Methvin Help

Introduction to Methvin

 

Introduction to Methvin

Getting Started

Login

Direct URL - regular login screen

Recover a forgotten password

Website-Methvin Single User login

Logout

Essential setup Steps

How to add your first Project, Suppliers, Subcontractors, Documents, etc.

Import & Export options

Import Client schedule

Importing a client supplied schedule

Export Projects

Important information to remember when exporting a project

Export a specific Project

Import Project

Import a specific Project sql file

Duplicate Project

Import Resource Schedule

Pricing Module

Basic Pricing

Complex Worksheet Pricing

Pricing with Variables

The Function column

Java Functions

Copying Pricing

Resource Module

Basic Resource Pricing

Complex Resource Pricing

Pricing with Variables

The Function column

Java Functions

Tender Evaluation

Lock Selling Rates

Imbalanced Rates

Markup - % for the Entire Project

Markup - Individual Items

Cost Codes

Claims module

Monthly Claim

Measurement Sheets

Subcontractor Payments

Invitation to Tender emails

Invitation to Tender emails

Subcontractor Adjudication

Subcontractor Adjudication

Administration

Permissions Administration

Defining Permissions for an individual user

User Types

Permissions for Modules

Permissions categories:

Editing my company information

Methvin allows you to do the following modifications:

Changing your company name

Changing your company logo

Edit Users

How to add a contact, user, or company in Methvin

Adding a person

Create a new person in Methvin: simple steps

Administration Panel add

Providing access permissions to a person

Importing contacts through a .CSV file or a VCard file

CSV Importation

2.  VCard Importation

Adding a company

1. Go to the Administration tab

2. Create a New Company

3. Enter Company information

Documentation Module

Documents

List view

Actions

Toolbar

Detail view

Actions

Properties

File contents

Document Management

Uploading files

Uploading multiple files

Downloading files

Downloading multiple files

Document editor

 

 

Getting Started

 

Login

Direct URL - regular login screen

The regular login screen is what you see when you write the direct URL for your Methvin installation.

[Login Pic]

You will be able to log into Methvin with either your email or your username. This way you can avoid having to remember yet-another-username.

Recover a forgotten password

If you forgot your password, click the “Forgot password?” link on the login screen. You will get a form that allows you to request a new password. Since e-mails are sent unencrypted you should change this temporary password immediately after the first login in your user account.

[Forgot Username Pic]

PLEASE NOTE: You can only request a new password with an e-mail address that is already stored in an existing user account, and the new password will be sent to that address. If you get an error message you have probably been using Methvin with another e-mail address.

[Forgot Password Pic]

Website-Methvin Single User login

If your account is a Methvin Single User account, you will be automatically redirected to your Companys default pricing page.

If you have the Professional Addition, the site will provide you with the list of your available Companies.

If the system does not automatically log you in, or does not present you with the installation options, please contact Methvin Support Team, your Methvin account executive, or your organization Technical Support representative.

Logout

The logout link is located in the upper right corner of the screen next to the name of the logged-in user:

[Logout Pic]

Essential setup Steps

How to add your first Project, Suppliers, Subcontractors, Documents, etc.

Depending on how you are using Methvin (and other things like your configuration, the edition you are using, etc) you will organize your information in some of the following “dimensions”:

  1. Projects
  2. Pricing
  3. Resources
  4. Claims
  5. Subcontractor adjudication
  6. Suppliers
  7. Subcontractors
  8. Documents
  9. Other (not covered in this section)

Some of the above will give you access to what we call the “full add”, which is our short-name for the form that allows you to input all the detailed information

Import & Export options

Import Client schedule

Importing a client supplied schedule

The best practice to insure a trouble free import of the Clients Schedule is by following this step by step procedure:

  1. First export an existing schedule, by clicking the Export to Excel Icon in the Pricing Module.
  2. This will give you the excel import structure (i.e. Column header descriptions and sequence of columns) for your import.
  3. Copy your new client supplied information to their appropriate column headers, then save the file.
  4. Click on the Import Schedule icon to upload the clients schedule, Navigate to your newly created file and select it, then click the save button, this will import your client supplied schedule into the pricing module.

