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    Document controller Course Training

    Document Controller Course Overview:

    We are proud to offer Skill Development Training Program in greater depth of all phases of Document and Records Management (from generation to Destruction) using industry best practices with the interactive practical approach.
    A document controller is responsible for the timely, accurate and efficient preparation and management of documents. They control the numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by technical teams, projects or departments.

    Desirable skills for a Document Controller
        – Documentation.
        – Microsoft Word.
        – Planning.
        – Communication Skills.
        – Interpersonal Skills.
        – Document Management.

    Document Controller Course Objectives:

    (DMS – Document Management System) Course is a hands-on, comprehensive, and highly interactive Program, covering all aspects of document control tasks from Document creation to disposal. Our Document Controller Course covers the basics (such as document checks, numbering, identification, filing, distribution) as well as more advanced subjects (such as lifecycle, as-built, procedures, reports, interfaces and more).

    This course is both for:
    Beginners in Document Control
    (DMS – Document Management System): this course gives a robust foundation for the profession, explains all the tasks and responsibilities. You will acquire competencies that can be applied to day-to-day work.

    Experienced Document Controllers 
    (DMS – Document Management System): If you are an experienced Document controller you will learn the discipline ‘on-the-job’. This course furthermore consolidates basics, formalizes knowledge and enhances the Document controller competencies. It also allows experienced Document Controllers to compare their knowledge with Industry best practices. In conclusion for everyone, it’s a great opportunity to network and share experience with other Document Control professionals from various Industries. The course also includes an AIBM (American University of Business Management) for professionals to validate their Credentials.

    Document Controller (DMS – Document Management System)

    Course Learning Outcome:

    • Disciplines and organizes Microsoft Office documents
    • Leads to faster creation and retrieval of documents
    • Reduces duplication of work
    • Creates consistency in documents
    • Eliminates the fear of accidental overwriting
    • Effectively monitors document creation process
    • Improves productivity at the workplace
    • Proves helpful in legal compliance
    • Improves security of documents
    • Ensures smooth working in case of leave/transfer/
    • Turnover of staff
    • Leads to fewer draft copies save stationary
    • Saves precious time and effectively money

    Oracle Aconex Training

    DAY 1

    Session 1:

    Session 2:

    Table of Content


    Basic Tasks in Documents

    These are the every-day tasks you’ll carry out on a regular basis within Documents.

    • File Naming Guidelines and Best Practices
    • Upload a document into Aconex.
    • Update (Supersede) a Document
    • Download a document from Aconex.
    • View Document Activity
    • Open and Review Documents in Aconex
    • Transmit your document.
    • Upload documents from external services
    • Preview a Document.
    • Resolving File Not Loading errors in the Office Online Viewer
    • Viewing and editing MS Office documents in Aconex

    Session 3:

    Advanced Tasks in Documents

    These are tasks that usually only advanced users will carry out.

    • Edit Document field values inline.
    • Documents marked ‘awaiting your review’.
    • Mark document as no longer in use
    • View the Event Log to see which users have accessed or changed a document.
    • What are Temporary Files?
    • Duplicate versions of the same document.
    • What is a “locked document”? How do I lock or unlock a document?
    • Restore a previous version of a document.

    DAY 2

    Session 4:

    Superseding and Transmitting Documents

    • What is a supersede candidate?
    • Transmit updated documents to people who have old versions using an auto update transmittal.
    • Access previous versions of a superseded document
    • Manually update your document register from a transmittal.

    Session 5:

    Using Related Items

    You can use Related Items to create relationships between documents. Then when you look at the properties of a document you can see a list of all related documents and navigate to them directly.

    • What is Related Items?
    • Viewing Related Items
    • Adding Related Items
    • Remove documents in Related Items.

    Session 6:

    Working with a Large Number of Documents

    Following these processes can help save you time.

    • Restrictions when working with a large number of documents.
    • Create multiple document placeholders at the same time.

    Session 7:


    • Upload multiple documents and move them into the Document Register
    • Upload multiple documents to Aconex at the same time using a Zip file upload
    • Create a document upload profile


    • Upload and supersede files in batches
    • What is a metadata file?
    • Upload and supersede documents using the Multi File Upload tool
    • Upload and supersede documents using the Bulk Processing tool

    Session 8:


    • Download multiple document files
    • How do I manage the document review process?
    • Are you managing the request and review cycle with your suppliers?

    Searching in Aconex

    Find the right information when you need it.

    • Search Basics
    • Working with Search
    • Advanced Search Techniques
    • Search-Based Report

    DAY 3

    Session 9:

    Email Notifications

    • Configure your email notifications.
    • Open Mail from an email notification
    • Reply to an email notification (as a guest)
    • Register Incoming Mail received from outside Aconex.

