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Documents Management

Upload, version, transmit, and mark up project documents with a structured register, folder organisation, and collaboration tools.

Document Register

Overview

The document register is the central hub for all project documents:

  1. Go to Project > Documents > Register
  2. View documents with metadata:
    • Document number
    • Title
    • Revision
    • Status (Draft, For Review, Approved, Superseded)
    • Discipline
    • Document type
    • Upload date

Find documents quickly:

  • Search by document number, title, or content
  • Filter by status, discipline, type, or folder
  • Sort by date, revision, or name

Uploading Documents

Single Upload

  1. Go to Project > Documents > Register
  2. Click Upload
  3. Select or drag and drop files
  4. Enter registration details:
    • Document Number: Unique identifier
    • Title: Descriptive document title
    • Revision: Current revision (A, B, C or 1, 2, 3)
    • Document Type: Select from configured types (Drawings, Specifications, Reports, etc.)
    • Discipline: Engineering discipline
    • Status: Initial document status
    • Folder: Target folder in the library
  5. Upload the document

Document Types and Disciplines

Configure document classification:

  1. Go to Project > Tools > Documents
  2. Set up document types (Drawings, Specifications, Reports, etc.)
  3. Set up disciplines (Architectural, Structural, Mechanical, Electrical, etc.)
  4. Configure document statuses

Revisions

Uploading a Revision

When a document is updated:

  1. Find the document in the register
  2. Click Upload Revision
  3. Upload the new file
  4. Increment the revision (A to B, 1 to 2, etc.)
  5. Add revision notes explaining the changes

Revision History

  • All previous revisions are retained
  • View the complete revision history for any document
  • Compare revisions to identify changes
  • Previous revisions are automatically marked as Superseded

Document Viewer

Viewing Documents

Teralo includes built-in viewers for different file types:

  • PDF Viewer: View, zoom, pan, and search text in PDF documents
  • Spreadsheet Viewer: View Excel and CSV files
  • 3D Model Viewer: View IFC files for BIM models

Markup Tools

Annotate documents directly in the viewer:

  1. Open a document in the viewer
  2. Use markup tools to add:
    • Text annotations
    • Shapes and highlights
    • Measurements
    • Stamps
  3. Save markups to the document
  4. View your markups in Documents > My Markups

Transmittals

Formal Document Distribution

Use transmittals to formally send documents to recipients with a tracked record:

  1. Go to Project > Documents > Transmittals
  2. Create a transmittal
  3. Select documents to include
  4. Add recipients
  5. Include covering notes
  6. Send the transmittal

Transmittals create a formal record of document distribution, tracking who received what and when.

Temporary Documents

Workspace

The temporary documents area provides a staging space:

  1. Go to Project > Documents > Temp
  2. Upload working files that aren't ready for the formal register
  3. Move files to the register when they're ready for formal tracking

Organisation Document Library

Manage documents at the organisation level:

  1. Go to Organisation > Documents
  2. Upload organisation-wide documents:
    • Company policies
    • Standard templates
    • Quality management system documents
    • Safety procedures
  3. These are accessible across all projects

Folder Structure

Organising Documents

Create a logical folder structure:

  1. Create top-level folders (e.g., Drawings, Specifications, Reports)
  2. Add subfolders as needed (e.g., Drawings > Architectural, Drawings > Structural)
  3. Upload documents to appropriate folders
  4. Reorganise by moving documents between folders

Share documents externally without requiring a Teralo account:

  1. Select a document from the register
  2. Generate a public link
  3. Share the link with external parties
  4. Recipients can view and download the document

Permission Levels

Document access is controlled by permission templates:

  • View: See documents in the register
  • Download: Download document files
  • Upload: Add new documents
  • Annotate: Use markup tools on documents
  • Review: Participate in document review workflows

Best Practices

  • Establish a folder structure early: Set up folders during project creation
  • Use consistent numbering: Follow a document numbering convention across the project
  • Track revisions properly: Always upload new versions as revisions, not new documents
  • Use transmittals for formal distribution: Create a clear record of who received which documents
  • Set appropriate permissions: Control who can upload, annotate, and review documents
  • Keep the register clean: Use statuses to track document lifecycle and archive superseded versions