Upload Documents to Register

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.

From the Document Control Menu, select “Upload Documents to Register”

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.

If you’ve clicked the “Click here to select” option, a file explorer will open to allow you to select your files.
After selecting the files you would like to upload, click on Next.

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.

Example of a brand new Pattern Builder.

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
Revision: A
Description: Lower Ground
A hyphen is being used to separate these section of information.

A Separator is any character/s used to help differentiate between your section of information. It can be any combination of character/s, as long as it is consistent with all your files.

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.

Your Pattern Builder is automatically saved and made available to your colleagues, as long as your company follow the same file name standards, you will only need one person to set this up for your company.

You can also use the Find / Replace option to help assist you to make mass updates.

A brand new set of documents have been uploaded.

The N icon should only appear for brand new drawings. If the documents you are uploading is a new revision, a link icon should appear instead.
You may need to double check your Doc Numbers to ensure they are the same as the ones previously uploaded. The system recognises documents to be of the same set as longs as the Doc Numbers match. By ensuring the Doc Numbers match, this will allow the system to automatically supersede your drawings and select recipients.

4. Enter the document classifications

For fast uploads, use the Select and Fill.

Step One – Select the classifications in the Select & Fill section

  • 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.

Please note, all the selectable options for classification can be customised by the Document Controller. If you require additional options, please contact them or any administrator of the project.

Step 2 – Select individual rows or select all the rows at once to update all the rows.

Step 3 – Click “Apply to All Selected” button to add all the information into the selected cells. Add or Edit individual cells if required.

Step 4 – Click the “Submit Selected” button to submit the files to the Document Register

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.

Full options available if you are the Document Controller
Limited options if you are not the Document Controller

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

Updated on June 23, 2020

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