Document Management
Create, store and search across all your content and associate it with Projects, Employees, Suppliers, Subcontractors, Assets ..
Document Store
Document Management and Version Control is key to keeping track of your what is important not only for Projects but all other departments. The Document Repository allows you to manage all of the documents associated with a Project as well as general Corporate documents, holding them in one place, in their native format, accessing them via your web browser and sharing them securely with your team members, internally with your employees or externally with third parties.
Versions
Never again need you worry about which version is in use, with all users working from the same central source for drawings, notes, contracts, calculations and any other projects related files. Documents can be revised and new draft revisions created which will only be seen by authors until they are published. A full version history and audit trail is maintained.
Search
The search will search all content of documents including the content of attachments to emails. If the attachment is a scan of a printed document then the system automatically OCRs the scan to obtain text that can be searched.
Standard features
The Document Management module provides
- You can upload documents with a single click on the ‘Add’ button
- You can ‘drag and drop’ documents into the Document Store or search for a document using the ‘Add’ function. Any duplications or revisions are flagged for you to address
- You can add as many tags to the document as you need – in the screenshot below, 12 tags are used, ranging from ‘document type’ to ‘project’. Adding tags makes sure that your documents are displayed in the right folder. In fact, tagged information can be displayed in several folders from a single source. You can also use tags to search and retrieve documents quickly
- You can create and store document templates – and you can set them so that the system automatically populates certain information fields
- All file formats are supported, so you can view and edit your document in its native application. The document is held within Summit in its original format and is referenced in the database with relevant tags, for display, ownership and searching purposes
- When you work on a document, you ‘check out’, which locks it for editing – other users can view it but can’t make any amends to it until you have ‘check in’. You can set the system so that amended content enters a workflow, to make sure that it is authorised before publishing.
- Version control is simple and you can be confident that all users are working from the same central source for drawings, notes, contracts, calculations and any other project-related files. So you can always be confident that what you see on screen is the latest version. The full revision history is stored securely (see screenshot below) – you can even see who has read what and when
- You can email documents quickly and easily from the Document Store – you can also email multiple documents as a single package
- The search facility is very flexible. You can search for a particular word or phrase within a folder, or within the system. For example, if you type in ‘knotweed’ (see screenshots below, you will be presented with ‘snippets’ from documents where the word appears. You can also increase the complexity of your search by using ‘AND’ and ‘OR’ string searches, wildcard searches and tag values
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