The Value of Drawing and Document Management Software

Discover how Graitec Opentree addresses top-level challenges

Opentree addresses many different business challenges such as driving efficiency, improving visibility, enhancing quality, and streamlining collaboration. We also address the needs of different personas as we appreciate these top-level challenges affect people in different ways.

Many organisations today have processes that have been created by employees over the years and whilst experienced staff do create best practices, it does open the questions:

Are these processes scalable?
Do these processes they take into consideration other departmental needs?
Are these processes capturing the right information for the business to operate efficiently?

Opentree enables organisations to evaluate and define processes that everyone agrees and follows. Its not big brother, it’s enhancing the value of your business and ensuring day to day operations are streamlined.

What best represents your job title?

Click on the box below to find out how Graitec Opentree can benefit you and the challenges you may face.

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Business Owner

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Business Owner

Opentree helps business owners to create companywide standards taking into consideration departmental needs but ensuring the right information is accessed by the right people at the right time.

From a business owners’ perspective our software helps to:

Improve productivity – Maximise productivity on a design project by automating manual tasks and
creating clear process driven workflows that are easy to follow. Through efficiency, increase billable
activity with the same number of staff.

Increase profitability – Create content more efficiently, deliver projects faster and reduce labour costs
per project.

Win more business – Deliverables are delivered correct on time, first time. Become the preferred partner
through delivering good quality content that complies to standards.

Minimise risk – With defined structured processes your employees follow, you can be assured all your
company drawings and documents. Should a dispute occur, you can quickly identify the who, what, why
and when.

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I.T. / Information Technology

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I.T. / Information Technology

Windows server is still the most common infrastructure for saving project drawings and documents, but everyone has their own way of managing and saving files. Add to this the abundance of software applications available today then it becomes a minefield not only managing all these, but ensuring employees are following best practices to minimise cyber security threats.

From an IT perspective our software helps to:

Enhance security - The Opentree file store is behind your firewall and IT protocol leaving you in control.
Password protection offers another layer of security should your systems be compromised.

Protect your company IP – Maintain copies of the original intellectual property at all times. Easily find and
restore any file should it accidently be deleted.

Improve data flow – Built on Windows, with SQL and readily available API’s makes integrating Opentree
with other business systems a simple task. Ensure data is captured correctly and easily share.

Reduce costs – With built in viewers and mark up tools we reduce the costs of unnecessary software
including CAD. This also helps to reduce risk from software authors licenses compliance teams.

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BIM / Design Manager

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BIM / Design Manager

Building Information Modelling (BIM) and Digital Construction is helping to increase productivity, reduce wastage, costs and improve sustainability.

A key factor in this is the creation and exchange of information throughout the supply chain where good, structured data is communicated efficiently.

With project deadlines getting tighter we need to implement quick efficient processes in the design stage that are agile and help us to meet these deadlines.

From a design management perspective our software is helping to:

 Automatically Comply to standards (including ISO 19650) – Automate and ensure compliance to standards including ISO 19650. Quickly
configure any naming convention per project and let the software lead users by the hand.

 Train staff – Reduce workloads and save time training staff on new standards. With built in codes and descriptive terms employees
become familiar over time. They can then focus on billable activity rather than the manual administrative tasks.

 Deliver project design work on time – With certain administrative tasks automated such as file naming, status codes and revisioning,
users can focus on creating good quality billable content that complies first time. Ensure the correct version of CAD is being used on a
project as it can be very costly and time consuming trying to downgrade a version of a file when someone has accidently opened it in a
newer version of CAD software.

 Improve quality – With a robust change management process you can be assured that any drawing or document sent has gone thought
the correct procedures and has been carefully checked. Take it one step further and automate the versioning and revisioning of the files
and be confident you are always looking at the most up to date information.

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Document Controller

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Document Controller

The time and cost associated to document control can quickly stack up and is often a cost not fully appreciated on a project’s profitability. When information is created manually it is commonplace for errors to creep in and this needs to be checked prior to submitting any drawing or document externally.

From a document controllers’ perspective our software is helping to:

 Reduce checking time – Let Opentree drive compliance to the standard and ensure the drawings and
documents templates are automatically updated with the latest information. Prior to submitting,
Opentree will prepare the native file and the attached (PDF) with the information applicable.

Reduce re-work – Where information is automatically created such as file name, status, purpose, and
revision the amount of re-work is minimal saving time not having to wait on the source files being
updated.

Save time uploading to the Common Data Environments – Opentree seamlessly uploads files into the
right location in the common data environment along with inputting the meta data required. This can all
be done without having to sign into the CDE.

 Decrease quality rejections – We ensure compliance to any standard! When it’s delivered to the client
you can be assured all information complies to the standard first time.

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Drafter

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Drafter

A common challenge in the construction industry is the ability to quickly search and find information. As projects are becoming more complex, we are creating more data than ever before so it’s vital we capture relevant meta data, name files correctly and store them in the right location.

From a drafter’s perspective our software is helping to:

 Search quickly – Extensive meta data capture allows for quick searching across all project folders in the
Opentree file store. Reduce time searching and maximise billable activity.

 Learn Industry Standards (including ISO 19650) – Descriptive terms along with the codes help users to
quickly familiarise themselves with the standards on a project.

 Intelligent Data Linking – Reduce the manual time-consuming tasks of updating information in the
drawing and document templates. As a file passes through a workflow Opentree automatically updates
the information and publishes it back.

 Improve visibility – Opentree knows if a file is in a work-in-progress, issued or published state. Make a
change and the system will automatically change the version or revision accordingly.

Are you facing any drawing and document management challenges within your business?

Click on the button below to get in touch with the Graitec Opentree team and we will answer any questions you may have and run you through a demo of the software, so you can see first-hand how our document management system can help.

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