Add Controlled Documents (D)

The Controlled Documents register is a register for organizing your project documents for distribution to your project team members. It is also a useful tool as part of your QA process to track your document revisions and manage their distributions to your contacts.  

In CivilPro, you can add new item in the register directly or import into the register as a CSV file. 

This process shows you how to :

1. Add Controlled Document Manually

2. Import from CSV File 

3. Add a Distribution List 

4. Link NCRs, Contract Notices and Filestore Docs

5. Update Document Revisions 

 

Related Links: 

Controlled Documents

Using the Controlled Doc Transmittals (D)

Controlled Doc Transmittals

 

1. Add Manually

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” o “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 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. Add a Distribution List

3.1 You can add a distribution list of contacts to whom you want to send the controlled document and advised of any revisions.

First select a document 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.

3.2 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.

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

4. Link NCRs, Contract Notices and Filestore Docs

4.1 You can link any NCR, Contract Notices and Filestore Docs to your controlled document.

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.

4.2 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.

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

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

5. Update Document Revisions

5.1 Eventually one or more of the project documents will be revised. As part of a functioning quality assurance system, it is essential to notify all persons on the distribution list that their previous document is superseded. You will need to update the document register with information about any revisions first.

For information on how to create controlled document revision transmittals refer to the section on Transmittals.

To update a document version, select a document on the register and click on 'Show Revisions' on the top toolbar. The Revisions panel will open at the bottom of the register. Click 'Enable Editing' on the bottom toolbar. Then enter the details in the fields on the Revisions panel.  

5.2  You can also enter multiple revisions, if required. Only the last revision number will show on the register.