Features & Benefits

Get theDMSeffect™ for your organisation with these software and system features.

Categories

Categories

Documents & Drawings are sorted into Categories and Sub Categories for ease of management. There are up to 10 filters to further divide drawings for searching

Search

Search

Search on the Drawing/Document Number or Vendor Number

Keywords

Keywords

Search for Keywords in document descriptions and add additional keywords

Inbuilt Workflow

Inbuilt Workflow

Inbuilt revision workflow with approval/checking system for each & every drawing

History Log

History Log

Previous revisions are kept and accessible, plus a history log is kept for every drawing

Revision Rollback

Revision Roll Back

Revision roll back facility should the latest revision be incorrect

Comments

Comments

Mark documents “Under Change” and add comments

Attachments

Attachments

Add attachments (scans, mark-ups etc.) to drawings. Use a Hand Mark-up as the next official revision until the latest CAD version can be completed

Multiple Documents

Multiple Documents

Use the ‘Shopping Cart’ for selecting multiple documents for a single download

Attention

Attention

Send Emails when attention is required

Metadata

Metadata

Export and Import ‘Metadata’ for mass editing external to the system

Email Drawings

Email Drawings

Email drawings directly from the system

Combined PDF

Combined PDF

Download multiple documents and drawings in one combined pdf with just the click of a button

Generate List

Generate Lists

Automatically generate lists of available document numbers and reserve blocks of numbers for new documents

Number System

Number System

Drawing and Document number creation system which can use your nomenclatures

Multiple Access

Multiple Access

Multiple access levels for security

History Logging

History Logging

History logging of all changes with access to all previous revisions

Original & PDF Together

Original & PDF Together

Manage a PDF version with all original files. A PDF is much easier to use than a CAD drawing

Multiple Dashboards

Multiple Dashboards

Distribute Drawings and Documents via different dashboards to better delineate by document type or use

Transparent Task Tracking

Transparent Task Tracking

Any document or drawing can have a job created for it, so they stay up to date

01

Central Drawing Storage
All personnel know where to go to access their required drawing and where to flag issues.

02

PDF and CAD Version
theDMSeffect™
manages both CAD and PDF versions of each drawing together. Having a PDF for each CAD means there is no need for specialised software. This also means when a drawing is updated, the PDF version cannot be forgotten.

The system also allows for easy viewing and distribution of editable and non-editable drawings dependent on permissions.

03

Searching Functions
An In-depth search function – using both filters and categories – allowing logical breakdowns which suit your company. This reduces the haystack of drawings when searching.

04

Jobs Allocation & Tracking
The Jobs Module is a very useful tool to help manage and distribute mark-ups and reviews. This tool allows for Managers and contributors to create a job and allocate it to a user. A job can be independent of, or be linked to an existing Drawing/Document.

When the user is allocated a job they are notified via email and the notification centre within theDMSeffect™.

The Jobs Summary page is available to all users to view all current jobs.

05

Manage multiple revisions
There is no limit to the amount of Revisions which can be managed for each drawing/document. Accessing and viewing them is also easy as the relationship between them is never broken.

06

Create & Manage dynamic books
The Combined Book Dashboards are an efficient way for personnel to download full sets of up-to-date drawings.

Once a new version of a drawing or document is approved, all books which use that drawing or document will automatically be updated to use the new revision.

This can be handy for Motor Control Centre drawing sets, Mobile Equipment Electrical Drawing Sets, etc.

07

Issue/Discrepancy Flagging
A key part to any Management System. This allows for any user to Flag a drawing/document as requiring attention.

During this process the user can add a note of the issue. The drawing will then be flagged with a red background, have its status changed to “Under Change” and the users note displayed. This allows everyone to know the drawing requires review.

08

Red-Pen Mark-Up Attachment
Any file type can be attached to a drawing/document. Often Red-Pen Mark-Ups are kept on site until there are a number of them at which time they are usually sent to a drafting company or completed in house.

This delay runs the risk of misplacing them. Now they can be scanned and attached as soon as they are found, then simply mark the document as under change as per the attachment.

As an example, if a new PLC unit had been installed, a photo or the manual can be attached to the applicable drawing which can help explain the change.

09

PDF Stitching on-the-fly
Select multiple, individual drawings and download them as single, easy to use pdf document with the simple click of a button.

10

Drawing/Document Commenting
theDMSeffect™
allows you to attach notes to drawings or documents. Perhaps a drawing requires it’s history explained or the original change note was too brief.

11

History – Accountability
A detailed history allows personnel to be held accountable – seeing who has done what and when. All changes are logged and traceable.

