User Guide
AuduPrime module, field, and workflow guide.
Use this guide to understand what each module does, what each field means, and how records move through the workspace.
Recommended Flow
Start by choosing the correct tenant, then create the project record. After that, add the procurement, financial, document, RFI, submittal, task, and approval records that belong to that project.
- Choose tenant: Select the organization workspace, such as AudutSphere Intelligence Corp.
- Create project: Add the project name, delivery method, owner, budget status, schedule status, and target date.
- Add RFPs and bids: Track solicitations, bidder responses, due dates, and award review status.
- Control procurement and financials: Track packages, vendors, long-lead items, budgets, commitments, change orders, pay applications, and forecasts.
- Run field work: Use tasks, RFIs, submittals, and documents to manage open questions, reviews, evidence, and closeout materials.
- Approve and archive: Use approvals for decisions and archive records only when they no longer need active work.
Tenants
A tenant is one organization workspace. For example, AudutSphere Intelligence Corp is separate from the master workspace. Users can belong to more than one tenant, and their role can be different in each tenant.
Tenant selectorChoose which organization you are working inside. Records you create stay inside that tenant.
Tenant membershipControls what a user can do inside that tenant, such as Owner, Project Manager, Finance Reviewer, or Viewer.
Master workspaceUsed for platform-level administration and tenant registry records.
Projects
Use Projects as the main record for capital work, construction delivery, disaster recovery, infrastructure readiness, and closeout tracking.
Project nameThe plain project title. Example: CNMI Facility Hardening Program.
Delivery methodHow the project will be delivered. Design Build means one delivery team handles design and construction. Design Bid Build means design is completed before bidding construction. CM at Risk means a construction manager helps manage risk and pricing. Emergency Response is for urgent recovery or response work.
Project numberYour internal control number, contract number, grant number, or job code.
Owner agency or clientThe agency, company, department, or customer responsible for the project.
StatusWhere the project sits in the workflow: Open, Planning, Review, Approved, Active, At risk, or Complete.
Budget statusWhether budget is on track, under review, or at risk.
Schedule statusWhether schedule is on track, on watch, or delayed.
Target dateThe next major deadline or completion target.
Delivery notesImportant context, blockers, scope notes, decisions, or executive summary details.
RFPs
Use RFPs to manage solicitations, requests for quotes, invitations for bids, and sole-source reviews.
RFP titleThe name of the solicitation or procurement action.
Project IDThe project number or record ID this RFP belongs to.
Procurement methodRFP is proposal-based. RFQ focuses on qualifications or pricing. IFB is a formal bid. Sole source review is used when only one vendor path is being justified.
Due dateThe response deadline.
StatusUse Intake or Planning while preparing, Review while evaluating, Approved when cleared, and Complete after closeout.
Scope notesDescribe scope, vendor requirements, evaluation criteria, addenda, or risks.
Bids
Use Bids to track bidder responses, pricing, and evaluation status for a procurement package.
Bid packageThe package or bid name, such as Electrical Package 01.
Project IDThe project this bid belongs to.
BidderThe company or team submitting the bid.
Bid amountThe proposed amount. Enter the number without currency symbols.
StatusUse Review while evaluating and Approved after selection or award recommendation.
Bid notesClarifications, exclusions, alternates, scoring notes, or award recommendation details.
Procurement
Use Procurement for vendor packages, materials, services, logistics, long-lead items, and purchasing action.
Package nameThe item or package being procured, such as Generator Procurement or Concrete Supply.
Project IDThe project this procurement belongs to.
Vendor or supplierThe company expected to supply materials, equipment, services, or logistics.
Long lead itemChoose Yes when delay would affect the project schedule, such as switchgear, generators, specialty equipment, or imported materials.
Target dateThe required award, order, delivery, or installation date.
StatusUse Planning before issue, Review during vendor/price review, Approved after clearance, and Complete after delivery or closeout.
Procurement notesLead times, shipping issues, vendor constraints, approvals, substitutions, or risk notes.
Financials
Use Financials for budgets, commitments, change orders, pay applications, and forecasts.
CategoryBudget sets planned money. Commitment tracks contracted or obligated money. Change order tracks changes. Pay application tracks payment requests. Forecast estimates future cost.
Project IDThe project tied to this financial record.
Cost codeThe accounting, grant, trade, or project control code.
