Prepare your Smart Manual

Document Register Fields

Every document registered (uploaded) in your Document Register must be tagged with a set of metadata specific to the project. This metadata is defined by the project administrator and is represented in the fields that you see on the Document Register.

All project participants must apply the appropriate document tags defined by the fields in the project. These are key pieces of information (or metadata) that are used to identify each document such as Number, Title, and Revision. Certain fields are mandatory. 

The quality of the project's Handover Manual is directly affected by the quality of the asset information captured both on the drawing/document as well as captured in the Aconex Document Register.

TIP: Make sure your documents are created with an appropriate Document Number and Title so they can be easily found in the Document Register.

The following table provides a recommended minimum set of metadata that your project should use to tag metadata and make the most of the Smart Manual features. 

Label	Type	Description of use	Mandatory
Document No	Text (210 chars)	For tagging a document with the unique number required by the applicable document numbering convention.	Yes
Revision	Text (15 chars)	For tagging a document with a revision reference (applicable project convention) when it is updated.	Yes
Title	Text (255 chars)	For tagging a document with the applicable title description associated with the document.	Yes
Type	List, single (50 chars)	For tagging a document to classify it with an appropriate document type.	Yes
Status	List, single (40 chars)	For tagging a document with the appropriate status reference that is relevant to the document lifecycle.	Yes
Discipline	List, single (50 chars)	For tagging a document with an appropriate discipline classification.	Yes
Level/Area/Zone	List, Multi (60 chars)	For Tagging a document based on Levels/Areas/Zones to access documents in the graphical navigation of the Manual. More than one multi-select fields could be used or these could be combined	Yes
Asset Reference	List, Multi (60 chars)	For Tagging a document with an Asset/Equipment ID which it relates to.	Yes
Manual Sections	List, Multi (60 chars)	For Tagging a document with a relevant manual section of the project.	No
Revision Date	Date	For tagging a document with a date when the revision was created.	Yes
Created By	Text (60 chars)	For tagging a document with details of the author or originator. By default, the organization name is entered.	Yes
File	File	For attaching the electronic file relevant to the registered document.	No
Required for Handover?	Multi-Select	Select 'Yes' to indicate that the document is required for Handover and allow it to sync the document to the Smart Manual	No

 

Document Number and Document Title 

All documents and drawings must meet the Project Document Numbering convention. It is recommended that the Number matches the Number as appears on the hardcopy / electronic version.

Be careful not to confuse the title of the document with the document number.

Your Project Document Numbering Convention should be laid out in the Project Document Control Manual. Where there is no convention an appropriate convention should be used. We recommend a simple convention as below.

Organization Code		Discipline Code		Unique Number
ORG	-	EL	-	0001

All documentation must have a clear and appropriate Document Title that either appears on the document or explains its content. See the example below of a document and its title as it appears in the Document Register.

NOTE: The Architectural Specification was originally registered in Aconex as “Glazing”. After a review of the titling convention, it was superseded to “Architectural Specification - Glazing” 

Document Registration

When registering a document, the appropriate fields for the project (e.g. Area, Zone, Build or Level) must be applied to correctly. This ensures it appears in the correct section of the manual.

The manual is capable of filtering data based on multiple document field attributes. This means you can tag your documens with multiple attributes.

 

Required for Handover

This information is key to your Smart Manual. It identifies all of the documents in your Document Register to be included in the Smart Manual. 

Equipment Related Documents

All the documentation related to an asset, piece of equipment, building components, and/or system, such as but not limited to a specification, manufacturer’s technical data, manufacturer’s maintenance information, commissioning report, certificate of warranty, must be individually registered on to the Document Register and classified with its respective asset or equipment identifier (tag) as indicated on or by the document.

The example shows the asset reference on an electrical layout drawing and how the asset (Electrical Distribution Board) related documentation is registered and tagged on the Document Register. This provides the reference back to the drawing required for the creation of the Handover Manual.

All equipment documentation must be submitted in a Readable PDF format. A Readable PDF format is obtained from printing to PDF NOT a scan to PDF.

Asset Registers

Assets are all the pieces of equipment that are installed as part of the completion of the project. These include systems and services from all disciplines that require maintenance and/or management during the operational phase of the building or structure. They are defined using Asset References (Text) or Equipment Tags (Symbols) in all drawings and equipment schedules, from design through construction and into the as-built phase of the project.

All contracted services and suppliers that provide an asset or piece of equipment are required to provide a detailed Asset Register, in MS Excel format. This register could also be referred to as the equipment schedule register. It provides a detailed list of all the equipment to be installed, managed, and operated.

NOTE: No other format or layout can be used as this information is used to build the Master Asset List in the Aconex Handover Manual.

We recommended that a Master Asset Register (using the Asset Registers provided by the services and suppliers) is created and registered on Aconex. Make sure to tag it as 'Yes' for handover.

Each Asset must have an asset reference assigned in the register. Blank asset references will be ignored during the production of the Handover Manual.

An example Master Asset Register can be seen below. The Asset Number / Tag must be in column A in all Asset Registers provided by the services/supplier.

