Document Controller Workflow in Commnia: End-to-End Guide

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 through to controlled transmittal distribution.
This guide outlines the typical workflow a Document Controller follows.

Getting Started in Commnia

Before managing documents, ensure your account is set up correctly.

Initial Setup:

Recover Password (if required)

This ensures you have the correct project access and permissions to manage documentation.

Managing Project Contacts

Document Controllers are responsible for maintaining an accurate distribution list.
Before sending any transmittals, confirm your contacts are set up correctly:

Assign Users to the Document Controller Group (where required)

Accurate contact setup ensures transmittals reach internal teams, consultants, subcontractors, and clients without delays.

Document Register

Commnia Document Register is a secure storage area for an unlimited amount of files and drawings, with powerful revision control and document intelligence to make sure the right people always receive the right files.

Typical Workflow in the Register

Step 1 - Upload

Step 2 - Review & Accept

Step 3 - Other Functions

NotesOnly once documents are approved should they be distributed. (unless going through Workflow Review)

Commnia Drive

File | Photo Library

The Commnia Drive is a file storage and sharing function allowing you to store images, documents and drawings in one easily accessible location. Files can be organised into folders that can be shared with users and groups easily.

 

Document Control

The Core Responsibility: Sending Document Transmittals

Once documents are approved, the Document Controller’s primary task is distribution.

Option 1 - New Transmittal (Email)

  1. Select approved documents
  2. Choose recipients
  3. Add subject and message
  4. Send via Commnia Inbox

Option 2 - New Transmittal (Smart Grid) | Manual Selection

  1. Filter by discipline, status, or revision
  2. Select documents in bulk
  3. Apply distribution rules

Option 3 - New Transmittal | Smart Grid | Apply Rules

  1. Automatically apply predefined distribution rules
  2. Ensure consistent issuing practices

Follow Up - Auto Send Revised Documents

Commnia’s Auto Send Revised Documents (Smart Grid) feature automatically identifies which document revisions need to be issued to project users, based on what they have already received, ensuring stakeholders are notified only when they haven’t been sent the latest revision.

Dashboard - Document Management

Company Document Management in Commnia provides a real-time dashboard showing key document activity across all current projects, including documents pending acceptance and revisions that need to be issued.

Why Transmittals Matter

A transmittal:
  1. Formally records document issuance
  2. Identifies document revisions
  3. Notifies internal and external stakeholders
  4. Creates a permanent audit trail
  5. Confirms who received what and when
  6. This is the backbone of compliant document control.

Managing Communication Through Commnia Inbox

Commnia Inbox is a communication portal designed to take you further than any regular mail service provider could. Attach hundreds of drawings to a single email, view conversation trails and more.




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