Document Register Guide
The document register is the authoritative list of all controlled project records. Every document — from early concept drawings to final as-built submissions — lives here with a unique number, version history, current status, and complete audit trail. The register is the team's single answer to "what exists, what version is current, who owns it, and where is it in review."
Document numbering
Document numbers are automatically generated according to a project-level numbering scheme. The scheme defines segments (discipline code, document type code, zone code, sequence number, etc.), separator characters, and padding rules. See Admin → Document numbering to configure the scheme for each project.
| Number element | Example | Source |
|---|---|---|
| Discipline code | STR | Mapped from the discipline field option. |
| Document type code | DWG | Mapped from the document type field option. |
| Zone / area code | Z01 | Mapped from the zone field option. |
| Sequence | 0047 | Auto-incremented, zero-padded to the configured width. |
Document statuses
Every document has a current status that reflects its position in the review and approval lifecycle.
| Status | Description |
|---|---|
| Draft | Being prepared. Not yet issued for review. |
| For Review | Issued internally for comment and review before formal submission. |
| Under Review | Currently assigned to an active review workflow. |
| Approved | Formally approved. No outstanding objections. |
| Approved with Comments | Approved but with recorded comments requiring incorporation. |
| Rejected | Not approved. Requires revision before resubmission. |
| Superseded | Replaced by a newer revision. The record remains visible but is no longer current. |
| Archived | Retained for reference only. No active review or revision expected. |
| For Information | Issued to inform recipients; no approval decision required. |
| Withdrawn | Removed from circulation. No longer relevant to the project. |
Metadata fields
Each document record carries a standard set of metadata fields. Project admins configure which fields are active and which are mandatory in Admin → Project settings → Document fields.
| Field | Description |
|---|---|
| Document number | Auto-generated unique identifier. |
| Title | Descriptive name of the document. |
| Revision | Current revision label (e.g., P01, A, Rev 3). |
| Discipline | Engineering or project discipline (Structural, Mechanical, Electrical, etc.). |
| Document type | Record category (Drawing, Specification, Report, Method Statement, etc.). |
| Zone / area | Project geographic or physical zone. |
| Programme / stage | Project programme phase or delivery stage. |
| Package / contract | Work package or contract reference. |
| Originator organisation | Organisation responsible for producing the document. |
| WBS reference | Work Breakdown Structure element reference. |
| Owner | Named team member responsible for the record. |
| Status | Current lifecycle status (see above). |
| Confidentiality | Flag restricting visibility to permitted users only. |
Filtering and searching
The register supports multi-field filtering. Apply any combination of:
- Status, discipline, document type, zone, package, stage
- Owner, originator, date range
- Revision, keyword in title or document number
- Workflow state (no workflow, active, completed, overdue)
- Confidentiality flag (visible only to users with confidentiality access)
Filters are preserved during the session and can be saved as named views for quick access.
Document operations
Lock / Unlock
Locking a document prevents other users from uploading a new revision until the lock is released. Use locking when a revision is being actively prepared to avoid conflicting uploads. The lock holder and timestamp are displayed on the record.
Mark as No Longer in Use
Flags the document as inactive without archiving it. The record remains searchable but is visually distinguished in the register. Useful for documents that were created in error or became redundant mid-project.
Supersede
Creates a formal supersession relationship between the new revision and the prior version. The prior version is set to Superseded status. If the project setting Reset review status on supersede is enabled, any active review workflows on the old revision are automatically closed.
Confidentiality
Enable confidentiality on a document to restrict its visibility to users in the document's assigned access control group(s). All other users — including project members — cannot see the record in the register unless they have confidentiality access.
Document relations
Documents can be linked to other records to capture formal traceability:
| Relation type | Description |
|---|---|
| Supersedes | This document replaces the linked prior version. |
| References | This document formally references another as a source or dependency. |
| Attached to | This document is an attachment or annex of the linked parent. |
| Related to | General informational relationship with no formal dependency. |
Relations are bidirectional: linking document A to document B creates a reciprocal link visible on both records.
File versioning
Each document record can carry multiple file revisions. A new file upload creates a new revision entry with:
- Revision label
- Filename and file type
- Uploader name and timestamp
- Optional change description
- Storage provider reference (Supabase, SharePoint, or R2)
Previous revisions remain accessible in the Revisions tab for audit and comparison purposes. The latest revision is displayed as current.
Related
- Document Upload and Versioning — uploading and revision rules
- Workflow Templates — routing documents through review
- Transmittals Guide — formally issuing documents to recipients
- Access Control Groups — restricting visibility with confidentiality groups
- Document Activity — full per-document event history