(pic)

Export Projects

Important information to remember when exporting a project

When exporting a Project file, it is important to remembered that only the physical text data is saved, none of the uploaded files in the documents module are backed up to the file. When backing up your documents it is recommended you download them to your local computer. There is a “save” process within the system to allow you to zip save the entire documents content to your local drive.

(pic)

Export a specific Project

From the Projects window situated on the left hand side of the screen, right click on the Project you wish to download. This brings up the projects quick menu, select the Export Project menu item. This will save the project sql file to your computer. Important note, this does not save your uploaded files which were saved under the Documents Module.

Import Project

Import a specific Project sql file

From the Projects window situated on the left hand side of the screen, add a new project to import your project into. From the righthand click import project menu navigate to the project file you wish to import, then click the save button, this will import your project.

Duplicate Project

From the projects right hand click menu select the Duplicate Project option, and by doing so it will make a copy of the selected project just below itself.

Import Resource Schedule

Following the following step by step procedure to import your resource schedule:

  1. Follow the Heading structure from the Resource Module, to insure the information is imported correctly.
  2. Click on the Import Resource Schedule icon to upload your Resource Schedule, Navigate to your file and select it, then click the save button, this will import your Resource Schedul into the resource module.

Pricing Module

Basic Pricing

Basic pricing is possible through inserting your required gross rate into pricing tabs gross rate column. This can then be printed as a client report. This saves automatically and you have successfully  created your first price response in Methvin.

Complex Worksheet Pricing

Under each item in the schedule there is a worksheet dynamically attached. Here you can drag in resources or worksheets from the accordion menu on the right side of the pricing module, decreasing your pricing time and improving the accuracy of your tender.

Pricing with Variables

The complex worksheet allows you to set variables for pricing, for example the distance from a quarry to the site or the depth of a trench. When you set up a new project, with a similar item to price,  all that is required is to adjust the variables to the new circumstances.

The Function column

This facilitates the use of any mathematical function. Caution,  watch the brackets when using complicated equations.

[Pic]

Java Functions

Unique to Methvin, you are able to utilise any function available in Java to automate your complex pricing.

Examples:

if ([“your variable”2]>5) {yes} else {no} - Returns no

Math.round(2.5) - Returns 3

var x = Math.PI - Returns PI

var y = Math.sqrt(16) - Returns the square root of 16

[Pic]

Sub-schedules

When the client provides one item for a complex section of work,  for example, a Lump Sum Item calls for the construction of a bridge. If you change the item into a sub-schedule item by clicking on the icon at the top of the Pricing Module, any items pertaining to the sub-section item will roll up the clients item when printing out this report. Under the sub-schedule you are able to add as much detail as you require, to allow you to price the item accurately. The Client report will reflect only the Lump sum as dictated by the sub- schedule, in this case “Bridge”.

Copying Pricing

There are two ways in which you can speed up your pricing by copying detailed pricing from previously priced projects:

  1. Select the principle project from the dropdown box at the top of the Pricing Module
  2. Import an item and its detailed pricing from any project into your schedule. This is done by dragging and dropping from the righthand side accordions menu ‘Copy Item & Pricing’ the item across to your schedule.

        OR

  1. Copy the detailed pricing from a previous project by going to the right hand side accordions menu ‘Copy Pricing’ drag an item down to the detailed pricing tab at the bottom of the Pricing Module.

Resource Module

Basic Resource Pricing

Base rates:  T

he rate is inserted directly into the resource item line.

Complex Resource Pricing

Under each resource there is a worksheet dynamically attached. Here you can drag in resources or worksheets from the accordion menu on the right side of the pricing module, decreasing your pricing time and improving the accuracy of your tender.

Pricing with Variables

The complex worksheet allows you to set variables for pricing, for example the distance from a quarry to the site or the depth of a trench. When you set up a new project, with a similar item to price,  all that is required is to adjust the variables to the new circumstances.

The Function column

This facilitates the use of any mathematical function. Caution,  watch the brackets when using complicated equations.

[Pic]

Java Functions

Unique to Methvin, you are able to utilise any function available in Java to automate your complex pricing.

Examples:

if ([“your variable”2]>5) {yes} else {no} - Returns no

Math.round(2.5) - Returns 3

var x = Math.PI - Returns PI

var y = Math.sqrt(16) - Returns the square root of 16

[Pic]

Tender Evaluation

Lock Selling Rates

This is a powerful tool, whereby each gross/selling rate can be individually locked to the required value by checking the checkbox “Lock?” found in the ‘Pricing Module’.

