Need Support? Let’s guide you to the right answer or agent.

ProjectWise

Add a new idea Subscribe
Status Needs review
Workspace Deliverables Management
Created by Guest
Created on Jan 27, 2025

RELATED IDEAS

Allow a non-owner to import documents before everyone has acknowledged a transmittal

The 'document controller' function on a project is the person who will import the documents from Deliverables Management into our PW Explorer. Currently, if all recipients have not yet acknowledged a transmittal, then the document controller cannot import the document.

This causes major issues, because if the sender has requested 5-10 acknowledgements, we may never get all of them, and the document cannot be imported by our document controller.

Some notes on our workflow:

  • We act as the client and primarily receive deliverables

  • We set up our Project Manager and their team to use Bentley Infrastructure Cloud, while the Document Controller uses PW Explorer.

  • The Document Controller is not an 'Owner' of the project, and will not have 'Owner' permissions for any reason. This is not an option.

Suggested solutions:

  • At a minimum allow a Document Controller to import documents before everyone has acknowledged. Make this an option in Deliverables Management settings.

  • Make Infrastructure Cloud work correctly so that when a Transmittal is acknowledged in Infrastructure Cloud the document is imported.

Practical use of functionality?

  1. Enhanced Workflow Efficiency: Allowing the Document Controller to import documents before all recipients have acknowledged a transmittal will significantly streamline the document management process. This change will prevent delays caused by waiting for multiple acknowledgements, ensuring that documents can be imported and processed in a timely manner.

  2. Improved Document Management: By making this an option in Deliverables Management settings, organizations can tailor the functionality to their specific needs. This flexibility will enable teams to maintain control over their document workflows while accommodating different project requirements and acknowledgment protocols.

  3. Seamless Integration with Bentley Infrastructure Cloud: Ensuring that a transmittal acknowledged in Bentley Infrastructure Cloud automatically triggers the document import in PW Explorer will create a more cohesive and integrated system. This will reduce manual intervention, minimize errors, and enhance the overall user experience for both the Project Manager and the Document Controller.

  4. Maintaining Security and Permissions: The proposed changes respect the existing security and permission structures by not requiring the Document Controller to have 'Owner' permissions. This ensures that the integrity of the project's security protocols is maintained while still providing the necessary functionality to the Document Controller.
What is the impact of not doing this?

  1. Workflow Delays: Without the ability to import documents before all recipients have acknowledged a transmittal, the document management process can experience significant delays. This can hinder project timelines and affect overall productivity.

  2. Increased Manual Intervention: The current process requires manual follow-ups to ensure all acknowledgements are received. This increases the workload for the Document Controller and can lead to inefficiencies and potential errors.

  3. Bottlenecks in Document Management: The inability to import documents promptly can create bottlenecks, especially in projects with a high volume of deliverables. This can slow down the entire project workflow and impact the timely completion of tasks.

  4. Frustration Among Team Members: The delays and additional manual work can lead to frustration among team members, particularly the Document Controller and Project Manager. This can affect team morale and collaboration.

  5. Risk of Non-Compliance: In some cases, delays in document importation can lead to non-compliance with project requirements or contractual obligations. This can have legal and financial implications for the organization.

  6. Inefficient Use of Bentley Infrastructure Cloud: Without seamless integration between Bentley Infrastructure Cloud and PW Explorer, the full potential of the cloud platform is not realized. This can result in underutilization of the technology and missed opportunities for improved efficiency.