“Together Technology” 4Exergy - Extranets for Energy Improving information and communications flow on projects.

4Projects is a very flexible solution that can be easily configured to deliver individual client specific collaborative requirements. 4Projects can be set up to manage 3 distinct hierarchical levels:  Enterprise Site Projects Clients can easily create and manage security user groups making it simple to ensure that individual users only get access to the areas and information that they are permitted to.   Clients can deploy a template approach to the way they work across their entire enterprise or they can allow individual sites or projects to set things up in a bespoke way. Clients simply select the functionality that they want to use and deploy it in a structure that they like.   4Projects incorporates a powerful search tool that allows users to locate documents quickly and efficiently across an entire enterprise or individual project. The searching tool incorporates in text searching which enables users to search for text in the uploaded file. Full enterprise searching gives clients complete confidence that they can find any document at any time.

“Together Technology” 4Exergy - Extranets for Energy Improving information and communications flow on projects.

4Projects guarantees: Online management of drawings, documents, photos and files anywhere, anytime Full version and security control Powerful search engine Full audit trail detailing who did what and when  Secure, simple-to-use, web-based service, available 24/7  Integrated online document/drawing viewing tool, no need for additional software Mark-up tool with measurement facilities Multiple files can easily be uploaded in seconds Zip files can be uploaded containing multiple files All documents, drawings and files are easily uploaded, stored, catalogued and indexed using a sophisticated version control system that ensures users (with permission) can search and find the latest up-to-date file version with ease.    Getting files onto 4Projects is very easy. Files can be uploaded individually or as a batch and can be emailed to 4Projects or users can create network drives on their own desktops that automatically synchronise with 4Projects.    Using files or moving files around once they are on the extranet is very simple. Files can be easily grouped together into static or dynamic containers or users can link individual files or groups to other 4Projects functionality.   Document security and control is guaranteed throughout and can be configured to restrict access to an individual document as well as providing a full audit trail that enables complete transparency throughout.   4Projects includes an online document/drawing viewing tool as standard. The system is seamlessly integrated into the 4Projects secure environment. The 4Projects online viewer includes mark-up/redline functionality and measuring facilities that work with hundreds of file formats including Microsoft Word, Excel and Project in addition to the common CAD formats such as DWG, DWF, DGN, PLT and PDF.   When drawings and documents are viewed/ marked-up, the solution captures this information providing a full audit trail that enables complete transparency throughout.   Markups and revisions can be overlaid or compared side by side, making it easy to view changes, additions and deletions.

“Together Technology” 4Exergy - Extranets for Energy Improving information and communications flow on projects.

Communication Management: Tasks Easy to use tool that enables users to track and manage specific actions Progress tracking against completion date Linked to any document, drawing or file within the solution Automatic notification via email to task owner Secure, simple-to-use, web-based service, available 24/7 Task Management is vital to any successful project. The 4Projects solution offers a simple to use but powerful Task Management tool that combines document management, email, calendar and the project address book as well as progress tracking of all tasks against set delivery dates.   Tasks can be created and assigned to any user of the solution, with automatic email notifications including direct links to any file within the solution keeping all project information and communication in one place. Progress against specific tasks is clearly visible making it easy to see what activity is overdue or completed.   Communication Management: Discussions Easy to use tool that helps control communication flows Fully auditable and transparent communication record Linked to any document, drawing or file within the solution. Automatic notification via email Secure, simple-to-use, web-based service, available 24/7 The discussion tool has been designed to make real time communication between multiple users simpler and with greater transparency. It allows discussions to be based around any issue or document, drawing or file on the system.    Unlike emails, the discussions threads provide a full audit trail to ensure that all responses are logged and available to all participants of the discussion. Posted comments are set out in a linear format and are catalogued to ensure that they are easy to follow and are searchable. Automatic notifications of new “comments” can be set up, with email notifications. Participants can respond to the notification with any additional comments via email, these responses will be automatically added to the discussion thread keeping all related communication together.

“Together Technology” 4Exergy - Extranets for Energy Improving information and communications flow on projects.

Process and Workflow Management Automated workflows and approval routes can be created Linked to any document, drawing or file within the solution Automatic notification sent via email to required users Secure, simple-to-use, web-based service, available 24/7 4Projects allows bespoke processes and workflows to be easily created and managed for either files added to the extranet or bespoke forms created in the extranet. The workflow status (for example Approved, Approved with comments, Rejected, Under-review etc.) can be set by the project team and are indicated by simple traffic-light coloured icons. Rejected items or items under-review are only visible to users associated with that particualr workflow.   The process and workflow functionality can be set up specifically for certain areas within the solution e.g. items awaiting approval. Processes can be made can be mandatory e.g. ‘Financial Approval required' for financial folders. Notifications are sent to relevant individuals when items need their attention, helping keep communication clear and precise.

“Together Technology” 4Exergy - Extranets for Energy Improving information and communications flow on projects.

Process and Workflow Management: Custom Forms Bespoke custom forms can be created to replicate any existing form Form sections assigned to different users for completion Include forms in the Workflow process 4Projects gives clients the ability to create bespoke forms that can be branded and configured to look and feel the way clients require.    Forms can contain multiple sections and each section can contain as many information capture fields as required. Clients can select from multiple data capture field types (i.e. free text, radio or date buttons etc.) And can allocate specific sections of forms to certain individuals to populate or complete. Clients have the ability to mandate the sequence in which sections and fields are completed and can actually place forms into bespoke 4Projects workflows and replicate specific end to end processes.

“Together Technology” 4Exergy - Extranets for Energy Improving information and communications flow on projects.

4Projects Web Services API (Application Programming Interface) Integrate with your own ‘In-House’ applications Transfer data from 4Projects to other applications 4Projects clients have full access to the 4Projects API which enables them to integrate their business systems very closely with the 4Projects solution.  Clients use the 4Projects API to enable them to develop:   Hosted Applications Customised automatic two way transfer of data between 4Projects and hosted applications.   Examples of this kind of integration are clients who use 4Projects collaborative functionality which they have directly linked to Documentum, Sharepoint, Livelink, SAP or their own “in house” applications or networks.(Integration  is possible with any application that has its own API)   SaaS Customised automatic two way transfer of data between 4Projects and other SaaS (Software as a Service) applications.    Examples of this kind of integration are clients who use 4Projects collaborative functionality which they have linked directly to applications such as Salesforce.com, Google Docs or even other collaboration applications.  (Integration is possible with any application that has its own API)   Traditional Software Custom user interfaces that allow 4Projects collaborative functionality to be accessed and utilised directly from their own traditional software applications.   Examples of this kind of custom user interface are clients who use 4Projects using individual 4Projects collaborative modules directly from mobile devices, Vista apps, Yahoo apps, Google apps (Integration is possible with any application that has its own API)