Attachments filed where people look for them. Organised by project, work package and phase.
Plans, meeting minutes and invoices arrive by e-mail. They go into a “To file” tray, then are filed by project, category, work package, phase and sender. They can be found in one click, with their preview.
- Plans stay in the mailbox of whoever received them.
- Everyone files in the shared folder their own way, with their own names.
- The right version of a plan is somewhere between three e-mails and two folders.
- A document nowhere to be found just when the client calls back.
- E-mail attachments are saved into the application, in one step.
- Each document has its record: project, category, work package, phase, sender.
- Documents can be filtered by project, type or sender, with their preview.
- Rights follow the documents: everyone sees what is open to them.
From attachment to document found, in five steps
Documents stay on the company's server; the application gives them a place, a record and rights.
- 01
The mail
The agency's mailbox is collected by ODESA. Each message becomes a record in the application, with its attachments.
Plans in the mailbox of whoever received them.The team's mail, in one place. - 02
The tray
Useful attachments are saved into the “To file” tray. Nothing is lost, nothing is filed at random.
A download, then a drag into a folder.One tray, and one document per record. - 03
Filing
Each document gets its record: the project, the category, the work package, the phase, the sender. The choices reflect the agency's own trade.
Endless file names.Filing by project, the same for everyone. - 04
Search
Documents are shown as thumbnails or as a list, filtered by group, with a preview of the image or PDF and download in one click.
Opening ten files to find the right one.The right document, with its preview. - 05
Folders
Server folders also open in an explorer: folder tree, preview, locks, recycle bin and metadata, with no copy of the files.
A shared folder, with no preview or record.The server's folders, with rights.
Filing the whole team shares
- Trade-specific filing. Projects, work packages, phases: the pick lists are the agency's own, and can be changed without a developer.
- Nothing is filed silently. A document received waits in the “To file” tray until a person gives it its place.
- Files are not copied. The explorer shows the server's folders as they are.
- Rights follow the documents. Everyone sees the projects and folders open to them.
- Everything stays with the company. Documents are on its server, not in yet another cloud.
plan_lot03_C.pdf
| Project | Résidence Les Tilleuls |
|---|---|
| Category | Plan |
| Work package | 03 · Structural work |
| Phase | EXE |
| Revision | C |
| Sender | Bureau d'études Kerval |
Revision C. The record says which version of the plan is the right one, and who sent it.
Fictitious data.
Three ways to find a document
The same documents, seen as the moment requires: by record, by file or by folder.
- One click opens the preview, another the document's record.
- Files download in one click.
- Everyone sees only what their rights open to them.
Records, filtered by project, work package or phase.
Documents as thumbnails, grouped and searchable.
The server's folders, with preview and locks.
How to offer it to your clients
Who for
- Architecture firms, engineering consultancies and construction companies.
- Firms that receive many documents from their clients.
- Any company whose documents live in mailboxes.
What you sell
- Setting up the filing with the trade's own lists.
- Connecting the mailbox and the server folders.
- Importing existing documents.
- Ongoing follow-up, from ProAdmin.
Lines that work
“The right plan, in its latest version, in one click.”
“Your attachments no longer gather dust in mailboxes.”
“Your documents stay with you, filed for the whole team.”
What clients ask
Do we need to move our folders?
No. ODESA opens the server's folders as they are: the explorer shows them, with no copy.
Is filing automatic?
In the demo, documents go through the “To file” tray and a person gives them their place. A rule or an AI assistant can suggest the filing, and the person approves it.
Which files can be previewed?
Images and PDFs open in the viewer; other files download in one click.
What runs this case
Are your clients' documents gathering dust in their mailboxes?
Offer them this case. ProSuite provides the platform and keeps it evolving; you keep the relationship and the advice.