Distributing drawings is always a logistical challenge in construction projects. While this task has become less labor-intensive since the widespread adoption of email compared to when drawings were physically delivered on paper to project participants, email as a digital drawing courier still has its pitfalls.
For example, drawing files (usually PDF or DWG files) may be difficult or impossible to send via email due to their file size. Some digital mailboxes block emails with attachments larger than 10 MB. Furthermore, significant bandwidth is required to send or receive such large drawing files via email.
What is not always successful when distributing project documents via email is proof that the email reached the recipient and its content was downloaded. Although digital delivery receipts exist, they can be easily blocked or circumvented.
With iPROT, sending or distributing drawings and all other project-relevant documents within the project team, and if necessary, to external project partners, is simple and straightforward, requiring only a few steps:
- First, it is best to create your own meeting type using the menu function and name it, for example, “Drawing Distribution/Dispatch“.
- After that, create meeting minutes with the newly created drawing distribution meeting type in the respective project and select all recipients in the mailing list to whom drawings or documents are to be sent.
- In these drawing distribution meeting minutes, the documents to be sent can then be easily attached to one or more entries via the file upload function integrated into iPROT and structured into topics or chapters. In this case, it is advisable to create the topics and entries as “one-time items” so that they are not carried over as unresolved items in the next drawing distribution. This also keeps the drawing distribution meeting minutes concise and clear.
- Using the iPROT distribution function, you then send the drawing distribution meeting minutes to the previously defined mailing list. This also allows you to track later, with a click on the small envelope icon next to the meeting number in the far-left column, which persons from the mailing list have already downloaded the minutes and thus the content—i.e., the sent drawings (this is indicated by a checkmark next to the email address of the respective recipient in the distribution dialog).
Distributing drawings via iPROT also bypasses the issue of oversized file attachments mentioned earlier. As is standard with iPROT, the drawing distribution meeting minutes are sent as links to the PDF files, meaning the emails generated by iPROT are only a few kilobytes in size.
Finally, it should be mentioned that when using this methodology, drawing distribution can be fully tracked and documented at any time via the search and filter functions integrated into iPROT.
Other ideas for minutes:
- Part 1: Digital Plan Distribution – Traceable & Audit-Proof Documentation
- Part 2: Document Invoice Approval – Streamline Review Processes in Construction
- Part 3: Create Project Status Report – Manage Project Handbook Digitally
- Part 4: Create Contract Award Minutes – Document Procurement in Construction Projects
- Part 5: Create Test Report – Document Project Review Results
- Part 6: Create Inspection Minutes – Document Defects & Pending Works Digitally
