Quick Start — Document Controller
Role: Document Controller
Time: 2–4 hours for initial setup; 30–60 minutes per day ongoing
Prerequisites: Project created by Org Admin; you have been invited as Project Admin or Initiator
This quick start takes you through the exact steps a document controller needs to complete to get a project live — from configuring metadata to issuing the first transmittal.
Your role in Kazinex Workflows
As a document controller, you are responsible for:
- Setting up and maintaining the document register
- Ensuring documents are numbered correctly and consistently
- Routing documents through review and approval workflows
- Issuing transmittals to contractors and clients
- Maintaining the correspondence register
- Generating reports for management and auditors
You need Project Admin (or at minimum Initiator) role to complete the full setup below.
Step 1: Configure metadata fields (30 minutes)
Metadata fields (Discipline, Zone, Document Type, etc.) determine how your documents are classified and numbered. Set these up before any documents are created.
- Go to Settings → Metadata → Fields.
- Confirm the following fields exist with the correct option codes for your project:
- Discipline (STR, MEP, ARC, CIV, etc.)
- Document Type (DWG, SPEC, RPT, etc.)
- Zone (ZA, ZB, etc.) — if applicable
- Add any missing fields or options.
Full tutorial: Configure Custom Metadata Fields
Step 2: Set up document numbering (30 minutes)
A numbering scheme ensures every document gets a consistent, unique identifier automatically.
- Go to Settings → Metadata → Numbering.
- Create a scheme using the Token Builder.
- Preview the scheme: confirm
STR-DWG-ZA-0001(or your format) generates correctly. - Activate the scheme.
Full tutorial: Set Up Document Numbering
Step 3: Import the document register (20–45 minutes)
If you have an existing document list (from a previous system or Excel register), import it now.
- Download the Excel import template from Documents → Import → Download Template.
- Fill in the document records (title, type, discipline, status, revision).
- Upload and review validation results.
- Confirm the import.
Full tutorial: Bulk Import Documents from Excel
If starting from scratch, skip this step and create documents individually as the project progresses.
Step 4: Set up workflow templates (30–60 minutes, with Org Admin)
Workflow templates define how documents are reviewed and approved. You may need to ask your Org Admin to set these up, or they may already be configured.
Key templates to confirm exist:
- A standard document review/approval template
- An NCR review template (if managing quality)
- A transmittal acknowledgment template (if formal acknowledgment is needed)
Check Settings → Templates — active templates are available to you when starting workflows.
If you need to build a template: Build a Multi-Discipline Parallel Approval Template tutorial
Step 5: Configure correspondence types and distribution (20 minutes)
Set up your mail system for automated distribution:
- Settings → Mail → Type Configuration — confirm NCR, RFI, TQ are active.
- Settings → Mail → Distribution Rules — create a rule to auto-CC the quality team on NCRs.
- Settings → Correspondence → Distribution Lists — create a "Quality Team" list with your quality team members.
Full tutorial: Mail Distribution Automation
Your daily workflow (once project is live)
Once setup is complete, your typical daily tasks:
| Task | Where | How often |
|---|---|---|
| Check pending tasks | Dashboard → Pending Tasks | Daily |
| Upload new documents | Documents → New Document | As received |
| Start review workflows | Document → Start Workflow | With each new submission |
| Issue transmittals | Transmittals → New Transmittal | With each document issue |
| Monitor overdue items | Dashboard → Overdue alerts | Daily |
| Reply to RFIs / NCRs | Correspondence tab | As received |
| Export reports for management | Reports tab | Weekly / monthly |
Key guides for your role
| Topic | Guide |
|---|---|
| Creating and managing documents | Document Register |
| Uploading revisions | Document Upload |
| Revision control | Revision Control |
| Searching and filtering | Advanced Search |
| Managing correspondence | Correspondence Guide |
| Issuing transmittals | Creating a Transmittal |
| Tracking acknowledgments | Acknowledgment Tracking |
| Generating reports | Reports Tab |
What's next
- Interface Tour — understand every part of the Kazinex interface
- Key Concepts — understand the Kazinex data model
- Transmittal Cycle tutorial — issue your first transmittal end-to-end