This presentation provides a brief overview of the document management capabilities in 4castplus

1. 4castplus
DOCUMENT MANAGEMENT

2. As part of its document management
module, 4castplus provides key tools for
organizing and controlling project documents

3. Included in 4castplus Document
Management:
1. Configure Document “Categories” and Document “Classes” for hierarchical
organization
2. Configure Document Naming Standards
3. Configure Document Metadata types
4. Auto-Routing of Documents based on Upload Point
5. Auto-Cataloging of Documents based on Upload Point
6. Intelligent Search & Retrieval of Documents – including Saved Searches
7. Check-out and Check-in of Documents
8. Document Access Controls
9. Document Versioning and History

4. The rest of this presentation will explain each
of those DMS features.

5. 1. Configure Document “Categories” and Document
“Classes” for hierarchical organization
4castplus provides tools in Configuration to define
document Categories and Classes. These specify how
documents are organized and stored.

6. Category 1
Class 1 Class 2 Class 3
Category 2
Class 21 Class 22 Class 23
Each Category can have multiple
Classes

7. By configuring this category & class
hierarchy, you’re establishing a corporate
standard for how your document repository
is organized

8. Configuring the document repository
hierarchy looks like this in 4castplus:

9. 1. Click on
Configuration
2. Click on
Documents
3. Add/Edit
Categories

10. 4. Add/Edit
Classes

11. You’ll notice that there are System Classes already
defined. These are there for 4castplus module-
specific purposes. Such as for purchase order,
change order, Invoice, Timesheet, etc.

12. The Document “Class” is the level where
actual documents will be located on the
Project. In the next screen, you’ll see a
project-level document repository.

13. 1. Open a Project
2. Go to the
Documents area
3. The documents organizational
hierarchy is based on category and class.

14. Notice that the project repository
reflects the configured hierarchy.

15. Remember: this is NOT a folder
structure!
This is a Document Repository.

16. By standardizing the repository, ALL
project documents will be organized
the same way

17. This enables you to report on
documents across projects and the
organization

18. Document Naming

19. See how when you click on a document
here, that document’s detailed
information shows up below

20. Notice the File Naming. The file is
being catalogued according to a
standard file naming convention.
This is the name of the
original file.

21. You can configure naming standards
according to your document codes.
See the next slide…

22. The Document Code is used to define a
document’s name according to your
standard naming rules

23. Now let’s talk about
Metadata for a minute.

24. 4castplus automatically captures a
lot of contextual information about
a document. For example …

25. Sample contextual Information captured
about an uploaded document:
1. Date & Time uploaded
2. Upload Point: Origin of where the document was uploaded. For
example, a Purchase Order, Change Order, Jobsite, Timesheet, etc.
3. Uploaded by: The Person that uploaded the document
4. Project, Customer, Location
5. And much more…

26. In addition to contextual data you can also
configure Metadata data fields to capture
extra information about documents.

27. When you click on a document, you’ll see
that there is:
• An area for Comments/Notes
• Extended Metadata
• Document Versions
• Download History

28. The next screen shows how to configure
metadata fields.

29. 1. Click on
Metadata
2. Create customized metadata fields to
capture specific information about
types of documents

30. A bit more about metadata:
1. You can have metadata fields specific to document classes
2. You can optionally make metadata fields as “Required” so that filling
them in is mandatory
3. There’s no limit to the metadata you can define

31. Auto-Routing and Auto-
Cataloging of Documents
based on Upload Point.

32. You can upload documents into 4castplus in
many locations throughout the system. For
example:

33. Example Upload Points in 4castplus
1. Purchase Order
2. Request For Quote
3. Jobsite Timesheet
4. Change Order
5. Customer Invoice
6. Project
7. Equipment

34. When you upload a document from one of
these Built-In upload points, the document is
automatically given the Category/Class
attributes according to that context.

35. For Example, when you upload & attach a
document to a Purchase Order, that
document is given …
Category: Procurement
Class: Purchase order
These documents have been attached
to this purchase order. Therefore given
the appropriate class in the repository.

36. The 4castplus Field Data Capture module –
called the “Jobsite Timesheet” – has further
features for collecting, cataloging and routing
documents.

37. The Jobsite Timesheet has a specialized
“Documents” area that allows site personnel
to upload multiple types of documents

38. To enable this, you can configure “Drop
Zones” for the Jobsite. Here’s what it looks
like …

39. Drop
Zones
Uploaded
Documents

40. Site personnel can drag & drop documents
into the zones and the documents will be
organized according to the zone Class.

41. Here’s how you indicate which classes should
appear as a Jobsite Timesheet Document
Drop Zone …

42. Specify which “Class” appears
as a drop zone in the Jobsite
Timesheet here

43. Document Search

44. 4castplus provides a global document search
tool …

45. 1. Click on
Documents
2. Select Desired
Search methods
3. Click Search
4. Analyze
Search Results
5. Click document
to download

46. Document Check-out
and Check-in

47. By clicking on Check Out, you
can lock and reserve a
document to you