FAQ

How do I know if DocBoss can help me?

DocBoss helps process equipment suppliers manage and deliver custom engineering documentation to their customers in the instance where the document control function is time-consuming and frustrating. DocBoss is especially helpful to companies who tag their products, work with a bill of materials and/or vendor document requirements list (VDRL) and must provide increasingly customized documentation to their customers at the end of projects.
DocBoss customers include manufacturers, distributors and fabricators who provide a wide variety of products including pumps, valves, instrumentation, pressure vessels, skid packages and actuators among others.

I already use Microsoft Excel to manage our documentation work. How is DocBoss better?

Excel is a spreadsheet application with severe limitations since it was not designed specifically for document control. Excel no longer become suitable to handle document control when more than one person uses the spreadsheet, you have multiple locations, you add data on a regular and recurring basis or if you routinely produce custom documentation for different customers.

Once your organization starts regularly handling projects with in excess of 15 customized documents, you might be doing yourself and your customers a disservice by continuing to use Excel or another manual, non-document control specific method.

 

I already use Sharepoint. Can I still use DocBoss?

Sharepoint is a web application associated with collaboration and sharing of information, not on document control and submission. Sharepoint also requires the implementation of third party applications to give it the same functionality that comes standard with DocBoss.
DocBoss is an application that was designed specifically for project document control. DocBoss helps you meet the customer specifications for managing and submitting documentation to engineering firms and other use user organizations. The document control function requires activities that document management systems like Sharepoint normally don’t provide such as merging of two or more previously and independently released documents or updates to them.

I can build an application on my own so why should I use DocBoss?

DocBoss was designed by someone who spent 15 years in the process equipment industry who couldn’t find an existing application that helped deliver increasingly custom engineering documentation to customers. When you consider the ongoing cost of designing, building, maintaining, supporting and upgrading an inhouse application, the costs can become very large. This is especially true if your app doesn’t end up addressing your needs or if your needs change over time. Being a hosted and cloud-based application, DocBoss takes care of all of this for you. DocBoss also includes all ongoing upgrades and patches.

What is the difference between document management and document control?

Document management refers to the general managing of documents such as storing, accessing, searching, retrieving and archiving them. Document control provides a framework for document creation and ongoing management including issues related to security, version control, review cycle, visibility, availability and to provide an overall controlled and reliable audit trail.

What should I look for in a good document control system?

A good document control system will enable you to understand where any document is at any time in the process and enable you to automate tasks normally done manually while also providing the paper trail needed to properly control documents.

A good document control system will ultimately enable you to manage and deliver custom documentation to end users by building the document register, accessing project reporting, working with customer templates, preparing custom compilations (databooks), building submittal packages and automating workflow, among other things.

Why does it matter that DocBoss is a hosted cloud-based application?

Hosted cloud-based applications like DocBoss offer many benefits including greater security, ease of scalability, speed of implementation, lower long term costs and less work on your part when compared to server-based apps. As a hosted cloud-based application, there is no development, hosting, maintenance or support work required for DocBoss since we take care of that for you. All you need is a web browser to use DocBoss which also means you can easily collaborate with staff in different locations around the world with no additional costs typically associated with traditional server-based applications.

I am an engineering company. Can I use DocBoss?

Yes. DocBoss also has functionality to help owners and EPCs who receive documentation from their vendors. You can view information on this aspect of DocBoss on our DocBoss for O/EPC page. This service is particularly helpful to those who need to capture tag to document relationships and who receive documentation from multiple vendors and wish to reduce duplication of effort while enforcing document control best practices.

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