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Fieldwire Integration

Fieldwire Integration

This comprehensive guide walks you through setting up and using the Fieldwire integration from initial configuration to bid package linking and ongoing management.

Ā 
ā€Œ
Prerequisites

Before starting the integration setup, ensure you have:

  • Admin Access: Organization administrator privileges
  • Fieldwire Account: Active Fieldwire subscription with API access
  • API Credentials: API key from Fieldwire
    • Ensure that the owner have access to all necessary projects
  • Test Environment: Consider using Fieldwire sandbox for initial testing
Quick Start

For experienced users, here's the condensed setup process:

  1. Create Integration: Admin ā†’ Organizations ā†’ [Org] ā†’ Integrations ā†’ Add Fieldwire
  1. Configure API: Add your Fieldwire API credentials and test connection
  1. Link Bid Package: Project ā†’ Bid Packages ā†’ Select package ā†’ Connect to Fieldwire
  1. Choose Project: Select Fieldwire project and sync types
  1. Monitor: Check sync status badges on bid package cards
Troubleshooting Common Issues

Connection Test Fails

Symptoms: "Connection failed" error during API configuration

Solutions:

  1. Verify API credentials are correct
  1. Check network connectivity
  1. Ensure Fieldwire service is operational
  1. Try using different API endpoint (production vs sandbox)

Sync Status Shows "Failed"

Symptoms: Red badge with "Sync Failed" status

Steps:

  1. Click the integration icon to see error details
  1. Check Fieldwire API status
  1. Verify user permissions in Fieldwire
  1. Try manual sync to isolate the issue
  1. Contact support if errors persist

No Projects Available

Symptoms: Empty project list in selection dialog

Solutions:

  1. Verify API credentials have correct permissions
  1. Check that your Fieldwire account has active projects
  1. Ensure the API endpoint matches your Fieldwire environment
  1. Try refreshing the project list

User Mapping Issues

Symptoms: Users not syncing properly between systems

Steps:

  1. Go to User Synchronization tab
  1. Manually map unmapped users
  1. Verify user email addresses match
  1. Check user permissions in both systems
Best Practices

Initial Setup

  • Test connections thoroughly before going live
  • Start with a single bid package for testing
  • Use sandbox environment for initial testing

Ongoing Management

  • Regularly monitor sync statuses
  • Set up automated sync schedules during off-peak hours
  • Keep user mappings current as team changes
  • Review sync logs periodically for errors

Security

  • Rotate API credentials regularly
  • Limit integration scope to necessary data
  • Use least-privilege API credentials
  • Monitor integration activity logs
Support and Resources
  • Documentation: Refer to this guide for detailed procedures
  • Support: Contact your TrueBuilt administrator for technical issues
  • Logs: Check integration logs in the admin panel for troubleshooting

What Gets Synced Between Systems

Before you start, it's important to understand what TrueBuilt data will appear in Fieldwire and how it's organized.

Fieldwire Data Mapping Guide

This guide explains how your TrueBuilt data translates to Fieldwire in simple terms. No technical knowledge required!

šŸ“‹ Quick Reference Card

What You Have in TrueBuilt
What It Becomes in Fieldwire
Bid Package
Fieldwire Project
Plan Sheets
Plan Sheets
Labor Items
Tasks
Cost Codes
Cost Codes (Tier 1 & 2)
Budget Reports
Project Budget

šŸ—ļø Understanding the Connection

TrueBuilt Projects vs Fieldwire Projects

Think of it this way:

TrueBuilt                          Fieldwire
ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€                          ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€
šŸ“ Project: "Downtown Building"
   ā”‚
   ā”œā”€ā”€ šŸ“¦ Bid Package: "Division 06"  ā†’  šŸ“ Project: "Downtown Building (Division 06)"
   ā”‚
   ā”œā”€ā”€ šŸ“¦ Bid Package: "DD 70%"    ā†’  šŸ“ Project: "Downtown Building (DD 70%)"
   ā”‚
   ā””ā”€ā”€ šŸ“¦ Bid Package: "Division 09"        ā†’  šŸ“ Project: "Downtown Building (Division 09)"

Why? Each bid package represents a distinct scope of work (like a phase or trade division). In Fieldwire, each becomes its own project so field teams can focus on their specific work.

