Portfolio Setup: Three Essential Lists

Setup Guide

Before your team uses site diaries and defects, set up three core data lists. All three follow the same process: export → fill → import.

⚙️

Equipment List

Portfolio settings → Records Site diaries Equipment

🔍

Defect Conditions

Portfolio settings → Records Defects Typical conditions

📍

Site Locations

Portfolio settings → Project settings Locations

The Level System

All three lists use the same hierarchical structure:

Level 1 = Parent category

Plastering, Site Equipment, Building A

Level 2 = Subcategory

Stopping incomplete, Scaffolding, Apartment 101

Level 3 = Further detail (optional)

Living Room, Main Bathroom

⚠️ Important: Only one item per row. Do not add multiple items in a single cell.

How to Set Each Up

⚙️ Equipment List

1.Export the Excel template (top right export button)
2.Fill in your equipment items
3.Save the file
4.Import back using the import button

🔍 Defect Conditions

1.Export the Excel template (top right export button)
2.Use the Level system: Level 1 = category, Level 2 = specific defect
3.Save the file
4.Import back using the import button

Example: Level 1: Plastering | Level 2: Stopping incomplete

📍 Site Locations

1.Export the Excel template (top right export button)
2.Use Level 1: Building, Level 2: Apartment, Level 3: Room
3.Save the file
4.Import back using the import button

Example: Building A | Apt 101 | Living Room

⏱️ Time Estimate

Setup can take 1–2 hours for multi-unit projects. Only 1 item per row will work. We suggest using an AI tool to help if possible.

✓ Next Steps

Export all three templates
Complete them in Excel
Import each sheet back
Verify items appear in your site diaries and defects