Data List Management
Manage the collation, distribution, and tracking of data lists for internal groups, vendors, contractors, and customers
Data List Management
Manage the collation, distribution, and tracking of data lists for internal groups, vendors, contractors, and customers
Data List Management
Manage the collation, distribution, and tracking of data lists for internal groups, vendors, contractors, and customers
What is Data List Management?
Data List Management provides companies with a structured way to manage the collation, distribution, and tracking of data lists representing packages for internal groups, vendors, contractors, and customers. Our Data Lists Module makes our engineering document management system an easy-to-use, vendor-oriented work package management software.
Use the Workflow+ module to create configurable schedule-driven workflows to automate review and approval processes. These workflows employ transmitted and submitted documents/drawings and change requests and automatically update the status in the applicable data list.
Manage the compilation of needed packages or sets and monitor the status of file approvals, reviews, and third-party actions such revisions, comments/questions, approvals, or simple task completions.
Data List managers can establish user privileges, assign response tasks to specific users, add due dates, and highlight critical items that tend to be worked together.
What is Data List Management?
Data List Management provides companies with a structured way to manage the collation, distribution, and tracking of data lists representing packages for internal groups, vendors, contractors, and customers. Our Data Lists Module makes our engineering document management system an easy-to-use, vendor-oriented work package management software.
Use the Workflow+ module to create configurable schedule-driven workflows to automate review and approval processes. These workflows employ transmitted and submitted documents/drawings and change requests and automatically update the status in the applicable data list.
Manage the compilation of needed packages or sets and monitor the status of file approvals, reviews, and third-party actions such revisions, comments/questions, approvals, or simple task completions.
Data List managers can establish user privileges, assign response tasks to specific users, add due dates, and highlight critical items that tend to be worked together.
How To Improve File Accuracy and Quality of Product Data
1:51 min
An EDMS with quality management and audit trail capabilities can help fulfill critical requirements in ISO 9001 and achieve compliance goals. It serves as a repository for intellectual property and can restrict access to files based on the principle of "least privilege," at various levels.
How To Improve File Accuracy and Quality of Product Data
1:51 min
An EDMS with quality management and audit trail capabilities can help fulfill critical requirements in ISO 9001 and achieve compliance goals. It serves as a repository for intellectual property and can restrict access to files based on the principle of "least privilege," at various levels.
Update existing data lists, like checklists, in real-time and from anywhere using mobile devices
Create QR codes to link directly to data list(s) and/or email a URL link to a data list(s)
Manage the status of files needed in a package or router, ensuring only approved files are being released
Automatically create transmittals and virtual sets directly from a data list
Types of Data for Data List Management Software:
Vendor Requirements Lists
Projects and contract manufacturing typically require the distribution of files needed by the vendor/contractor. The requirements are often specified up front, and packaging, managing, and approving the files is essential. Vendor/contractor requirements lists are easily constructed in the Data Lists module and can be used over and over again if set up as templates.
Master Document Lists
Projects and manufactured items typically involve multiple files. Developing a master document list of all required documents lets document controllers, project managers, production managers, technicians, and others quickly access all files needed to complete the effort. Master document lists can be used to create production routers, project specifications, and process checklists.
Handover Packages
Packages of documents/drawings needed to start or continue projects such as new construction, renovation, contract manufacturing, and third-party management are easily identified and managed with Data Lists. If the appropriate status is obtained, the entire set of files can be handed off as a package, either manually, through email, or through a formal transmittal.
Maintenance Checklists
Organizations use maintenance items for equipment, facilities, piping, vehicles, and more to ensure operational integrity. Checklists often include references to drawings, O&M manuals, standard operating procedures (SOP), specifications, and more. Reviewing checklists, completing tasks, and reporting against the effort are essential for operations, production, quality checking, and compliance.
Transmittals
Transmittals are a compendium of files delivered to an internal or external party. The files in transmittals form a data list that can be maintained in the Data List function. Files marked completed, released, or ready for review in a data list can automatically be added to a transmittal form.
Bills of Materials (BOMs)
Data Lists can allow for a list of materials associated with a product, a project, or labor specifications. As long as the item can be related to a file, it can be included in the data list. Placeholder files can be used if digital files are not available. Custom fields for items like quantity, vendor, cost, lead time, interchangeability, and more can be included in the data list.
