Welcome to the SpecLink support site. This page provides information, training, and support for SpecLink users. SpecLink is Berkeley Lab’s new system for managing its Master Specifications and, in the coming months, Project Specifications.
What is SpecLink?
SpecLink is a powerful specifications management tool designed to streamline the creation, editing, and management of specifications. Unlike traditional document-based systems, SpecLink offers centralized control, real-time collaboration, and version tracking, ensuring that all stakeholders work with the most current information, see below for more detail on SpecLinks key benefits. Essentially, SpecLink provides enhanced efficiency, reduced errors, improved compliance with standards, and better organization of specification content, ultimately leading to more successful project outcomes.
The current SpecLink implementation will be used to manage the LBNL Master Specifications. Later in 2025 SpecLink may be rolled out to manage Project Specifications.
Using SpecLink (for Contributors)
- For contributor access to LBNL Master Specifications you will either need to be invited or request access to the project. Request access here.
- SpecLink is a browser based application. Click here for the login page.
- As a Contributor, you will have access to all LBNL Master Specifications. You can add comments directly within the specifications to provide information related to your updates. When leaving a comment, be sure to include the @name of the specification owner to notify them. The owner’s name, email, and @name can be found at the top of each specification. Including the @name in your comments ensures the owner is informed and can take the necessary actions. Note: see this training video for an orientation on commenting.
- The specification update request workflow for contributors can be found here.
How to Use SpecLink
Navigating the Master Specifications
When you first log in to SpecLink, you will be taken to your dashboard. This will display any individual projects that you have worked on. To access the set of master specifications, select “Office Masters” in the top navigation bar.
On the Office Masters page, select “LBNL Facilities Master Specification”
This will bring you to a folder system containing the specifications grouped by division and subdivision. Expand/collapse folders as needed to locate the specification you are looking for.
Leaving a Comment
The specifications within SpecLink are composed of a series of paragraphs. Each paragraph has a unique number to the left side of the screen, and a comment can be left on any paragraph. To generate a comment, highlight the paragraph you’d like to comment on and select the “Add a Comment” icon to the right of the screen.
When leaving a comment, you can set both the priority and the status. Selecting the bar in the upper left corner of the comment (gray by default) will let you select the priority of the comment.
Once you have set the priority, the default status will be set to Draft. Selecting the down arrow next to “Draft” will bring up the dropdown list of possible statuses. Each status corresponds to a different step in the master specification update workflow.
Once posted, comments can be replied to by entering text in the box labeled “Type a reply”. The status and priority will apply to the chain of comments, not individual replies.
Requesting an Update to a Specification
Click here to view the current master specification update request process.
Note that update requests must also be submitted through FAEN’s Jira system. This can be done through the user portal.
Downloading Specifications
Specifications can be downloaded for use in projects by “printing” them, either individually or as a collection. To do this, navigate to the specification you want to download and select “Print” at the top left of the screen.
This will take you to the print page, where you can specify what and how you want to download. You can change the scope of the download by selecting “Project”, “Division”, “Section”, or “Table of Contents” at the top of the dialogue. Selecting “Project” will download all published master specifications at once, either as a single file or separately. Once you’ve selected the desired options, either “Print” or “Export” at the bottom. Printing will provide a downloadable PDF preview in a new tab of your browser. Exporting will download the spec(s) as either PDFs or .docx Word files.
LBNL Master Specification History
Up until 2021 LBNL Master Specifications were managed by a spreadsheet and MS Word documents stored on a network drive. Next the specifications were migrated into Google Docs and workflowed using AODocs which is an application that integrates with Google Docs. An improvement over MS Word and a spreadsheet, AODocs added a layer of control for managing the specifications but the system lacked the ability to manage reference between specifications and to referenced specifications which is a key attribute of SpecLink’s functionality. The decision was made to migrate to SpecLink to better manage their upkeep, as the system provides the benefits listed below.
SpecLink Key Benefits
- Centralized Specification Management
- Offers a unified platform to manage both master and project specifications.
- Ensures consistency across all specifications, reducing redundancy and errors.
- Real-Time Collaboration
- Allows multiple stakeholders to work simultaneously on the same specifications.
- Commenting and @mention features streamline communication between contributors, editors, and owners.
- Automated Updates
- Provides automatic updates to codes, standards, and guidelines to ensure compliance.
- Reduces manual effort in keeping specifications up to date.
- Version Control
- Tracks changes to specifications, allowing users to view revision histories and restore previous versions if needed.
- Supports accountability by maintaining a record of who made specific changes.
- Customizable Content
- Enables users to customize specifications to meet the unique requirements of each project.
- Links related sections and content to ensure alignment throughout the document.
- Efficiency and Time Savings
- Pre-written, comprehensive specification templates reduce the time needed to create documents from scratch.
- Intuitive user interface simplifies navigation and editing.
- Enhanced Accuracy
- Built-in error-checking tools help identify inconsistencies or missing information.
- Cross-referencing features ensure that interdependent sections are updated automatically.
- Role-Based Permissions
- Supports different levels of access for contributors, editors, owners, and administrators.
- Ensures that only authorized users can make critical changes to specifications.
- Integration Capabilities
- Compatible with other project management tools, enabling seamless data sharing and workflow integration.
- Supports exporting and importing specifications in various formats (e.g., Word, PDF).
- Scalability
- Suitable for managing both small projects and large, complex systems.
- Adapts to evolving organizational needs and project scopes.
Roles and Responsibilities in SpecLink
SpecLink is currently only being used to manage the LBNL Master specifications. By the end of 2025, we anticipate using SpecLink to manage project specifications as well. See SpecLink Roles and Responsibilities for more information on user definitions.
Frequently Asked Questions
- Can specification owners directly edit their specs within SpecLink?
- No, direct editing access is reserved for “Expert SpecLink Editors” (see SpecLink Roles and Responsibilities). Specification owners may perform necessary updates by submitting a Jira request and following the master specification update workflow.
- No, direct editing access is reserved for “Expert SpecLink Editors” (see SpecLink Roles and Responsibilities). Specification owners may perform necessary updates by submitting a Jira request and following the master specification update workflow.
- Who can access SpecLink?
- All LBNL staff (including affiliates) can request access to SpecLink. A/Es and contractors should go through their LBL project team to request updates or additions to the existing master specifications.
