Document register

The document register is a list of drawings, specifications, contracts or management documents for a project.There is no restriction on what documents can be listed in the register.

To create a new document, simply enter the data in a new row (you will need to ensure that the Enable Editing option has been selected from the context menu). The information collected for each document is;

Document number *	Any unique identifier. By default is created from the work type, area code and an auto generated index.
Description *	A description of the document
Doc group	Any text - used to differentiate between document groups
Doc type	Any text - used to differentiate between document types
Controlled by	Any text - the person or entity responsible for advising of revisions to the document
Document date *	The date recorded on the document as its date of issue
Date received *	The date the document was received

There are two additional, readonly fields; Last Rev and Last Rev Date. These fields are populated when a document has one or more revisions to provide a summary of the last revision to the document.

Three of the columns (Doc Group, Doc Type and Controlled By) have drop down lists. These lists are simply a summary of previous entries for the respective field, so the first time you add a record the list will be empty. After you have added a record in which you provide, for example, a doc type (by typing straight into the grid), that doc type will appear in the list the next time you drop it down.

Fig 1 The document register showing the distribution list for RW100 and two revisions a, and b.

The distribution list for each document can be viewed in the related items panel accessed using the right click context menu. Add a person to the list by double clicking on "Distribution" in the Related Items panel, a popup will appear with a list of users. Drag the user(s) to add on to the distribution list.

The document register can be created or appended to by importing from the clipboard or a CSV file. Simply select the "Import Doc Register" option from the right click context menu. For more on importing, refer to importing data. Data is exported in a similar way, simply select the rows you want to export (or control+A for all records) and select "Export Doc Register" from the right click context menu.

To create a record for a document revision, select the document and enter the details for the revision in the "Revisions" pane at the bottom of the register. If the revision pane is not visible, double click the record, or select Show Revisions from the context menu.

Rev. ref *	A text identifier for the revision - usually taken from the document itself i.e. Rev A.
Description *	A description of the changes to the document
Revision date	The date the document was revised
Date received	The date the revision was actually received. This is usually different from the revision date and is a key piece of information in the case of a dispute
Revised by	Any text - the person or entity responsible for managing revisions to the document. The drop down list for this field behaves similarly to that for the the doc groups and doc types in the main document register.

The document register can be printed by selecting the option from the reports menu.