Types of Data for Data List Management Software:
Vendor Requirements Lists
Projects and contract manufacturing typically require the distribution of files needed by the vendor/contractor. The requirements are often specified up front, and packaging, managing, and approving the files is essential. Vendor/contractor requirements lists are easily constructed in the Data Lists module and can be used over and over again if set up as templates.
Master Document Lists
Projects and manufactured items typically involve multiple files. Developing a master document list of all required documents lets document controllers, project managers, production managers, technicians, and others quickly access all files needed to complete the effort. Master document lists can be used to create production routers, project specifications, and process checklists.
Handover Packages
Packages of documents/drawings needed to start or continue projects such as new construction, renovation, contract manufacturing, and third-party management are easily identified and managed with Data Lists. If the appropriate status is obtained, the entire set of files can be handed off as a package, either manually, through email, or through a formal transmittal.
Maintenance Checklists
Organizations use maintenance items for equipment, facilities, piping, vehicles, and more to ensure operational integrity. Checklists often include references to drawings, O&M manuals, standard operating procedures (SOP), specifications, and more. Reviewing checklists, completing tasks, and reporting against the effort are essential for operations, production, quality checking, and compliance.
Transmittals
Transmittals are a compendium of files delivered to an internal or external party. The files in transmittals form a data list that can be maintained in the Data List function. Files marked completed, released, or ready for review in a data list can automatically be added to a transmittal form.
Bills of Materials (BOMs)
Data Lists can allow for a list of materials associated with a product, a project, or labor specifications. As long as the item can be related to a file, it can be included in the data list. Placeholder files can be used if digital files are not available. Custom fields for items like quantity, vendor, cost, lead time, interchangeability, and more can be included in the data list.
Using Data List Management for Multiple Engineering-based Industries
Data Lists are used for common engineering processes used to create and maintain related files, including drawings, specifications, checklists, operating procedures, safety data sheets, instructions, and more. Managing these lists allows for the organization to review and report on engineering process status and identifying opportunities for improvement.
Engineering
Architectural, Engineering, and Construction companies create turnover and handoff packages, construction work packages, specifications, etc. Data lists are established with needed files and associated data. Document controllers, project managers, and engineers use the data lists to track the status of the required files, from approved to interdisciplinary review to Issued for Review, to submit, to in-progress, and more. Dates for when files were distributed and when they are expected back are easily tracked and reported. Data associated with each file can be sorted and reported on, such as the user or third party that has ownership, the priority of the files, the associated transmittals, versions, etc.
Construction
Construction packages are received from design and engineering vendors. The packages represent a data list of files and associated data. The date received, the version numbers of documents, and the data associated with the files are all critical for the construction project. When change requests are required, construction organizations can use RFIs/Submittals or markup files received in the work package. When changes are needed, using workflows helps ensure they are addressed in a timely manner, while the corresponding data list can be updated for status and reporting purposes.
Manufacturing
Production routers, maintenance tasks, and Bills of Materials (BOMs) are often bundled as packages for the production floor. These packages represent a data list of files and associated data. Ensuring all package elements are up-to-date (using the correct version of drawings, specifications, procedures, etc.) is essential to getting the right product manufactured for each customer. These files can be assigned to physical routers or parts/equipment using QR codes. In addition, where third-party components are integrated within the assemblies, ensuring the correct parts are received on time and meet specifications is essential for generating the final assembly.
Facilities Management
Whether for maintenance or renovation projects, facilities management departments always work off checklists, SOPs, and construction packages. Checklists with associated needed files can be set up as data lists, allowing users to find the files and data required for each task. Procedures can be maintained as part of a checklist, ensuring everything from installation, operation, maintenance, and rehab can be put together in an associated package. Construction packages containing as-builts and new construction drawings, specifications, and related files can be included as a data list and delivered to the right individuals.
Using Data List Management for Multiple Engineering-based Industries
Data Lists are used for common engineering processes used to create and maintain related files, including drawings, specifications, checklists, operating procedures, safety data sheets, instructions, and more. Managing these lists allows for the organization to review and report on engineering process status and identifying opportunities for improvement.
