Find what you need. Keep everything running.
For facilities teams, the right document at the right moment is the difference between a two-hour fix and a two-day shutdown. BuildFlow Document ID indexes your entire archive so any document — drawing, spec, manual, or permit — is one search away.
Facilities management runs on information. BuildFlow makes sure it’s always there.
When a system goes down or a contractor needs the original mechanical drawings, facilities teams can’t afford to spend an hour hunting through filing cabinets or email threads. BuildFlow Document ID gives every member of your team instant access to the full building record — as-builts, O&M manuals, permits, warranties, maintenance logs — indexed, searchable, and available the moment they need it. Past projects, active projects, future projects — all searched the same way. Everything is standardized, so your team always knows exactly where to look and exactly what they’re getting. Large archives? We scan and index those too, so nothing stays buried.
Why Document ID
Powerful Full-Text Search
Search across every indexed document by keyword, document number, date, discipline, or any field. Results surface instantly — no manual browsing required.
All Document Types
Drawings, specs, submittals, RFIs, ASIs, change orders, correspondence, closeout packages — BuildFlow indexes every document type your project generates.
High-Volume Archive Scanning
Got boxes of legacy documents or a completed project archive? BuildFlow handles large-scale scanning and indexing — turning physical and digital records into a fully searchable library.
Easy-to-Use Interface
No training required. The search interface is clean and straightforward — designed for PMs, field teams, and admin staff who need to find documents quickly without learning a complex system.
Consistent Document Naming
BuildFlow standardizes how documents are tagged and named at the point of indexing — so everyone searches the same way and retrieves the same results every time.
Secure, Controlled Access
Set permissions by project, document type, or user role. Teams access what they need — nothing more — with a full audit trail of every retrieval.
O&M Manuals
Operation and maintenance manuals indexed by system, equipment, and manufacturer — so facilities teams pull the right manual the moment something needs servicing, not after a lengthy search.
Warranties
Warranty documents linked to the equipment and systems they cover. Know exactly what’s under warranty, who to call, and when coverage expires — before you spend money on a repair that should be covered.
One system. Every project. Past, present, and future.
BuildFlow Document ID uses the same standardized indexing across every project in your portfolio — whether it was completed ten years ago or broke ground last month. Your team searches the same way every time and gets the same structured results. No learning a different filing system for each project. No wondering if the naming convention changed.
And when it comes time to sell or transfer a building, that organized, fully indexed record is a tangible asset. Due diligence packages that used to take weeks to assemble are already done. Hand over access and every permit, warranty, inspection record, and as-built is right there — clean, complete, and immediately verifiable.
Drawings, specs, submittals, RFIs & more
O&M manuals indexed by system & equipment
Warranties linked to the equipment they cover
Scan and digitize large physical archives
Find any document in seconds via full-text search
Clean, simple interface for any team member
Same search experience across past, current & future projects
Complete building record ready for asset sale or transfer
How BuildFlow Compares
| BuildFlow | Procore | Autodesk Construction Cloud | PlanGrid | Newforma | |
|---|---|---|---|---|---|
| Full-Text Search | ✅ Searches inside every document | Metadata & tags | ✅ Search within files | ❌ Sheet-based only | ✅ Across 200+ file types |
| All Document Types | ✅ Drawings, specs, O&M, warranties, permits | ✅ | ✅ | ❌ Sheets only | ✅ |
| Archive Scanning & Indexing | ✅ Managed scanning service | ❌ Self-service only | ❌ Self-service only | ❌ Self-service only | ❌ Self-service only |
| Standardized Naming | ✅ Consistent across every project | Manual per project | Manual per project | Manual per project | Manual per project |
| Cross-Project Search | ✅ One search across all projects | ✅ Portfolio search | ✅ | ❌ Per-project only | ✅ Native cross-project |
| Unlimited Users | ✅ Unlimited users included | ❌ Per-user license | ❌ Per-user license | ❌ Per-user license | ❌ Per-user license |
| Mobile Access | ✅ Full mobile field access | ✅ Native app | ✅ Field app | ✅ Native app | ✅ Web + app |
Our teams, here on site, rely on BuildFlow daily to provide us with supreme quality of information across multiple buildings and projects. Without question, they perform effectively, timely and are highly valued. Thank you BuildFlow!
AECOM Tishman
How Document ID Compares
Most teams manage documents through shared drives or email threads. BuildFlow Document ID replaces that with a structured, searchable system that handles any volume.
| Capability | BuildFlow Document ID | Shared Drives | Generic DMS |
|---|---|---|---|
| Full-text search across all doc types | ✓ | — | Partial |
| High-volume archive scanning | ✓ | — | — |
| Consistent document indexing & naming | ✓ | — | Varies |
| Construction-specific document types | ✓ | — | — |
| Role-based access control | ✓ | Partial | ✓ |
| Retrieval audit trail | ✓ | — | Partial |
| O&M manuals indexed by system & equipment | ✓ | — | — |
| Warranties linked to covered equipment | ✓ | — | — |
| Permits & inspection records indexed | ✓ | — | — |
| Standardized search across all projects | ✓ | — | — |
| Complete building record ready for asset sale or transfer | ✓ | — | — |
| Built for construction teams | ✓ | — | — |
Your building record, at your fingertips.
Give your facilities team instant access to every document they need — across every project, past and present. And when it’s time to sell, your complete building record is already packaged and ready. Talk to a BuildFlow specialist or open an account today.