To share with a sub or vendor, select Share items in the Shared items card on the Sub & Vendor portal page. You can also select Share to Sub & Vendor portal on a document or on the Files tab.
Available on the Scale plan. You need permission to edit Documents or Files, and the project needs at least one vendor on its portal list. Works on desktop and in the mobile app.
What you can share
Documents: project documents such as a scope of work or material list.
Files: a single file or a group of files.
Schedules are not shared this way. A sub sees the schedule phases you assign to them.
Estimates, proposals, invoices, change orders, and daily logs can't be shared to the Sub & Vendor portal.
Share several items at once
Open the project, then select Sub & Vendor portal.
In the Shared items card, select Share items. Once items exist, the button reads Add item.
Search and check the items you want.
Under Share with, select Select vendors or All vendors.
Select Attach followed by the number of items.
The items appear in the card with a status. On desktop the card is a table with Item, Type, Shared with, Created at, and Status. In the mobile app each item is a stacked row.
Share one document or file
Open the document, then select Share and Share to Sub & Vendor portal.
For files, open the project Files tab, select the files, and choose Share to Sub & Vendor portal from the share menu.
Under Share with, choose the vendors. All vendors are selected by default.
Optionally enter text under Add a description (optional).
Select Share.
The selected vendors are notified by email or text. If you share with all vendors, the item also goes to vendors you add later.
Who appears in the list
The list shows everyone on the project's Portal access list, grouped as Subs and Vendors, including people with status Not invited or Invited. A contact with no email or phone is disabled.
Sharing with someone who is not yet active works, but they are notified only after they have access.
Track and remove shared items
The Status column shows In progress while a document is processing, Not opened until every recipient opens it, and Viewed once all of them have.
To stop sharing, select the three-dot menu on the item's row > Remove item > Remove. The item is removed from every vendor it was shared with. You can't remove it for a single vendor.