S-Files ARCHI
The project, its tenders and its contracts in a single file
S-Files ARCHI organises the vault around the project. Each phase brings its own documents, and the file stays easy to follow from the design competition to acceptance of the building.
Everyday life before S-Files
What we hear most often
These situations come up in almost every organisation we meet.
One folder per phase, and as many copies
The competition, the preliminary design and the construction phase live in three folder trees. The same document appears there three times, in three versions.
Correspondence that never reaches the file
Exchanges with the project owner and the consultants stay in individual inboxes.
Tenders compared by hand
Quotes come back by email in different formats. The comparison table has to be rebuilt every time.
S-Files ARCHI
What changes once it is in place
A project file that runs through every phase
The phase is metadata, not a folder. A document added at competition stage remains accessible during construction, without a copy.
Correspondence linked to the project
Important exchanges are filed under the relevant job, not in the inbox of whoever received them.
Tenders filed by work package
Each quote is tagged with its work package and its tenderer. The comparison starts from a well-ordered file.
A portal for your consultants
Engineers, contractors and project owners collect their documents from the Hubshare portal, with no need to send large files.
The documents S-Files ARCHI handles:
- Plans and revisions
- Competition files
- Permit applications
- Tenders by work package
- Consultant agreements
- Meeting minutes
- Project correspondence
- Acceptances and guarantees
Day to day
What changes in the working day
- You find the competition document again at construction stage.
- Correspondence with the project owner is linked to the job.
- Quotes for a work package are compared from a file that is already in order.
- A consultant collects their plans from the portal, with no files sent.
The filing principle
A vault built around projects, tenders and contracts
Documents are filed by project, then subdivided by phase. A document added during the tender phase remains available during the construction phase, without being copied.
What comes on top of the core
Modules often chosen in architecture
S-Files on M-Files
The M-Files document foundation, preconfigured for each industry. Your documents are described by what they are, not by where they are stored.
- Filing by metadata rather than by folder tree
- Native integration with Microsoft 365 and Google Workspace
- Access rights, versions and a change log
S-Files DEMAT
Paperless processing of incoming documents, from scanning to posting in the accounts, with automatic reading of their content.
- Text recognition (OCR) on scanned documents
- AI-assisted extraction of amounts and references
- Approval workflows with tasks, deadlines and statuses
Hubshare portal
A secure space for exchanging documents with your clients and external partners, in your company’s colours.
- Your clients upload and view their documents without email
- Access rights follow those defined in M-Files
- Legally compliant archiving and qualified signatures with Swisscom Trust Services
Frequently asked questions
What we are asked in architecture
Do we have to give up our phase-based folder structure?
No, it can still be reproduced as a view. The difference is that a document exists only once, even if it appears in several phases.
Can we give engineers and contractors access?
Yes, through the Hubshare portal, with rights limited to what concerns them and a record of downloads.
Are digital model files managed?
The files are stored and versioned like any other document. Model coordination itself remains the job of your specialist tools.
Get in touch
Talk to us about your current projects
Tell us how your projects are organised today, phase by phase. We will call you back to discuss it.