One of the biggest issues, especially when sites use complex container structures is how long it takes to get to the container you want to get to before you can start to upload documents.
If suggestion https://viewpointforprojects.ideas.aha.io/ideas/VPC-I-35 was introduced, this could be a thing of the past and soon as you log in, you could have a button that says upload, and soon as you do upload there, 4P knows exactly which site, which project and which container to drop the documents.
How you ask?
well consider the BS 1192 naming convention.
There is a field for "Project Number or reference"
a field for Author Role like the architect
a field for organisation name
a field for file type like a drawing, specification, schedule or model
and a field for classification which could be anything like "Ground Floor Plan" or "Section Drawings" or Small Power Drawings.
All of these fields, if populated correctly or even selected in the naming convention when uploaded could automatically allocate a drawing to the correct site, in the correct project to the correct organisation container and into any sub containers linked to document types.
And this could all be done without having to actually navigate your way into your project which would help significantly if like me you have access to several if not dozens.
The naming convention system has many benefits like this. It just requires you to setup a site with standards like a typcial project reference, organisation picklist and classfication type picklist for all this to work.
Guest
| Company | Carillion PLC |
| Job Title / Role | Business Information Manager |
| I need it... | 6 months |
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Is this being implemented? C'mon already! That is especially annoying when you have a batch of design documents from different trades and of different types so now each time you need to get to one particular document container to upload.
It seems this was being given serious thought in 2015 but we're 6 years on 'In Development' and even after a major interface refresh, and there is still no sign of anything even resembling this. Why?
^ That last post was from me - I forgot to log in
This is something I would dearly love to see in EDMSs in general because many years ago I wrote VBA Macros to do exactly this in our own file systems, taking documents issued/received by e-Mail and evaluating the naming convention components to construct a file path on our local network drive, at the same time moving pre-existing documents with the same starting number to a 'SUPERSEDED' subfolder.
There are tons of routines I wrote in Outlook and Excel VBA to deal with files smartly, the functionality of which is not provided in any currently-available web-based EDMS, and it's a constant source of frustration for me!
Why do you need the author? when you log in then your profile should say who you are, so if I'm uploading then I'm the structural engineer so if I'm uploading its only going into a small number of containers.
Can I also ask will his include the addition of being able to automatically & manually create numbers in 4ps following the company's numbering convention?
Hi Peter,
We are looking at this as part of the overall new experience of getting documents more easily into the system. It may not be in the first phase but we would certainly like to deliver it.
Could this not be done in conjunction with the Drag & Drop of documents into 4P suggestion as that would require auto file based on attributes
I would also note that it is very useful as many projects already follow - that the use of package numbers in the naming/numbering convention (preferably the first set of coding of the number) because it makes searching even more specific.
Thank you for the suggestion John. We will consider how this UX/UI could work in our project for multi-file upload project that we are currently working on.