Document Management Solution (DMS)

Product Overview

Foreman and need to identify and pull up the most recent drawings or a Project Manager who needs the contract or you are a mechanic who needs to pull up the warranty information on a particular machine’s part – VIZZN’s DMS has you covered.

With the Vizzn DMS Solutions

• you can have remote access to any document from any phone, tablet or computer simply by logging into VIZZN. (Remote access from any device)
• you can ensure your team is always working with the correct version of key documents – like drawings, blueprints and locates (Version control)
• it will standardizes how your company organizes its files (standardize file organization)
• with VIZZN DMS you can limit access to confidential documents - so sensitive documents are only viewable by those with proper security (Protect Confidential Documents)
• ensure you never lose a file again – Vizzns organization and searching functionality will locate your document in seconds. (documents are more locatable)
• automatically display your relevant documents based on what you are within VIZZN improving your teams productivity (improve productivity)

When the VIZZN DMS solution is used in collaboration with Vizzn Ticket Collection and Vizzn Forms – there will be nothing you can’t see.

Lets begin by showing you the user experience

Whether you are on your computer, phone or tablet the user experience is the same:

For example if you are within a job clicking on files tab will take you to the jobs associated files and folders – clicking on any file or folder inside that folder will open it up on your screen plus you will an option to download it. Uploading and creating new folders or renaming files is a simple click of the button – you can also drag and drop files between folders. In every folder the most recently uploaded files are listed at the top of the page so your field team is directed to view the most recent drawings and locates. You can also change the sort order of your screen by clicking these arrows. Also the searching functionality is second to none and if you get into the habit of using tags liberally your searching experience will go to even another level.

The same file section is found within equipment, trucks, trailers, attachments, users, external people and external companies. Lets go into a piece of equipment to show you that example.

You can also view all of your files and folders in a central location – under the files tab – use the search bars for files or folders and find everything you need that way. Again you can create more folders and upload files and rename files here and any changes made anywhere update the view for everyone else no mater how they choose to view their stuff

Also in this central file location you can create folders and files that are outside of Vizzn’s prepopulated file sections – This 2024 master file folder is an example.

And remember anything deleted anywhere simply goes into the archives, so don’t worry about accidental deletion.

And finally any folders that have set a level of security that exceeds that of the user, that entire folder and the related files will be invisible to that suer - so you can be assured confidential documents stay confidential.

Now we will discuss how to efficiently create folder systems that right for your company as well as set appropriate security levels.

Standardizing how and where key documents are files is essential towards ensuring accurate construction. For example, everyone involved in a construction site must have quick access to and be certain to be relying on the most recent drawings . Consistency in folder labelling and folder structures is therefor important. Vizzn has solved this challenge with its concept of folder templates. With folder templates, an organization can create the folders tree for any type of equipment, attachment, subcontractor, site, truck or trailer – so all future resources created of that type will automatically have the preestablished folder trees. When you set up a folder, you can also set the security restrictions of that folder so only those with proper security levels can see the folder or its contents.

With Vizzn you can also update multiple resource types simultaneously – lets go to equipment of which this company show here has 101 different types of equipment. I would like to add a “parts list” folder to every type without adding it individually – using this bulk action button I can add this folder with the appropriate security level in mere seconds. Keep in mind, updating the folders here does not override any previously created resources just those created in the future. However Vizzn has solved this too, in order to update your existing resources to the most recent folder tree– the next time you are in that associated resource’s page and see this button “add folders from template” it means you are not working with the most recent folder tree so simply click this button and it will add any missing folders complete with the preassigned security restrictions as chosen.

To retroactively change security restrictions on any single folder within any single entity after it has been created, simply click this badge and choose your security level required. Security levels are set for each user within the user page – all users are given access level 1 by default. Level 5 is the highest restriction.

This completes our introduction to the Vizzn Document Management System - version 1.0 – Vizzn has many more amazing features planned for this tool, so stay tuned!