Creating Documents
A document record in the Register is the central reference point for a file — its metadata, revisions, status, and workflow history all live here. Creating a record is the first step before uploading a file or routing a document for review.
Who can create documents
Any project member with the upload_documents permission. By default, this includes Initiators, Project Admins, and Org Admins. Viewers and external Reviewers cannot create document records.
Opening the creation form
- Navigate to the Documents tab in your project.
- Click New Document (top-right toolbar).
- The document creation form opens as a full-page panel.
Required fields
These fields must be completed before a document record can be saved:
| Field | Description |
|---|---|
| Title | The document's full descriptive name (e.g. "Ground Floor Structural Layout Plan"). Not the file name — this is the human-readable title used in searches and transmittals. |
| Document Number | The unique reference number for this document within the project. Can be typed manually or generated automatically if auto-numbering is configured. See Document Numbering. |
| Document Type | Classification of the document (Drawing, Specification, Report, Method Statement, etc.). Types are configured in the organisation's metadata settings. |
| Status | The current lifecycle status. For a new record, this is typically Draft. See Document Statuses for all options. |
Classification fields
These fields categorise the document for filtering, access control, and reporting:
| Field | Description |
|---|---|
| Discipline | Engineering discipline (Structural, Civil, Mechanical, Electrical, Architectural, etc.). Used by the Review Matrix for automatic reviewer assignment. |
| Zone | Physical or spatial zone within the project (e.g. Zone A, Level 1, Building B). |
| Stage | Project stage (Design Development, For Construction, As Built, etc.). |
| Level | Document hierarchy level (e.g. Level 1 = Master, Level 2 = Sub-system). Varies by organisation. |
Programme and contract fields
| Field | Description |
|---|---|
| Programme | The programme or lot this document belongs to (for multi-programme projects). |
| Sub-programme | Sub-division of the programme. |
| Package / Contract | The contract or work package this document is issued under. |
| WBS | Work Breakdown Structure code linking this document to the project schedule. |
| Originator | The organisation responsible for producing the document (e.g. the design consultant firm). |
Location and asset fields
| Field | Description |
|---|---|
| Area / Location | Specific physical location (e.g. Pump Room, Junction Box JB-04). |
| Asset Class | The asset category the document relates to (for asset management integration). |
| Asset / Building | Specific asset or building reference. |
| District | Geographic district or precinct (for large infrastructure programmes). |
Revision and date fields
| Field | Description |
|---|---|
| Revision | The revision code for the first revision being uploaded (e.g. P01, A, Rev 1). See Revision Control for revision code conventions. |
| Revision Date | The date the current revision was issued or prepared. |
| Comments | Free-text notes about this document or revision for internal reference. |
Confidentiality
| Field | Description |
|---|---|
| Confidential | Toggle to mark this document as confidential. Confidential documents are only visible to members who belong to an Access Control Group with confidentiality access for this document's discipline and type. See Document Locking & Confidentiality. |
Custom metadata fields
Below the standard fields, any custom metadata fields configured by your organisation or project admin appear. These vary by organisation — common examples include Contract Number, Package Code, or Compliance Reference. Fields may be dropdowns, text inputs, date pickers, or toggles.
Required custom fields (marked with an asterisk *) must be completed before saving.
Uploading a file at creation time
After filling in the metadata, you can optionally upload the document file in the same step:
- Click Upload File in the file section at the bottom of the form.
- Drag and drop a file or click to browse.
- The file is validated against the organisation's File Restrictions.
- If valid, the file uploads and is linked to the first revision of this document record.
You can save a document record without a file — useful for pre-registering documents before the file is ready. The file can be uploaded later from the document detail page.
Saving the record
Click Save to create the document record. The document appears in the Register immediately and is assigned the status you selected.
If the document number has auto-numbering configured, the number is generated at save time and cannot be changed afterwards.
What's next
- Document Numbering — configure and use auto-numbering
- Document Statuses — understand the full document lifecycle
- Revision Control — upload new revisions and manage version history
- Document Locking & Confidentiality — restrict access to sensitive documents