Exporting and Archiving Your Project

Default style settings for PDF file exports

Many style settings for document content can be customized and configured on the front end by Administrators and Procurement Officials. Other settings are set by default on the backend, and only changeable at the global level for your organization. This is to keep your documents consistent and ADA compliant.

Changes to Document Builder defaults may be made on the backend if required according to State of California policies or guidelines and provide documented evidence of requirement. This is to separate preferences from requirements, to ensure that documents are consistent, compliant, and accessible to the authors and readers.

The table below outlines the default style settings for PDF documents that are exported from Document Builder:

Default Style Settings for PDF Files exported from Document Builder

File type export: PDF Font family: Arial Regular Font sizes: Document titles: 14pt Section headings: 14pt Body: 12pt Font colors: Black (#000000) Colors also customizable Line spacing: 1.5pt Lists of documents and sections within documents: Numbered lists with sub numbers enumerated as 1, 1.1, 1.2, etc. Letter case for titles: Document category (e.g. Attachment, Exhibit): Uppercase Document title, section title, subsection title: customizable by Admins Tables: Simple content (plain text, no paragraph or line breaks, no objects) Padding: 0 Line spacing: 1.15 Complex content (line or paragraph breaks, lists, images: Padding: 14 Line spacing: 1.5

All users can download documents from Document Builder at any time. Documents will always download as PDF files.

Downloading Documents

To download a document,

1. Open your solicitation
   
2. Open the document you want to download
   
3. In the top right corner above the document, click Download Draft PDF
   
4. The system will create a PDF and download it to your web browser's default location.

All users can download individual documents.

Administrators, Owners, and Editors have additional options to bulk export all or specific documents.

Exporting Solicitations

Administrators, Owners / Editors can export projects. "This feature allows users to:

1. Create and download zip folders of documents
   
2. Options to download all or specific documents
   
3. Choose the purpose of your export: draft, published, addendum, or contracting
   

To export a project:

1. Open your solicitation
2. In the Action Center, click 'Export Solicitation PDF'
   
3. On the export page, fill in the desired details then click 'Create Export'
4. You will be taken back to your solicitation dashboard where you will find a list of available exports, numbered and dated. You can download a zip file or the master document file of your chosen export.

Please be advised that exporting a solicitation WILL NOT  jeopardize or corrupt the project.

Deleting Exports

You can delete exports in the Export panel. This process is not reversible. 

Export Checklist

To Export your project, here is a list of steps to ensure your documents are complete with no or minimal errors.

1. Check for document completeness-
   
1. Export draft, or view sections in DB
   
2. Read all documents and sections
3. Identify and fix any errors with punctuation, grammar, spelling, formatting, font color, incomplete variables and document references if needed
4. Mark sections and documents as “complete”
2. Check for ADA compliance-
1. Run ADA compliance check
2. Fix any flagged issues if needed
   
3. Complete tasks-
1. Mark off completed tasks
2. Follow-up on any outstanding tasks
3. Mark off all tasks
   
4. Final quality assurance-
1. Export 2nd draft
2. Review for completeness
   
5. Export Final Version
6. Complete!
   

You can use Control+F (PC) / Control+F (Mac) to search for broken variables and document references

How to do this:

1. Export draft PDF
   
2. Open PDF
   
3. Press appropriate controls mentioned above on your keyboard
   
4. Search "$" for broken variables
   
5. Search "+" for broken document references
   

Finishing your Project

When you finish your project, you can update it's status. Statuses are a way for you to manage the position of your projects over time, and communicate asynchronously with your colleagues and organization about what work is in progress and what work is completed. Accurate statuses help your organization establish and maintain data accuracy for analytics.

There are 2 levels of status: Dashboard status and Solicitation status.

• Dashboard statuses can be updated from the Project Dashboard page. There are 3 Dashboard statuses:

• Active
  

• Completed
  

• Archived

• Solicitation Statuses can be updated in your project's Solicitation Details substage. There are 6 Solicitation Statuses:

• In Progress
  

• Published
  

• Addendum
  

• Contracting
  

• Completed
  

• Archived
  

• How to use Solicitation Statuses:

• When you create new solicitation, the Status will always be set to In Progress.

• The other Statuses represent the milestones between In Progress and Completed: Published; Addendum; Contracting.

• After you are sign a contract with a bidder or vendor, you can change the Status to Completed. 

• If you cancelled or paused a project for any reason, you can change the status to “Archived,” which will remove the solicitation from the Dashboard and not include in Analytics.
  

 

Archiving Solicitations

You can manage solicitations that are no longer active by archiving them. Archiving a solicitation adds a project to the Archived Solicitations list and removes it from the solicitation details page. Admins /Owners have the permissions to archive and restore solicitations. Editors can archive the project it has access to and any documents within that project.

To archive a solicitation:

1. Open the solicitation
   
2. Change the status to Archived
   
3. This will add the solicitation to the "Archived Solicitations" page.

You can remove documents from a solicitation by going into the document settings and clicking 'Archive'. Any archived document may be restored later by clicking on the 'Archived Documents' button at the bottom of the Documents panel and then clicking 'Restore' next to the document.

To access and restore archived solicitations:

1. Go to the Solicitations page

2. Click Archived Solicitations

3. Here you will see a list of all solicitations that were created and archived.

To unarchive a solicitation:

1. Open the solicitation

2. Change the status from Archived to a different status

3. This will remove the solicitation from the Archived Solicitations page and add it to the Solicitations page.

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