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User Guide - Status Workflow (ISO 19650)
User Guide - Status Workflow (ISO 19650)
Benjamin Agyemang avatar
Written by Benjamin Agyemang
Updated over a month ago

The ISO 19650 series is an international standard of good practice which defines

information management processes within a broader context of digital transformation in the construction industry.

A lot of players in the construction industry have adopted the ISO-19650 as the standard to manage document delivery and approval processes in projects.

This article contains information about the following topics:

Lifecycle - Configuration - Document tabs - Approval settings - Approval workflow - Disabling - Advantages

Lifecycle of a Document

According to the ISO standard a document can have four different states;

🏗️ Work in Progress (WiP): Files that are being worked on and constantly overwritten on the user’s local environment. These files aren’t uploaded onto Catenda.

👥 Shared: Files that are ready to be shared with other project members in order for coordination and final reviews of various trades and/or specialists to take place. These files are uploaded onto Catenda and sent to respective parties for review and approval.

📰 Published: Files that are coordinated, finalized and accepted as a contractual deliverable. These files have gone through a review process and are deemed ‘ready for the next stage (construction, handover, quantity takeoff, planning permission, etc.)’

📦 Archived: The information has been used and can be archived in order to remain available if necessary afterwards (audit, creation of the file of works carried out, etc.)

Document states (ISO 19650):

Workflow on Catenda Hub:

Configuring Status Workflow

Activating and configuring the shared status workflow are reserved for project administrators.
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​Access required - Project administrator. Further access to this configuration can be given to users in the access control area of the project settings page. They will not have access to other parts of document settings. Only the status configuration menu.

  1. Under document settings navigate to Status Workflow and enable shared statuses

  2. Define the shared and published statuses to be used in the project.

  3. Set default shared status for new revisions. This status will be set as default for all new uploads

Document Tabs

The workspace tab is where all uploads of new revisions take place and the published tab is where published revisions are exclusively displayed.

Below you will find how these different document areas work.
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Here are some of the functions available;

  • Upload new shared revisions.
    ​Default - Configured shared status in for new revisions in document settings.

  • Publish shared revisions.
    ​Access required - Shared revision checkmark in access control of folder or document

  • Access rights for publishing and viewing of shared revisions can be granted in the access control settings for a folder or document.

  • The shared revisions checkmark can be unchecked if read access is configured. Users with this access will be able to change the shared revision status and view shared revisions. Users without this access will not be able to view shared revisions but might still see published revisions if there are any in the document.

    Default - Checked

  • The published revisions checkmark can be checked if at least write access is configured. Users with this access will be able to publish shared revisions and change the shared revision status. Users without this access will still be able to see published revisions but will not be able to change the published revision status.

    Default - Unchecked

  • The latest revisions are listed in the workspace tab, regardless of shared or published. Shared revisions have a sub-revision number (e.g. #0.1, #2.3, #4.1), where published revisions have a major revision number ( #1, #2, #3 and so on)

  • When you click on a document to open it in the workspace tab, you will see the latest revision of the document which can be either a shared or published revision.

  • The published tab will only list the latest published revision, even if there are newer shared revisions in the document.

  • After opening a document, you will be able to see information about the current revision in the right information menu.

  • Here you will be able to publish the current revision with the publish action.

    Access required - Shared revision checkmark in document access control.

  • A shared revision status can be changed to another shared revision status.

    Access required - Read access and shared revision checkmark in document access control

  • A published revision status can be changed to another published revision status.

    Access required - Write access and published revision checkmark in document access control

  • If you click on the revision box you will see the revision information dialogue.
    Here you can see an overview of all the revisions in the document.

    Here you will be able to see which of the shared revisions was published to become a published revision by the green arrow between the shared and published revision.


Displaying documents in Catenda Site

Only published revisions will be visible in Catenda Site.


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Status configuration access

  1. Edit access to the document status configuration can be configured from the project settings page:

  2. Documents status can be then configured from the settings in the documents section:

  3. Finally, these document status can be assigned to file review status accessible from the top-right three dots button in the Approvals section. It is also possible to configure here a Topic template.

Approval workflow

  1. An Approval request nominates a Publisher (person in charge of making the final decision over the publication), and one or several Reviewers, in charge of validating (or not), the set of documents

  2. Each reviewer will decide whether the shared document is Approved, Approved with comment, or Rejected

  3. At the end of the review, the Publisher will choose the outcome of the approval, by picking the documents to be published.

  4. From the approval settings, topics related to the documents may be created in order to keep track of the process later on

A detailed demonstration of those steps are shown in the following tutorial:

Disabling status workflow

If you want to turn status workflow flow off you can do so by clicking on the radio button in document settings.
The published and shared tabs in the document section will then disappear.

Documents uploaded while the status workflow is not enabled will be uploaded as published and will show in the published tab when the status workflow gets enabled.

Advantages of using the status workflow

  • The published tab serves as a designated area for contractual documents. Project members can easily find verified documents.

  • Documents are validated before being published

  • You can configure your delivery process based on the ISO 19650 much easier

  • Coordination/collaboration documents are separated from contractual documents

  • Shared revisions can be selected and downloaded, where drafts could only be downloaded one by one

  • Limit what people can see in the mobile app Catenda Site

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