Documents
Setup Guide

Navigate to the TrioClick dashboard and select Projects → New Project. Enter the project name, code, client, and location. The project code forms the first segment of all document numbers — choose it carefully.

Assets represent the physical elements of your project — buildings, towers, public realm zones, or infrastructure. Each asset gets a short code that appears in document numbers. Go to Project Settings → Assets → Add Asset.

Disciplines define which teams produce documents — Architecture, Structure, MEP, Civil, Landscape, and so on. Each discipline gets a two or three letter code. Go to Project Settings → Disciplines → Add Discipline.

Stages define the design progression — Concept Design, Schematic Design, Detail Design, IFC, and so on. Each stage gets a short code and a revision scheme (alphabetical A–Z or numerical 1–99). Go to Project Settings → Stages.

Go to Project Settings → Members → Invite. Assign each member a role — Project Admin, Document Controller, Design Lead, or Viewer. Roles control what actions members can perform within the Documents module.

Go to Project Settings → Documents → Naming Convention. You'll see the segment builder with the default structure pre-loaded.

For each segment, define the source (project code, asset code, discipline code, free text, or sequential number), the separator character (dash, underscore, or none), and whether the segment is mandatory or optional.

Use the built-in validator to test filenames before locking the convention. Enter sample filenames and verify they pass or fail as expected.

Once confirmed, select Lock Convention. From this point, all file uploads are validated against this convention. Locked conventions can only be amended by account admins.

Navigate to Documents → Submissions → Add New. The target milestone must be open before you begin.

Choose the target milestone and your discipline from the dropdowns. Only one discipline per submission. TrioClick will only accept files matching your discipline's naming convention segments.

Drag and drop your files or use the file picker. TrioClick validates every filename immediately. Non-compliant files are highlighted in red with a specific error message — rectify or remove before continuing.

Existing files have their stored metadata and next revision applied automatically. New files have parameters extracted from their filename. Complete any remaining mandatory fields manually. For large submissions, download the Excel template, complete in bulk, and re-upload.

Review the full list of files, their metadata, and the auto-generated distribution list. Use Save Draft to come back later, or Discard to cancel entirely (all uploaded files are removed).

Click Submit. TrioClick populates its register, creates the milestone package, and pushes all documents and metadata to all connected CDEs simultaneously. You'll receive a confirmation email with the submission report.

Go to Documents → Transmittals → New Transmittal.

Filter by asset, discipline, stage, or milestone to find documents, or search by document number. You can also add documents from the register directly using the checkbox selector. Additional files not in the register can be attached as supplementary documents.

Add recipients from the project member list. Set a transmittal purpose (For Information, For Review, For Approval, For Construction) and optionally add a cover note.

Click Issue. Recipients receive a notification with a link to the transmittal. The transmittal is logged in the audit trail with a unique reference number.

Go to Documents → Reference Data.

Drag and drop any file type. Assign one or more #tags to categorise the document — e.g. #survey, #authority-approval, #as-built. Tags are free text and project-specific.

Reference documents can be visible to all project members or restricted to specific roles. Set visibility at upload time. This can be changed later by a project admin.

Go to Project Settings → Integrations. You'll see available CDE connectors. Each must be enabled and authenticated separately.

Each CDE uses its own authentication method — Aconex uses API key + project ID, Autodesk CC uses OAuth2, and SharePoint uses a Microsoft service account. Follow the platform-specific instructions in sections 08–10.

For each CDE, map TrioClick's metadata fields to the corresponding fields in that platform. This mapping tells TrioClick which CDE field to populate with which TrioClick value on every sync.

Before going live, use Test Sync to push a single test document to the connected CDE and verify that all mapped fields populate correctly, the folder structure is created as expected, and the file is accessible.

Once the test passes, toggle Sync Engine: Active. From this point, every submission triggers an automatic sync to that CDE. The sync engine also runs on a schedule to detect and override any manual metadata changes made directly on the platform.

In Aconex, go to Administration → API Keys → Generate New Key. Give it a descriptive name (e.g. TrioClick Sync) and copy the key — it is only shown once.

In TrioClick, go to Project Settings → Integrations → Aconex → Configure. Enter your Aconex organisation URL, project ID, and API key.

Map TrioClick fields to Aconex document attributes. The following fields are required for the integration to function:

In TrioClick, go to Project Settings → Integrations → Autodesk CC → Connect. You will be redirected to Autodesk's login page. Sign in with an ACC admin account and grant TrioClick permission to read and write Documents and Files.

After authorisation, select the Autodesk Hub and the specific ACC Project to connect. TrioClick will create its folder structure within the Files module of that project.

TrioClick creates folders using the pattern Stage / Milestone / Discipline. Confirm the root folder path within your ACC project where this structure should be created.

Map TrioClick metadata fields to ACC custom attributes. Custom attributes must be pre-configured in your ACC project before mapping. Go to ACC Project Admin → Custom Attributes to create them if needed.

In Microsoft 365, create a dedicated service account for TrioClick (e.g. [email protected]). Assign it Contributor access to the target SharePoint site.

In Azure Active Directory, go to App Registrations → New Registration. Register TrioClick and grant it Sites.ReadWrite.All and Files.ReadWrite.All API permissions. Copy the Client ID and generate a Client Secret.

In TrioClick, go to Project Settings → Integrations → SharePoint → Configure. Enter your Tenant ID, Client ID, Client Secret, and the target SharePoint site URL.

Select the Document Library within the SharePoint site where TrioClick will create its folder structure. Then map TrioClick metadata fields to SharePoint site columns. Columns must exist in the library before they can be mapped.

Go to Project Settings → Archive Project. You'll be asked to confirm the action and designate up to three archive access users (in addition to project admin and account admin).

All project members lose access immediately. Only account admin, project admin, and the three designated archive users retain read access. No further submissions, transmittals, or configuration changes can be made.

The sync engine is suspended on archiving. Documents already in connected CDEs remain in place and are not affected. No further pushes or overrides occur after the archive date.