Purpose 

Consideration 

1. Documents can only be uploaded to the Document Register from your local device

Max file upload is 2GB

Document Upload Status Options

Please confirm what status you should be using with the Document Controller of the project.

When uploading documents, external stakeholders are required to select a status that reflects the stage of the document within the project workflow. This ensures clarity for all project stakeholders and helps maintain accurate records.

Available status options:

Pending (For Approval)

Select this when uploading a new revision that still requires review and acceptance by the Document Controller. Pending documents are not final and should not be used until accepted.

Ready for Workflow

Use this when the document is complete and ready to move through the document workflow process. This status signals that the document can be distributed for review.

Superseded (Historical)

Apply this status to historical documents that have been replaced by a more current, accepted revision. Superseded documents remain in the register for reference but are no longer valid for use.

Steps 

1. Accessing the document upload screen

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

2. Uploading your documents

To add your files, drag and drop your files to the orange cloud icon or alternatively click on Click here to upload your file to open the open file dialogue box.

If you are uploading CAD files, it's recommended to keep the APPEND checkbox selected. By doing so, the system will automatically append. DWG to your document number to help differentiate CAD files and their PDF counterpart.

3. File Name Settings

Commnia has some built-in tools to help you Automatically Populate File Information. The file name settings are where you can use the filename syntax to Automate the Document Number, Document Revision and Document Description.

Example; A file name:  18029_SK2100-B-LOWER GROUND LEVEL AND OVERLAY

In the above file name, you can see that it contains the Document Number, Revision and Description;

Document Number: 18029_SK2100
Revision: B
Description: LOWER GROUND LEVEL AND OVERLAY

A Separator is any character/s used to help differentiate between your section of information. It can be any combination of character/s, as long as it is consistent with all your files.

Important to note:

• The system will retrieve information based on your separators.
  
• In the above example, the system will get all the text before the first hyphen and will save this as your document number.
  
• Anything between your first and second hyphen would be considered the revision.
  
• Finally, anything after your second hyphen would be your description.
  

You can test your settings by clicking on the Apply Pattern button.

If you need to start again, you can click on the Clear All option.

Your Pattern Builder is automatically saved and made available to your colleagues, as long as your company follow the same file name standards, you will only need one person to set this up for your company.

You can also use the Find / Replace option to help assist you to make mass updates.

You can undo the changes, by clicking Undo and selecting from the dropdown list of the field you would like to revert.

The N icon should only appear for brand new drawings.
If the documents you are uploading is a new revision, a link icon should appear instead.
If it's a revised document, you will be only permitted to enter Rev, Status and Progress fields. All other fields will be locked, you can unlock it by clicking on the link icon, which will save it as a new document and not a revision.

In the case of a revision, you may need to double-check your Doc Numbers to ensure they are the same as the ones previously uploaded. The system recognises documents to be of the same set as long as the Doc Numbers match. By ensuring the Doc Numbers match, will allow the system to automatically supersede your drawings as revisions and select previous recipients for notification.

4. Enter the document classifications

Step 1. Select the classifications in the Select & Fill section

• Type is the type of document such as a drawing, photo, BIM etc.
  

• Discipline is the classification of discipline such as Architectural, Electrical, Mechanical etc
  

• Status refers to the status of the document such as CC Issue, Issued For Review, Building Permit Issued etc
  

• Progress advises the document progress. Some users will only have permission to upload in a review state until an authorised user approves the document to the register. Accepted will only be available to the company controlling the Register.
  
• Revision Reason refers to the reason for the update.
  
• Received From is the user that has sent the documents.

Please note, all dropdown options for classification can be customised by the Document Controller. If you require additional options, please contact them or any administrator of the project

Step 2. Select individual rows or select all the rows at once to update all the rows.

Step 3. Click Apply to All Selected button to add all the information into the selected cells. Add or Edit individual cells if required.

Step 4. Click the Submit Selected button to submit the files to the Document Register.

5. Next Steps

Depending on your role within the organisation, you will be presented with multiple options to further proceed.

After your documents have been uploaded to the document register, you can either Create a Tender Package, add them to an Auto Transmittal or View these documents directly in the register,

If you need to Notify others about the drawings you have just uploaded, select Submit with Commnia Email.

Full options are available if you are the Document Controller

Limited options if you are not the Document Controller