Controlled Documents

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, then 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 (Desktop)

Controlled Doc Transmittals (Desktop)

1. Create a Controlled Document entry

1.1 Navigate to “Document Management”, then select “Controlled Docs”. Then select New Controlled Document

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

1.2 Populate the fields for the Controlled Document then click Save.

Note: text can be typed into the dropdown cells or you can select from a previous entry for consistency

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. 

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

1. Input new Revision details
2. Upload the new document using the Filestore Docs - assigning the Revision in the upload dialogue box
3. View your new Revision within the Filestore Docs

Step by step guide as below:

1. Select a document you wish to up-rev (as below)
2. Click on 'View Revisions' in the Action on Selection menu

3. Select New Revision

4. Add Revision Reference (typically 'Revision Number' or letter) and Description. Save, then click the back arrow to return to the Controlled Docs Register

5. With the Controlled Doc selected, open Related Items, then click the plus icon beside Filestore Documents

6. In the popup, select the Revision first, then drop your document into the window or use Select a File

7. Once added, you'll see the document added in the Filestore Documents, along with the Revision assignment you gave it

Controlled Document Transmittals are under development in the Web app, and this will be updated very shortly. The process will map how this is currently done in CivilPro Desktop - see that here Controlled Document Transmittals

As an alternative, Controlled Documents could be submitted using:

1. Via Independent Approval; or
2. Attached to a Contract Notice

Independent Approval

Navigate to the Approvals Register, then select Independent Approval. This is a standalone approval workflow process, not linked to a Lot or Checklist.

Select Workflow, addressee, then click Preview to add attachments + context:

Add Controlled Document revision in the Filestore area in Related Items. Update the Subject and the Approval Text (what will be shown in the body of the approval notification).

After Controlled Document revision is linked, and details added, click Start Worfklow and progress through to Send Notification