Document fields are used to tag our documents with additional information, but they only work if they're used properly. Let's explain.

It's good practice to ensure that each document added to the Aconex project is tagged correctly. That means adding or entering information into the document fields. There are some fields or tags that are standard on every project. Then some projects add more fields depending on how they want to tag and classify their documents. More fields means more tagging. So we always recommend using only the fields you need to.

These other fields that every project must use. The exception is the Discipline field, but we'll explain more about that next. Let's look at these fields in more detail.

The Document Number is the only field that must be unique within a project. And this ensures that each document has its own unique reference or identifier. For drawings, this is easier, as they'll all have a number or reference. But for other documents, this can be a bit trickier. We'll discuss that more in the video about document classification.

This field is always on, meaning it can't be switched off. And it's always mandatory. And that means you cannot leave the field empty. It's a text field that you can type anything into.

Then we have Revision. There are many ways to record this-- letters, numbers, or combinations of both. As long as the information in Aconex matches what's on the actual document or file, that's what's most important. This field is always on and always mandatory. And it's a text field.

Next, is Title. This should provide a common sense description of the document. For other documents, this may be the title on the cover page, or just the description people typically use. For example, design team meeting minutes.

This field is always on, but can be made optional. And that means that it can be left blank. We strongly recommend this is always made mandatory. Otherwise, you'll end up with documents that have no title or description. And that will make it much harder to find and identify documents. It's also a text field.

Then there is the document type. This is used to identify what the document is at a very basic level-- a drawing, a report, or a specification, for example. Keeping this list of document types as simple and as short as possible is a key factor in successful information management.

This field is always on and always mandatory. It's a single select list field, which means you can only pick from a predefined list of values. And these are controlled by the project administrator.

The Document Status is used to indicate where the document is in its lifecycle. So it may begin as a draft document, and then move through various stages or phases. Used correctly, this field allows us to track a document efficiently. And this field is always on, but can be made optional. And it's a single select list.

There's one other field that is used on virtually every project. And that's discipline. This is something that most project teams tend to use as a way of grouping information outside of Aconex. Disciplines are typically roles, like structure, or mechanical, and electrical.

This field can be switched off, renamed, and made optional. Again, we'd always recommend making this one mandatory if it's being used. And it's also a single select list.

You might be thinking, well, you're the experts. Do you have any tips to make managing our information easier? Well, yes, we do. Here are three tips for better information management.

Number one, use only the fields you really need and keep any lists for those fields short and simple. The more fields people have to complete and the bigger the lists they have to pick from, the more likely they'll make mistakes, or worse, take shortcuts. The risk here is that documents are not tagged correctly. And that makes them much harder to find.

Number two, remember that old saying? Fail to prepare, and prepare to fail. Make sure you enter the correct information for each and every field. Yes, this is extra time upfront, but you'll be glad you did in the future. There's nothing worse than a register full of documents that haven't got the correct information associated with them.

And finally, number three, make sure people know what they need to do when working with documents. And this can be a simple one-pager with some examples of how the fields are used on the project.

Document fields are not the most interesting of topics. But they are crucial to the success of the project. Finding information eventually should not be the goal.