How to set up a drawing register in Notion

What is a drawing register?

A drawing register lists every drawing on a project with its number, title, scale, size and current revision, and records when each was issued, to whom and for what purpose. It is how everyone on a project knows which revision is current. Registers seen in practice typically pair a list of sheets with an issue sheet showing dates, purpose codes and recipients.

Which databases do you need?

Small studios can skip the Revisions database and keep the current revision and a revision log on each sheet's page. Larger projects benefit from Revisions as its own database, so every change is a record.

How do you build it, step by step?

1. 1

   Create Drawings

   Add Number (title property), Title, Scale, Size (select: A0–A4), Revision (text), Status (select: in progress, issued, superseded), Discipline (select) and Project (relation).

2. 2

   Create Issues

   Add Date, Purpose (select), Recipients (multi-select or relation to contacts), Reference and a relation to Drawings called Sheets.

3. 3

   Show issue history on each sheet

   The relation creates a matching property on Drawings, so every sheet lists the issues it appeared in.

4. 4

   Add a rollup for last issued

   On Drawings, roll up the latest Issue date through the relation to show when each sheet last went out.

5. 5

   Save views

   Current set (status is not superseded, sorted by number), Superseded, Issued this week, and By discipline.

Which issue purpose codes should you use?

Use the codes your practice and contracts already use. Common examples on issue sheets include:

How should revisions be recorded?

Use sequential revision codes and record, for each revision, the date, the code, who checked it and a clear description of what changed. The description matters most: without it, contractors and consultants can end up working from different drawings without realising. Projects following ISO 19650 use its revision conventions, so match whatever your information requirements specify.

Where should the drawing files live?

Keep issued PDFs in your file system or the project's common data environment, and link or embed the issued revision on the sheet's page. Uploading a PDF to Notion creates a snapshot; that can be useful as an issue record, within your plan's file size limit.

• How to save and organise your designs in Notion

When is Notion not enough for document control?

On large or regulated projects the client or contract may require a formal common data environment with controlled workflows and audit trails. A Notion register is excellent for small and mid-sized work and for the studio's internal view, but follow the project's information requirements where they apply.

Frequently asked questions

What should a drawing register include?

Drawing number, title, scale, size, current revision and status for each sheet, plus an issue record with date, purpose and recipients.

Can Notion replace a drawing register spreadsheet?

Yes. Linked Drawings and Issues databases do what a spreadsheet does and show the full issue history of each sheet automatically.

How do I show the current drawing set in Notion?

Save a view of the Drawings database filtered to exclude superseded sheets and sorted by drawing number.

What are drawing issue purpose codes?

Short codes recording why a set was issued, such as issued for information, approval, planning, tender or construction.

Should I upload drawings to Notion?

Link or embed issued PDFs from your file system; upload only when you want a snapshot and the file is within your plan's limit.