Settings for Logs & Docs
Logs and Docs help you create a searchable project record of important communications, documents, questions, responses, and decisions.
The main purpose is simple: create a searchable diary for each project so your team can track what was sent, who it went to, what was requested, how it was answered, and when it happened.
You can use Docs for items like memos, transmittals, fax cover sheets, letters, or general project correspondence.
You can use Logs for items that need tracking, due dates, and response history, such as RFIs, submittal reviews, or supplemental instructions.
Document Types vs. Log Types
Docs and Logs are similar, but they are used for different purposes.
Document Types are generally used for project communications that do not require a due date. Examples include:
Memos
Letters of transmittal
General correspondence
Fax cover sheets
Internal project notes
Client or consultant communication records
Log Types are used when the item needs tracking, usually with a due date and response date. Examples include:
RFIs
Submittal reviews
Supplemental instructions
Items requiring a formal response
Items where response time needs to be tracked
The simplest difference is this:
Docs document what happened. Logs track what needs a response.
Setting Up a Document Type
To create or edit a document type, go to:
Settings → Logs & Docs → Document Types
Each document type can be customized to match the kind of communication you want to create.
Name
The document type name is the label used for that document.
For example:
Memo
Transmittal
Fax Cover Sheet
Client Letter
Consultant Notice
The name you enter appears as the document title when the document is created or printed.
You can create a new document type by using the plus button.
Profit Center
Each document type is tied to a profit center.
This matters for two main reasons.
First, the document can use the logo assigned to that profit center.
Second, firms with multiple offices, regions, brands, or languages can create different versions of the same document type. For example, a firm with one office in the United States and another in Mexico may want one memo format in English and another in Spanish.
The profit center controls which logo and related identity are used on the printed document.
Standard Document Fields
Each document type includes standard fields that can be shown, hidden, or renamed.
Common fields include:
Date
Document Number
From
To
Project
Distribution
Subject
Body
Footer
The gray text shown in the setup preview represents the actual data that will appear when the document is created. The field labels are the titles you control in the settings.
For example, you can rename:
To → Recipient
Project → Regarding
Body → Message
Distribution → Copied To
Use the field names that match the way your firm communicates.
Date, Number, and From Fields
Most documents include a date, document number, and From field.
The document number can be shown or hidden depending on whether your firm uses formal numbering for that document type.
The From field can include:
Staff member name only
Staff member name and email
Staff member name and phone number
Staff member name, email, and phone number
You can also remove the From field if it does not apply, although most firms will want to keep it visible.
To, Project, and Distribution Fields
The To field identifies who the document is addressed to.
The Project field connects the document to a project, proposal, or overhead/admin item. When tied to a project, the project number, project name, and related project information can be included.
The Distribution field is used when the document needs to be sent or copied to multiple people or companies.
Distribution is especially useful for documents like transmittals, where several recipients may need to know what was sent, when it was sent, and who received it.
You can choose whether the distribution section appears on the printed document.
Subject and Default Body Text
Every document includes a Subject field.
You can rename the Subject label if needed, but the document will always include a subject area.
You can also create default body text for a document type. This text prepopulates when a new document is created from that type.
This is useful when a document usually starts with the same language, instructions, disclaimer, or format.
For example, an RFI response, transmittal, or formal memo may always include standard language that your team should not have to retype each time.
Footer Settings and Tokens
Each document type can include a footer.
The footer can contain regular text and system tokens. Tokens automatically pull information into the printed document.
Examples of footer tokens may include:
Document date
Document number
Owner name
Owner email
Page number
Use the footer for page numbering, standard firm information, document references, or other repeat information that should appear at the bottom of the document.
Adding Document Sections
Document types can include custom sections.
A section controls what appears in the document body and how users fill it out.
Document sections may include:
Rich text sections
Checklist sections
Transmittal item sections
The order of the sections in settings controls both the order users fill them out and the order they print on the document.
You can move sections up or down to change the document layout.
Rich Text Sections
A rich text section gives users a formatted writing area.
Rich text sections can include:
Bold text
Underlined text
Text color
Bullet lists
Numbered lists
Tables
Left, center, or right alignment
This is useful for memos, comments, instructions, explanations, RFI answers, and general correspondence.
A rich text section can be titled anything you want, such as:
Body
Comments
Response
Instructions
Notes
Issue
Solution
Checklist Sections
A checklist section lets you create a list of checkbox options.
When users create the document, they can click the applicable items instead of typing them manually.
This is useful for transmittals or standard communication options.
For example, a delivery checklist might include:
Email
FedEx
UPS
USPS
Hand Delivery
Pickup
To create checklist items, enter each item on its own line. BaseBuilders turns those lines into checkbox options automatically.
Transmittal Item Sections
A transmittal item section is used for letters of transmittal.
This section allows users to list the items being transmitted.
It can include quick-fill options so users can quickly select common items, such as:
Plans
Specifications
Sealed drawings
Agency review set
Permit documents
Shop drawings
Users can also type custom text instead of choosing from the quick-fill list.
Transmittal items can include fields such as:
Date
Quantity
Description
The quantity field is a text field, not just a number field. This allows entries such as:
2 sets
3 copies
1 sealed plan set
PDF only
For agency review
This gives your team flexibility when describing what was sent.