šŸ“„ Plan Sheets

What Gets Synced

Your drawings and plan sheets transfer directly to Fieldwire.

TrueBuilt
Fieldwire
Plan sheet files (PDFs)
Plan sheets in project

How It Works

  1. All plans upload - Every plan sheet in your bid package goes to Fieldwire
  1. Revisions sync - When you update plans in TrueBuilt, new versions appear in Fieldwire
  1. Duplicates included - Even duplicate sheets sync to ensure field teams have everything

[Screenshot: Plan sheets in TrueBuilt vs Fieldwire]

āœ… Tasks (From Labor Items)

What Are Tasks?

In Fieldwire, Tasks are work items that field crews complete. Your TrueBuilt labor items become these tasks.

TrueBuilt Labor Item
Fieldwire Task
Item description
Task name
Sheet number
Task name
Area
Task name
Crew hours
Task quantity/effort

Example Transformation

In TrueBuilt:

Labor Item: "Install EMT Conduit"
Cew hours: 500
Total: $800
Area: Level 1 - East Wing
Sheet number: A-001.1

Becomes in Fieldwire:

Task: "(A-001.1) - Install EMT Conduit - (Level 1 - East Wing)"
Status: Priority 1
Manpower: 500 Hours
Cost: 800 USD

šŸ’° Cost Codes

Two-Tier System

Fieldwire uses a two-level cost code structure:

Tier 1 (Category)                               Tier 2 (Specific Code)
ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€                            ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€ā”€
šŸ“ 09 20 00 - Plaster & Gypsum Board  ā†’      šŸ“„ 362PDS125-15 - ClarkDietrich 3-5/8" ProSTUD - 15mil (25ga)
                                             šŸ“„ X58 - 5/8" Type X Drywall
                                             šŸ“„ TT - Top Track

šŸ“ 03 30 00 - Concrete              ā†’        šŸ“„ FINS - Finish per SF - Slabs
                                             šŸ“„ GRADE - Final Grading Material

What Syncs

TrueBuilt
Fieldwire
CSI Division codes
Tier 1 cost codes
Item code
Tier 2 cost codes
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šŸ“Š Budget

Budget Report Sync

Your TrueBuilt budget reports sync to Fieldwire's project budget feature.

TrueBuilt Budget Report
Fieldwire Budget
Budget Transfer Report
Project budget data
Cost breakdowns
Budget line items
Totals by category
Category summaries

Important Note

āš ļø Granularity Difference: Fieldwire's budget system is simpler than TrueBuilt's detailed reports. The Budget Transfer Report format works best for this sync.
Notion image

šŸ”„ Sync Direction

TrueBuilt ā†’ Fieldwire (Primary)

TrueBuilt is your source of truth for:

  • āœ… Projects and bid packages
  • āœ… Plan sheets and revisions
  • āœ… Labor items (become tasks)
  • āœ… Cost codes
  • āœ… Budget data

šŸ“ Naming Conventions

Project Names

When TrueBuilt creates a Fieldwire project, it uses this format:

[Project Name] ([Bid Package Name])

Examples:

  • "City Hospital Expansion (Phase 1 - Foundation)"
  • "Downtown Office Tower (Electrical Rough-In)"
  • "Riverside Apartments (Plumbing - Building A)"

This helps field teams instantly know which TrueBuilt bid package they're working on.

ā±ļø When Does Sync Happen?

