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Documents, Files & Workflow

Document Management

eTrack's Document Management is a general repository for any 'document' such as Contracts, Policies, Procedures, Drawings, Emails, Letters, Faxes, Specifications, Reports or etc.

What ever you search for or select you can view the documents associated with that item and everything under it in the eTrack tree. For example all documents to do with a Client, a Project, a Consultant, a Council, an individual contact or specific groups of Documents. You can then filter and sort the documents. Alternatively you can search for any document in the system by number of part of the name.

Your administrator can define document templates that staff can create new documents from such as those shown below. Alternatively, by clicking a paper clip icon, an existing document can be either embedded in eTrack (if small) or a link created to it. When linked a copy of the document is taken to a pre-defined area of your server or FTP site which keeps it safe and secure.

eTrack is thus a layer on top of the files on your server that helps staff work in a consistent way and have access to powerful find and navigation. You will still be able to access your files on the server as normal should eTrack not be available for any reason.

Directory and File Management

When a project is created in eTrack you have the option of also automatically creating a directory structure in a pre-specified location of your server. The folder names and hierarchy are defined in the template of the project.

Each template document is typically linked with an electronic file on your server. When the document is created in eTrack, a copy of the template file is taken. By relating the template documents to template folders, the new document can be automatically placed in the correct directory.

When the document is opened, all relevant fields such as numbers, names and addresses are automatically populated from the database.

Transmittals

The eTrack transmittal register records every document sent and received. Please see Emails, Transmittals & RivitTV for more on Transmittals.

Version Control

Some document types may benefit from simple sequential version control. For these documents, each time it is edited its status is changed to locked and the currently logged in person and date/time are recorded. Other staff can not edit this document (via eTrack) until it is replaced and 'unlocked', either by the same person or the administrator. A version number is assigned to each revision of the document.

Workflow

eTrack also has powerful workflow. Predefined workflows can be designed as templates with previous and next steps and security provided on who can approve a step. Different workflows can be associated with different document types or any other type in etrack such as projects, stages or contract administration registers such as RFIs and defects etc.

The following shows an example of the eTrack document repository, version control and workflow. The second picture shows the workflow of a document and who it is currently assigned to. The last picture shows all the documents whose workflow status is assigned to Michael Manager. This means you can see where a document may have got 'stuck' and also have clear visibility of what needs to be done to cover for an absent staff member.

 

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