Quick Tips

Prepping documents for ANY DMS will make the process of managing documents that much easier. Here are a few quick tips based on our experience on how files should be handled.

PDF it - If possible, PDF all documents prior to putting them into a DMS. Why, because PDFs are smaller, designed for print and the web and are searchable using a wide variety of applications.
PDF it 2 - Any custom tailored PDF (notes, Digital Signatures, Pre-Press operations) should be done locally using Distiller and then sent to Q-Docs because Q-Docs does not modify submitted PDFs.
PDF it 3 - Use Acrobat Distiller for files that require custom page size output. Even though Q-Docs handles custom sizing on the fly, often times, precise configuration of Distiller's "Print Output" option must be made in order to insure proper "printing" of the file. This particularly applies to any discipline like architecture that produces output differing from the usual letterhead or tabloid page formats.
Title/Subject/Author/Keyword - These are the standard fields used by Acrobat to identify PDF files.
By filling in these fields, the PDFs in question can be searched more quickly in systems that don't have the power of Q-Docs. Hit Ctrl D - Win or Cmd D - Mac to bring up the field set prompt in Acrobat.
Source File Naming - When naming files, don't use spaces or characters like .-&/()|?! to name the file as this greatly limits file accessibility on the net. Additionally, always include the extension of the file type (.doc, .pdf) when saving the document as Windows and UNIX machines require them when a file needs to be opened. Here are two examples of correctly named files: mile_run.doc (the underscore is used to denote a space) or 56documents.pdf
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