    Manage Mail

    • Mark mail as read.
    • Mark mail as unread
    • Mark sent mail as your response.
    • Close-out sent mail.
    • Create a mail signature.
    • Create a mail template (auto-text)
    • Set a default template (auto-text) for a mail type.

    Session 10:

    Other Tasks in Mail

    • Create a mailing group
    • Send mail to a group
    • Add notes to mail
    • View mail awaiting approval
    • Print mail

    Session 11:


    Workflows make it easy to set up, track, and complete document reviews on your project.

    • What are Workflows
    • Review Document in a Workflow
    • Start and Manage Document Reviews
    • Create and edit Review Templates
    • Workflows for Org Admins
    • Workflows for Project Admins
    • Sub workflows

    Session 12:

    Tasks in Aconex

    Use the Tasks page to manage your ‘to do’ list in Aconex.

    • Tour of the Tasks page
    • Clearing tasks from your Tasks page
    • Opening mail from the Tasks page
    • Receive automatic email notifications for overdue tasks
    • Managing your mail via the Tasks page
    • Opening a document transmittal
    • Open documents in a workflow to review them.

    Who needs the Program?

    This comprehensive program has been designed for those who would like to develop their career as Document Controllers or Project Coordinators or Supervisors who need to manage their documents properly. Executive Secretary/ Personal Assistant/ Document Controller. Anybody who needs an advanced Filing system for project work.

    Detailed Course Content:

    The document management (DMS – Document Management System) planning process consists of the following major steps:

    Identify document management roles:

    Ensure that your plans incorporate the feedback of your organization’s key stakeholders, you have the best team to implement the solution, and you know who will participate in document management processes.

    Analyze document usage:

    After you identify who works on documents, determine the kinds of documents they work on and how they use them. This covers in the Session Identify users and analyze document usage (SharePoint Server 2010).

    Plan the organization of documents:

    You can organize documents in site collections, sites, and libraries.SharePoint Server 2010 offers a range of features to help organize and store documents, from specialized sites such as the Records Repository to loosely structured libraries for quick document creation and collaboration. Within a library, you can further organize content into folders and subfolders. This covers in the Session Document library planning (SharePoint Server 2010) and Enterprise content storage planning (SharePoint Server 2010).

    Plan how content moves between locations:

    It might be necessary to move or copy a document from one site or library to another at different stages of its life cycle. For example, the publishing process might include moving a document from a staging site to a public Internet site. This covers in the Session “Plan the flow of content” in Document library planning (SharePoint Server 2010).

    Plan content types:

    Use content types to organize information about documents, such as metadata, document templates, policies, and workflow processes. This is an important step to help you organize your documents and enforce consistency across your organization. This covers in the Session Content type and workflow planning (SharePoint Server 2010).

    Plan workflows:

    When you plan workflows for your organization, you can control and track how documents move from one team member to another as each participant collaborates in a document’s life cycle. SharePoint Server 2010 includes workflows for common team tasks such as reviewing and approving documents. SharePoint Server 2010 also supports creating and installing custom workflows. This covers in the Session Content type and workflow planning (SharePoint Server 2010).

    Plan content control :

    You can plan the appropriate degree of control based on content type or storage location. For example, you might require that documents in a particular library be checked out before they can be edited. This covers in the Session Versioning, content approval, and check-out planning (SharePoint Server 2010).

    Plan policies:

    For each content type, plan information management policies to ensure that documents are properly audited, retained, labeled, and otherwise handled according to your organization’s institutional and legal requirements. SharePoint Server 2010 includes policies that implement auditing, document retention, labeling, and bar codes (to ensure that printed content can be correlated with corresponding electronic versions). This covers in the Session Information management policy planning (SharePoint Server 2010).
    Introduction to Document Control (DMS – Document Management System)
        – What is the role of the Document Controller?
    The Basics of the course
        – Document control checks and gatekeeping
    Document Identification
        – How to make sure that document is identifiable
    Document Classifying Filing
        – How to organize documents and manage information security
    Document Distribution
        – How to ensure efficient and relevant distribution of documents
    Managing Documents Throughout Their Lifecycle
        – What is the lifecycle of technical documents?
        – How to manage documents at each step of the life cycle?
        – How to avoid misuse of documents?
    As-Built and Final Documentation
        – What is an As-Built document and what are the specifics for the
    management of these documents
    Procedures and Specifications
        – Why do we need procedures?
        – Which subjects should be included in a Document Management Procedure?

    Benefits of Document Controller Course in Dubai :

    • Document Controller Course in Dubai by our trained experts.
    • You will get both Institutional certificate and the KHDA certificate.
    • Spoton provides you the facility to schedule the classes according to your availability.
    • You will get the Document Controller Course study materials to study further.

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