How to build a drawing register in Notion

What does a drawing register need?

A drawing register lists sheets with number, title, revision and status so everyone knows which set is current. If you want the two-database design (Drawings plus an Issues log with recipients), our earlier guide walks through it; this article focuses on numbering, revision discipline and the views and formulas that keep the register honest.

• Set up a drawing register in Notion (two-database design)

How should drawings be numbered?

Many practices follow a national standard or their consultant's or client's standard; where a standard applies (for example, a project BIM protocol), use it. Where it does not, a simple scheme works. Example, with invented codes:

Make Number a formula joining the parts, so no one types it inconsistently. Add a unique-number check: a formula that counts rows with the same number and flags more than one.

How do you record revisions?

1. 1

   Revision code

   A select or text property such as P01, P02 for preliminary and C01 for construction, or A, B, C. Use what your project standard uses.

2. 2

   Change note

   One line on what changed. This prevents people arguing over which version they hold.

3. 3

   Revision date

   A date property.

4. 4

   History

   Duplicate nothing; add a Revisions relation or use Notion page history. Keep superseded PDFs in the file server.

Which status codes should you use?

Status says what a drawing is for, so readers do not build from a sketch. Many practices use suitability codes defined by their project standard. Without one, use plain labels:

• Work in progress
• Issued for information
• Issued for coordination
• Issued for approval
• Issued for tender
• Issued for construction
• Superseded

Check whether your contract or the project's standard defines codes and use those.

Which views and formulas keep it reliable?

• Current set: filter Status is not Superseded, grouped by discipline
• Awaiting comment: Status is Issued for approval
• Needs reissue: formula flags rows with Revision date more than 30 days ago and Status Work in progress
• By consultant: relation to a Consultants database

Example stale formula in words: if status is Work in progress and today minus revision date exceeds 30, show 'Stale'. Filter that into a view each Monday.

How do you keep the register aligned with the file server?

The register is an index; files live elsewhere. Add a URL property linking the exact PDF, and a naming rule that matches the Number and Revision. If your CAD software can export a sheet list, you can import it as CSV to seed or reconcile the register; check what your software exports.

Reconcile at each issue: filter to rows changed since the last issue and compare to what you sent.

What does a worked example look like?

A small project has twelve sheets: site plan, four floor plans, two elevations, two sections and three details. Using the scheme above, the site plan is P214-A-10-01, the ground floor plan P214-A-20-01 and the first floor plan P214-A-20-02. Each carries Revision P02, status Issued for coordination, and a change note such as 'Stair moved 300 mm east'.

A week later the structural engineer's comments move a column. You update the plan to P03, write the change note, and set status to Work in progress. The Awaiting comment view loses that row, the Needs reissue view picks it up if it sits, and the current-set view still shows the sheet. When you issue, you set the new status and date, then record the issue in the Issues log if you keep one.

The discipline is small: one change note per revision, status changed at the moment of issue, never later. Most register errors come from updating the PDF but not the row.

Where ArchitectOS fits

ArchitectOS (we make it, $79) includes a Drawings section linked to Projects and Approvals, which is a starting point for the register. The numbering formula, revision codes and stale-flag in this article are things you would add yourself.

• See what's inside ArchitectOS
• ArchitectOS pricing

Frequently asked questions

What is a drawing register?

A list of every drawing on a project with number, title, revision and status, so everyone knows which revision is current. It is often paired with a record of when each was issued and to whom.

How should I name drawing revisions?

Follow the project or client standard if there is one. If not, use a simple consistent code such as P01, P02 for preliminary and C01 for construction, with a note of what changed.

Can Notion import a drawing list from CAD?

If your CAD or BIM software can export a sheet list as CSV, Notion can import it. Check your software's export options; formats and fields vary.

Should I store drawings inside Notion?

Keep the master files in your file server or project environment and link them. Notion is the index, which avoids version confusion.

How do I stop duplicate drawing numbers?

Build the number from parts with a formula and add a check formula that flags duplicates. Review that flag before every issue.