The Commnia Document Register allows you to upload all types of documents.
Uploading documents to the register is simple and fast.
Option 1 – Select your file name settings, upload documents and enter in document details. Read on to learn more.
Option 2 – Upload the document details using an Excel sheet.
To download the Excel Description Template, click here.
1 – Accessing the document upload screen
You may access the document uploader from the Document Control menu or from the Document Register screen.
After clicking on the Upload Documents to Register option, the following screen will appear:
2 – Uploading your documents
To add your files, drag and drop your files to the orange cloud icon or alternatively click on “click here to select” to open the open file dialog box.
Once you have selected your files, click on the Next button.
If you are uploading CAD files, it’s recommended to keep the APPEND checkbox selected. By doing so, the system will automatically append.DWG to your document number to help differentiate CAD files and their PDF counterpart.
3. File Name Settings – Pattern Builder
Commnia has some built-in tools to help you automatically populate file information. The file name settings are where you can use the filename syntax to automate the Document Number, Document Revision and Document Description.
The below example will go over how to set up the Pattern Builder to recognise your file name.
Example; A file name like – A2200-A-CPP – LOWER GROUND.pdf
In the above file name example, you can see that the file name contains the Document Number, Revision and Description.
Document Number: A2200
Description: Lower Ground
A hyphen is being used to separate these section of information.
From the example we are using, you would want your Pattern Builder setup like this.
Important to note, the system will retrieve information based on your separators. In the above example, the system will get all the text before the first hyphen and will save this as your document number. Anything between your first and second hyphen would be considered the revision. Finally, anything after your second description would be your description.
You can test your settings by clicking on the Apply Pattern button.
If you need to start again, you can click on the Clear All option.
You can also use the Find / Replace option to help assist you to make mass updates.
4. Enter the document classifications
For fast uploads, use the Select and Fill.
- Type is the type of document such as a drawing, photo, BIM etc
- Discipline is the classification of discipline such as Architectural, Electrical, Mechanical etc
- Status refers to the status of the document such as CC Issue, Issued For Review, Building Permit Issued etc
- Progress advises the document progress. Some users will only have permission to upload in a review state until an authorised user approves the document to the register.
The “Accepted” category will only be available to the company controlling the Register.
Your list may not have the same options in the screenshot. The list is customisable by the Document Controller. If you need additional items, contact the Document Controller.
5. Next Steps
Depending on your role within the organisation, you will be presented with multiple options to further proceed.
After your documents have been uploaded to the document register, you can either view these documents directly in the register, add them to an Auto Transmittal or add them to a Manual Transmittal.
If you need to notify others about the drawings you have just uploaded, select “Submit with Commnia Email”.
Import Document Register List From Excel
If you have the document descriptions in a spreadsheet, you can choose to import these directly into Commnia. You’ll need to download the spreadsheet template (available here).
Enter the file details into the spreadsheet and save on to your local drive. You’ll need to enter the filename exactly, file description and reason for upload.
Upload the files (see step one above)
Tick the checkbox next to each file you’d like to update or click on the select all checkbox.
Click on the “Update from Excel” to upload your excel sheet.
Select your excel file and click open.
Upon entering the next tab Step 2 – File Name Settings your excel information will be automatically extracted and matched with the files you’ve uploaded.
Enter the classification as demonstrated in step 4 above