Folders and files
Each project’s Documents tab holds its folders and files. Upload by dragging files onto a folder on the web, or from the phone. Open a file to see a preview, its comments and its history; New version uploads a newer copy, and earlier versions stay in the history. Files can carry tags and a discipline.
New projects can start from a folder template, so every job has the same structure (Contracts, Specifications, Health & safety and so on). Set templates up on the web in Documents → Set up.
Deleted files go to Trash, where they can be restored.
The register and file states
The Register view lists every file with its number, revision, state and suitability, like a document register.
Files move through four states, following ISO 19650:
| State | Meaning |
|---|---|
| Work in progress | Only the team producing it works on it. |
| Shared | Shared with the project team for coordination. |
| Published | Authorised for use, for example for construction. |
| Archived | Kept for the record; no longer current. |
Sharing or publishing a file is an issue: it needs a suitability code, and on the web Konverge runs a pre-issue check first: does the name follow your naming rule, are the register fields filled in, does the revision move forward, and does the drawing’s title block agree with the register? Naming rules set in Documents → Set up → Naming define what a valid file number looks like.
Who can see what: access rules
By default everyone on a project sees all its documents. Document access rules hold things back: “Subcontractors can see drawings but not contracts”, or “Only managers can open the Commercial folder”.
A rule says who (one person, a role, or the people in an organisation on the project), what (a folder, or files by kind, discipline, status or tag), and whether to let them or stop them. Rules are checked from the top down, and the first one that matches decides. You can turn a rule off without deleting it.
Approvals
Route a file for review or approval with a workflow: a set of steps, each held by a person, a role, or an organisation on the project. See RFIs, submittals and approvals. Workflow templates are set up on the web in Documents → Set up → Workflows. A folder can be set to start a workflow automatically for files added to it.
Transmittals
A transmittal formally issues documents and drawings to people, inside or outside your company, and keeps a record of what was sent, when, why and who received it.
On the web, open the project’s Transmittals and create one: a subject, the purpose of issue (for example For construction, or For information), an optional respond by date and message, the documents and drawings (up to 200), and the recipients in To and Cc (up to 50). Issue it and each recipient is emailed a link. The transmittal shows who has received and opened it. A transmittal can be reissued or voided. On the phone you can see transmittals and their contents.
Packages
A package groups documents for a purpose, such as a tender issue or a trade’s information pack.
- A live package always means the latest revision of each item.
- A frozen package pins each item to the revision it had when it was added (a contract set, say). A newer revision is flagged, never swapped in.
Packages can be shared by link and issued by transmittal.
Good to know
- Each file’s history is kept in its audit trail, which you can read on the web.
- Access rules are a real privacy boundary for documents: the database enforces them, not just the app.