Auto-numbered register
Documents register with automatic sequential numbering per project, across categories — drawings, specifications, reports, correspondence, contracts — with status tracked from draft through review to approved or superseded.
Every document numbered, revised — and accounted for.
Delivery runs on documents: drawings, specifications, correspondence, approvals, the transmittals that move them and the RFIs they trigger. When that trail lives in a folder tree, “which revision did we send them?” becomes a forensic exercise. Engis makes the trail a register — numbered, revisioned, transmitted and answerable — inside the same record as the project it documents.
A register, not a folder
The difference between document storage and document control is accountability. A controlled register knows each document’s number, category, status and revision history; who has it locked for editing; which transmittal carried which revision to which recipient; and which RFI or submittal it relates to. A folder knows none of that — it just holds files and lets the naming convention do the lying.
Engis builds the register into the delivery record. Documents are auto-numbered as they are registered, revisions accumulate as history rather than as “_FINAL_v2” filenames, and the movements — transmittals out, responses back — are records with states, not emails with attachments.
The folder tree fails exactly when it matters.
Uncontrolled documentation is invisible right up until a dispute, an audit or a handover — the moments when “we think we sent the updated set” is not an acceptable answer. The failure is structural: files carry no state, folders carry no history, and email carries the truth in ten thousand unsearchable pieces.
- Superseded drawings circulating because nothing marks them dead
- Two people editing the same document with no lock between them
- Transmittals as emails — contents and recipients unrecorded
- RFIs tracked by inbox flag, answered late or twice
- Submittal review status living in a spreadsheet nobody trusts
- Handover packages assembled by folder archaeology
What Engis controls
Numbering that matches your standard
Prefixes, padding and whether counters run per project or firm-wide are configurable per firm — so the register follows your document standard, not the other way around.
Revisions as history
Every revision upload is a record. The current version is explicit, the history is inspectable, and superseded content stays findable without staying in circulation.
Edit locks
Documents check out and check in. A lock with an owner and an expiry beats the alternative — two silent copies of the truth diverging in parallel.
Drawing register
Drawings run on their own register with alphabetic revision chains — A to B to C — and explicit supersession links, the way drawing control actually works.
Transmittals
Auto-numbered transmittals record purpose — for review, approval, construction or information — plus recipients, items and copies. Dispatch emails each recipient individually and stamps when each was sent.
RFIs
Requests for information as numbered records with priority and status — open, answered, closed — attached to the project and documents they concern.
Submittals
A full review workflow: submitted, under review, approved, approved with comments, revise and resubmit — with revision numbers tracked across the cycle.
Isolated, Australian-hosted storage
Files live in per-firm isolated storage on Australian infrastructure, with tenancy isolation enforced at the database level and verified by automated tests.
Who leans on it
Project managers
The document state of the job — what is current, what is out for review, what was transmitted — without opening a single folder.
Engineers and drafters
Check out, revise, check in. The register keeps the history; nobody overwrites anybody.
Contract administrators
Transmittals, RFIs and submittals as records with states — the correspondence discipline disputes are won with.
Clients and authorities
What they receive is numbered, dated and recorded — and what you can prove you sent is exactly what you sent.
Against the alternatives
The shared drive
Folders hold files; they cannot hold state. No numbering authority, no revision history, no record of movement — the naming convention is the control system, and it degrades with every deadline.
Standalone document management
A separate EDMS controls documents in isolation from the delivery they document. In Engis the register lives beside the phases, approvals, claims and conditions the documents exist to support — one record, no swivel-chair.
Email as the system of record
Email moves documents but records nothing structurally: no register entry, no revision link, no state. Transmittals in Engis move the same files while writing the record the project will need later.
Frequently asked questions
How does document numbering work?
Documents and transmittals are numbered automatically and sequentially as they are created, with the prefix, padding and counter scope configurable per firm — so the register can match an existing document standard from day one.
How are revisions handled?
Each revision upload becomes part of the document’s history, with the current version explicit. Drawings additionally run alphabetic revision chains with supersession links, so a superseded sheet is findable but unmistakably superseded.
What does a transmittal record?
Its purpose, its items and copy counts, and its recipients — name, company and role — with each recipient’s dispatch individually recorded. Acknowledgement and response status can then be tracked on the same record.
Can two people edit the same document?
Not silently. Documents are checked out for editing with a visible lock and an expiry, and checked back in as a new version — divergent parallel copies are the failure mode the register exists to end.
Where are the files stored?
In per-firm isolated storage on Australian-region infrastructure. Tenancy isolation is enforced at the database level and verified by automated tests on every release.
Turn the folder tree into a register.
See documents, transmittals, RFIs and submittals run as one controlled trail — request sandbox access or book a demo.
Australian Hosted · Australian Data Residency