ENESGY DOCUMENTS FAQ

Access the app through a web browser, on a desktop computer, laptop or mobile device.

Enesgy Documents allows you to maintain projects and documents directly through the browser-based software, without need for desktop GIS software. Regular workflows like adding or updating a project, connecting documents to projects, or altering project boundaries, are easy to do using the software. For clients with more specialized needs or large data migration needs, desktop GIS software can be helpful as well.

In some cases, when a client already has a document management system like SharePoint or Laserfiche, users can view documents from these systems directly in Enesgy Documents. If a client does not have their documents in such a system already, then NSGIS can advise clients on document storage and management strategies. The specific connection between projects and documents depends on each client’s needs, but as a general rule the project’s ID is inserted in each document, or document folder’s metadata.

Enesgy can connect to file servers via an in-house web server, and there are some advantages to this approach. On the whole, however, we recommend that you begin to migrate documents to a system like SharePoint or Laserfiche, on-premise or in the cloud. NSGIS can provide the expertise to help you implement such a system if you have not already done so, or to improve on it if it is not meeting your needs.

Most digital file formats can be stored. Download and view your files directly on your device. Alternatively, you can view files directly in the web browser, depending on whether your browser is configured to see those file types. For instance, most browsers have embedded PDF viewers but not Word file viewers.

Documents in Enesgy Documents are filed under projects, which are drawn on the map to symbolize the extent of a project that produced one or multiple documents. All documents belonging to a project can be identified by the project footprint, or spatial extent. The user has the option to create as many different projects as needed in order to catalog a history of development activity throughout the facility. This is one of the main benefits of Enesgy Documents, to help users accurately identify relevant documents based on location.

Through a user manual, instructional videos, a support website, and optionally through paid instructor-led training.

Yes. Enesgy Documents is an HTML5 application, meaning that it will run on almost any device through a web browser. It does not store documents on the device itself, to prevent clogging your storage, protect your information, and give you the ability to access your documents from any device. Due to the level of user interaction needed to retrieve and filter documents, for the best user experience NSGIS recommends the use of larger tablets or laptops when in a mobile environment.

Our recommended best practice is to control all document access through a document management system, which is respected by Enesgy Documents.

Additionally, there are two levels that can be configured for each user: Editors who can create, edit and delete projects and associate and edit metadata for documents; and Readers, who can only search and retrieve projects and documents. For clients with only file-server storage, similar permissions configuration is available as well.

Easy, and it really depends on where you plan to store your documents. If you store them on a file server, then you can upload them directly to Enesgy – or you can link to them if they are already uploaded. If you store your documents in a document management system that offers deep integration with Enesgy, then it is enough to just tag them correctly in that system and they will be automatically linked to the projects in Enesgy. A few minutes of training are sufficient to become proficient.

No, but Enesgy Documents is aimed primarily at organizations that manage dozens to hundreds of projects, and thousands to tens of thousands of related documents.

No. All tagging, digitizing, searching, and retrieving is done through an easy to learn and intuitive web browser interface. There is no software to install on individual computers and the tool runs on any device. For cloud subscribers to Enesgy, there is no server software to install, either.

Enesgy Documents is required to draw or sketch new project areas. For clients with particularly complex requirements, these polygons can then be modified or improved with precision desktop GIS software like ArcGIS Pro.

NSGIS’s professional services can assist clients with this issue on a case by case basis. Contact us.

Yes, you can link a singularly stored document to many projects when you implement what we call a “Level 1” integration with your document store. However, we recommend that you seek our advice on how you should best organize your projects and your documents for optimum maintainability.

That depends on the level of integration that you configure Enesgy Documents. A deep, “Level 2” integration can see and interact with your EDMS metadata directly, and does not require duplication, while a shallower, “Level 1” integration requires the metadata to be copied and synchronized to Enesgy Documents.

Certainly. Each document or project has assigned permissions that determine which groups of users in the organization will be able to view the projects and records or download the document. Depending on the storage of the documents, such as in an EDMS, there may be additional permissions applied to the documents that could further control the users’ ability to access the linked documents. While Enesgy Documents can be configured to impose stricter controls on documents stored in an EDMS, it cannot override EDMS permission.

