The design team for a construction project can be faced with many document management challenges. Sharing information with others outside your corporate network can be difficult. Traditional FTP sites do not offer the necessary tools to properly manage document distribution. Version control is essential but not easily managed. Managing and reviewing submittals and shop drawings is time consuming and often time sensitive work. Ordering reprographic services can be time consuming and inefficient. PlanSource offers one integrated solution to all of these challenges.
Document Control
Documents are posted in any format and shared in an access controlled environment. When new versions are posted they are automatically updated in the project files and older versions retained for reference. Notifications of new documents are automatically sent to relevant project participants. Permission levels provide the ability to control which documents are available to different user groups. Permission levels control each user´s ability to utilize functionality such as printing, downloading, viewing and marking up online and ordering copies from reprographers.
All access and activity is automatically tracked and available in easily produced reports that detail exactly who saw or did what and when. Automated receipts which are the digital equivalent to a signature on a courier slip are easily enabled.
Submittal Management
All submittal documents are automatically entered into the Submittal Log. Administrators can assign specific groups of users to a document to track and manage the review process for it. Each reviewers comments relating to the document are recorded in a message board for that document. Users can place annotations and comments directly on a document which can be viewed by others. When each user has completed their review of a document, the other users involved in its review are automatically notified of their progress.
Shop Drawing Management
All shop drawings posted to the project are automatically entered into the Submittal Log. Only one copy is required to meet the needs of all the reviewers. Administrators can assign specific groups of users to a shop drawing to track and manage the review process for it. Each reviewers comments relating to the document are recorded in a message board for that document.
Reviewers can place annotations and comments directly on the shop drawing which can be viewed, downloaded or printed by others once complete. When each user has completed their review of a document and placed their online stamp, the other people involved in its review are automatically notified of its status. Each Reviewer has a unique and customizable stamp. Any annotations or stamps they place are not editable by anyone other than the person who placed them.
Project Communications
Integrated communication tools make it easy to issue and track all document related communications on a project. The system has both broadcast fax as well as email functionality to ensure that everybody involved receives their messages whether they are sent via fax or email. Notifications of new documents, new versions, review status and any other system generated notices are automatically tracked and retained ensuring a complete record of all communication.
Reprographic Services
Professional reprographic services are available to PlanSource clients in many locations. Orders for single or multiple recipients can easily be placed in a matter of minutes. Detailed document Transmittals are automatically created and enclosed in any order placed for reprographic services. Detailed and easily accessible records of all orders are retained in the system for reference.
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