Document Management Overview

See Also

 

The EngineerOffice Document Management system is a powerful part of the program. It provides you with the ability to quickly create new documents from professional templates, attach other existing files, and ensures that all documents for contacts and projects are organized in a central location on the file server. This also eliminates the error of you saving files to your local machines and misfiling documents in the wrong project folders.

 

Documents can be created for any contact or project. The documents appear on the Documents portal, which lists the chronological history of all files and is accessible to all users. You can use powerful filters to efficiently find particular documents within the portal.

 

A template is a document created by an EngineerOffice administrator in Word or Excel that contains pre-set information, which can contain both text and images. This allows documents between EngineerOffice users and their clients to be consistent and professional. It also saves time by eliminating the need for you to keep creating the same documents from scratch repeatedly.

 

EngineerOffice provides more than 70 pre-built document templates for common engineering needs. These templates are located in a Templates sub-folder found within the EngineerOffice Documents folder on the file server. These document templates can be customized to suit your needs. You can also use your existing templates and attach them to EngineerOffice, so you can continue to use your company templates. In addition, your templates can be customized with EngineerOffice fields so the contact/project data is automatically merged when you create these documents.

 

You can specify various templates in EngineerOffice. The system comes with a variety of standard template categories installed.

 

EngineerOffice Template Categories

Project & Drawing Information

Correspondence

Pricing & Bidding

Construction Administration

Promotion

General

Labels

Envelopes

Invoices

 

 

Another powerful document management capability is that you can take your existing document files and folders, and attach them to a project or contact record, or link an existing file or folder as well. This helps integrate your existing document management seamlessly with EngineerOffice. We recommend creating and managing your documents from within EngineerOffice because then you do not have to worry about linking the external documents to the right projects.