Overview
The Document Register is the index of every formal document on the project — drawings, specs, submittals, transmittals — with metadata, revision history and status. It is what auditors ask for, what new joiners read first, and what stops two engineers from quietly working on different versions of the same drawing.
Every document has a number, a title, a discipline, a current revision and a status. Uploads carry through to the file itself; the register row is the canonical metadata.
The AI helps in two specific places: suggesting register entries from a folder of files you upload, and flagging documents that look stale (revisions older than the project standard, or contradictions between two specs).
When to use it
- Setting up a new project — bulk-importing the document set you inherited.
- Anywhere a client asks "what is the current revision of X?" and the answer needs to be unambiguous.
- Closeout — generating the final document register for handover.
How it works
1. Define numbering
Set the document number format for the project (e.g. PRJ-DIS-DRG-NNN). The register validates new entries against it.
2. Add documents
Upload one at a time, or drop a folder and let the AI propose register entries. Review the proposals before accepting.
3. Revise
Each revision uploads a new file and bumps the revision letter or number. The previous revisions are kept, never overwritten.
4. Status flow
Documents move through statuses (Draft → Issued for review → Approved → Superseded). The flow is configurable per project.
5. Staleness checks
Run AI review to surface registers entries that look out-of-date — for example, a referenced standard that has been superseded, or a drawing whose latest revision is older than the project baseline.
Tips
- Lock down the numbering format on day one; renumbering halfway through is painful.
- Use disciplines consistently — the register groups by them, and so do most exports.
- Mark documents as Superseded, do not delete them. Audit trail matters.