, and author. Whitespace and punctuation are ignored, so typing cmdf1 will find CMDF 1/2, CMDF-1, etc. Press Esc to clear.
• Author dropdown — Limit to entries by one person.
• From / To dates — Manual date range, or use the Quick-pick buttons (Today, Yesterday, Last 7 days, This Week, Last Week, This Month).
• × Clear — Resets every filter and returns to the full log.

Highlight

When a search term is active, every match in the entry stream is highlighted in yellow — including matches that span punctuation or whitespace differences (so cmdf1 highlights CMDF 1/2).

Editing & Deleting

Click the pencil on any entry to edit it in a popup (date, author, area, body). Click the trash icon to delete (you’ll be asked to confirm).

Export PDF

Click Export PDF to download the currently-filtered log as a formatted PDF. All current filters (search, author, date range) are honored, so you can export “just last week’s entries about CMDF” with two clicks.

AI Summary

Click AI Summary to send the currently-filtered entries to GPT-4o-mini. It returns a structured report with sections for Overview, By Area, Issues, Progress, and People. Use this for weekly status reports or hand-offs. Caps at 500 entries / 60 KB to keep responses fast.

The CFCI page (sidebar: CFCI) tracks Contractor-Furnished, Contractor-Installed items as they arrive at the warehouse. Unlike Materials / OFCI, there’s no official inspection form — this is a lightweight log to record what arrived, how much, where it’s stored, and whether it was damaged in transit.

Adding a CFCI Item

1. Click Add CFCI Item in the top right.
2. Fill in the Description (required), and optionally Part #, Manufacturer, Quantity, Received Date, Received By, and Warehouse Location.
3. Set the Condition:
   • Good — arrived undamaged.
   • Partial — some damage or shortage; explain in Damage notes.
   • Damaged — rejected or unusable; explain in Damage notes.
4. Optionally attach Pictures of the delivery, packaging, or any damage. You can attach as many as you like.
5. Click Save.

Search & Filter

• Search box — matches description, part #, manufacturer, location, received-by, and notes.
• Condition filter — show only Good, Partial, or Damaged items.
• The colored cards at the top show running totals across the whole project.

Photos

The first three photos appear as thumbnails in the row; if there are more, you’ll see a +N badge. Click any thumbnail to open the photo viewer. Use the on-screen arrows, the ←/→ arrow keys, or swipe left/right on mobile to step through every photo for that item. To add or remove photos after the fact, click the pencil — the edit modal lists every photo with a small red remove button and an upload field for new ones.

Editing & Deleting

opens the edit modal. deletes the item and all its photos (you’ll be asked to confirm).

Keyboard & Browser Tricks

• Bookmark pages — You can bookmark any page in the app. Filters and search terms are saved in the URL, so your bookmarked page will load with the same filters.
• Multiple tabs — You can open the app in multiple browser tabs to work on different areas at the same time.
• Back button — Your browser’s Back button works normally throughout the app.

Material Search URL Trick

You can share a direct link to a material search by adding ?search=keyword to the Materials page URL. For example: https://qaqctracker.rcnet.pro/materials?search=PO12345 will open the Materials page with "PO12345" already searched.

Link Icons Explained

Throughout the app, you will see link icons next to forms and inspections:

• Gray/white icon = No link saved yet. Click to paste a URL.
• Blue/green icon = Link is saved. Click to open it in a new tab.

Form Numbers as Links

In several tables (FOKs, ACC Forms), the form number itself is a clickable link if a URL is attached. Click the form number to open the form directly.

Material Import Tips

• The import is flexible with column names. "PO #," "Purchase Order," and "PO" are all recognized.
• Merged cells in Excel are handled automatically — the value is copied across all merged cells.
• If a material is already delivered (has an actual delivery date), importing a new spreadsheet will not overwrite its dates. This protects your completed records.

Delta Days Explained

On the Materials page, the Delta column shows the difference in days between the Need By date and the Actual Delivery date:

• +5d = Delivered 5 days late.
• -3d = Delivered 3 days early.
• 0d = Delivered on time.
• – = Not yet delivered or no need-by date set.

Calendar Subscription

The calendar subscription (iCal) updates automatically. Once you add it to your phone or Outlook, new milestones, deliveries, and due dates will appear without you needing to do anything.

Look-Ahead Reports

The 1-week and 6-week look-ahead PDFs are great for meetings. They include everything due in that window and highlight anything past due in red so you can quickly see what needs attention.