Document Control Using Smartsheets (Construction Industry)

Matthew Seo

Hi Team,

I work in the construction industry and as part my day to day, I received architectural plans daily.

Is there a way to set up a Smartsheet as a Document Control "Centre"? Like virtual filing cabinet.

For example, a receive one drawing titled "BR2ADA100001[D]", next week I might get an update of that drawing BR2ADA100001[E]. Is there way to upload Rev. E and by using the Document number (BR2ADA100001) and Smartsheets will automatically supersede Rev. D?

It would be awesome if I could filter "Current Drawings" where I know that I'm not looking at a old revision or even share these Current Drawings to subcontractors with a Document Transmittal. There is a function like this on a software I've seen called Procore.

Any information would be amazing.

Regards,

Matt

Chris Mondeau

Hi @Matthew Seo!

We use a couple of different methods for our document management in Smartsheet. One of our more successful ones is using the Versioning tool within Smarthseet: (https://help.smartsheet.com/articles/518404-deleting-editing-versioning-attachments)

Alternatively we have some redundancy within our sheets with Revision Date columns or Version numbers and statuses that our team update to help sort and filter (though not all columns/dates are updated; most of the time our team looks at just the version history of the attachment to view previous entries)

Also, if you haven't checked it out yet, there's a Construction Specific community group on Smartsheet (https://community.smartsheet.com/group/19-construction) that I think would love to get some extra eyes on this.

Hope that helps!