Engineering
Architectural, Engineering, and Construction companies create turnover and handoff packages, construction work packages, specifications, etc. Data lists are established with needed files and associated data. Document controllers, project managers, and engineers use the data lists to track the status of the required files, from approved to interdisciplinary review to Issued for Review, to submit, to in-progress, and more. Dates for when files were distributed and when they are expected back are easily tracked and reported. Data associated with each file can be sorted and reported on, such as the user or third party that has ownership, the priority of the files, the associated transmittals, versions, etc.
Construction
Construction packages are received from design and engineering vendors. The packages represent a data list of files and associated data. The date received, the version numbers of documents, and the data associated with the files are all critical for the construction project. When change requests are required, construction organizations can use RFIs/Submittals or markup files received in the work package. When changes are needed, using workflows helps ensure they are addressed in a timely manner, while the corresponding data list can be updated for status and reporting purposes.
Manufacturing
Production routers, maintenance tasks, and Bills of Materials (BOMs) are often bundled as packages for the production floor. These packages represent a data list of files and associated data. Ensuring all package elements are up-to-date (using the correct version of drawings, specifications, procedures, etc.) is essential to getting the right product manufactured for each customer. These files can be assigned to physical routers or parts/equipment using QR codes. In addition, where third-party components are integrated within the assemblies, ensuring the correct parts are received on time and meet specifications is essential for generating the final assembly.
Facilities Management
Whether for maintenance or renovation projects, facilities management departments always work off checklists, SOPs, and construction packages. Checklists with associated needed files can be set up as data lists, allowing users to find the files and data required for each task. Procedures can be maintained as part of a checklist, ensuring everything from installation, operation, maintenance, and rehab can be put together in an associated package. Construction packages containing as-builts and new construction drawings, specifications, and related files can be included as a data list and delivered to the right individuals.
Create data lists from manual selections, data list templates, existing sets, or automatically using workflows
Create data list specific attributes for searching, sorting, and controlling display elements and update file attributes directly from the data list or the collapsible information pane
Edit/update data list and document attributes from within a data list
Automatically populate a transmittal from a data list and associate files directly with transmittals
Assign permissions to control access to data lists.
Create QR codes to link directly to data list(s) and create favorites for data lists or data list documents
Run Data List reports to track one or multiple Data Lists to identify status, near due and overdue documents/drawings, outstanding files for return, and more.
Search for data lists using multiple criteria, including custom attributes
Highlight data list rows to enhance identification and items needing attention
Create data lists from manual selections, data list templates, existing sets, or automatically using workflows
Create data list specific attributes for searching, sorting, and controlling display elements and update file attributes directly from the data list or the collapsible information pane
Edit/update data list and document attributes from within a data list
Automatically populate a transmittal from a data list and associate files directly with transmittals
Assign permissions to control access to data lists.
Create QR codes to link directly to data list(s) and create favorites for data lists or data list documents
Run Data List reports to track one or multiple Data Lists to identify status, near due and overdue documents/drawings, outstanding files for return, and more.
Automatically send notifications for data lists or data list documents near due, overdue, status changed, etc.
Search for data lists using multiple criteria, including custom attributes
Highlight data list rows to enhance identification and items needing attention
Additional EDMS Features
The eQuorum Customer Promise
In 2005, eQuorum developed the first all browser-based EDMS. The system, although for on-premise use, was still created to remove client software and JAVA from user computers and allow users to have a single viewer based on the simple navigation functionality of browsers. Today, eQuorum provides that same application in a private Cloud or a SaaS Cloud option. We can do this because we are, and have always been, browser-based, understanding the enhanced speed, security, and usability of this technology.
With the abundance of document management systems on the market today, there’s no doubt that choosing the right Cloud document management software can be a difficult decision. eQuorum is here to provide a comprehensive, powerful, and most importantly – affordable Cloud document management solution. We believe in providing real value to our customers by eliminating unnecessary costs, providing industry-leading functionality, and equipping your team with the right tools using cutting edge technology to bring your products to market faster.
eQuorum®
We specialize in engineering workflow and document management. Our comprehensive, yet easy-to-use software provides the solution to manage data from design to manufacturing and production, to sales, support and administration.