Document Controller Group

The Document Controller Group is automatically created when a new project is set up in Commnia. You can find this group inside the Contacts Module, alongside other project user groups.

Members of the Document Controller group are given special privileges that allow them to manage documents in the Document Register and control certain project settings. This role is important because it ensures that only authorised users can acce[t, reject, edit, delete, restore, or merge documents, as well as maintain rules that keep the register organised and compliant.

Document controller privileges

Notifications

1. Document Controllers are notified when a new document is added to the Document Register.
2. If the uploader is a Document Controller, they will not receive a notification for their own upload.
3. Document Controllers are also notified when a document is deleted from the Document Register.

Document Management Rights

Only Document Controllers or Commnia System Administrators can accept, reject, edit, delete, restore, or merge documents.

Grid Rules

Both Document Controllers and Administrators can edit grid rules.

Managing the Controller List

Only System Administrators can add or remove users from the Document Controller list.

Please note

1. When the project is created, the user creating the project must add at least one user to the Document Controller List
   
2. When removing users from the Document Controller list, one user must always remain.

Adding and removing users from the Document Controller Group

To add or remove users from the document controller group, navigate to the Project Register

From Project Register, select the project you wish to edit. 

Click Document Controller.

Removing users from the Document Controller Group 

Select user/s by clicking in checkbox inline with the contact, then click Delete User.

A confirmation prompt will appear and click Yes to confirm.

Adding users to the Document Controller Group

Click Add Users.

The Global Contact List will pop up,  select contacts accordingly by clicking the checkbox next to each name.

Then, click Add selected users. 

The user is now added to the Document Controller List. 

Click here for an alternate way to add and remove contacts to the Document Controller list via Project Contact List.

• Related Articles

• How to Add or Remove Users from Document Controller List in Contacts

  Only System Administrators can manage the Document Controller List. Document Controller is a group who gets notified when documents have been uploaded to the register and are able to edit, delete, restore + merge documents. Selecting Document ...

• New Transmittal | Smart Grid | Apply Grid Rules

  Commnia’s Grid Rules - automated document distribution is driven by the intuitive document matrix. The grid allows for Transmittal to be created with ease utilising document templates, automated distribution rules and complete traceability. Commnia ...

• Document Controllers Guide to Commnia

  A Document Controller plays a critical role in ensuring the right documents reach the right people at the right time, with full revision control and traceability. In Commnia, the workflow is structured to support that responsibility from login ...

• Change or Remove User Permissions in Commnia Drive | Web

  Consultants are only able to access a folder in the Commnia Drive if it has been shared to them. Navigate to the menu bar icon and click on Commnia Drive under Document Control. Navigate to the folder, you wish to change/remove the user. 1. Click on ...

• New Tender Packages | SmartGrid | Grid Rules | Tender Automation | Web

  Create your tender packages and distribute directly to your project trade groups using the Commnia SmartGrid functionality with automated distribution rules. The Grid rules are a set of instruction that works with Commnia's SmartGrid to help you ...