Document Management Quick Start

Steps

1. Establish Document Folders

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Before you add document folders, let's talk about the best use of document folders.

• Each BuildTopia account can have a maximum of 100 folders
• Folders are utilized to organize documents and manage permissions. For example you can create a Sales folder that only persons with Sales folder access will be able to view. If you did not want your warranty department to see Prospect/Buyer information, you would not give access to that folder for the warranty service persons role.
• To get started create the following folders;

• As you can see below the Lot and Data Library folder have the same permissions, so in this case having two folders is solely for organizational purposes.

Click here to learn how to add document folders.

2. Create Roles

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Creating roles allows you to grant permission to folders based on user's need to view documents.

• Once you have established folders you then decide which users can have access to which roles.

Click here to learn how to create internal roles.

3. Associate Document Roles

Once you have created your roles you must associate each user to a role.

Click here to learn how to associate document roles.

4. Define Trade Partner Relationships

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There are several places in BuildTopia where you define your Trade Partner relationship regarding documents.

1. Trade Partner Document Roles (Admin > Company Setup > TP Document Role) –Defines the different roles that you will assign to your trade partner by deciding which folders and the level of access for each folder. You also establish the messages that you want the Trade Partner to receive.

• Click here to learn how to define Trade Partner Roles
• To associate a role with a specific trade partner go to Directory > Trade Partners > View > Edit > Document Role. *This is only applicable for online Trade Partners.

2. Trade Partner Relationship (Directory > Trade Partners > View > Edit) – Trade Partner relationships are set when creating or editing a trade partner. The trade partner relationship is really deciding WHERE trade partners will see documents. Relationship settings operate as follows:

Here are some questions that might help you decide which relationship is right for your company.

1. Will you be putting trade partner specific documents in BuildTopia; i.e. signed trade contract docs?
• Yes - Go to Question 2
• No - Select Trade Partner with Design. This gives you the greatest flexibility with document folders and permissions.
2. Will you be sharing your document online with Trade Partners?
• Yes - Select Trade Partner with No Design. If you want to upload trade partner specific documents and allow the trade partner to see them you do not want to give access to the Documents tab in the Trade Network application. Within the documents tab the trade partners can view all documents within a given folder. Due to functionality and organization we discourage creating document folders for every trade. Remember, there is a limit of 50 folders.
• No - Select Trade Partner with Design

Click here to learn how to define trade partner relationships.

5. Establish Document Settings

These settings will establish your default settings, number of revisions to keep and allow you to view your disk quota.

Click here to learn how to manage your document settings.