Overview of Document Management within BuildFlow
Document Management is an essential aspect of the BuildFlow system. It involves organizing, reviewing, and updating various types of documents, including drawings and specifications. The aim is to ensure that all project team members have access to the most up-to-date and accurate information.
Within BuildFlow, drawings are separated into individual files. This allows for easier navigation and retrieval of specific drawings when needed. Additionally, if required, the drawings will be rotated to ensure proper orientation. To further enhance organization, the files are renamed according to the drawing number, making it easier to identify and locate specific drawings.
Spec sections are another component of the document management process. They are broken down into individual PDFs based on the table of contents. This division allows for easier reference and access to specific sections of the specifications. The available table of contents is carefully reviewed to ensure that all relevant sections are included in the submission.
Before publishing the documents, the BuildFlow team conducts a thorough review. Any issues or discrepancies are brought to the attention of the submitter, who is given an opportunity to make any necessary corrections. This ensures that the published documents are accurate and reliable.
Once the documents are published, a document update message is sent to selected project team members. This notification informs them of the update and ensures that everyone is aware of the most recent version of the documents.
To facilitate easy accessibility, various details are added to the documents within BuildFlow. These details include the Drawing Number, Title, Date, Discipline, and Document Type. By including this information, it becomes easier to search for and locate specific documents based on their attributes.
Specifications are organized by book, table of contents, and CSI division. This hierarchical organization structure further enhances the accessibility and retrieval of specific sections within the specifications.
BuildFlow maintains an updated version history of the documents. This ensures that previous versions can be accessed if needed and allows for tracking changes over time. Additionally, the master conformed set of drawings and specifications is updated when applicable. This ensures that all team members are working with the most current and accurate information.
If the files are uploaded to a folder that has Document Management enabled, the BuildFlow team takes responsibility for applying the necessary details to the documents. This includes adding Drawing titles, Dates, Meta Data, and Search Tags.
Once the Document Management process is complete, project team members will be notified via email. This notification serves as confirmation that the documents have been successfully managed and are ready for use.
Overall, Document Management within BuildFlow aims to streamline the organization, review, and updating of project documents. By ensuring accuracy, accessibility, and clear communication, it helps to facilitate efficient collaboration among project team members.