DMS

DMS means document management in the context of Rillsoft Integration Server. It allows project-related documents to be stored centrally, versioned, and controlled by permissions.

DMS is available in the database-based Rillsoft solution with Rillsoft Integration Server or Rillsoft Cloud. It is useful when documents are part of project steering, approvals, progress reporting, or portfolio decisions.

DMS in Rillsoft Integration Server

When DMS Is Useful

Use DMS when:

  • project documents must be centrally available

  • several roles work with the same project documents

  • documents should be organised by project, activity, or directory

  • access must be controlled by user and directory roles

  • offers, drawings, status reports, approvals, or import/export files belong to project decisions

Typical Document Types

  • project order

  • offers and contracts

  • technical drawings

  • status reports

  • meeting minutes

  • approval documents

  • import and export files

  • decision records for portfolio reviews

DMS In Rillsoft Project

Documents can be assigned to projects and activities from Rillsoft Project.

Documents tab in project properties

Project documents can also be managed through the Rillsoft Integration Server document dialog.

Project documents in the Integration Server document dialog

For activity-level documents, use the Documents tab in the activity properties.

Documents assigned to an activity

Implementation Principles

  1. Align the document structure with the project or directory structure.

  2. Define read, create, update, delete, and restore rights before rollout.

  3. Name responsible owners for maintenance, approval, and archiving.

  4. Define document naming rules.

  5. Use DMS for project-related documents, not as a general file dump.

  6. Decide how document versions should be reviewed and restored.

Folder Structure

The DMS folder structure is managed in Rillsoft Integration Server and applies to the tenant. A clear structure reduces duplicate filing and permission errors.

DMS folder structure

Examples:

  • contract documents

  • planning documents

  • drawings

  • approvals

  • status reports

  • import and export files

  • archived decision documents

DMS And Project Control

DMS becomes especially useful when documents are connected with decisions:

  • baseline approval

  • status report

  • portfolio decision

  • change approval

  • resource decision

  • external customer approval

Typical Mistakes

  • DMS is introduced without a permission concept.

  • Documents are stored both locally and on the server.

  • Project directories and DMS folders do not match.

  • Status reports are filed without date, cutoff date, or project version context.

  • DMS rights are broader than project access rights.