12

Asset (Critical) Equipment Register
Critical Equipment Management is commonly legislated and often requires extra work to manage. Our system has a register designed specifically to help make this task simple.

13

Approval/Rejection System
An approval system is essential in a document management system. It prevents non required documents and drawings being entered into the system, minimises structure changes whilst still allowing multiple personnel to be able to add documents/drawings to the system.

14

Create/Reserve Drawing Numbers
theDMSeffect™
allows for drawing number reservation – individual or series of numbers.

15

In-depth Report System
This allows managers to review how the system is being used and by who. There are a number of reports available to users.

16

Self-Managing
Where possible the system will manage itself. Closing out changes after jobs are complete and sending email reminders.

17

Email Notifications
theDMSeffect can send a number of Email notifications. Some being: Job Allocated, Job reminders, Review position selected, Review near due, due or overdue and document approval/rejections. It also allows users to send drawings via email straight from the system.

18

Import/Export Functions
The system allows for a multitude of imports and exports to allow administrators to edit data easily in large quantities. Drawings can also be imported and exported in large quantities.

19

Permission Levels
Different user permission levels allow for different abilities and accountability. Lower level users get access to less tools and functions and only the non-editable pdf versions of drawings and documents. Individual users can be granted access to or be locked out of specific sites.

20

External System Friendly
The managed Documents/Drawings can be accessed by other systems such as Pulse and SAP. Revising a drawing or document does not break the link (For onsite installs).

21

Reminder Notifications
The system will notify you (via the notifications bar) of how many drawings you have rejected, awaiting approval and Jobs etc. minimising tasks being forgotten.

22

Easy Revision Rollback Facility
If a new revision is found to be incorrect, rolling back to the previous revision is an easy task for personnel with the applicable permissions.

23

Mistake/Deletion Resistant
Permissions to delete are only given to higher level users. From here there are still a number of stops in place to minimise the ability of permanent deletion of drawings and documents.

24

Register System
Registers are often important documents for organisations however it is important that everyone has access to the most up to date version.

Often there are multiple copies in different locations at different levels of completeness. Having all registers in the one place complete with history information and search functionality makes for easy management.

25

Simple Structured Drawing Addition
A problem with managing any system is every user has a different understanding and ideas about drawing management. This often results in different file naming and storing conventions. Our Addition system helps to minimise the effect of different users.

26

Individual User Accounts
The system uses individual user accounts. This allows for managers to control specific users to different areas and not others, suspending user access and with individual contact information – easy understanding who has done what and how to contact them.

theDMSeffect

Dynamic Books & Work Pack

Once you have a collection of properly managed drawings and documents, distributing these to your staff becomes the priority.

  • theDMSeffect™ has a number of interfaces that are focused on specific information distribution needs, using dynamically compiled sets of the managed documents – called ‘Work Packs’ or ‘Books’. These document sets are assembled from the latest revision of the nominated documents
  • Books and Work Packs are predefined lists of drawings and/or documents that make up pages of a combined pdf file. This makes for better Time Management for drawings or documents you often look for as a combined set
  • The same document can be included in any number of these document sets
  • For example, you may have a book that is a collection of all of the electrical drawings for a particular machine, another book for the mechanical drawings and a third book for the hydraulic drawings
  • Creating Work Packs or Books saves the users having to search for individual drawings. They only need to find the book containing the information they seek – click on one single button and receive all of the latest versions of those files in a single pdf document

Job Allocation Tool

How many times has a drawing related job been forgotten?

By using the Job function, tasks can be allocated to specific personnel.

Tasks can be linked to particular documents or as a freestanding job that could be for something that is not already in the system – such as add “XYZ123 documents to the system” etc.

The person allocated to the job will receive an email notifying them and when this person next logs in, the notification section will state there is a job waiting completion

All jobs are viewable in a summary page

theDMSeffect

More Time on the Job … Less Time Searching 

Confidence

A single source of truth. Know staff have easy to use access. Approval flows ensure checks and balances are in place.

Downtime Minimisation

If equipment is down and drawings cannot be found to fabricate broken components or fault find, then downtimes are extended.

Productivity

How often do staff ask others in your organization to find drawings for them or wait for vendors to resend drawings that already exist on site?

Safety

Say its the middle of the night and equipment is down … if technicians do not have the drawings they can easily access or trust, they could cut corners or not bother with the drawings.

Simplified

We see it often. A feature rich system that is not user friendly. Our system has both. Your technicians, boiler makers, fitter and electricians can use this.

Painless & Easy

We are here to support you. We will recommend how to ensure a healthy & well used system. We can provide on going support, whenever you need it.

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The Drawing and Document Management System with all the functionality you need and more!