Files vs. Documents

This entry is part 2 of 26 in the series Focus Guide - Catalog and Files

The terms “files” and “documents” are used very specifically in sfPMS to refer to two different items.

Files
A file is any electronic file uploaded or scanned into sfPMS, such as Word documents, CAD files, PDF files, and scanned AP invoices. Links (such as website URLs) are a special type of file. E-mail messages are another type of file. In short, if it is created outside of sfPMS and then uploaded or scanned in, it is a file. A file can be attached to a Spitfire document or uploaded to the Catalog.

sfPMS stores all of your attached, uploaded, and scanned files in the Catalog and s capable os stored multiple version of the same file so you can have a history of its versions. You can view as well as edit files within the Catalog.

Documents
A document is a specific entity created in sfPMS from one of the Spitfire Doc Types. There are many Doc Types in the system, each with its own specific purpose. In systems integrated with Microsoft Dynamics SL, some documents are linked to Dynamics SL forms (eg, Commitments, POs) and some are not (eg, Meeting Minutes, Drawings). Because Doc Types can be configured (in Spitfire-Enterprise), the Doc Types available to you might not be the same as Doc Types referred to in this guide. Some examples of Spitfire Doc Types are Bid, Budget, Change Order, Commitment, Competitive Bid, Daily Field Report, Forecast, Inspections, Pay Applications, Pay Request, Punchlist, RFI, RFQ, Submittal, and Warranties. Most documents are created through the Project Dashboard. Documents can be attached to other Spitfire documents.

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