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Client Brief:

Reach CM required a secure, cloud-based document management and approval portal tailored to the needs of the construction industry. The primary objectives were to:

• Streamline document uploads, approvals, and revision control for project drawings, protocols, and key documents across multiple sites.

• Automate document approval workflows to ensure only authorized personnel could approve or reject uploads.

• Provide site-based access control so that only designated users could view and act on documents for specific projects.

• Notify relevant stakeholders automatically (via email/SMS) upon document upload, approval, or rejection.

• Maintain an auditable revision history for all documents, ensuring compliance and robust version tracking.

Client: Reach CM

The Clients Challenge:

We needed a way to manage drawings, protocols, and key documents across multiple sites. Approvals, revision numbers, and stakeholder notifications all had to be automated, secure, and audit-ready.”

The Solution

Key Features:

• Automated Document Intake: All uploads set to pending; auto-approval if uploaded by a Document Controller.

• Role-Based Approval Workflows: Only authorized users can approve or reject uploads.

• Dynamic Revision Tracking: Revision numbers auto-increment based on historical data—no manual errors.

• Site-Specific Permissions: Users only see and approve documents for their assigned projects/sites.

• Multi-Channel Notifications: Automated alerts via email and SMS for uploads, approvals, and rejections.

• Full Audit Trail: Every document action is tracked for compliance and transparency.

How It Works (Process Steps)

Step 1: Upload
Users submit a document via the portal. The system automatically checks the uploader’s role.

Step 2: Approval Routing
If a Document Controller uploads, the file is instantly approved and assigned the correct revision number. Otherwise, an approval request is sent to the appropriate controller.

Step 3: Dynamic Revisioning
The system scans existing versions and automatically assigns the next revision number, maintaining a complete version history.

Step 4: Stakeholder Notification
Relevant users are notified instantly via email/SMS when actions are required or completed.

Step 5: Audit & Access
All actions are logged. Access is controlled by site and user role, ensuring only the right people see and approve documents.

The Tech Stack

• Airtable: Database and record management

• n8n: Workflow automation and logic engine

• Softr: User-facing portal

• Twilio: SMS notifications (optional)

Results / Business Impact

• Approval times reduced from hours to minutes

• Zero manual revisioning errors

• Compliant, auditable records

• Happier project managers and site teams