How to Link Documents in the Document Register | Web
Purpose
Embedded within the document registry system, the Automatic Document Links feature streamlines how users interact with and navigate through interconnected documents. By leveraging Optical Character Recognition (OCR) technology, Commnia scans documents for callouts that point to other relevant documents. This intuitive functionality creates automatic links between related documents. Users can effortlessly access these documents from within a drawing by clicking on a designated link icon. This approach enhances user experience and significantly reduces the time spent navigating to the Document Registry and searching countless documents for the needed information.
Steps
Navigate to the menu bar icon and click Document Register under Document Control.
1. Select the documents you wish to link together by clicking on the checkbox.
2. Navigate to Options
3. Select Link Documents
A prompt will appear to let you know that you will receive a confirmation email once the linking process has been completed.
Once you have received the email, click View on Commnia.
The link icon will appear if there are linked documents.
Click on the magnifying glass to view the document.
The red highlights indicates the linked documents.
When you hover over it, it will let you know what document is linked to it.
Click on the link and you will be taken to that document.
FAQ
Why can't I link files bigger than 10Mb and why only 200 documents at a time?
The linking tool is designed to work with single-page PDFs rather than large multi-page drawing sets.
When a drawing is linked, the system analyses each document in the background to detect references and create relationships between document numbers.
For most structural or architectural packages that exceed this size, we recommend:
- Uploading drawings as individual sheets one page per file, rather than as a full combined set.
Which leads us to the grouping which is designed to work on filtered sets of related drawings rather than the entire register at once.
In practice, linking is usually done per upload batch for example:
- a consultant issuing an architectural package
- a structural revision set
- a services vendor upload
Before running the link action, we recommend filtering the register by uploader (or discipline, package, revision) and then selecting that group to link.
This ensures the system is analysing drawings that are most likely to reference each other and keeps performance fast and accurate.
The 200-document selection limit is there intentionally to support this workflow. It would be quite uncommon to have more than 200 drawings of the same discipline and current revision needing to be linked in a single pass, and running it in smaller filtered batches produces better results.
By operating this way we ensure that we process the links much faster than our competitors, producing almost instant results.
Related Articles
Upload Revised Documents to the Document Register | Web
Purpose Commnia offers the flexibility to upload files of any size, including various formats such as PDF, DWG, CAD, MS Excel spreadsheets, MS Word, photos etc. Uploading revised documents to the register is a straightforward process: users simply ...Upload Documents to Commnia Document Register | Web
Purpose Commnia offers the flexibility to upload files of any size, including various formats such as PDF, DWG, CAD, MS Excel spreadsheets, MS Word, photos etc. Uploading documents to the register is a straightforward process: users simply need to ...How to Share Document Register Files with QR Code | Web
The QR code and link will only be available to users that already have access to the folders in the Document Register. Navigate to the menu bar icon and click Document Register under Document Control. Navigate to the files, you wish to create a QR ...How to Export Selected Documents from the Document Register | Web
Commnia's Document Register allows you to select multiple documents and export them into Excel. 1. Access Document Register Navigate to the menu bar icon and click Document Register under Document Control. 2. Select Documents You can use the Document ...How to Download Selected Documents from the Document Register | Web
Purpose Commnia's Document Register allows you to select multiple documents and download them in different formats. This feature allows for convenient and efficient retrieval of multiple documents simultaneously. Steps 1. Access Document Register ...