How to Organize As-Builts on SharePoint
In today’s fast-paced construction industry, efficient document management is crucial for project success. SharePoint, a powerful document management system, offers a robust solution for organizing and storing as-builts. As-builts, which are detailed records of a building’s construction, are essential for future reference, maintenance, and modifications. This article will guide you through the process of organizing as-builts on SharePoint, ensuring that your project documentation is easily accessible and well-maintained.
Step 1: Create a SharePoint Site
The first step in organizing as-builts on SharePoint is to create a dedicated site for your project. This site will serve as the central repository for all project-related documents, including as-builts. To create a new site, follow these steps:
1. Log in to SharePoint.
2. Click on “New site” in the upper-right corner.
3. Choose a template, such as “Team site” or “Communication site,” depending on your project’s needs.
4. Enter a name for your site and configure any additional settings, such as site description and URL.
5. Click “Create” to establish your new SharePoint site.
Step 2: Set Up Document Libraries
Once your SharePoint site is created, the next step is to set up document libraries. Document libraries are used to store and organize files within SharePoint. To create a document library for as-builts, follow these steps:
1. Click on the “Documents” link on the left-hand navigation pane.
2. Click on “New” and select “Document library.”
3. Enter a name for your document library, such as “As-Builts.”
4. Configure any additional settings, such as metadata columns and permissions.
5. Click “Create” to establish your new document library.
Step 3: Configure Metadata Columns
Metadata columns are essential for organizing and searching as-builts within SharePoint. These columns provide additional information about each document, making it easier to find and manage files. To configure metadata columns, follow these steps:
1. Click on the gear icon in the upper-right corner to access the site settings.
2. Navigate to “Site columns” under “Site settings.”
3. Click on “Create” to add a new site column.
4. Enter a name for the column, such as “Project Name” or “Date of Construction.”
5. Choose the data type for the column, such as “Text,” “Date and Time,” or “Choice.”
6. Configure any additional settings, such as default values or validation rules.
7. Click “OK” to save the new site column.
Step 4: Upload As-Builts
Now that your document library and metadata columns are set up, it’s time to upload as-builts. To upload files, follow these steps:
1. Navigate to the “As-Builts” document library.
2. Click on “Upload” in the upper-right corner.
3. Select the as-builts you want to upload from your computer.
4. Click “Upload” to add the files to the document library.
Step 5: Organize and Manage As-Builts
Once your as-builts are uploaded, it’s important to maintain organization and ensure easy access. Here are some tips for managing as-builts on SharePoint:
1. Use metadata columns to categorize and search as-builts by project name, date, or other relevant criteria.
2. Create folders within the document library to further organize files by phase, location, or other relevant categories.
3. Set permissions and access levels to control who can view, edit, or delete as-builts.
4. Regularly review and update as-builts to ensure they are up-to-date and accurate.
By following these steps, you can effectively organize and manage as-builts on SharePoint, ensuring that your project documentation is easily accessible and well-maintained. This will ultimately contribute to the success of your construction projects and facilitate future maintenance and modifications.
