--- title: Document control project description: Introduce document control projects, TRANSMITTAL, dispatch orders, recipients and automated document control processes in the engineering design industry. slug: doc-control-project lang: en category: Product Features category_order: 6 order: 8 keywords: - text control - DCC - TRANSMITTAL - Engineering design --- # Document Control Project The document control project is an industry application independent module of BabelBird (needs to be purchased separately). The BabelBird document control project solves the problem of process management (DCC) and automation of document control standards in the engineering design industry. It improves the work efficiency of a large number of document control personnel and also reduces the possibility of human errors. ### Scope of use Industries or businesses that need to strictly manage every document sent. Every document sent to a customer is sent by a specific person (document control personnel). Every time a document is sent, there is a sending document that can be checked, and the sending content can be clearly managed. Through the sending order number, you can check the specific information and files of each file sent to the recipient. At the same time, you can query whether the recipient has received the message and whether the sent content has been rejected. And the delivery order can be used as a voucher. ### Problems that need to be solved At present, the document control process of many enterprises is basically manual, and the files are stored in the EDMS system or locally on the computer of the document control personnel. Rely on folder classification to manage documents. Each time a file is sent, a folder is manually created and the folder is named according to the file name specification. After the file is sent by email, the sent file is placed in the folder and the TRANSMITTAL (file sending order) of this sending is attached. Each send will generate a folder and corresponding TRANSMITTAL. The manual operation of these tasks is quite cumbersome. In addition to sorting out files, you also need to manually fill in the document delivery form each time, manually write the delivery order number according to the rules, and manually check it in the future, which is extremely inefficient. ### BabelBird Solution - New document control project types can be created. This means that different projects can set different TRANSMITTAL (sending order) rules to generate different sending orders and sending order numbers. Different projects can also manage different recipients (recipient companies) - You can set the file recipient for each project and manage the file recipients in a unified manner. - Documents in document control projects support the sending function, and the sending function supports multiple selections. After selecting a file or folder to send, the recipient can receive the download link and TRANSMITTAL of the sent file via email. And the file downloaded through the download link is the version when sent. - Each file sent is the current version of the file. File upgrade will form a new version number, which will be displayed on the delivery note. - After the file is sent, the TRANSMITTAL and TRANSMITTAL NO. will be automatically generated according to the preset rules. - You can manage and query the TRANSMITTAL (delivery order), and export the delivery order to PDF. Instructions for use of the BabelBird Cultural Control Project: ### Basic introduction The BabelBird document control management system is based on the BabelBird enterprise private cloud version and adds a document control management module to realize the automation of document control work. The way of document control management is to establish a "document control project". Document control projects are special projects customized for document control needs and are managed on a project-by-project basis. - Establish document control projects After logging in to the system, click "New" - "New Project" in the department where you want to create a document control project *Projects can only be created in the root directory (enterprise files) or department root directory Example: Establish a document control project under the document control department of HQSM Click New Project, and the project type selection interface will appear. Select "Create Document Control Management Project" At this time, the project initialization selection interface appears. Fill in the initialization information according to the requirements of the project Each item is introduced as follows: - Project leader - Manage, transfer projects, modify project permissions and basic information. Cannot be empty. TRANSMITTAL can be deleted - Project Secretary - The project cannot be transferred, other people in charge of the same project can have multiple people, and can be empty. TRANSMITTAL can be deleted - Document control staff - Can send files to recipients. Other permissions are configurable, can be for multiple people, and can be empty. After selecting a person, click the permission selection drop-down box on the right to modify member permissions in batches (as shown in the figure). - other members - There is no option to send files. Others are the same as ordinary members of ordinary projects. The permissions are configurable and can be empty. - Version number rules As shown in the figure, if the prefix is HQSM, the first version of the file is HQSM A, the second version is HQSM B and so on. - Basic information - The filled-in basic information will be displayed in the TRANSMITTA header. - As shown in the picture: The red circle is the basic information to be filled in. - Recipient information - The recipient information determines the options when sending and the TRANSMITTA number of the sent file. - The recipient's name refers to the recipient's name in the system. Generally, the recipient's company abbreviation is filled in, such as MCC. - You can add multiple mailboxes. After adding multiple mailboxes, you can send files and TRANSMITTA to multiple mailbox addresses in one send. - ATTN can be entered at will and will also be displayed on TRANSMITTA - The waybill number rule is actually the automatic generation rule of the TRANSMITTA number. Different recipients can generate different waybill numbers. Therefore, different waybill number rules need to be set at each recipient. - The rules customization interface is as follows: - The 3 columns are the three components of the TRANSMITTAL number. If the required TRANSMITTA number requires more codes to form, you can also click the + sign to add more columns. - Example: - Select to enter text in the first column, a text input box will pop up, enter "HQSM-" - Select the encoding rule in the second column as 1-2-3 numerical sequence - Select text input in the third column and enter "-2020" - Click the plus sign to add a column and select the alphabetical order of a-b-c - The TRANSMITTAL number generated when sending for the first time is: HQSM-1-2020a - The TRANSMITTAL number generated for the second transmission is: HQSM-2-2020b - After selecting letters as numbers for more than 26 numbers, the next version of the z number automatically becomes a1 - If the project has multiple recipients, you can also click to add them. (After the project is established, you can also add or delete recipients in the project management interface. - After completing these fillings, click "Add Project" to complete the new project. - You can see the newly created document control project in the file list of the created project path, click to enter - Document control management projects are different from ordinary projects. A button for document control management is added to the top bar of the project homepage. - Among them, the "Sending Order List" can query all TRANSMITTA issued by the project, and the management project can manage the project. - Upload files Click on the newly created document control project to enter the project page. Just drag and drop the files you want to upload into the project to upload the files. Of course, you can also use the synchronization function to upload and download just like using ordinary folders. - Send files Select the file to be sent (multiple selections are supported), then right-click and select "Send File" to display the file sending interface. *The maximum number of files sent at a time is 2,000 (including folders). If the project requires all files to be sent, it is recommended to send them in a compressed package. The recipient can drop down to select the recipient and ATTN filled in during project initialization. You can fill in any other email address for CC, or you can leave it blank. The selected submission file type will also be displayed in the generated TRANSMITTA The file list lists the files to be sent this time. The file name that the system wants to send TRANSMITTAL consists of file number + description. For example, if a file is named 1000+drawing.pdf, the file number displayed in TRANSMITTAL when sending is "1000" and the description is "drawing". If there is no + division in the file name of the sent file, the file number will display the file name. If the file name sent is "+drawing.jpg", the file number will not be displayed, and the description will be displayed as "drawing". Description can be changed midway. The postscript will be displayed in the email received by the recipient and will not be displayed in TRANSMITTAL. After filling in, click "Send File" and the system will automatically generate TRANSMITTAL and attach it as a link in the email and send it to the customer. - Generate TRANSMITTAL After successful sending, the system will pop up a prompt Click View to view the TRANSMITTAL automatically generated for this send Click Export to PDF to save the TRANSMITTAL as a PDF file You can also view all TRANSMITTAL sent in the project in the TRANSMITTAL list The TRANSMITTAL received by the recipient in the mailbox is consistent with the TRANSMITTAL. - View TRANSMITTAL Click on TRANSMITTAL list on the project homepage Open the list to see and query all dispatch orders for this project. Click on the delivery number to view details and download the PDF file of TRANSMITTAL Acceptance means that the recipient has not opened the sent email. If the other party opens the email and accesses TRANSMITTAL, the receiving status will change to received. - View sending records Right-click on any file to view the sending record of the file and its corresponding TRANSMITTAL