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Document Control

Once® replaces fragmented document workflows with a single controlled system, where every revision, approval and distribution is traceable and connected to the engineering data it belongs to.

Document Lifecycle

From first draft to final archive

Once® tracks every document through its complete lifecycle - giving your team full visibility at every stage, from initial creation through to controlled distribution and long-term archiving.

✏️
Create
Initiate documents with structured metadata, numbering and document type classification.
👁️
Review
Route to reviewers with deadlines. Track comments, mark-ups and responses in one place.
✅
Approve
Formal sign-off with full audit trail. Role-based approval and configurable steps.
📤
Issue
Official issue with locked revision, document number and purpose of issue code.
📬
Distribute
Controlled distribution via transmittals - full record of who received what and when.
🗄️
Complete
Historical revisions and closed documents are preserved with complete traceability.
Document Control Functions

Everything you need to control your documents

From templates and revision control to client review and final handover. Once® manages the complete document lifecycle in one connected system.

Templates & Reports

Standardised document templates with pre-defined numbering, metadata and type classification. Generate status reports and document registers directly from the live project data.

  • Pre-defined numbering schemes
  • Document type classification
  • Live status reports & registers

Revision Control

Full revision history with locked revisions, purpose-of-issue codes and a complete audit trail. No document can be reissued without a new traceable revision on record.

  • Locked revisions
  • Purpose-of-issue codes
  • Complete audit trail

Internal Review & IDC

Route documents to reviewers with deadlines and track mark-ups in one place. Inter Discipline Check (IDC) enables parallel multi-discipline review with automatic progress tracking.

  • Multi-reviewer routing
  • IDC across disciplines
  • Structured mark-up & comments

Approval Process

Configurable multi-step electronic approval with role-based sign-off. Documents move from Work in Progress through review to formal approval - with reject and void options fully traceable.

  • Configurable approval steps
  • Role-based sign-off
  • Reject & void with audit trail

Distribution

Issue documents via controlled transmittals with a permanent record of who received what, at which revision, and when. Distribution is always linked to a specific issue status.

  • Controlled transmittals
  • Full distribution history
  • Linked to revision & issue status

Client Review

Issue documents to clients with formal transmittals. Client feedback and mark-ups are tracked back against the specific revision with structured comment resolution.

  • Formal client transmittals
  • Feedback tracked per revision
  • Structured comment resolution

Supplier Documentation

Vendor submittals managed through the same controlled system - tracked against purchase orders and linked to equipment tags. Supplier review cycles include structured comment workflows.

  • Linked to purchase orders
  • Connected to equipment tags
  • Structured supplier review

Final Revisions & As-Built

Capture final as-built status with closed revisions and preserved history. The complete project archive is maintained with full traceability from first draft to formal handover.

  • As-built status capture
  • Closed revisions with history
  • Complete project archive
Integrated Task Control

Tasks built directly into your document workflows

Once® connects document control with a built-in task system - so every review, approval and follow-up action can be assigned, tracked and completed without leaving the platform.

  • → Assign review and approval tasks directly to team members from within any document
  • → Set due dates and receive automatic notifications for overdue items
  • → Tasks are linked to the specific document, revision and workflow step
  • → Follow up on outstanding supplier submissions with tracked action items
  • → Full task history provides a clear audit trail for every action taken
  • → Management dashboard gives visibility across all open tasks in the project
Review: PH-101 Process Flow Diagram Rev B
Assigned to: K. Hansen · Document Control
Due in 3 days
IDC: Mechanical — EL-045 Equipment Layout
Assigned to: T. Berg · Lead Engineer
Due in 4 days
Approve: ME-003 Pump Specification Rev A
Assigned to: L. Eriksen · Project Manager
Due in 5 days
Client Review: SP-012 Piping Specification
Assigned to: M. Olsen · Document Controller
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