AmountThe dollar value as a number.
Forecast statusOn track means no major concern. Watch means monitor it. Overrun risk means cost may exceed the plan.
StatusUse Review before approving financial impact and Approved after clearance.
Financial notesReason for cost, backup needed, approval notes, exposure, or funding source.
Documents
Use Documents for secure upload, evidence, contracts, drawings, financial backup, compliance packets, and closeout files.
Document titleA readable name for the file or document package.
Project IDThe project this document belongs to.
CategoryRFP, Contract, Drawing, Financial, Compliance, or Closeout.
FileThe actual document uploaded into AuduPrime storage.
StatusUploaded means received. Review means someone needs to check it. Approved means cleared for use or record.
Document notesWhat the file is, why it matters, version notes, or review instructions.
Onboarding and Support
Use Onboarding for user setup, access questions, training, troubleshooting, Windows install help, Microsoft app connection help, and support requests.
Request titleShort name for the help request.
Request typeChoose the type of support: new user setup, role access, training, Microsoft apps, Windows install, troubleshooting, support, bug, or data import.
Requester emailThe person who needs help.
Owner roleThe role responsible for helping, such as IT Support for technical problems or Workspace Admin for access.
PriorityNormal, High, or Critical. Critical should be reserved for blockers that stop work.
Target support dateWhen the request should be handled.
Support pathWorkspace update, email, screen share, or admin review.
StatusRequested, Triage, Scheduled, In progress, Blocked, or Complete.
What does the user need?Explain the problem, user email, module, exact action, error text, and screenshot notes if available.
RFIs
Use RFIs when the team needs a formal answer before work can continue.
RFI titleThe question or subject.
Project IDThe related project.
DisciplineThe trade or area, such as civil, electrical, mechanical, structural, procurement, or finance.
Response dueThe date an answer is needed.
StatusOpen while unanswered, Review while the response is being checked, Approved once accepted, Complete when closed.
QuestionThe actual question, needed decision, drawings/spec references, or field condition.
Submittals
Use Submittals to track materials, shop drawings, product data, samples, and review items.
Submittal titleThe submittal item or package name.
Project IDThe related project.
Spec sectionThe specification section, drawing reference, or work package code.
Review dueThe date review is needed to avoid delay.
StatusOpen, Review, Approved, At risk, or Complete depending on review progress.
Review notesReviewer comments, corrections, resubmittal needs, or approval conditions.
Tasks
Use Tasks for action items, follow-up, field coordination, procurement steps, finance review, and executive assignments.
TaskThe action that needs to be completed.
Project IDThe project or workstream tied to the task.
Owner roleThe role accountable for the action, such as Project Manager, Procurement Lead, Finance Reviewer, or Superintendent.
Due dateWhen the task should be completed.
PriorityNormal, High, or Critical.
StatusOpen, Planning, Review, Approved, At risk, or Complete.
Approvals
Use Approvals for decisions that need a named reviewer and audit trail.
Approval itemThe decision or item needing approval.
Project IDThe related project.
ApproverThe person, role, or group expected to approve.
Decision dueThe deadline for the approval decision.
StatusRequested, Review, Approved, or Rejected.
Decision notesWhy the item is approved or rejected, conditions, and follow-up required.
Admin and Roles
Use Admin to add tenant users and assign roles. Add users while switched into the tenant where they should work.
NameThe user's display name.
EmailThe login email and tenant membership identifier.
RoleThe permissions the user receives in the selected tenant.
Send Cognito inviteUse this when the person needs a login invitation. Existing users can be added through tenant membership without changing their home tenant.
OwnerFull tenant control: users, modules, workflow, exports, archive actions, and records.
Workspace AdminUser setup and operational administration.
IT SupportLogin, browser, Windows install, Microsoft app connection, and troubleshooting support.
Project ExecutiveExecutive visibility, risk review, and approvals.
Project ManagerProject delivery, tasks, RFIs, submittals, documents, and workflow movement.
Procurement LeadRFPs, bids, procurement packages, vendors, and related documents.
Finance ReviewerBudgets, commitments, pay applications, change orders, forecasts, and financial documents.
SuperintendentField coordination, tasks, RFIs, submittals, and document upload.
Prime ContractorExternal prime-team coordination access.
SubcontractorLimited external access for assigned field items and support requests.
ViewerRead-only style access with support request ability.