Tips & Best Practices

Written By Timothy Murenzi

Last updated 8 days ago

Naming conventions

  • Spec sheet filenames auto-generate from {ProductName}-{SpecNumber}.pdf

  • Package filenames auto-generate from SpecPackage-{ProjectName}-{Date}.pdf

  • Rename before download if you want a different filename for archiving

Pre-export checks

Before you build a package for a client:

  • Every product has a main image uploaded

  • Every product has its client-facing name filled in (if you're sending the Client copy)

  • Important Notes are reviewed — they appear on the spec sheet

  • Pricing is current — exports snapshot what's in the record at export time

  • Branding is set up in Settings → Finances → Branding

Designer vs Client copies — which to send when

  • Designer copy → internal review, vendor RFQs, contractors

  • Client copy → client presentation, approval requests, final delivery package

Send the wrong one and you've exposed your markup to the client. Build a habit of confirming the dropdown before downloading.

Re-using a package

Once exported, packages are static PDFs — they don't update if you edit a product after export. To refresh:

  • Re-run the export against the same filter

  • Save with an incremented version (-v2.pdf) so you don't overwrite the previous one

  • Replace the old upload in Comms with the new one

Good to know

  • Branding is automatic. Logo + accent color from Settings → Finances flow through every spec sheet and package — no per-export setup.

  • CAD vs non-CAD. Canadian accounts see the tax breakdown on Designer copies; non-CAD shows a flat sales tax line. Client copies hide tax detail.

  • Multi-image products. The main image is the spec sheet's hero. Secondary images aren't included automatically — drop them into a follow-up email or Comms message if needed.

  • Permission-gated. Members without "View Financial" can only export Client copies; the Designer toggle is greyed out for them.

  • Mobile export works. You can build a package from the Workroom mobile web view, but you'll want to be on desktop for any real review work.

Troubleshooting

"My spec sheet is missing the logo." Open Settings → Finances → Branding and confirm a logo is uploaded. If it's there but still missing, re-save the Branding card to refresh the signed URL.

"The product image is showing as a broken icon." The product's main image URL has expired or the image was deleted from the source. Open the product → re-upload the main image → re-export.

"My client copy is showing my markup." You exported the Designer copy by mistake. The Client copy hides all pricing math except final client price. Re-export with the Client dropdown selected.

"The package took forever to build." Packages over 50 products can take 30+ seconds. If it stalls past 2 minutes, refresh the page and try again with a smaller batch (split into two packages).

"The order in the package is wrong." The package follows your current Catalog sort order. Re-sort the Catalog (by Spec # / Room / Category / etc.) before clicking export.

"My client wants to see only certain rooms." Use the Catalog's Room filter to narrow the list before multi-selecting + exporting. Each room can be its own package for cleaner client review.

"The PDF won't open." The file may have downloaded partially. Re-download. If it still won't open, try a different browser — some browsers have stricter PDF rendering for files over 20MB.