Never Miss a Beat: Submittal Tracking and Seamless Absence Handoffs

I recently spoke with a document control manager who mentioned the frustration they experience during EPC projects.

They referred to the difficulty of keeping track of all documents received from sub-suppliers and customers during specific projects and keeping all team members informed.

They also mentioned that staff absences exacerbates the problem and makes it even more difficult.

Is this something you experience during your EPC projects? 

When the time crunch hits, it can be difficult to adhere to your own standards and those of your customers, particular under stress.

This is even more noticeable when you use a non-document control specific application like Excel that doesn’t have built-in safeguards.

We recently added new functionality to DocBoss to help you avoid these and others circumstances particularly as it pertains to maintaining project and document integrity.

Reporting (Incoming submittal report)

Do you find it difficult to keep track of all communications received from sub-suppliers and customers?

It can be time-consuming to keep your team informed on all such communications during a project. Here’s what you can do to resolve this.

Set up an incoming submittal email report to improve communications to inform all team members of all incoming submittals.

Email reports for incoming submittals (available from the user profile) can be filtered by a pre-established multi-project card report filter set, focusing the report to only show the data you need.

In addition, the report will now also include submittals that have been created using the auto-reclaim option.

You can easily inform your team about all communications received from sub-suppliers and customers to keep everyone in the loop and accountable.

And while we’re on the topic of your team members, you probably have to deal with staff absences or vacations in the middle of a project. The project doesn’t stop, so you need to ensure all project tasks are handled properly during the absence.

But how?

Out of office for assigned actions (documents to be reviewed)

When a team member(s) is out of the office, others have to pick up the slack, and you want to ensure that assignments don’t get missed or forgotten.

Can you quickly assign tasks from the absent team member(s) to another staffer to ensure a seamless transition?

If you normally have to manually assign tasks one-by-one to ensure they get completed, DocBoss can help.

The bulk re-assign functionality allows you to re-assign actions quickly.

Additional out-of-office function automatically re-assigns the actions back to the original assignee if not completed upon their return. You automate actions that would likely occur upon their return and also help to avoid late actions or actions being missed completely.

Actions currently assigned to one user can be re-assigned to another user for a limited period of time. Once the original user returns, any actions that remain incomplete will be re-assigned back to them to complete.

Action re-assignment can be done on individual projects. In the instance where you need to manage vacations, you can assign open actions to another user to ensure the project moves forward.