The Benefits of TeamBinder

TeamBinder offers enormous benefits to the management of large-scale engineering and construction projects. Whether you’re conducting exploration for a new mine or building a motorway, such projects generate vast amounts of documents and correspondence. Keeping track of these can be complex and time-consuming, but it’s essential: time and money can be lost as a result of missed emails or a construction team working from an out-of-date blueprint.

The team behind TeamBinder conceived and designed it with over 40 years’ experience in engineering and construction behind them, meaning that it’s fully informed by the needs of these industries. It centralises and organises document management in the cloud, providing access to the entire project team at any time of the day or night. It also provides processes and control to your document management. The full range of benefits offered by this comprehensive system are highlighted below:

Document Management

A centralised, cloud-based system allowing for easy communications between project members, even across different geographical or global locations. Documents are all uploaded to the same central register by team members, consultants and other parties.

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Document Management

  • A centralised, cloud-based system allowing for easy communications between project members, even across different geographical or global locations.
  • Documents are all uploaded to the same central register by team members, consultants and other parties.
  • The document register manages and distributes documents, sending them automatically to the relevant parties.
  • Documents can be loaded singly or in packages, and will automatically be categorised and organised by the system.
  • Documents can be distributed by transmittals, which can accommodate more data than emails. Team members can also download these via hyperlinks.
  • Documents can be seen and reviewed online. This means team members can provide input on plans or blueprints from any location.
  • TeamBinder offers a workflow module which can manage the process of document approval.
  • The system automatically maintains an audit trail of document downloads and other transactions. Also, emails cannot be deleted.
  • Project archives can be made available to all parties.
 

Communication:

Group project participants by project roles or security groups, allowing you to organise and streamline correspondence for different participants and purposes. TeamBinder can be used to send and receive correspondence between members of each group.

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Communication:

  • Group project participants by project roles or security groups, allowing you to organise and streamline correspondence for different participants and purposes.
  • TeamBinder can be used to send and receive correspondence between members of each group.
  • Control the types of correspondence to which each user has access.
  • Correspondence types can be defined per project.
  • Questions and answers are linked and communication threads can be followed.
  • The system makes it easy to manage new and unread mail, so you can keep track of the most recent communication in a chain.
  • Users can see either only their own mail, or that of their company.
 
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Uploading
Documents to
TeamBinder

Uploading documents is a critical part of project collaboration. Few collaboration systems have managed to move beyond making users login to the system and uploading one or more documents manually to complete the meta data before deciding where to put the document and to whom to distribute it. TeamBinder eliminates the need to makes these decisions by automating the document upload process.

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Uploading
Documents to
TeamBinder

Uploading documents is a critical part of project collaboration. Few collaboration systems have managed to move beyond making users login to the system and uploading one or more documents manually to complete the meta data before deciding where to put the document and to whom to distribute it.

TeamBinder eliminates the need to makes these decisions by automating the document upload process.

First, a list of authorised up-loaders is maintained by the system and a series of business rules are defined against which uploaded documents are validated. Users can then upload documents from outside of TeamBinder using QA Software’s unique XL-Upload or QCAD upload macros for use with MS Excel and AutoCad. Users simply decide which files to upload and TeamBinder manages the rest. The uploaded files are zipped and uploaded automatically via email. When they are received by TeamBinder, the system performs a validation check against the stored business rules.

 
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The Document
Upload Validation
Process

When TeamBinder receives documents that have been uploaded via QA Software's unique XL-Upload and QCAD upload macros, it validates the meta-data accompanying the documents to ensure that the defined...

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The Document
Upload Validation
Process

When TeamBinder receives documents that have been uploaded via QA Software’s unique XL-Upload and QCAD upload macros, it validates the meta-data accompanying the documents to ensure that the defined business rules such as: “Each document must belong to a valid discipline”, have been met. Other business rules can include, for example, “that the revision of the document must have been incremented if the document already exists in TeamBinder”.

If a document fails validation a notification is sent to the uploader with the reason why and the action to take before re-uploading.

If the document passes validation, then the document is posted to the centralised document register with a review status. The uploader is also notified of a successful upload.  The review status can be any of:

  • Released
  • Awaiting approval
  • Rejected

Once the documents are in the Document Register, the next step is the distribution process

 
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Document
Distribution and
Approval

TeamBinder automatically knows whether a document being uploaded requires approval via the business rules that have been defined. Documents not requiring approval are released immediately.

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Document
Distribution and
Approval

TeamBinder automatically knows whether a document being uploaded requires approval via the business rules that have been defined. Documents not requiring approval are released immediately. The system interrogates a matrix to work out who to send notifications to about the new or revised documents that have been released.

Email notifications include hyperlinks to the documents so that recipients can download the files direct from the email.

The Distribution Matrix also controls the file formats that users can get access to. For example, consultants can share DWG or DGN files and restrict other users to PLT, TIFF or PDF versions of the same document.

If the document(s) uploaded require approval, the review coordinator is notified. The review coordinator then initiates a workflow process with reviewers making comments within TeamBinder after which, the review coordinator consolidates the comments and either approves or rejects the document(s). For Rejected documents the originator is notified. For Approved documents the document status is changed to released and notifications are sent out as for documents not requiring approval.

 
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Transmittals in
TeamBinder

The Distribution Matrix in TeamBinder is an ideal way of managing the issue of documents during the design phase of a project as it automates the document distribution process, thus making transmittals for issue of documents redundant.

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Transmittals in
TeamBinder

The Distribution Matrix in TeamBinder is an ideal way of managing the issue of documents during the design phase of a project as it automates the document distribution process, thus making transmittals for issue of documents redundant.

However, there are many instances as the project moves into the construction phase where you need to simply send a group of documents to one or more participants. The simplest method then is to use a transmittal. A transmittal in TeamBinder is also a way of placing a recipient on the distribution list for future revisions to the transmitted documents.

TeamBinder keeps a transmittal history making it easy to see who sent what, and when.

It also maintains an audit trail of who has uploaded, received, downloaded, commented upon, approved, or rejected every document and when each event occurred.

 
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Archiving

When the project is completed and you are ready to handover the project documents to the owner of the asset you have built, auto-Archiving to a USB or Portable Hard Disk of all or selected project documents is useful.

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Archiving

When the project is completed and you are ready to handover the project documents to the owner of the asset you have built, auto-Archiving to a USB or Portable Hard Disk of all or selected project documents is useful.

This includes an abridged version of TeamBinder being placed on the USB or Portable Hard Disk to enable search, find and viewing of documents in the future, direct on the USB or Disk, without the need for any external software.

At project handover, electronic archiving provides both time and cost-efficiencies in preparation and long-term storage of documents.