In today’s fast-paced business world, efficient document management can make or break a project. If you’ve been looking for a way to streamline your processes, ensure quality, and keep everything organized, BigWave has an exciting new feature for you—Deliverables. Let’s dive into how this smart and intuitive functionality can revolutionize your document management system.
What are deliverables?
At its core, Deliverables is a feature that allows you to go beyond standard document uploads by providing a framework for organizing, reviewing, and tracking documents. Think of it as a custom-built solution where you control the rules. Unlike traditional document uploads, where files are attached with little oversight, Deliverables ensures each document meets specific criteria. From file naming conventions to mandatory reviews and status tracking, Deliverables transforms how you handle your work order documents.
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Why Use Deliverables?
Both standard uploads and Deliverables allow you to securely store documents, but Deliverables takes things a step further. Here’s why:
- Custom Slots for Every Document: Deliverables aren’t just about uploading a file—they allow you to create custom “slots” for each work order, setting clear parameters like the file type (PDF, image, etc.), mandatory fields, and naming conventions.
- Quality Control through Reviews: With Deliverables, you can implement a review process to ensure the documents meet your standards before they’re finalized, giving you peace of mind.
- Comprehensive Reporting: Keep tabs on every deliverable’s status with BigWave’s reporting feature. Instantly see what’s been uploaded, what needs review, and what’s missing.
- Global Deliverables for Consistency: You can even set up global deliverables that apply to all work orders across projects. For example, a safety form that needs to be completed at every site visit—BigWave ensures that nothing slips through the cracks.
Deliverables vs. Standard Uploads: When to Use What?
Standard uploads are great for quick, straightforward file attachments. However, if you’re managing projects where documentation is critical for billing, compliance, or client satisfaction, Deliverables is your go-to. The feature shines when you need a structured, automated approach to document management.
For instance, imagine your team is working on installations at customer sites. Using Deliverables, you can ensure every work order includes an installation photo, a site visit report, and issue documentation—all following strict naming conventions and file types. With the power to review and flag missing documents, Deliverables minimizes errors and keeps everything organized.
How to Set Up Deliverables
Setting up Deliverables is simple and highly customizable:
- Project-Specific Deliverables: Under the project’s setup tab, you can specify exactly what documents are required, including file types, naming conventions, and review processes.
- Automated Naming Patterns: Set up naming conventions so that uploaded files automatically follow the correct format (e.g., using a site ID in filenames). This reduces manual work and ensures consistency.
- Review Process: For critical documents, like installation photos, require a review before marking them as complete.
- Report Tracking: Use the Deliverables report to monitor the status of all your work orders. You’ll be able to filter by missing documents, pending reviews, and completed uploads.
Real-World Example: Deliverables in Action
Picture this scenario: Your technicians are dispatched to a customer site for an installation. Here’s what they need to upload using Deliverables:
- Installation Photos (no more than two, following a naming pattern with the site ID).
- Site Visit Report (a mandatory customer form to be filled out and reviewed).
- Issue Documentation (in case any problems arise during the installation).
Once documents are uploaded, you can track the status of each deliverable via reports and mark off completed items. Any documents still requiring attention will appear in the missing or incomplete status reports, making it easy to manage large projects efficiently.
Take Document Management to the Next Level
Deliverables aren’t just limited to specific projects. You can create global deliverables that apply across all work orders. For instance, if a safety form is required at every site, Deliverables ensures it’s always included. Additionally, for asset types, BigWave offers a similar function called standard documents, providing the same powerful management features.
Conclusion: Simplify, Automate, and Elevate Your Document Game
BigWave’s Deliverables feature is designed to provide a more structured, high-quality approach to document management. Whether you’re handling routine work orders or complex projects, Deliverables gives you the tools to ensure accuracy, consistency, and efficiency. No more missing documents or unclear file names—Deliverables turns your document management process into a well-oiled machine.
Ready to transform the way you handle documents? Start using BigWave’s Deliverables today and experience the future of document management.
For a detailed walkthrough on setting up Deliverables, check out our video guide or reach out to our support team at [email protected]. We’re here to help!