Browse other blogs
SenseHawk's New Document Management Solution: Enhancing Efficiency in Solar Projects
SenseHawk, a leading provider of digitization solutions for renewable energy projects, has launched a new Document Management System (DMS) tailored to meet the complex needs of the solar industry. The DMS integrates seamlessly with SenseHawk's TaskMapper platform, providing a robust, centralized solution for managing documents throughout the lifecycle of solar projects. Here is a detailed overview of the features and capabilities of this innovative document management solution.
Key Features
Storage and Indexing
The DMS offers centralized storage that allows users to save and retrieve documents of any type. Each document can be associated with metadata, making indexing, searching, and filtering efficient and straightforward. This feature ensures that all project-related documents are easily accessible and well-organized.
Security and Access Controls
Security is a paramount concern for any document management system. SenseHawk’s DMS employs industry-standard encryption for data both in transit and at rest. It uses detailed permissions and strict Role-Based Access Control (RBAC) to manage document access, ensuring that only authorized personnel can view or modify sensitive documents. This multi-layered security approach helps protect valuable project data from unauthorized access and breaches.
Transmittals and Workflows
The system facilitates the efficient management of document transmittals. Users can request documents from suppliers and contractors or send documents for review and approval through customizable workflows. This automation reduces the manual effort involved in document handling and ensures that processes are completed accurately and on time.
Version Control
Keeping track of document versions and changes is crucial in project management. The DMS includes robust version control features that allow users to manage different document versions, track changes, and access historical versions as needed. This capability helps maintain an accurate record of document revisions and simplifies the retrieval of older versions for reference.
Integrations
The DMS integrates with SharePoint, allowing documents to be automatically synced from the platform to a custom location in SharePoint. Users can control which documents are synced, ensuring that only relevant information is transferred. This integration enhances collaboration and ensures that documents are consistently updated across platforms.
Centralize drawings, documents, and data for secure and swift access
Managing Documents
Master Document Register
The system supports seamless importation of existing document registers via CSV files, automatically creating a predefined hierarchical document structure. This feature simplifies the transition to the new system and ensures that all documents are organized according to the project’s needs.
Track Metadata
Users can configure custom fields to track important metadata for documents, aligning with their business needs. This flexibility allows for precise document searches using tagged information, enhancing the ability to find and manage documents efficiently.
Sharing & Permissions
Access Controls
The DMS provides granular access controls that can be defined at any level of the document hierarchy. This top-down approach ensures that permissions are appropriately allocated, allowing only authorized users and teams to access specific documents. The use of RBAC further ensures that the right level of access is granted, facilitating secure document sharing within the organization.
Access documents from anywhere to annotate, markup, and create tasks
Advanced Features
Autonumbering
The autonumbering feature reduces errors and improves traceability by dynamically numbering documents according to a custom scheme. This capability ensures compliance with business requirements and allows for easy document tracking.
SharePoint Integration
The SharePoint integration streamlines workflows and improves collaboration by automatically syncing documents. Users can configure multiple destinations and control the sync process, ensuring that only necessary documents are transferred.
Transmittals
The dedicated transmittal portal simplifies the process of sending and receiving documents, replacing traditional email methods. Users can customize transmittal metadata, review statuses, and issue purposes to align with their business needs. The portal also supports generating PDF/Excel reports, providing a consolidated format for document and activity log details.
Document Submission
Automated workflows for document submissions reduce manual work and errors. Users can request submissions from suppliers and contractors, track progress, and receive real-time notifications, ensuring that the submission and review process is efficient and transparent.
Review/Approve
Automated Workflows
The DMS includes customizable workflows for document review and approval, supporting multiple reviewers and stages. Reviewers can annotate, comment, and update document status directly on the platform, facilitating informed decision-making. The system also allows for offline review by re-uploading documents with necessary changes and annotations.
Implement document approval rules and workflows with defined timelines to ease tracking
Mobile Application
The mobile application enables users to access and manage documents from their mobile devices, ensuring quick decision-making and collaboration even when away from the office. The app supports offline document viewing and uploading, syncing changes once connected, thus maintaining productivity in areas with limited connectivity.
Implement document approval rules and workflows with defined timelines to ease tracking
Compliance and Security
Encryption
The DMS uses AES-256 encryption for stored documents and TLS 1.3 protocol for data in transit, ensuring robust protection against unauthorized access. These encryption standards help maintain data confidentiality and integrity.
Access Controls and Certification
RBAC enforces granular access policies, allowing precise control over document management. The system is ISO27001 certified, demonstrating a commitment to maintaining a secure environment for information security management.
Conclusion
SenseHawk’s new Document Management System is a comprehensive solution designed to enhance the efficiency and security of document management in solar projects. By integrating with TaskMapper, this DMS offers robust features for storage, security, workflow automation, and compliance, making it an indispensable tool for managing the complex document needs of renewable energy projects. With advanced capabilities like SharePoint integration, mobile access, and automated workflows, SenseHawk’s DMS ensures that project teams can collaborate effectively, maintain control over their documents, and achieve better project outcomes.
