Add Controlled Documents (D)

The Controlled Documents register is where you can organise your project documents, their revisions, and their distribution to project team members. 

How Controlled Documents works in CivilPro:

1. Create an entry for a new Controlled Document
2. Create an initial Revision for the Controlled Document, and link actual document via Filestore Docs
3. Create new Revisions as required, then link documents via Filestore Docs (and assign Revision)

In CivilPro, you can add new items in the Controlled Documents Register directly (one-by-one) or import a list of documents into the register as a CSV file. 

This articles demonstrates how to:

1. Create a Controlled Document Entry

2. Import from CSV File 

3. Create / Update Document Revisions

4. Add a Distribution List 

4. Link NCRs, Contract Notices and Filestore Docs

 

Related Links: 

Controlled Documents

Using the Controlled Doc Transmittals (D)

Controlled Doc Transmittals

 

1. Create a Controlled Document entry

1.1 Navigate to “Document Management”, then select “Controlled Documents”. 

1.2 Click “Enable Editing” on the bottom bar. Under the “Document No” column, click on the blank field to enter the details. Use the “Tab” or “Enter” to move to the next field.

Note: The ‘Last Rev.’ And ‘Last Rev. Date’ columns are not editable – these are completed automatically when revision details are updated.

 

2. Import Controlled Documents from CSV File

2.1 If you have a long list of Controlled Document items, you can import them directly into the register as a CSV file. Before you start importing, you must prepare the CSV file first and save it in a folder on your computer.

Please note that your column headings are as assigned by CivilPro and you will need to align your data to match these headings during importing. See ‘Format File for Import’.

As an example, the CSV file should look something like this:

2.2 On the register, click on “Import doc register”.

2.3 On the Import Wizard dialog box, click ‘Next’.

2.4 Navigate to the folder where you have saved your CSV file, and select it. Click ‘Open’.

2.5 Your CSV data will be displayed. Right – click on the header to view the drop-down list. Select the relevant header from the drop-down list to match each column.

Note: Doc No, Description, Document Date and Date Received are mandatory headers that must be assigned before you can proceed to the next step.

2.6 Do this for all the column headers, then click ‘Import’.

Note. If your first row is a header, tick the ‘First row is header’ box. You’ll still need to assign the column headers even if your first row is  header.  

2.7 You’ll see a message to advise successful completion. Click ‘Finish’.

 

3. Create / Update Document Revisions

3.1 It's good practice to track revisions of a Controlled Document, and have each readily available to view by your project team. As new revisions are added, it's also useful to be able to easily transmit those to interested parties. 

Below, we'll provide guidance on how to create your first - and future - revisions, but for information on how to create Controlled Document revision transmittals, refer to the section on Transmittals.

To create the initial revision - or up-rev a document - the general process is:

1. Input new Revision details
2. Add the new document using the Filestore Docs
3. Assign the new document to the new Revision you created (from the dropdown)
4. View your new Revision within the Filestore Docs

Step by step guide as below:

1. Select a document you wish to up-rev
2. Click on 'Show Revisions' on the top toolbar
3. Enable editing bottom-left, then create a new entry within the Revisions panel, providing details related to the revision. Use Tab to page through all fields, and beyond the final field - ensuring this data is saved. Disable editing. 
4. Double-click the Filestore Docs, select the new document, then select the Revision to which you want to assign it

3.2  You can also enter multiple revisions, if required. Only the latest / highest revision number will show on the register.

 

4. Add a Distribution List

4.1 This is a list of Contacts / Users to whom you want to send the Controlled Document, and later, advise of any revisions.

First select a document/s from your register, then double-click on ‘Distributions’ under ‘Related Data’ on the right panel. Alternatively, click on the ‘Add to distro for selected’ icon on the top toolbar.  

Note: Use ‘Ctrl+ click’ to select multiple docs to be added the same distribution list.

4.2 From the Contacts Selector dialog box, select one or more users for the list. Use ‘Ctrl' + click to select multiple. Next click ‘Link Selected’, then Close.

4.3 You can now see the contacts’ name under Distribution.

 

5. Link NCRs, Contract Notices and Filestore Docs

5.1 You can link any NCR, Contract Notices and Filestore Docs to your Controlled Document - for future reference / context.

First, select a document on the register and double-click on NCRs, Contract Notices or Filestore Docs under Related Items.

For this example, we are demonstrating using Filestore Docs. The process is the same for the others.

5.2 On the ‘Filestore Selector’ dialog box, select one or more documents. Click ‘Link Selected’, then Close.

Note: You can use the ‘New Filestore Doc’ tab here to upload new documents to the Filestore.

5.3 You will be prompted to enter the revision number or click cancel if no revision number is required for the document.

5.4 You can now see the document linked under Filestore Docs.

 

Next, we'll cover Controlled Document Transmittals