Once you are satisfied with your tender price it is possible to lock all the gross rates by selecting the checkbox icon in the pricing module menu.

Imbalanced Rates

Once you have accurately priced up an item and come up with its cost rate the item is automatically marked up by the default markup as set in the Pricing Module. If for any reason you believe the item to be over or under scheduled, it is very easy to adjust its markup by either inputting the required Gross Rate or inputting the required percentage markup. This then automatically locks in the new markup by setting the lock gross rate checkbox to “true”.

Markup - % for the Entire Project

In the top right hand side of the screen under the Pricing Module it is possible to select the percentage that you would like to mark up the entire project. Once you have selected the required markup, click on the “Calculate” button at the top of the screen, this will adjust the percentage markup for the entire project to your revised markup percentage. If any items have been locked to allow for imbalanced items rates, they will be ignored and their previous markup will remain.

Markup - Individual Items

For example if you wish to markup a section of the schedule by 3% and the rest of the project by 8.5% it is possible to set the global percentage markup as described before to 3% then click the calculate button. Individually set the ‘Lock?’ button to true for the section of the schedule you wish to mark up by 3%. Change the global percentage markup to 8.5% and click the calculate button once more, this will then markup the remainder of the scheduled items which don't have there checkboxes selected up the required 8.5%.

Cost Codes

Methvin allows you to define your tender with cost codes

Claims module

Monthly Claim

Measurement Sheets

Subcontractor Payments

Invitation to Tender emails

Invitation to Tender emails

Subcontractor Adjudication 

Subcontractor Adjudication

Administration

Permissions Administration

Defining Permissions for an individual user

For every person in Methvin, you can determine:

  1. Will he or she be able to access Methvin?
  2. What actions he/she will be able to perform.
  3. What parts of the system (which Projects, Documents, Workspaces) he/she will be able to access.

The first option (will the user be able to use Methvin),is a simple yes or no.

The second option can be quickly defined by the 'User Type, which pre-configures a set of common allowed actions and restrictions.

[Pic]

The third set of settings (what elements or parts of the system the user will be able to access) is determined at the time of:

  1. Adding or editing a new Member (Project, Workspace)
  2. Adding or editing the user.

User Types

Defining a role on a user provides a preconfigured set of system permissions.

See the table below for a quick guide to the permissions defined by each role

 

Quick description

Super Administrator

Can do everything

Administrator

Can do everything, except managing other administrators and super administrators

Manager

Can do everything on Clients, Projects and Workspaces for which administrators granted Management permissions

Executive

Can work on everything, but not setting permissions

Estimator

Can do everything on Projects and Workspaces (upload files, assign tasks, etc.)

Project Manager

Can work on Claims and view the tenders, but cannot set permissions

Subcontractor

Is a Customer that can work on his Quotation and submit it as a completed Quotation, but cannot access any of the main workspaces

Supplier

Is a Customer that can work on his Quotation and submit it as a completed Quotation, but cannot access any of the main workspaces

Guest

Has limited access to view his/her own data. Cannot upload data. Can't comment

Permissions for Modules

  1. Go to Administration tab  and click on 'System Administration tab’ here you can select the user type from the drop down and manage their permissions.
  2. Scroll down a bit and set up the permissions for the project, resources, workspace, etc in question, as it is shown in the following picture:

[Pic]

Permissions categories:

  1. 'None' → no permissions at all
  2. 'Read' → only see things and comment them. In case of tasks, only being able to complete tasks assigned to the person in question
  3. 'Read, Write & Delete' → same as the previous option, but also being able to delete information

Note: Remember to save the changes after setting the permissions up!

Editing my company information

Methvin allows you to do the following modifications:

  1. Changing your company name
  2. Changing your company logo

In this section we will explore these features mentioned above.

Changing your company name

  1. Go to the administration panel.
  2. Select Company tab
  3. Click on 'Edit company info' on the Actions menu on your right, as shown below:

[Pic]

  1. Here you will be able to change the company name, as well as other information. Once you do so, please remember clicking on 'Save' to keep the changes.
  2. Note: In case you changed the company name, you will have to press the F5 key to refresh the data and notice the new name.

