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As-built and technical files under control, from first design to years after handover
One central as-built file where drawings, diagrams, manuals and certificates come together, linked to tags, systems and assets, with revision control and direct access for engineering, maintenance and QA.
Illustrative example
In short
An as-built file in M-Files brings together every drawing, diagram, manual and certificate for a project, area or asset, linked by metadata to tags, systems and installations. Revisions carry a clear status (draft, in review, as-built, obsolete), users see the current version by default, and changes after handover run through the same workflows, so the file stays correct for years. SoftAdvice sets it up on M-Files.
As-built files that are never really as-built
In practice, as-built files are spread over drives, e-mail attachments and project folders. Every party keeps its own version, and at handover the puzzle starts: what is the latest state, and who approved what?
Today
- Drawings and diagrams spread over systems, drives and tools
- No clear view of which revision is really as-built
- Handover files take a lot of time to compile
- Hard to prove which version applied at a given moment
- Engineering and maintenance lose time searching
What you want
- One place for all as-built documentation, linked to tags and installations
- Clear revision logic and approval steps per document type
- Files that evolve with changes and modifications
- A reusable structure for new projects and extensions
As-built files that build themselves
SoftAdvice builds your as-built and technical files on M-Files. Documents are not stored loose, but connected to assets, tags, systems and projects, so your as-built view matches reality.
Central as-built file
All documents per project, area or installation in one file: drawings, diagrams, manuals, certificates and reports.
Metadata and tagging
Documents are linked to tags, systems, lines, locations or assets, so you always find the right information for the right installation.
Automatic revision control
Revisions carry a clear status: draft, in review, as-built, obsolete. Users see the current version by default.
Handover and lifecycle support
Files are ready for handover to operations and maintenance, and changes after handover run through the same structure.
For engineering and project organisations where documentation is critical: brownfield, greenfield, extensions and complex modifications.
Not a forgotten handover folder, but a living file
In many organisations the as-built file is a one-off handover folder: the installation changes afterwards, the file does not. With M-Files and SoftAdvice it grows with modifications and lifecycle projects.
- The as-built file is a starting point for maintenance, improvements and extensions
- Changes run through controlled workflows that update the documentation
- In audits or incidents you quickly show which state and versions applied
- Project and maintenance teams look at the same current truth
- Less time searching for drawings, diagrams and technical documents
- Fewer incidents from working on wrong or outdated information
- Faster handover thanks to a standard as-built structure
Frequently asked questions
What is the difference between a project file and an as-built file?
A project file holds everything produced during the project. The as-built file holds the approved documents that describe the installation as it was actually built, and keeps them current afterwards.
Can we link documents to tags from our asset or maintenance system?
Yes. Tags, systems and assets can be imported or synchronised as metadata, so documents are linked to the same identifiers maintenance uses.
Can existing as-built documentation be migrated?
Yes. We migrate existing files and add metadata, starting with the installations where up-to-date documentation matters most.
Who can see and change the as-built file?
Access follows roles: maintenance reads the current version, engineering proposes changes, QA approves. Every change is logged.
One M-Files foundation, four specialisations
Document control, transmittals, deliverables and as-built files share the same metadata, so they reinforce each other.
As-built files
A living file linked to assets and tags
You are hereTake your as-built files to the next level
A short session based on your own document types, projects and partners. No generic tour.