How Does Teralo Document Management Work for Construction?

Teralo Document Management provides a register-based system where every construction document — drawings, specifications, reports, and records — is numbered, versioned, transmitted through formal workflows, and accessible through a multi-format viewer that handles PDFs, Excel files, and native BIM/IFC models. It replaces folder-based file sharing with the structured document control that construction projects require.

Why Register-Based Management Matters

Construction document management is fundamentally different from file storage. A drawing is not just a file — it has a number, a revision, a status, a discipline, an originator, a distribution list, and a lifecycle. Managing these attributes requires a register, not a folder.

When teams use folder-based tools (SharePoint, Google Drive, Dropbox) for construction documents, they inevitably face:

Version confusion — multiple copies with unclear revision status
No formal distribution — documents shared by email without transmittal records
No status tracking — no way to see which documents are "for construction" versus "for review"
Search limitations — finding a document means knowing which folder it is in
No audit trail — no record of who accessed which revision and when

How Teralo Documents Works

Document Register

The document register is the heart of the system. Every document has:

Unique document number — following the project's numbering convention
Title and description — clearly identifying the document's content
Discipline — architectural, structural, mechanical, electrical, civil, etc.
Originator — which organisation produced the document
Current revision — the latest version with date and status
Revision history — all previous versions, accessible but clearly marked as superseded
Status — draft, for review, for construction, as-built, superseded
Custom metadata — project-specific fields for zone, area, package, or any other classification

The register supports filtering by any metadata field, sorting by multiple columns, and saved filter views for common queries.

Multi-Format Viewer

Teralo's built-in viewer handles the document types that construction projects actually use:

PDFs — full viewing with zoom, pan, and annotation tools. Annotations include text, shapes, measurements, and freeform markup. Annotations are saved and visible to other team members.
Excel workbooks — view spreadsheets directly in the browser without requiring Excel. Essential for schedules, cost breakdowns, and data tables.
BIM/IFC models — native 3D viewing of IFC building models without requiring external BIM software. Navigate the model, select elements, view properties, and understand spatial relationships.
Split-view comparison — view two revisions of the same document side by side to identify changes. For drawings, this highlights what was modified between revisions — critical for reviewing drawing updates.

Transmittals and Distribution

Documents are distributed through formal transmittals that record:

What documents were transmitted (number, revision, title)
Who received them (individual recipients or distribution groups)
The purpose of the transmittal (for information, for review, for construction, for approval)
The date and time of distribution
Any covering notes or instructions

Transmittals are linked to the Mail module, creating a correspondence record that proves which documents were issued to which parties and when. This is essential for contractual purposes — if a subcontractor claims they never received a revised drawing, the transmittal record provides definitive evidence.

Approval Workflows

Documents that require review and approval before use (e.g., shop drawings, design submissions, as-built documents) are routed through configurable workflows:

Sequential review — reviewers assess the document in a defined order (e.g., structural engineer, then architect, then client)
Parallel review — multiple reviewers assess simultaneously to reduce cycle time (e.g., all disciplines review a coordination drawing at the same time)
Response options — approve, approve with comments, reject, or request revision — with mandatory comments for rejections
Time limits — each review step has a defined response period, with notifications for approaching deadlines
Audit trail — every reviewer action is recorded with date, time, and comments

AI-Powered Search and Categorisation

Managing thousands of documents requires powerful search:

Metadata search — find documents by number, title, discipline, status, originator, or any custom field
Full-text search — search within document content, not just metadata
Semantic search — AI-powered search that understands meaning, so searching for "foundation waterproofing" also finds documents about "substructure membrane" or "basement tanking"
Auto-categorisation — when documents are uploaded, AI suggests discipline, type, and metadata based on the document content, reducing manual classification effort

Bulk Upload and Staging

Construction document uploads often come in batches — a design consultancy issues 50 revised drawings at once. Teralo handles this with:

Drag-and-drop upload — upload multiple files simultaneously
Staging area — uploaded files enter a staging area where metadata can be added, reviewed, and verified before committing to the register
Batch operations — apply metadata to multiple documents at once
Duplicate detection — flag files that may duplicate existing register entries

Integration with Other Modules

Mail and Correspondence

Transmittals in the Documents module create corresponding records in Teralo Mail. When a consultant issues revised drawings, the transmittal appears in both the document register and the correspondence register, linking the distribution record to the formal project communication.

Procurement

Tender documentation — drawings, specifications, and scope documents — can be linked to procurement packages. When a tender is issued, the associated documents are automatically included and tracked.

Quality and Submittals

Submittal packages reference documents in the register. When a subcontractor submits a shop drawing for approval, it enters the document register and triggers the submittal workflow in the Quality module.

Safety

Method statements, risk assessments, and safety plans are managed as documents in the register with their own status workflows and distribution requirements.

Conclusion

Teralo Documents provides the structured, register-based document management that construction projects demand — with formal transmittals, approval workflows, multi-format viewing, and AI-powered search. It replaces folder-based file sharing with a system designed for the rigour, auditability, and collaboration that construction document control requires.