Manual Sync

You control when data syncs:

  • Click "Sync Now" for immediate sync
  • Use "Connect" to establish first-time link

Automatic Sync

Once connected, syncs can run automatically:

  • Background sync for large plan uploads
  • Scheduled sync via cron jobs
  • Notification when sync completes

šŸŽÆ Choosing What to Sync

When connecting a bid package, select your sync options:

Option 1: Sync Everything

ā˜‘ļø All - Complete synchronization

Best for: Full field coordination, new projects

Option 2: Selective Sync

ā˜‘ļø Plans - Drawings and sheets only
ā˜‘ļø Tasks - Labor items as field tasks
ā˜‘ļø Cost Codes - Cost classification system
ā˜‘ļø Budget - Financial budget data

Step 1: Organization-Level Integration Setup

1.1 Access Integration Settings

  1. Navigate to Admin Panel ā†’ Organizations ā†’ [Your Organization]
  1. Click on the Integrations tab
  1. Click Create Integration or Add Integration

[Screenshot: Organization integrations page]

1.2 Create Fieldwire Integration

  1. Select Fieldwire from the integration type dropdown
  1. Enter a descriptive name (e.g., "Fieldwire Production")
  1. Click Create Integration

[Screenshot: Create integration dialog]Step 2: Configure API Credentials

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2.1 Access API Configuration

  1. From the integrations list, click on your newly created Fieldwire integration
  1. Navigate to the API Configuration section

[Screenshot: Integration settings page]

2.2 Enter Fieldwire Credentials

  1. API Key: Enter your Fieldwire API Key
āš ļø Security Note: Credentials are encrypted and stored securely. Never share these values.
Notion image
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2.3 Test Connection

  1. Click Test Connection to verify your credentials
  1. Wait for the success confirmation message
  1. If connection fails, verify your credentials and network connectivity
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Step 3: Configure User Synchronization

3.1 Access User Synchronization

  1. Navigate to the User Synchronization tab
  1. Review the current user mapping status
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Step 4: Link Your First Bid Package

4.1 Navigate to Bid Packages

  1. Go to your Project Dashboard
  1. Navigate to Bid Packages section
  1. Select the bid package you want to integrate

4.2 Open Integration Dialog

  1. Look for the integration icon on the bid package card
  1. Click Connect to Fieldwire or the integration icon
  1. The Fieldwire Projects Dialog will open
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4.3 Select Fieldwire Project

  1. Browse the list of available Fieldwire projects
  1. Click on the project you want to link
  1. Review project details in the preview pane
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4.4 Configure Sync Settings

  1. Sync Types: Choose what data to synchronize:
      • Tasks: Project tasks and workflows
      • Plans: Project drawings and plans
      • Cost Codes: Cost code structures
      • Budget: Budget information
      • All: Complete synchronization
  1. Selective Sync: Uncheck "All" to select specific sync types

4.5 Establish Connection

  1. Review your selections
  1. Click Connect to create the integration
  1. Wait for the success confirmation

Step 5: Monitor Integration Status

5.1 View Status on Bid Package Card

  • Green Badge: Successfully synced
  • Yellow Badge: Currently syncing
  • Red Badge: Sync failed
  • Gray Badge: Pending sync
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5.2 Check Detailed Status

  1. Click the integration icon again
  1. Review the Existing Integration card
  1. Check last sync time and status details
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Step 6: Manual Synchronization

6.1 Trigger Manual Sync

  1. Open the integration dialog
  1. Click Sync Now button
  1. Monitor the progress indicator

6.2 Verify Sync Results

  1. Check the updated sync status
  1. Review any error messages if sync fails
  1. Verify data in both systems

Step 7: Advanced Configuration (Optional)

7.1 Configure Sync Scheduling

  1. Go back to Organization Admin ā†’ Integrations
  1. Click on your Fieldwire integration
  1. Navigate to Settings tab
  1. Configure automatic sync schedules
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7.2 Set Up Integration Rules

  1. Configure sync frequency
  1. Set error notification preferences
  1. Define data mapping rules

Next Steps

After completing the initial setup:

  1. Test the Integration: Create a test bid package and verify synchronization
  1. Train Your Team: Share this guide with users who will manage integrations
  1. Set Up Monitoring: Configure alerts for sync failures
  1. Document Your Process: Note any custom sync schedules or preferences
  1. Plan for Scale: Consider automation as you add more bid packages
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