Registration with docu tools

If you are invited as a Subcontractor by a docu tools user for free use of the software, you will receive an email from [email protected] with a link to the docu tools Log in screen.
Click on Join in the email or Copy the provided link into your web browser.
Fill out the registration form with the required information.
Click on Submit to create your Account.
You will receive a second email, the "Welcome Email," in which you can set your personal Password via the provided link. The Password must consist of at least 8 characters.

NOTE: With the free Role of a Subcontractor, you only have viewing rights for most parts of the Project. You can mark your Tasks as completed or rejected, add comments and Media, and create simple Reports. Learn more about Roles here.

Web App

To access the docu tools Web App in your internet browser (Edge, Chrome, Safari, Firefox), you can use this link: https://app.docu-tools.com/ or Copy it into the address field of your browser. Then Log in with your credentials.

Projects list and Notifications

After you Log in, you will see the Projects list with all Projects you have been invited to.
You will receive Notifications or emails for Project changes such as new Pins, Plan changes, or Tasks assigned to you.
You can set the interval and channel for Notifications in the Notification Center, located in the top Menu list.
The top Menu list also provides access to User settings, the help menu, and a search bar.

Viewing Plans and Tasks

Open a Project to call up the Plan list view.
In the Plan list, you will find all Plans with Tasks assigned to you. NOTE: You ONLY see the Plans if Tasks have been assigned to you. If the Plan list is empty, you currently have no assigned Tasks.
Each Plan shows the number of open Tasks associated with it.
The side Menu list appears when you open a Project and contains areas such as Plans, Pins, Tasks, Media, Reports, and records.

Creating Reports in the Web App

There are various ways to create Reports in the Web App. You can learn all about it here. In the Reports section, you can Download or Share the created Reports.

Editing Tasks in the Web App (Desktop)

You can access the Tasks assigned to you in various ways:

Open a Plan from the Plan list to display only Pins and Tasks associated with that particular Plan.
Or open specific Pins from the Pin list to find related Tasks.
Or use the To-do list to filter Tasks by various criteria (e.g., Category, Plan, Creator) and sort them by due date. 2. When you open the Task details, you can add comments or photos to describe the completion of the Task or provide explanations. 3. Click on Mark as completed if you believe a Task is completed. 4. The Creator of the Task will be notified, can review the work progress, and set the Task to closed.

Mobile Apps

To Edit Tasks on your mobile device, simply Download the docu tools app from the App Store and Log in with your user data. After logging in, you will see an overview of all Projects you have been invited to.

If you do not have a SIM card or a stable internet connection on-site, you can Download Projects in advance and work offline. Make sure you have a stable internet connection at home or in the office for the Download process.

NOTE: Depending on the Project size, internet quality, and device capacity, the Download may take a bit longer. Please do not close the app before the process is completed, as this can lead to errors and incomplete data Download. For larger Projects, it is a good strategy to Download overnight.

Downloading Data

On the tablet, there are 2 options for Downloading data for offline use: Download an entire Project or individual Plans. On a smartphone, you can only Download individual Plans.

Download an entire Project onto the tablet:

Click on the Cloud icon next to the Project in the Projects list.
A Notification shows the required storage space on your device.
Click on Download to proceed.

Download individual Plans on Tablet and Smartphone:

Tablet: Open a Project and Click on the Cloud icon for the Plan you want to Download.
Smartphone: Open a Project and swipe left over the Plan you want to Download.
If the Plan is less than 100 MB, the Download will start immediately.
If the Plan is larger than 100 MB, a Notification will appear indicating the free local storage space.
Click on Sync and the Plan will be re-added to the queue.
You can add multiple Plans to the Download queue.
You will receive a Notification once a Plan from the queue has been successfully Downloaded.

Sync View

On the tablet, there is an additional Cloud icon in the top Menu list for the Sync view.
On the smartphone, the icon for the Sync view is in the tab bar.
In the Sync view, you can see all Downloaded Projects or Plans and start the synchronization at the same time.
During synchronization, your offline changes are uploaded, and all new data from other users are Downloaded.

NOTE: Always synchronize Projects with a stable internet connection before working offline to ensure you have the latest data.

Editing Tasks in the Mobile Applications

Once the Project has been successfully Downloaded, you can begin offline work.
On the tablet, access Tasks via the Plan view, the Pin list, or the To-do list.
On the smartphone, open a Plan, then a Pin, and finally the respective Task.
Click on a Task to display further details and complete it. You can add comments and photos with the camera to document the completion.
Click on Mark as completed after you have documented all required evidence.
When a Task Creator marks a Task as closed, it disappears from your To-do list.

Uploading Offline Data

After you have worked offline, re-synchronize the Projects to upload the data to the Web App.
Use the Sync button in the Sync view or the corresponding buttons for individual Projects/Plans to start the synchronization.
During synchronization, the app uploads your changes and Downloads all new data from other users.

NOTE: Keep the app open during the synchronization process to avoid errors and ensure a reliable data upload.

Reports in the Tablet App

On the tablet, you can create Reports from Pins or from Tasks:

Open the Pin/Task List
You can filter by various criteria (e.g., Category, Plan, Creator) and sort the list as desired.
Use the checkboxes to select some or all Pins/Tasks in the list.
Click on Edit.
Select Create New Report.
Specify the Title and select a Report template.
Depending on the Report template, further steps may be required.
The completed Report can be found in the Reports section.

To learn more about docu tools on mobile devices, read this article.

Overview of Platform Features

Requirements for Plans and Media

Glossary

Managing Offline Data

Offline Sync on Mobile Devices

How to Start Digitally Managing Defects?