Asset Number/Tag	Description / Title	Level	Room Number	Make (Manufacturer)	Model	Discipline	QTY	Serial No.	Warranty Expiry Date
MSB-0M-01	MSB-0M-01 Base building	Mezzanine	MSB	ELE Group	MSB-0M-01	Electrical	1	MSB-0M-01	01/01/17
MSB-0M-02	MSB-0M-02 Tenancies & retail	Mezzanine	MSB	ELE Group	MSB-0M-02	Electrical	1	MSB-0M-02	02/03/17
DB-0G-02	DB-0G-02 Security	Ground	G102	ELE Group	DB-0G-02	Electrical	1	DB-0G-02	04/05/17
DB-ATO SEC	ATO SECURITY	Mezzanine	M300	ELE Group	ATO SEC	Electrical	1	ATO SEC	07/08/17
DB-SEC MEZZ	DB-SECURITY MEZZ Building distributor, communications	Mezzanine	M407	ELE Group	DB-SEC MEZZ	Electrical	1	DB-SEC MEZZ	19/03/17
DB-BD-MEZZ	DB-BD-MEZZ Security room	Level 13	13-809	ELE Group	DB-BD-MEZZ	Electrical	1	DB-BD-MEZZ	20/07/17
FP.0G.01	Photo-Electronic Smoke Sensor	Ground Floor		Fire Protect	FSP-851	Fire Protection	56		Every 12mths
FP.0G.02	Addressable Base	Ground Floor		Fire Protect	B501	Fire Protection	5		Every 12mths
FP.0G.03	Isolator base for addressable sensors	Ground Floor		Fire Protect	B524IEFT	Fire Protection	5		Every 12mths
FP.0G.04	Monitor Module	Ground Floor	G232	Fire Protect	FMM-101	Fire Protection	1		Every 12mths
FP.0G.05	Relay Control Module	Ground Floor	G232	Fire Protect	FRM-1	Fire Protection	1		Every 12mths
FP.0G.06	Surface Mount Box	Ground Floor	G232	Fire Protect	SMB500	Fire Protection	1		Every 12mths
FP.0G.07	Flash scan MCP	Ground Floor		Fire Protect	FSM500K	Fire Protection	7		Every 12mths
FP.0G.08	Ceiling Speaker	Ground Floor		Fire Protect	SP-100	Fire Protection	89		Every 12mths
FP.0G.09	Warden Intercom Point (WIP) Phone	Ground Floor	G232	Fire Protect	WIP-WA	Fire Protection	1		Every 12mths
DB-SER	DB-SER Bike lift	Level 01	01-113	ELE Group	DB-SER	Electrical	1	DB-SER	29/07/17

 

Placeholders

A placeholder is a reserved document number in the Document Register. It's essentially, a set of data that a file will be attached to in the future. Placeholders are created one by one, or in bulk and contain as much of the intended metadata such as the discipline, level, manual section, and asset reference. With the Document Number reserved you can request the associated file from the Subcontractor by transmitting the placeholder to them. They will then upload the file and transmit the document back to you.

Also see: 

What are placeholder documents?
Add placeholders

 

TrueType Font

When creating a drawing, i.e. shop drawing, for the handover manual, the asset/equipment tag or equipment reference must be written onto the drawing using TrueType font text.

Ensure that the style you use for the assets/equipment type is a True Type front with a Width Factor of 1.000.  A True Type Font is identified as having TT before the Font Name. No other font type is acceptable for asset and equipment identification.

The asset/equipment tag or equipment reference used in the drawing should exactly match the value in Aconex and the Asset register. A prefix pertaining to relevant disciplines can be used in Aconex, making it easy while registering and tagging documents.

All drawings must be submitted in either a bound AutoCAD DWG format or in a Readable PDF format. A Readable PDF format is obtained from printing to PDF NOT a scan to PDF.

Minimum Document Requirements

With any Handover Manual there is always a minimum set of documentation that is required. Below are some recommendations. 

Having these documents 'pre-registered' in the Document Register allows you to set up the numbering and metadata. You can track them during the project and see them in the Smart Manual as they are synced.

 

Recommended Minimum Services

• Architectural
• BMCS
• Electrical
• Hydraulics
• Mechanical
• Civil
• Structural
• Fire Engineering
• Fire Services

Recommended Minimum Requirement per service

• Specifications
• Technical Data
• Operational Procedures
• Commissioning Test Results
• Certificates
• Warranties
• Register
• Drawings

 

Handover Checklist

Use this checklist for each set of Handover Documents that you register.

Task	Description
Document Numbering convention	All documentation must follow the project numbering convention or the Aconex Recommendation.
Document Title Convention	All documentation must be registered with a title that either appears on the document or clearly explains the content.
Document has been registered with the correct/appropriate Document Type	All documentation must be registered with the correct document type.
Documents have been tagged with Required for Handover	All documentation, which must be included in the handover manual, must be registered in Aconex with the field Required for handover marked as Yes.
Drawings have been registered with area, zone, building and level	All drawings have been registered in Aconex with the correct location as per the information provided in the Title Block.
All Drawings have readable Asset references	All equipment/asset references have been placed on to the drawings, either .pdf/.dwf or .dwg, as truetype font and are legible by a PDF reader. This can be checked by creating a .pdf file and searching the content using Control + A, and typing in an equipment/asset reference.
Orientation of PDF documents	The orientation of PDF documents uploaded into Aconex, will be the same in the manual.
All drawings in a DWG format have been bounded	All Drawings in a DWG format have been bounded with their corresponding xrefs and they are NOT multipage drawings.
All equipment documentation has been registered as individual documents	All equipment documentation, such as certificates, warranties, Technical Data, must be registered as individual documents per equipment and properly identified.
All equipment documentation has been assigned (tagged) with the correct Equipment/Asset Reference	All equipment documentation, which must be included in the handover manual, must be registered and tagged with the correct Equipment/Asset References as appears on a drawing.