Changing your company logo

  1. We strongly suggest using a 600 px X 150 px logo of your company to use, otherwise it may not be displayed correctly.
  2. Please bear in mind that system notifications will be using your logo when sent, otherwise, by default they will be sending a Methvin logo.
  3. If you have not never changed your logo at all yet, on the top left corner you may notice a picture as below (where [Company Name]) stands for your Company name.
  4. [Pic]
  5. Click on 'Change logo' and upload the picture you wish to use as a logo. Once again, we suggest using a 600×150 one.
  6. On the other hand, if you have already uploaded logo, but you wish to change it to a different one, you may do as following:
  1. Go to the administration panel.
  2. Select 'Company tab'
  3. Click on edit button then go to 'Company Logo' on the Actions menu on your right, as shown below:

Edit Users

How to add a contact, user, or company in Methvin

When adding a person in Methvin you are doing one of two things:

  1. You are creating a new user (so that they can access the system)
  2. Simply adding the contact information (for reference, subcontractor, supplier, etc)

For every person in Methvin you will at least have the contact information.

Adding a person

Create a new person in Methvin: simple steps

  1. Administration Panel add
  1. Add user
  2. Add New Subcontractor
  3. Add New Supplier

 

You may also be able to create a new user as well by inputting all the data required, which you may notice inside the red perimeter in the previous picture.

The following are the fields you need to complete:

  1. New person: New person name (i.e.: John Doe)
  2. Email: Email of the person you are adding (i.e.: This email address is being protected from spambots. You need JavaScript enabled to view it.)
  3. Company: The company this person belongs to (i.e.: The Agency - Advertising Experts)
  4. User type: This value will be used to limit the user type (i.e.: administrator)

Example:

[Pic]

After you fill in all the details, please click on the 'save' button. Then, an email will be sent to the email you input so that the person can set up his own password.

IMPORTANT: Please bear in mind that by selecting the ‘user type’, are granting him those specific permissions which are assigned to that user type.

Administration Panel add

Adding Methvin users on the administration panel.

 

1. Go to the administration panel.

2. Click on 'Users', and then on 'Add user'

  1. Or, for faster access. Click on the 'Add user' option directly in the Administration Panel

[Pic]

Input the Person basic data:

  1. Name
  2. E-mail
  3. Make sure you are choosing the right Company for the person (not mandatory)
  4. Select whether you are simply adding contact information, or if the person will be able to access Methvin
  5. Make sure you are giving the right role/user type (the user type you chose will define the person default permissions

Providing access permissions to a person

There are two ways to provide access permissions to a person.

  1. Importing contacts through a .CSV file or a VCard file

Methvin provides you with the opportunity of uploading your contacts fairly fast and easy through the CSV or VCard file importation.

In order to do so, you first have to enable the Contact Module (shown as People under tabs), which may come as disabled by default. - how to enable a Module -.

Once you make sure it is enabled, please do as following:

  1. Access the Project, Pricing, Claims, Workspace, etc. where the contacts will be imported at
  2. Access the User tab
  3. Click on Import/Export, and select Import
  4. Select Persons
  5. Select whether you will be using a CSV file or a VCard file as shown below:

[Pic]

CSV Importation

You must first choose the file you will be using to import the contacts from. Important Notes

  1. You should not disable the option asking whether the first row contains fields names
  2. You may choose a different delimiter in case it is not a comma.

[Pic]

After selecting the files, please match the Methvin fields (on your left) with the fields brought by the file to be imported (on your right).

[Pic]

After making sure everything is alright, just click on Import.

2.  VCard Importation

As above

Adding a company

Adding a 'Company' serves several purposes in Methvin:

  1. Input of complex contact data for the company
  2. It facilitates visibility of data to all users within the company group
  3. It enables to quick classification  and accessibility of all the information related to the company

 

To add a company in Methvin, you have to do the following steps:

1. Go to the Administration tab

Click on the link “Company tab”, and select Add.

[Pic]

2. Create a New Company

Click on the “Add” button, and select “Company”

[Pic]

3. Enter Company information

Enter the Company information

[Pic]

  1. Enter all the relevant contact information that you have for the company
  2. Finally, click on the “Add company” button.

