Document Control
Tina5s provides a cohesive suite of document control functionalities, designed to meticulously manage every nuance of the document lifecycle. From controlled document forms and templates to document control centric reporting, the platform facilitates nuanced management across multiple facets: document metadata driven identification numbers, document properties field mapping, internal and external transmittal management, submittal package management, and bulk operations across all document lifecycle stages.
Rich Document Control Features
Your document controllers will appreciate the way Tina5s streamlines their day. Document control means different things to different people. Check out this blog to learn more about the nuances of document control - what it is, why it’s important, when it should be implemented and much more.
Controlled Document Forms and Templates
Tina5s controls forms and templates maintaining consistency, accuracy, and ensuring audit readiness. As a controlled document, a form or template often serves as the backbone for capturing critical data and standardizing workflows. Any form or template changes must be meticulously managed to prevent confusion or errors. Tina5s document control features ensure that only the latest versions of forms and templates are accessible to team members, reducing the risk of outdated information circulating within the organization.
Document Metadata Driven Identification Numbers
Tina5s automatically generates, assigns, and controls unique document identification numbers, enabling seamless retrieval and unambiguous document identification. Users can define numbering schemas that leverage document metadata, streamlining version management and audit processes. Through this document control feature, Tina5s eliminates confusion and enhances audit readiness.
Document Properties Field Mapping
In Tina5s, custom fields map directly to Word and AutoCAD property templates and forms. As a result, the system automatically populates these custom field values into the document properties and content. This document control automation feature not only streamlines the release process but also enhances content integrity.
Internal Transmittal Management
Tina5s streamlines document transmittal both before and after release, eradicating manual bottlenecks and ensuring document control. During the pre-release review stage, documents and files are linked to an internal transmittal record which is sent via workflow to specified reviewers for their action. In the post-release stage, approved documents and files are similarly grouped under an internal transmittal and a release notification alert via the discussion board is broadcast to all individuals listed on the distribution matrix. Users receive automated notifications through Tina5s, as well as advisory emails.
Submittal Package Management
Tina5s facilitates rapid batch upload of brand new documents and files received from external parties. If the files provided are updates of file versions already in Tina, upload rules can be defined to add them to the same document thread thereby preserving and evolving file revision histories. Once loaded, files can be routed for review as internal transmittals.
External Transmittal Management
Tina5s streamlines external document transmittal from start to finish. Use Tina5s’ template feature to quickly create transmittal records and cover sheets then use advanced search capabilities to locate and link documents to the transmittal record then transmit securely and directly from Tina5s via a time-limited share-link. Automatic notifications signal successful transmittal package downloads, and meticulous records capture who received which documents and when. This end-to-end document control ensures efficiency, traceability, and peace of mind.
Bulk Operations Across All Document Lifecycle Stages
Tina5s offers robust capabilities for executing bulk operations, streamlining document control administrative tasks and increasing operational efficiency. Users can effortlessly transition batches of documents through various document lifecycle stages, modify document metadata values, and manage document security settings. Additionally, Tina5s enables teams to manage file lock settings, create and alter document workflow steps, and bulk version up files.
Document Control Centric Reporting
Tina5s generates live document control focused reports based on targeted, metadata-driven search queries. These search based reports facilitate quick management actions using current information. The system can also convert these live reports into static versions, which can be delivered to management teams as needed, through Tina5s' search grid export feature.