Contract Management to Document Management Systems

Problem
Primavera Contract Management has built-in support for attachments to store project documentation, including drawings, submittals, and other relevant documentation. When using the out-of-the-box attachment storage solutions that ship with Primavera Contract Management, users are locked into using the Primavera Contract Management structure for attachment storage. Organizations that already have a document management system can’t seamlessly integrate the Primavera Contract Management attachments into their existing structure – attachments from Primavera Contract Management are put into their own silo in the document management system. Only two document management systems are supported as storage repositories for attachments out of the box – Microsoft SharePoint™ and Oracle Universal Content Management™.

 

Primavera Contract Management includes functionality to track versions of its native documents (not attachments), but this information is stored in a rudimentary HTML form that can’t be customized, and it can only be accessed by users with logins to Primavera Contract Management – the potential audience for the project documentation stored in Primavera Contract Management could be much broader.

 

Solution
The Contract Management Integration to Document Management Systems seamlessly migrates attachments from Primavera Contract Management into the corporate document management system. Each migrated attachment in Primavera Contract Management is replaced with a hyperlink to the corresponding document in the document management system. Re-attaching a file with the same name causes the existing document in the document management system to be versioned.

 

The Contract Management Integration to Document Management Systems also automatically generates PDFs of Primavera Contract Management documents as they enter key points during their lifecycle (for example, when a contract is approved). The PDFs are generated using the document’s form in Primavera Contract Management, ensuring that key information is captured and presented in the way users want to see it. A link to the generated PDF in the document management system is created in Primavera Contract Management.

 

In the case of both attachments and generated PDFs, documents sent to the document management system are saved in the document management system structure in the place it makes the most sense for them to go, as defined by corporate requirements, and not in an “extra” side area. Key metadata is associated with the documents, making it easy to locate them.

 

ROI

The Contract Management Integration to Document Management Systems increases the return on your existing investment in a corporate document management system by presenting its benefits inside Primavera Contract Management.