Documents module

Documents module

You can find the documents module by going to "My projects", selecting a phase or a project and selecting the "documents" option from the left bar.

All types of files can be classified and stored in this module. The system has extensive version management where the different versions of one document are stacked. For each file, a record is kept of what happened to the file and who viewed it and when. All documents are linked to the spatial structure of the building, so that relevant documents can be searched per building, floor, room or even building element. BIMcollab Twin therefore offers a full-fledged Document Management System (DMS) for your projects.

This article describes the legacy way of showing the document list. In the latest version of BIMcollab Twin a new way of showing the document list is introduced.
The space administrator can make a change in the user roles so users can use the new method. You can read all about this here: Customizing columns in a document list and using filters
Realization is merged with Documents module now. Both of the modules show the same window but Documents module opens the documents overview section and Realization goes to documents for approval. 

Sections of the document module

Documents module is divided into a few sections: Menu (1), Document type (2) and Spatial structure (3).
The menu (1) provides a few functionalities and filters within your documents. Document type (2) is available to give quick access to your desired documents by making a distinction between the several types of documents. The structure of the project phase is also visible under the spatial structure (3), with the plots, buildings and floors to which documents can be linked. 

BIMcollab Twin allows you to place your documents in specific categories that can be accessed from the Menu (1):
  1. Confidential Documents: Restricted access documents for specific user roles like owners and management (Contracts, Financial, Legal, Miscellaneous). 
  2. Archived Documents: Inactive documents kept for record but not shown in active lists.
  3. Document Sets: Bundles of documents grouped together for specific purposes, like permit applications.
  4. Work Packages: Special folders with documents visible only to specified user groups.
  5. Audit Rounds: Documents that are currently active in the audit round of a workflows, visible based on user role.
  6. Documents for Approval: All documents that still need to be reviewed. Documents are sent to 'Documents for Approval' by changing their realization status, which requires a review task. Review tasks are created through workflows.
  7. Approved documents: Once a document is approved, it will appear here as the latest version. Older versions are overwritten when a newer version of the same document number is approved.
  8. Rejected documents: All the latest rejected versions of documents will appear here. 

In the BIMcollab Twin environment, below are the document types (2) and what they could refer to:
  1. Document - items like notes and reports concerning the project could be placed here in PDF or any other format.
  2. Documentation - documentation, warranties, and manuals associated with specific building elements could be set as documentation in the project
  3. Model - OpenBIM and native model formats can be uploaded under this category e.g. Revit, IFC, Sketch-up, etc.
  4. Drawing - Design layouts, sections, and schematics in formats like PDF and .dwg files could be set to this document type.
  5. Image - All visual material relevant to the project can uploaded with this tag.

Customizing the document list

You have the ability to tailor your document list in several ways:

1. Document search: Use the search field to find a specific document.
2. Project phase filter: By turning this button on/off you will active/deactivate a filter that will only show documents for the selected project phase. 
3. Custom filters: Create and apply custom filters to refine the list to see only the required documents.

Document details

By clicking on the blue document number, the document details are displayed. A document number is more than just a file. Under the document number, all document details, the different versions of the file, any attachments, all communications and an action history are kept. The details are divided into a number of tabs:
  1. Document: this contains the data that the document received when uploading.
  2. Versions: all versions of the file are listed here and can be downloaded. See version history for more details.
  3. Attachments: all attachments that belong to this file can be found under this tab.
  4. Links: documents within the same phase can be linked to each other. Linked documents are easy to find and download together.
  5. Document sets: the document sets that contain a version of this document. See document sets for more details.
  6. To do's: notes, questions and action points can be made with a drawing that are always saved, even if the drawing is changed.
  7. Workflows: workflows that are connected to that document would be visible here. Read more about workflows in BIMcollab Twin.
  8. Events: everything that was done with the file by whom and when is listed chronologically.

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