Document Upload and Versioning
Every controlled document begins with an upload that creates its register record. The upload process captures the file, applies metadata, enforces project naming rules, and routes the record to the correct storage provider. Subsequent uploads against the same record create new revisions, maintaining a complete version history.
Uploading a new document
- Go to the Document Register tab and select New document.
- Choose the Project and Work package if applicable.
- Enter or accept the auto-generated Document number (based on the project's numbering scheme).
- Enter the Title.
- Fill in the required Metadata fields for this project (discipline, document type, zone, stage, etc.).
- Set the Initial status (typically Draft or For Review).
- Set the Revision label (e.g., P01, A, Rev 1).
- Attach the file using the file picker or drag-and-drop.
- Add an optional Change description for context.
- Enable Confidentiality if access should be restricted.
- Select Upload. The record is created and appears in the register immediately.
Required and optional metadata fields
Project admins configure which fields are mandatory in Admin → Project settings → Mandatory fields. Fields marked as required must be completed before the upload can be saved.
| Field | Typical requirement | Notes |
|---|---|---|
| Document number | Required | Auto-generated or manually entered depending on scheme configuration. |
| Title | Required | Descriptive name. |
| Discipline | Required | Engineering discipline category. |
| Document type | Required | Drawing, Specification, Report, etc. |
| Zone / area | Optional | Project zone or physical area. |
| Stage | Optional | Programme phase or delivery stage. |
| Package / contract | Optional | Linked work package. |
| Originator organisation | Optional | Producing organisation code. |
| WBS reference | Optional | Work breakdown structure reference. |
| Revision label | Required | Revision identifier. |
| Change description | Optional | Summary of what changed from the prior revision. |
| Confidentiality | Optional | Flag restricts visibility to assigned access groups. |
File naming validation
Projects can enforce a file naming pattern (configured in Admin → Project settings → File naming pattern as a regex expression). When a naming pattern is active:
- Files that match the pattern are accepted.
- Files that do not match are rejected with a validation error showing the expected format.
- The pattern is enforced on every upload and revision, not just the first upload.
Example pattern enforcing [DisciplineCode]-[TypeCode]-[Sequence]: ^[A-Z]{2,4}-[A-Z]{2,4}-\d{4}$
File type and size restrictions
Allowed file types and maximum upload size are configured per storage provider in Admin → Organisation settings → Storage:
| Provider | Configured in | Typical allowed types |
|---|---|---|
| Supabase | Storage settings | PDF, DWG, DXF, DOCX, XLSX, PNG, JPG, ZIP |
| SharePoint | SharePoint integration settings | Inherits SharePoint library restrictions |
| R2 | R2 storage settings | PDF, DWG, DXF, DOCX, XLSX, PNG, JPG, ZIP |
Files exceeding the size limit are rejected during upload with an error message. The error shows the limit and the actual file size.
Uploading a new revision
To upload a new revision against an existing document record:
- Open the document from the register.
- Select Upload revision (available unless the record is locked by another user).
- Enter the new Revision label.
- Attach the new file.
- Add a Change description summarising what changed.
- Save.
The prior revision is retained in the Revisions tab. The register shows the latest revision as current. If the project has Reset review status on supersede enabled, the document's review status resets to Draft when a new revision is uploaded.
New document vs. new revision
| Scenario | Use |
|---|---|
| The document is a different deliverable with its own number | Upload as a new document |
| The content is an update to an already-registered document | Upload as a new revision on the existing record |
| The document replaces another document entirely | Upload as a new revision and mark the old document as Superseded |
Confidentiality flag
Enabling confidentiality on upload restricts the document's visibility in the register. Only users who belong to the document's assigned access control group(s) can see or download the file. Other project members see the record exists but cannot open it. Confidentiality can be enabled at upload time or added later by a user with the appropriate permission.
Related
- Document Register Guide — the full register feature set
- Access Control Groups — controlling confidential document visibility
- Work Packages Guide — assigning documents to packages
- Workflow Templates — routing documents for review after upload