Four advantages of a Document Management System integrated with 4PS Construct
You store many important documents for projects and service locations in your ERP system, 4PS Construct. You also receive documents from colleagues and stakeholders through various channels. Examples include bills of materials from BIM models and photos that the site shares with project managers using Outlook, Teams or WeTransfer. Managing this constant flow of documents and finding the latest versions is challenging. What if there was a way to bring projects or service location documents from 4PS Construct together with all related documents? Discover more!
Make document flows manageable
Managing documents is often challenging because companies use different software systems, and share and receive documents through other channels. What is the latest version of those minutes, that purchase contract or this construction drawing? And who made the latest changes in that document? To assist 4PS customers in this process, the Microsoft 365 experts of Be-Sync, part of the 4PS Group, developed a straightforward document management system. This DMS was designed to serve the needs of the construction industry and is fully integrated with 4PS Construct.
What is a document management system?
A Document Management System (DMS) takes document management in your company to the next level. It gives colleagues access to the most recent and approved documents. Many document management systems also give your stakeholders access to documents without risks. By providing all documents in the DMS with specific properties, or metadata, you create an organised and tidy library where all documents are easy to find. You can immediately see when a document was created or who made an update.
The DMS for 4PS Construct: Be-Sync Information Portal (BIP)
BIP is used to create a separate work environment for each project or service location in 4PS Construct. You can save all relevant documents in one central location by reliably granting access to colleagues and stakeholders in this work environment. No longer endlessly mailing modified versions of documents back and forth; everyone has access to the latest versions of documents concerning specific service locations and projects.
Why choose BIP as your Document Management System?
Better digital working and collaboration
All projects and service location documents can be combined in one system. Colleagues and stakeholders have access to the same version of a document, and you can be sure that everyone works based on the same document.
Reduced complexity for setup
The Be-Sync Information Portal does the work for you; it works based on predefined and customer-specific templates. Now, your managers can set up a new work environment for a new project with just a few clicks. A template like this also allows you to define security settings and user authorisations, making adding meta fields and adjusting the view easy.
Access for stakeholders
Your stakeholders and wider construction team cannot access your ERP package. And they don’t need to if you create an online work environment for a project or service location in BIP. You determine who can access and upload new documents or modify others.
Always the latest version
By bringing all information together in one environment, nobody needs to work with outdated information. Colleagues and stakeholders always have the latest version and can get all necessary information through BIP.
Want to know more?
Time to take control of your documents?
Are you dealing with large volumes of documents for projects and service locations? Do you want to have a safe and efficient manner of sharing documents with your construction team? Read the brochure to see how our Be-Sync Information Portal can help you, or contact Be-Sync. We will be glad to tell you more!
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Elliot Herdman | Elliot has over 20 years experience in the construction industry working with main contractors, subcontractors, M&E, supply and install analysing their business processes and implementing digital software solutions to improve projects, drive efficiencies and meet the growing needs of clients.