Example: Transmittal Setup
A transmittal document might include several sections:
Delivery
Transmittal Items
Reason for Transmittal
Comments
Footer
The Delivery section could be a checklist.
The Transmittal Items section could include quick-fill document descriptions and quantity fields.
The Reason for Transmittal section could be another checklist with options such as:
For your review
For your records
For approval
For coordination
For construction
Returned with comments
The Comments section could be a rich text section for additional notes.
This creates a repeatable structure for transmittals while still allowing users to customize each document.
Emailing Documents
Documents can also be sent by email.
If the document has a distribution list, recipients can be assigned as:
To
CC
BCC
This allows the document record and the email communication to stay connected.
For example, a transmittal can be created, distributed to multiple recipients, and retained as part of the project documentation.
Document Type Colors
Each document type can be assigned a color.
Colors help visually identify document types when reviewing lists of documents.
For example:
Memos could be blue
Transmittals could be brown
Client letters could be orange
Internal notes could be gray
The color does not change how the document works. It simply makes records easier to scan and identify.
Setting Up Log Types
To create or edit a log type, go to:
Settings → Logs & Docs → Log Types
Logs are similar to documents, but they are designed for items that need tracking.
The key difference is that logs can include due dates and response dates.
This makes logs useful for tracking how long an item has been open, when it needs to be answered, and how quickly your team responds.
When to Use a Log Type
Use a log type when the record needs a due date, response tracking, or accountability.
Common examples include:
RFIs
Submittal reviews
Supplemental instructions
Formal project questions
Items that require a response
Items where turnaround time matters
For example, if an RFI arrives today but does not need to be answered until next week, the due date allows your team to track that deadline.
Log Type Fields
Like document types, log types include customizable fields.
Common log fields include:
Date
Number
From
To
Project
Submitted By
Distribution
Subject
Custom sections
Footer
Field titles can be renamed to match your firm’s terminology.
For example, an RFI might use:
Question instead of Challenge
Answer instead of Solution
Submitted By to identify the original source of the question
Submitted By Field
The Submitted By field is useful when the person sending the item is not the original source of the question.
For example, a plumbing contractor may submit an RFI to the general contractor. The general contractor sends it to the architect. The architect sends it to the mechanical engineer.
The mechanical engineer may receive the RFI from the architect, but the real source of the question was the plumbing contractor.
The Submitted By field allows that original source to be tracked.
This field can be turned on or off depending on whether it applies to that log type.
Example: RFI Log Setup
An RFI log might include sections such as:
Challenge
Solution
Disclaimer
The Challenge section describes the question, issue, or problem.
The Solution section records the answer or direction being given.
The Disclaimer section can include standard language, such as limits of liability, authorization language, or clarification that the response does not approve cost or schedule changes.
These section names are customizable. You could rename them to:
Question
Response
Limitations
or any other terminology your firm uses.
Example: Submittal Review Log
A submittal review log is useful when submittals come in, need review, and require a response by a certain date.
The due date can track when the review needs to be completed.
The response date can track when the review was actually completed.
This helps your team understand whether submittals are being returned on time and how long reviews are taking.
Log Sections
Log types can include:
Rich text sections
Checklist sections
Unlike document types, log types do not include transmittal item sections.
That is because transmittal items are specific to document workflows, not log tracking workflows.
You can add, remove, rename, and reorder log sections as needed.
Log Type Colors
Like document types, log types can also be assigned colors.
This helps separate RFIs, submittals, supplemental instructions, and other log types when reviewing records.
For example:
RFIs could be green
Submittals could be blue
Supplemental instructions could be orange
Use colors consistently so your team can quickly recognize each type of record.
Editing a Document or Log
Once document and log types are set up, users can create records from those templates.
When creating or editing a document, users select the document type, author, recipient, project, distribution list, and content.
Depending on the sections included in that document type, users may see:
Checkboxes
Transmittal item rows
Quick-fill dropdowns
Quantity fields
Rich text editors
Comment sections
Quick-fill fields allow users to select common text quickly, but users can also type custom text whenever needed.
Rich Text Editing
Rich text fields allow users to format content directly inside the document or log.
Users can:
Create bullet lists
Create numbered lists
Bold text
Underline text
Change text color
Insert tables
Format comments and responses
This gives users flexibility to make documents readable and professional without leaving BaseBuilders.
Recommended Setup Approach
Start with the document and log types your firm actually uses.
For most A/E firms, a good starting set might include:
Memo
Transmittal
RFI
Submittal Review
Supplemental Instruction
Do not overbuild the system on day one. Set up the core record types first, then add more as your team starts using them.
For each type, decide:
What fields should appear
What labels should be used
Whether a distribution list is needed
Whether default text should prepopulate
Which sections should be included
Whether checklists or rich text sections are needed
What color should identify the type
The goal is not to create paperwork. The goal is to make project communication easier to document, search, and reuse.
Summary
Logs and Docs allow your firm to create structured, searchable project records.
Use Docs for general project communications, such as memos and transmittals.
Use Logs for items that require tracking, due dates, and responses, such as RFIs and submittals.
Each type can be customized with field labels, default text, rich text sections, checklists, transmittal items, footers, tokens, colors, and distribution options.
Set them up around the way your firm already communicates. Once configured, Logs and Docs can help your team keep better project records without relying on scattered emails, folders, or memory.