Subcontractor Guide: Using Findable Projects

Overview

Use this guide when you have been invited to deliver O&M, FDV, product, warranty, certificate, drawing, or handover documentation in Findable Projects.

Findable Projects gives the project team one place to request files, receive uploads, review submissions, and keep the final building archive current. Your job is simple: open the correct project, check what has been requested, upload the right files, and follow any review comments.

Before you start

Use the email address that received the Findable invitation.
Prepare files with clear names, for example Ventilation_unit_AHU-03_manual.pdf.
Upload the latest approved version unless the request asks for draft material.
Keep source documents available. AI answers in Findable should be checked against the underlying document when the answer affects compliance, safety, warranty, or handover decisions.

1. Open the correct project or building

Open the invitation link from the project team, or sign in at app.findable.ai.
If you belong to more than one organization, choose the organization named in the invitation.
Open the relevant building or project from the left-hand navigation.
Check the project name, address, phase, and discipline before uploading anything.

Findable Projects screen showing a project linked to a building, with the Requirements tab selected

If you cannot see the project, check that you are signed in with the same email address that received the invitation. If it still does not appear, ask the project team to confirm that you have been added to the project.

2. Find what has been requested

Inside the project, look for the documentation request list. Requests are usually grouped by package, discipline, system, or delivery milestone.

For each request, check:

What document is needed, such as O&M manual, declaration of performance, product data sheet, as-built drawing, certificate, warranty, inspection report, or commissioning record.
Which system, product, room, area, or building part it belongs to.
Required format, if the project team has specified PDF, XLSX, DWG, ZIP, image files, or another format.
Due date and status, so you can see what is still open, submitted, approved, or returned for changes.
Comments from the reviewer, especially if an earlier upload was rejected or needs more information.

Do not guess the category if the request is unclear. Add a short comment with the upload or ask the project contact before submitting.

Subcontractor detail page showing assigned documentation items and current delivery status

3. Upload FDV and handover documentation

Open the request you want to answer.
Click the upload action.
Select the file or files from your computer.
Add a short note if the file covers more than one request, replaces an earlier version, or needs context.
Submit the upload.

Use one file per request when possible. If a single package contains several documents, keep the folder or ZIP structure easy to understand and include a short note explaining what is inside.

Good file names help the project team review faster:

Sprinkler_pump_warranty_2026.pdf
AHU-03_maintenance_manual.pdf
Emergency_lighting_commissioning_report_level-2.pdf
Product_declaration_flooring_type-B.pdf

Avoid names like final.pdf, FDV.zip, scan001.pdf, or new version. They slow down review and make it harder to find the document later.

Expanded requirement folder showing delivered and pending documentation counts

4. What happens after submission

After you submit documentation, the project team reviews it in Findable.

The request normally moves through these states:

Submitted: Your file has been received.
In review: The project team checks that the file is correct, readable, and linked to the right requirement.
Approved: The file has been accepted and can be used in the project or building archive.
Returned for changes: The reviewer needs a corrected file, a missing attachment, or more information.

If a file is returned, open the reviewer comment before uploading a new version. Common reasons include missing product reference, wrong building area, outdated revision, unreadable scan, incomplete certificate, or a document that does not match the requested system.

Findable Projects subcontractor overview showing assigned items, delivered counts, contacts, and actions

Review tip

If you replace a file, mention what changed. A note such as “Updated with signed commissioning page” is more useful than “new upload”.

5. Use search and AI carefully

Findable can help you search project documentation and ask questions across uploaded files. This is useful when you need to find an existing product sheet, confirm which certificate was already submitted, or locate a document that belongs to a system.

Use search and AI for:

Finding files by product, system, supplier, room, drawing number, or document type.
Checking whether a similar document has already been uploaded.
Summarizing a long manual before you open the source file.
Finding the page where a warranty period, maintenance interval, product classification, or certificate number appears.

For important answers, always open the source document and check the page yourself. This matters for fire safety, electrical documentation, warranties, declarations, compliance evidence, and anything that affects handover approval.

6. Quick checklist before you finish

You are in the correct organization, project, and building.
Every open request assigned to you has either an upload or a clear comment.
File names identify the product, system, document type, and version where relevant.
Rejected or returned files have been corrected and resubmitted.
Critical AI/search answers have been checked against the source document.
The project contact knows if anything is missing, delayed, or outside your scope.

Need help?

If you cannot access the project, cannot upload files, or are unsure what a request means, contact the project team that invited you. If the issue is technical, use the chat widget in Findable or contact support@findable.ai.