You will now see the company displayed in the navigation panel and in the dashboard. Like this:

[Pic]

  1. Note: In some installations, the first company that is added may not be displayed right away. This only happens with the first company that you add. Hitting 'refresh' on your browser fixes this issue.

Documentation Module

Documents

One of the key features of Methvin is that you can not only upload, download and share any type of document but that you can edit files online to a certain degree as well. We therefore distinguish between the document management features and the document editing features of Methvin.

List view

In the list view of the Documents module you can see all files of the current project. Note the Edit button, and below Actions, some files have this and others don't. This distinguishes between files that are editable online and files that can just be downloaded.

[Pic]

Actions

When the Actions column in the list view is active you will notice that there are four different types of documents, with different options in this column:

[Pic]

The first action (the arrow button) is available for most document types; it lets you download the currently selected files to your local hard drive.

The rest is specific to a certain document type - Note the following examples.

  1. The standard document (for example a Word or a Photoshop file); this type of document can only be downloaded.
  2. The editable document; here you have the choice between downloading and editing.
  3. ZIP archive; you can unzip it directly on the server, or you can download it as you would any other document.
  4. PDF document which can be viewed on the screen or downloaded.

Toolbar

[Pic]

  1. Upload a file: Lets you upload a file from your local hard drive to Methvin. This file can be of any type.
  2. Document: Lets you create an online editable rich text document (which is stored as an HTML file).
  1. Update file: Allows you to update the selected file.
  1. Delete: This removes the file from the database
  1. Mark as read: Marks the selected file(s) as read.
  2. Mark as unread: Marks the selected file(s) as unread.

Detail view

[Pic]

Actions

  1. Slideshow (only available if the file is an online editable presentation): Displays the file in presentation mode, opening a new window.
  2. Download: Downloads the file to your local hard drive.
  3. Edit this file (only available if the file is an online editable document or presentation): Takes you to the online editor.
  4. Update file: Allows you to update the selected file. Once you get in there, you may find an option that would let you keep a copy of the old version of the file as well. (This button is only available if you select one single document.)
  5. Delete: This removes the file from the database
  6. Archive: Archives the selected file into the Archived Objects folder.
  7. Copy this file: Creates an exact copy of this file.

Properties

  1. Project: Workspace where this document is allocated to. Clicking on a Project name to select it, takes you to the Documents relating to this Project.
  2. Created by: User who created this document (including the creation date).
  3. Modified by: User who last modified this document (including the date of the last modification).

File contents

If the file you are working with is an online editable document then you get an additional field in the detail view: File contents lets you preview the content of the file without going to edit view.

Document Management

Like in any collaboration tool you can upload and download documents with Methvin. And like any content object every document has its properties which you can edit. Since you may be familiar with both concepts, managing documents is quite simple.

Uploading files

To upload a new file choose “New > Upload a file” in the toolbar.

When uploading a file you have the possibility to give it a new file name and to set all its properties. (You can edit all this at a later stage as well.) Please note the message indicating restrictions around file types and size for upload. (The maximum file is not set by Methvin itself but by some parameters in the php.ini.)

Uploading multiple files

If you want to upload only a few files the procedure described above is optimal.  If you are trying to upload a larger number of files this procedure is time consuming. As an alternative you can pack all files in one single ZIP archive, upload the ZIP archive in the Documents section, an unzip the archive on the server. Archives have a different icon (shown left) and a button to extract the files from the archive (shown right).

[Pic]

Downloading files

[Pic]

To download a file go to the detail view of this file, then choose “Download” in the “Actions” menu.

Downloading multiple files

For efficiency, pack all files into a ZIP archive by selecting the needed files and clicking the “Compress” button. Note this will be a HUGE file and you may want to consider deleting it from the server once it is downloaded as a ZIP file.

 

PLEASE NOTE: If you are using v1.4.x please make sure that you don't have any links selected when compressing documents since this will lead to an error (which should be fixed in Methvin 1.5).1)

Document editor

Documents are edited in Methvin on line.

[Pic]

For clarity in the use of some buttons on the toolbar, use the tooltip which appears when you point on a button and wait a second.

PLEASE NOTE: This editor produces HTML files, not documents in Microsoft Word or OpenOffice.org Writer format. You can download and import them with most word processors, but you can't edit an uploaded *.doc, *.docx or *.odt file.

 

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