Item: InEight
Rating: 7
Author: Verified User

Use Cases and Deployment Scope

InEight is our document control platform for issuing documents to clients. It is being used across all departments where documents are required to leave the office. Since there is a built-in review feature within InEight's software we are able to ensure that a document has been through the appropriate channels and been reviewed by the staff before it is issued to clients. This ensures that correct documents are being sent out of the office.

Pros and Cons

Customer support for all queries.
Navigation of the platform.
Help tutorials with instructional videos.

Focused training on particular issues rather than a generalized overview.
List of customizations available to the platform with estimated costs for implementation.
Revision setup with the review process could be automated further.

Desired Business Outcomes

The business outcome we hoped to achieve with InEight's TeamBinder software was a streamlined document review workflow with the ability to issue accurate and correct documents to clients and contractors. The issuing of documents has met the objective as we are now able to issue documents in an efficient manner. The review workflow, on the other hand, requires a workaround with our current system and could be further improved.

Support Rating

InEight TeamBinder support staff are quick to respond to email inquiries and phone calls often directing the inquiry to appropriate staff for further follow-up. They also are willing to work with us until the issue has been resolved. They have also offered further training for staff that would require it.

Ease of Integration

The review workflow was easy to set up with InEight's TeamBinder however, integrating the platform with our internal document revision scheme proved a bit tricky. Since different roles within TeamBinder are required to be used to enable a document to be issued at the correct revision, it is just a matter of training personnel to do the right thing.

Alternatives Considered

SOLIDWORKS and Aconex

As an issuing tool, InEight's TeamBinder is on par with Aconex. SOLIDWORKS EPDM creation of review workflows and revision numbering is better placed with handling multiple versions of the same document with the ability to revert to older versions if required. InEight's support and technical help desk are available on call and the features it has for document control are an advantage to using the system.

Likelihood to Recommend

When using InEight as a document issuing tool it is well suited for that application as it has tracking features embedded. However, the review of documents can be quite cumbersome when documents are to be reviewed over and over again requiring the assistance of a review coordinator to step in and fix any possible errors.

Users and Roles

30 - Engineers, drafters and office administrators are the main users of TeamBinder in our workplace. They are required to upload documents that are created internally for client or contractor review. The Engineers are then required to check the contents of the document before it is issued to client or contractors. The Engineers also have the added responsibility of rejecting a document if there are errors and the document is amended before going back to TeamBinder.

Support Headcount Required

4 - There are only 4 administrators with varying roles within our company that provide support to all other staff members for InEight queries. If these members are unable to provide an answer then it is recommended that InEight support is contacted. The Administrators have done the required training module that has enabled them to be able to support staff therefore their skill set is expanded.

Business Processes Supported

Trace ability of documents sent to clients
Transparent communication with clients
Review of documents by relevant staff members

Innovative Uses

Creation of a review workflow that allows multiple reviews of the same document
The ability to be a paperless company with all activity being digital
Searching of documents using filters as we have gone away from a folder based structure

Future Planned Uses

As a replacement of internal document store
For proposals that get sent out
As a reporting tool for project analytics

Likelihood to Renew

Some features with InEight's TeamBinder are worthy of single use, however the review feature and subsequent revision and version numbering could be improved. We will be aiming to roll out the package to encompass our internal documentation in the near future and will be in a better position to judge the usability after that point in time.

Products Replaced

Key Differentiators

Price
Product Features
Product Usability

Product usability and features was the most important factor in the decision for the product. As we did not have a formal document control platform in place use and ease of ease was a deciding factor. As documents are able to be reviewed from anywhere with an internet connection and a formal transmittal is able to be sent easily with trace-ability.

Evaluation Lessons Learned

We would ideally change the evaluation and selection process to include details and features that align with the current and existing document coding procedures. As the changeover has proved a bit laborious with a bit of negativity from personnel within the company. As our hope would be to replace our existing internal documentation system.

Implementation Rating

Since the original inception, I have been required to overhaul the system so that it is more user friendly and combines both aspects of our business, documentation and drawings. Being able to control revision and version numbering has been a key struggle that only staff training has been able to mark this as complete.

Implementation Details / Implementation Partner

Implemented in-house

Implementation Phases

Change Management Lessons

Not sure - I was not involved with the inception of TeamBinder at my organisation.

Implementation Issues

Staff training
Revision and version numbering
Release statuses and meaning

InEight Customer Support Pros and Cons

Pros	Cons
Quick Resolution Good followup Knowledgeable team Problems get solved Kept well informed No escalation required Immediate help available Support cares about my success Quick Initial Response	None

Bug Resolution

Exceptional Examples of InEight Support

Just recently we had an internal review of how we use InEight's TeamBinder. One of the outcomes was to have a digital stamped placed on documents after a document has been released. As the primary administrator I made queries to InEight's support staff and they were very efficient in directing my query to the right personnel. On follow up this query is a common upgrade to the software and it is only a matter of choosing our customization features at the moment. InEight's support staff was very knowledgeable about the situation and what were trying to achieve which made the process that much easier.

Usability

InEight's TeamBinder is a cloud based service and is therefore accessible from anywhere with an internet connection. All staff members are able to perform any duties required from the office or at home, in the review workflow to get documents to clients and ensuring that the document meets our internal standards for document presentation.

Usability Pros and Cons

Pros	Cons
Like to use Relatively simple Easy to use Technical support not required Well integrated Consistent Quick to learn Convenient Feel confident using Familiar	None

Easy Tasks

Transmittals to clients
Uploading documents for review
Searching for documents

Difficult Tasks

Upload times of documents
Review tool within TeamBinder
Downloading documents

Mobile Interface Availability and Impressions

Yes, but I don't use it

InEight TeamBinder Document Control Software

Modules Used

Overall Satisfaction with InEight