Aconex
Documents

Setting up your document statuses

A lot of project documentation needs to be reviewed and signed off before it can be used. This process is crucial to understand what documents are current.

For example, using drawings before they're reviewed will likely mean rework, delays and additional costs.

The status helps everyone understand what documents are ready and those that are still being worked or reviewed. 

Time

60 mins

Difficulty

Easy

Project Stage

Any

Using the Play

The aim is to agree on what document statuses should be used and when. Having more choices is almost always a bad idea and means people are more likely to make the wrong choice.

Keep it simple and make sure you are managing project documentation clearly and consistently. 

 

This Play will...

Get you off to the right start and help you decide what statuses you need and how to get them set up.

 

Why you need this Play

Inefficient collaboration and misunderstandings as to what documents can be used. These are signs of poorly managed documentation and in particular, the status assigned to documents.

Teams often spend a lot of time looking for the documents they need. It's not unusual to have trouble finding the latest versions or realize that the team might be using old documents that then create more work or worse, rework.

 

Who needs to be involved?

You'll need different stakeholders involved to get a holistic picture of what statuses are required. Typically, you'll need to understand the requirements of:

1. People creating and distributing documents (e.g. Consultants and Subcontractors)

2. People reviewing documents (e.g. Consultants and Contractors)

3. People managing documents (e.g. Document Controllers)

 

But, be mindful of having too many opinions. Groups of 4-5 tend to work best. More people means more discussion and fewer decisions. You can get feedback on decisions made with a wider audience later on. 

 

Preparation

Before you get people together, start by checking if there are any contractual, legal or regulatory requirements regarding how you and the greater project team are required to manage project related documents. This can help decide on the statuses you might need which makes this play easier. 

Also think about previous experiences. What worked, what didn't? What caused confusion within the team? Try not to repeat earlier mistakes. 

What you'll need...

You can run this play in-person or virtually. Whiteboards are great and easy to use in-person, but there are virtual options available via platforms like Zoom.

Whatever method you choose, make sure you capture all the decisions and ideas (e.g. photos or screen grabs) as it's easy to forget what was said even a few hours later.

This play is easy to use and follow, but, sometimes you might need additional help or advice. That's where our Professional Services team can help you get the most from Aconex.

Step-By-Step

  • 1Get familiar with document statuses (10 mins)

    Making sure everyone is on the same page. 

    Start by watching this video that provides a simple overview of document statuses as they relate to project roles. It'll help the group get on the same page and better understand what decisions need to be made.


    Then spend about 5 mins to get everyone to write down what their initial thoughts are on the statuses they want to see on the project. At this stage anything goes. It can be a big list but it's just an initial take on what you and your team think is needed. You'll reduce it in subsequent steps.

Facilitation Tip

Have each person consider individually and then take turns to share with the group.

One person acts as scribe or note taker, capturing the full list.

  • 2Deciding what's needed (20 mins)

    Here's where you'll get into deeper discussions.

    You need to decide what statuses are needed on your project and/or within your team.

    A good starting point for discussion is to have the following reasons covered with a specific status as a minimum:

    1. Documents required but not created yet (e.g. placeholders)
    2. Documents being worked on that can be used for information/discussions
    3. Documents ready to be reviewed
    4. Documents ready for use (i.e. for construction)

     

    Spend a maximum of 5 mins on each one. You'll probably end up with many options for each one. Decide on your preferred status for each one but keep the others on the list for now. 

Consultant Tip

If you're required to use certain types of documents (e.g. via the Contract), a lot of your decisions will be made for you.

Don't waste time discussing things you cannot change or have no real control over. 

Instead, make sure the required types are configured properly and everyone knows why and when to use them.

  • 3Consolidate (10 mins)

    Time to make that list more manageable. 


    Okay. You should now have a list of document statuses that you think would be useful. Now you need to make sure there is no room for confusion or ambiguity. That will often result in delays and mistakes. 

    Go through the list with the group and decide if there are any statuses that could be confused with each other. For example, if you have DRAFT and PRELIMINARY, they could be confused as serving the same purpose. So why would you need both? 

    You should now have a list of document statuses.

Our Recommendation

Here's what we recommend as a minimum:

~ As-built
~ Draft
~ Final
~ For Approval
~ For Construction
~ For Design
~ For Information
~ For Review
~ For Tender
~ Not Started
~ Rejected

This is a solid set of statuses that will suit most projects.

  • 4Check the document statuses are available (10 mins)

    Can you have what you want? 


    There are lots of document statuses available in Aconex, but every now and then, an unusual one comes up. It's worth double checking that all the statuses you need are actually available for use. 

    Follow these instructions to browse the list of available Document statuses. 

    Use the search option to quickly look for the one you're after.


    If the document status you want is not available, you'll need to find an alternative. If you really do need to use a status that's not available, then follow these instructions. 

    Finally, confirm the final list of document statuses.

    That's the end of the Play.

    Next you'll get everything set up.

Next Steps

Now it's time to get everything set up. 

  • 1Document your decisions

    Now you've done the hard work, it's time to document it. Yes, we know that's not very interesting, but if nothing's documented, then the project team can easily claim ignorance when it comes to what statuses they should be using.

    Here's a table showing what it might look like:

     

    Document Status & Description of Use CL PM CN MC SC
    As-Built
    For documents which reflect ‘as-constructed’ or ‘as-built’ information.
    no
    no
    yes
    yes
    yes
    Draft
    For documents to be issued for initial review or that are currently in progress.
    yes
    yes
    yes
    yes
    yes
    Final
    Documents that are deemed to be final and do not necessarily require review (e.g. not drawings).
    no
    no
    yes
    yes
    yes
    For Approval
    For documents that required to be formerly approved and signed off.
    yes
    yes
    yes
    yes
    no
    For Construction
    For documents which are for construction purposes.
    no
    yes
    yes
    yes
    no
    For Design
    For all design documentation.
    yes
    yes
    yes
    yes
    no
    For Information
    For documents that are issued for information only.
    yes
    yes
    yes
    yes
    yes
    For Review
    For documents that are required to be reviewed (e.g. at different project phases).
    no
    no
    yes
    yes
    yes
    For Tender
    For documents which are for tender or bid purposes.
    no
    yes
    yes
    yes
    yes
    Not Started
    Documents that have not yet been started or are being prepared (e.g. placeholder documents).
    yes
    yes
    yes
    yes
    yes
    Rejected
    Documents that require changes or updates before they can be used.
    yes
    yes
    yes
    yes
    yes
    CL 
    Client
    PM 
    Project Manager
    CN 
    Consultant
    MC 
    Main Contractor
    SC 
    Subcontractor

     

    This list is a good set of Document statuses and will provide clarity and ease of reporting. That's what you should aim for.

  • 2Getting the document statuses set up

    Follow the steps to get your project configured with the agreed document statuses. 

    Note: You will need to be a Project Admin to add and assign document statuses.


    1. Add the relevant document statuses to the relevant roles.

    2. Then, assign the role to the organizations or companies that need to use the specific document statuses.

    3. If you need to create a new role, follow these instructions and then add the relevant statuses to the new role. 

     

    It's always a good idea to double-check everything and make sure each role has the right statuses assigned. 

That's it! You've now decided what document statuses are important for you and your team, and set them up in Aconex. 

You're now ready to manage your project documentation clearly and consistently. 

Resources

Some useful and related links to help you with this Play.