Document Sets Overview

Use document sets to manage your project's key deliverables and keep information related to a particular task together without moving or in any way affecting the actual underlying files. Unlike conventional document management systems that require you to move files from the file system into a repository, you can use document sets to manage related sets of deliverables without moving or changing your firm’s underlying file folder hierarchy. Document sets create a set of references to a group of files, similar to shortcuts or virtual folders (depending on the term you are familiar with). They do not alter the actual source files in any way.

Use document sets to:

●        Assemble and manage your project’s key deliverables.

●        Send specific sets of information to internal project team members as a transmittal via Info Exchange or as an attachment to an email message.

 Document sets are only available to internal Project Center team members on Info Exchange. Because document sets expose files from the file server, they are prevented from being accessed by external project team members on Info Exchange.

●        Compare document sets with other documents sets, project folders, or record copies.

●        Enable the project team to review and mark up a set of milestone drawings.

In Project Center, users can create document sets using any file types, and can include a file in multiple document sets without creating multiple copies of the file. For example, a specification section document can be included in one document set representing submittals, and it can also be included in a document set for purchase orders, as well as a document set for LEED requirements. Only one version of the actual specification section file needs to exist (the source document), thereby reducing duplication and inconsistencies. Anyone who wants to see the latest specifications, or the latest LEED requirements can be assured they are getting the latest information, as the document sets all link to the same source document.

Other features

●        Sub-document sets can be included in document sets to create more specific categories.

●        Project Center users can set the order in which files are published and listed.

●        Folders do not appear in document sets. Only the files appear.

●        Document sets update dynamically. For example, when a Project Center user adds the contents of a folder to a document set, then later add new files to that folder in Windows Explorer, the files are automatically added to the document set.

 

To use document sets

Open the Document Sets log by clicking View > Files and Documents > Document Sets in the menu bar.