Why DocMastR?

 

 

Publishing/Automatic Transmittals

  • DocMastR enables anyone receiving an email transmittal to download a document, whether registered or not.
  • Additionally, the Document Controller can select the transmittal method (either as an email attachment or via FTP).
  • This is particularly beneficial for regulated industries where evidence of procedures through corresponding signatures, and the dates of document stamping and signing, is required.

Dynamic Document Register

  • Automatically generated as a PDF for client status reporting.

Transmittal Management

  • The Document Controller creates the transmittal.
  • The "Send" action initiates a workflow that forwards the transmittal to the Project Manager for review. The Project Manager can:
    • Approve the Transmittal – resulting in automatic dispatch to the client and distribution list.
    • Reject the Transmittal – it is returned to the Document Controller with comments.
    • Delete the Transmittal – it is permanently removed.

Automated Completion, Handover, and Data-book Management

  • Data-book Creation.
  • Data-book Revision Management.

Look-Ahead Reporting

  • Proactive reports that notify document owners of documents due within the designated look-ahead period, aiding in workload planning.
  • Project Deliverables: Documents due to be issued to the client within the next 30 days, including first-time issues and those returned by the client with comments for further input.
  • Client Documents: Reports on documents due from the client within 30 days, covering both initial issues and documents requiring further client input following review comments.

Late Reporting

  • Late reports highlight overdue documents, prompting corrective actions. Delays may be due to unrealistic initial forecast dates or overdue actions by the client, company, or vendor.
  • Project Deliverables: Documents overdue for issuance to the client, including first-time issues and those requiring re-submission following client comments.
  • Client Documents: Documents overdue for issuance by the client, including first-time issues and those needing re-submission following review comments.

Live Client Review

  • Transmittal cover sheet featuring live client review functionality.
    • Clicking the link opens a secure webpage for attaching documents to return to the Engineering Company for entry into the Document Management System.
  • Clients can assign review codes (approved, approved with comments, rejected) to each document.

Workflow & Email Notification

  • Document review processes for new or modified documents upon addition or check-in.
  • Reviewers can approve or reject documents.
  • Workflow expiration triggers escalation to senior management.
  • Email notifications for file authorization workflows.

File Moderation

  • Departmental reviewers can authorize or reject files for publication to the repository.

Versioning

  • Ensures users can retrieve previous versions of documents after checking in or out, allowing continued work from any selected point.
  • Particularly useful for documents that evolve and require updates while preserving past versions for reference.

Permission-Based File Control

  • Allows read, write, admin, or restricted access to individual files based on user or group permissions. Configurable for user and file settings:
    • Confidential: Access limited to Superuser and User (cannot be transmitted).
    • Private: Admin and User access; document can be included in transmittal.
    • Public: Accessible by Client/Vendor; document can be included in transmittal.

File-Based History

  • Maintains a comprehensive history of all actions taken on files.

Archiving for Deleted Files

  • Deleted files are moved to an "archive" state, where they can be restored or permanently deleted.

Document Management vs. Document Control

  • Document Management: Deals with everyday documents with typically short lifespans and a single version.
  • Document Control: Manages documents throughout their lifecycle, with enhanced security, versioning, review processes, visibility, availability, and audit trails.
  • Document Control is a regulatory necessity for many industries.

Document Stamping and Digital Signatures