Yes, that is possible, but depends on many factors related to your chosen software edition, network configuration, firewalls, etc. Visit:

As easy as adding documents. Leverage Enesgy Projects Records Manager to allow or restrict users’ ability to change projects or document metadata “owned” or created by other individuals.

It depends on the circumstances and what is meant by “bulk”. NSGIS does offer a data conversion service, sized to your specific requirements to handle dozens to thousands of projects and documents. Contact NSGIS’s professional services at info@nsgis.com.

We will assess the readiness of your current project management data for migration. If data needs to be cleaned up before migration, we will advise you of the steps that must be taken. In certain cases, we can take responsibility for cleaning up your data prior to migration, as a separate professional services engagement.

Yes, depending on the system in use, its age and license level, and the permissions enabled on the firewall protecting that system. Connecting to existing document management systems generally involves a separate professional services engagement from the base implementation of Enesgy Documents.

Yes. To get our clients up and running quickly Enesgy Documents is deployed with a template that meets many clients’ needs, describing several dozen variables related to project descriptions, contractors, budgets, schedules, etc.

The out-of-the-box template includes several dozen fields in a number of categories to help you manage your projects. You do not have to use or even see all of them – you get to decide that when we configure your system. You can rename some of the fields to match your organization’s standards, and we can remove and/or add new fields for you as needed.

You can, but we will have to work with your IT professionals to ensure that permissions and firewall settings are configured correctly.

The cloud subscription of Enesgy Documents uses your ArcGIS Online login, stores project data in your ArcGIS Online account, can be launched from the ArcGIS Online ribbon – or as a standalone web browser application, and even can work with other ArcGIS Online elements such as dashboards.

The on-premise version of Enesgy Documents stores data in Enterprise Geodatabase or the ArcGIS Data Store, which can be accessed through ArcGIS Server, or using your Portal for ArcGIS credentials.

No. While Enesgy Documents leverages GIS and database technologies in the background, you can use Enesgy Documents just for its core purpose, project management and spatial document cataloging and retrieval. You do not have to commit to using GIS or to becoming an expert in GIS. Visit:

Yes, there are a few options. Our preferred approach is to guide you through obtaining a subscription to a commercial cloud-based document management system that Enesgy Documents can link to. But we can also manage the documents with Enesgy under certain circumstances.

Regardless of whether your project boundaries are already in a GIS layer or not, if you have a member of staff or consultant comfortable with GIS desktop software, then they can follow our directions to prepare project boundaries information so NSGIS can import them into Enesgy Documents. Thereafter, you will be able to use the Enesgy Documents software itself to create and maintain projects, and this can be done by any staff, since it does not require GIS knowledge. If you do not have the personnel to perform the initial data capture, then NSGIS can be engaged separately to perform this work.

Enesgy Lease Manager can be licensed for on-premise deployment, behind your firewall; this type of deployment has an initial license fee and an optional annual software maintenance fee for access to upgrades. Enesgy Lease Manager can also be licensed as a subscription from our cloud.

Enesgy Documents can be licensed for on-premise deployment, behind your firewall. Enesgy Documents can also be licensed as a subscription from our cloud infrastructure, or in a cloud infrastructure provided by the client.

On-premise deployments are more expensive up-front but can be capitalized, while cloud deployments are usually expensed out of operating budgets, and have a smaller up-front cost. In some cases, an on-premise deployment can also be licensed through an annual subscription. For more information, visit:

Yes, an on-premises deployment involves a installing technology stack that can vary depending on your choices, but will require installation of one and potentially several software packages which NSGIS will deliver and install for you. While the technology requirements are greater, they also provide numerous additional benefits to an organization, such as many additional map and database tools which can form the foundation of an entire on-premise Enterprise GIS.

As part of the Enesgy Documents deployment, you will also get a subscription to ArcGIS Online for Organizations from Esri. This is a powerful web GIS which you can use to build up for your organization – if you so choose. As with the on-premise deployment, you can choose to use the system just for its core purpose, or you can jumpstart your GIS program. We can discuss additional GIS services from NSGIS for jumpstarting your GIS program.

Not at the current version. A professional services engagement with NSGIS is required. We plan to make available a client-installable and configurable version in the future. To view current deployment options, visit:

Enesgy Documents Deployment Options

Yes. This requires a professional services engagement with NSGIS, but because Enesgy uses essentially the same technology on-premise and in the cloud, the migration is easily accomplished.

