The Document Register Overview

The Document Register Overview

Purpose

Document Register with Commnia. Efficiently manage document revisions, promote collaboration, and maintain document integrity using Commnia's central repository for project-related documents with revision control.

Consideration

  1. Only System Administrators and Document Controllers have the ability to approve, reject, delete and edit documents

Steps

1. Access Document Register

Navigate to the menu bar icon and click Document Register under Document Control.




2. Document Register Interface

As a default, only current documents are displayed in the list. The document register is broken up into 2 main areas; the document register filter and the list of documents.

1. Document Register Filters are shown when you first open the page. Click on the Filter icon for an advanced Document Register Filter
2. Reset any filters that have been applied
3. Click Search for filters to be applied 
  1. Document Number, Description:  filter by using keyword searches or Document Number
  2. Type: Commnia Document Register allow for the management for all document types. Some of the document types include; Drawings (PDF), DWG, Reports, Specifications etc.
  3. Discipline: Example; Architectural, Mechanical, Electrical.
  4. Packages: view the packages that you've created
  5. Upload date: filter the date by Today, Last 7, 14, 30 days.

document register

3. Advanced Document Register Filter

All the items in the filter lists can be customised by your company, including; Discipline, Document Type and Status.




1. Document Register Status - approved, pending or rejected documents. Click on the dropdown to filter. You can multi-select the status.
2. Status, Example, DA Approval, Tender, CC Issue.
3. Packages -  Select the package you wish to view.
4. Sent To - Select Company from the list to filter by the company that it was sent to.
5. Reason and Revision click in the text box and enter the search terms to filter the list of documents.
6. Uploaded By - Received From, Select Company from the list to filter by the company that uploaded documents. 

7. Date Filters, there are multiple date filters available based on either the Revision Date, Accepted Date or Upload Date.

      If you select a custom date range, the option to enter a from or to date appears. Click on the relevant date field and select the desired date.

      The final filter options are to show My Documents, Deleted or Letter of Intent.

8. Location Filters - Choose from the Location and Sub Locations list to find documents related to the location.

9. My Documents displays a list of documents that you have uploaded to the register.

10. Deleted shows all documents that have been deleted from the register.

11. Letter of Intent will display all documents that have been added to the letter of intent register.


4. Document List

The Document List displays a list of all documents that have been uploaded to the register and meet any filters that have been applied in the Document Register Filter.

To download the document, click on the relevant download icon shown below.



You can also choose to view the document using the inbuilt online viewer by clicking on the magnifying glass icon (pdf and images only).


5. Document Details

The document auditing function is accessible from each document revision. Click on a document and the details will be displayed on the right side of the screen.

Here you can view details such as revision history, emails and the changelog.


document details 

Revisions

All document revisions will be listed under the revisions heading including the revision date, number, status and reason for the update.

  • Current Register - Latest Approved/Accepted documents (B above)
  • Superseded Document (A above)

By selecting one of the revisions, Commnia will display critical document information such as who submitted the document and who approved the document to the register.


document details

Emails

The Emails tab shows any email communications where the document selected was attached. Below you can see that this particular document was sent as a transmittal as well as an RFI.

Click on the people icon to display the document recipients and first download date. This will confirm to you who has received and interacted with the documents.


document recipients

download status

You can view the full email by clicking the category or subject in the relevant email communication.


Change Log

The changelog displays a list of changes made to the document such as document number, revision and document name.

For further details, click the ellipsis "..."

change log

After clicking the ellipsis, the Change log details will appear. 

change log details

The above information tells you that user Lynnett Sun from the company "Clooney + Co Pty Ltd" has "updated" the Drawing Type from "Report" to "As Built" on the "16/01/2023 03:33".


6. Document Register Actions

The Document Register is also a place where you can manage the documents including uploading, modifying, downloading and deleting documents.

The options will display depending on your level of access and the document filters that have been applied. Before clicking any of the options, you'll need to select the documents by clicking on the relative check boxes.



Approve Documents

You can view pending documents by applying the pending filter. Select a document that needs to be approved and accept or reject.

If you click on accept, it will change the upload status to Accepted.



Reject Documents

If you click on Reject, it will change the Progress status to rejected.


rejected documents

Upload Documents to the Register




You are able to upload documents directly from the Document Register screen by clicking on the Upload button.

Click here to refer to the Upload Documents to Register training article.


Delete Documents

Select the document you would like to delete, then click Options and select Delete.

It will prompt you to enter a reason for deleting, enter any comments and click Delete.

delete document register


Documents are not permanently removed from the register however they are flagged as deleted.

You can view deleted documents by clicking on the deleted checkbox in the Document Register Filter.

Edit Documents

Commnia Document Register includes a mass edit function for when documents have been classified or labelled incorrectly.

Here you can modify the Document Number, Revision, Description, Discipline, Type & Status.


edit document register

To learn more about editing Documents click here.

Download Documents

You can download the documents directly from the register by clicking on the Download button. There are a few options to choose from which will determine the filename format.


document register download

Click here to refer to the Download documents from the Document Register training article.

Export to Excel

The document register can be downloaded to excel or PDF in a couple of different formats. Click on Report.


document register report

You will have the option to export the Document Register or Sent Documents. 

      

The Document Register version will display all the documents and their attributes.
The List documents sent with corresponding emails will display a list of recipients for each document.



The List documents sent to selected companies will open in a new tab with a list of chosen companies.



Send Transmittal, RFI or Email

You can send the selected documents via a Transmittal, RFI, Email, or Send with markups directly from the Document Register by clicking on the Share button and selecting Transmittal from the list.

You can also create a QR code or link for the selected documents. 

share document register

Click here to refer to the New Transmittal (Inbox) training article for more information.




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