Menu Structure
Off-menu (specialty): Geotechnical Logs Advanced — activate and assign to Field Ops for geotechnical practice.
Template Details
| Template | Purpose | Features |
|---|---|---|
Client Directory Active | Master hub for all engineering clients with contacts, activity log, and document storage. | |
Prospect Pipeline Active | BD opportunity tracking from identification through proposal award. | |
Client Agreements Active | Contracts, MSAs, and NDAs with transaction-level payment tracking. | |
Regulatory Agencies Active | Directory of permitting authorities and regulatory bodies with portal links. | |
Subconsultant Directory Active | Pre-qualified subconsultant firms with contacts available for project lookup. | |
Project Register Active | Central project registry anchoring all related project templates. | |
Project Tasks Active | Work items and deliverables with subtask checklists and calendar due dates. | |
Project Meetings Active | Meeting minutes, agendas, decisions, and action items documentation. | |
RFI Tracking Active | Request for Information log with question, response, and impact tracking. | |
Submittal Log Active | Shop drawing and submittal review tracking with action codes and calendar deadlines. | |
Change Orders Advanced | Contract modifications tracking fee adjustments and schedule impacts. | |
Project Closeout Advanced | Closeout checklist with final deliverable tracking and lessons learned. | |
Site Inspections Active | Field observation records with site photo and comprehensive photo documentation. | |
Field Reports Active | Daily construction observation reports with observations and directives. | |
Survey Records Active | Survey session data, control networks, and field notes with datum documentation. | |
Nonconformance Reports Advanced | Construction quality NCR log with corrective action tracking through closure. | |
Geotechnical Logs Advanced | Soil boring and test pit logs for subsurface investigation programs. | |
Proposals Active | Fee proposal management with transaction-level fee breakdown tracking. | |
Project Invoices Active | A/R management with payment history, aging, and balance tracking. | |
Project Expenses Active | Reimbursable expense tracking with markup and billing status. | |
Project Budget Active | Detailed budget vs. actual with earned value analysis fields. | |
Labor Hours Active | Time charges by staff with bill rate, cost rate, and billable value calculation. | |
Purchase Orders Advanced | PO management for subconsultants and vendors with encumbrance tracking. | |
Engineering Staff Active | Staff master hub with headshots, credentials, and license expiration tracking. | |
Equipment Inventory Active | Field equipment tracking with maintenance costs and calibration due dates. | |
Material Vendors Active | Supplier directory with contact tab, order history, and portal links. | |
Professional Licenses Advanced | PE/PLS license and certification tracking with CE hour monitoring. | |
Permits & Approvals Active | Permit application and status tracking with expiration calendar alerts. | |
Calculations Log Active | Engineering calculations index with QC status and revision tracking. | |
Engineering Standards Active | Code and design standards reference library with current edition attachments. | |
Project Certifications Active | Quality certifications and special inspections with certification event tracking. | |
Environmental Studies Advanced | Phase I/II ESA, wetland delineation, and environmental compliance studies. |
Template Relationships
Three master hub templates power a two-level hierarchy: Client → Project → Activities. Hub contacts feed the Contact Lookup selector across 24 linked templates.
Hub Templates
Client contacts
Staff directory
Sub contacts
TEMPLATES USING CONTACT LOOKUP →
💡 Use Related Information to create ad-hoc cross-links between any records — e.g., link an RFI to the Change Order it generated.
Activation Strategy
✓ Active — Ready to Use (25)
○ Advanced — Activate as Needed (7)
To activate: browse Templates → find the template → check Active → assign to desired menu.
Getting Started
Build Your Directories
Add records to Client Directory, Engineering Staff, and Subconsultant Directory. These hubs power Contact Lookup across all project templates.
Create Active Projects
Add each active project in Project Register, linking to the correct client. Set calendar milestone dates — they'll appear automatically on the system calendar.
Track Project Activity
Start using Project Tasks, RFI Tracking, and Submittal Log for design phase. Add Site Inspections and Field Reports during construction.
Monitor Finances
Create Proposals for pursuits, Project Budget for cost monitoring, and Project Invoices for billing. Transaction Logs build your financial history automatically.
Stay Compliant
Track all permits in Permits & Approvals and equipment in Equipment Inventory. Calendar expiration dates ensure no deadline is ever missed.
Expand & Customize
Use hashtags (#URGENT, #LUMPSUM) for cross-template indexing. Activate Advanced templates as your practice grows. Use Related Information for ad-hoc record linking.
Pro Tips
Two-Level Project Hierarchy
Use Client Directory → Project Register → all project templates as a natural two-level hierarchy. Every project links to a client; every activity links to a project.
Unified Project Calendar
Permit expirations, RFI response deadlines, equipment calibration dates, and contract renewal dates all appear on one calendar. Set Date_Cal on any critical date.
Full Financial Picture
Proposals → Project Budget → Project Invoices → Project Expenses forms a complete financial chain. Transaction Logs on each template build an audit trail automatically.
Engineering-Specific Hashtags
Use hashtags to cut across templates: #PHASE2, #FEDPROJECT, #LEED, #URGENT, #DISPUTE. Deep Search finds tagged records across all templates instantly.
Protect Sensitive Records
Password-protect sensitive records — litigation-related RFIs, proprietary calculations, fee proposals under negotiation. Protection is record-level, not template-level.
Make It Your Own
This collection is a professionally designed starting point, not a locked system. Every template, field, and menu assignment is yours to customize to match how your engineering firm actually operates.
✚ CREATE
Build your own templates from scratch for anything not covered — field observation reports, design review checklists, PE stamp tracking logs, client meeting minutes, or standards reference libraries.
✎ MODIFY
Fine-tune any template: change field labels, enable or disable features, update purpose text, or reassign menus. Make each template fit your specific workflow.
❌ REMOVE
Delete templates you don't need, or simply toggle them to Inactive to hide them from menus and browse views without losing the design for later use.
🔬 EXPAND
Combine templates from multiple collections or mix collection templates with your own custom creations for a system that's uniquely yours.
Your Business Journey
This collection grows with you, whether you're launching a new engineering consultancy or managing an established multi-discipline firm.
LAUNCH
You're starting an engineering practice or going digital for the first time. These templates teach you what records to keep and how professional engineering firms organize their projects and deliverables. Get productive immediately at minimal cost with no subscription fees.
GROW
As your project portfolio grows and disciplines expand, customize templates to match your evolving workflow. Activate advanced templates when ready. Data Fortress scales with you without pressure to upgrade or migrate.
EVOLVE
When you adopt industry software like AutoCAD, Deltek, or Newforma, Data Fortress fills the gaps. Keep using templates for client management, project documentation, RFI tracking, and more. Create new templates to bridge systems.
No vendor lock-in. No subscription fees. No per-project pricing. Your data, your way, at every stage.