Mapped boundaries are stored in a single map layer inside the ArcGIS Online subscription that comes as part of the Enesgy subscription, or in your on-premise ArcGIS geodatabase.

There are several options. If deployed on-premise, then documents can be stored on your internal web server and managed by Enesgy Documents or they can be stored and managed in a corporate electronic document management system (EDMS), like SharePoint or Laserfiche, and linked to Enesgy Documents. If licensed from our cloud, documents can be stored in the cloud as well, or they can still reside internally in the manner described above. For more information, visit:

We can modify certain aspects of the Enesgy Documents, like adding, removing or renaming certain fields. As separate professional services engagements, we can also create customized reports for you. Beyond that, you can license the software in a way that will give you more latitude to modify the way it works. Enesgy Documents is designed to satisfy the overlapping needs of our clients and we can help you determine if it is the right solution for you.

Enesgy Documents can serve basic document management functions but does not claim to be a full-fledged EDMS. If your organization does not have an EDMS yet, then Enesgy Documents can serve that function. If you later acquire an EDMS, you may be able to migrate the documents while maintaining the spatial indexing – consult with NSGIS before choosing an EDMS system. If you already have an EDMS, it may integrate with Enesgy Documents, so please contact us for more information.

Easy enough. The project data is stored in your own geodatabase, and is also exportable to Excel files, as are the links to documents. The project map data is stored in industry-standard GIS format that can be downloaded and reused in many other systems. The documents, if managed by Enesgy Documents, can be transferred using a file-sharing system like Dropbox, and if they are stored in your own document management system, simply remain there.

You always own your documents, metadata, and project geometries. There are several options available to you. Please contact us.

NSGIS offers an annual subscription license.

Clients with a well-developed IT infrastructure, especially ones with an in-house EDMS and possibly an existing GIS, will almost always prefer an on-premise implementation, despite the upfront licensing cost. On-premise implementations offer more integration options than the cloud option. On-premise clients may also choose to host the application and possibly store the data in a private cloud, whereby they own the software (rather than subscribe to it), but choose to host on servers that are physically away from their organization.

On the other hand, smaller organizations, or ones that require the spending flexibility of a subscription, and the ready-access to the system from outside a traditional office, will prefer the hosted cloud option. NSGIS takes care of maintaining the cloud infrastructure. This is the most “plug and play” approach to accessing the software.

Finally, there is a hybrid approach, where the system, the location data, and the document metadata reside in a private or hosted cloud, but the documents reside on-premise.

In the private cloud the client pays for software maintenance and version upgrades, and procures its own cloud hosting. The client has administrative rights over the server infrastructure, and has exclusive use of all components of the software stack. In a hosted cloud subscription, it is NSGIS that controls all administrative access to some servers in the technology stack, but the client only has to pay a subscription to access the software.

Yes. All document and lease metadata can reside in the cloud, while documents reside locally, so they never leave clients’ premises.

Subscriptions are annual. There is a base license for the Enesgy Documents deployment, plus bundles of end-user licenses. The minimum subscription comes with five Editor licenses and ten Reader licenses. Editor allows you to add, edit and delete documents and projects, while Reader only allows you to search, view and download documents.

If your organization already has a subscription to ArcGIS Online for Organizations, the cost of the Enesgy Documents subscription will be less.

They will need an allocation of your organization’s subscription licenses, which will reduce your own allocation of people who can use the system while the third party is using your licenses.

NSGIS offers access to its support site to all paid licensees and subscribers, which contains how-to articles, a forum and a trouble ticket system. Live technical support is offered on a pay-as-you-go basis or discounted bundles of prepaid hours. Special leases are contracted through NSGIS’s professional services.

We provide video tutorials, a support site with how-to articles, a forum, and for clients with paid support, a trouble ticket system. Clients can also opt to receive personal on-site training. Learn more about NSGIS professional services.

Enesgy Documents is only licensed directly by NSGIS in the US.

NSGIS is interested in distributors outside the US. If you are interested, contact us.

We are also interested in working with implementation partners in the US and abroad, firms with the expertise and resources to help our clients to capture and organize their documents using Enesgy Documents. If you are interested in helping your clients in this way, please contact us.