Download - Chapter 4 - ProjectWise Documents

CDOT ProjectWise User Guide Page 25

Chapter 4 - ProjectWise Documents

In ProjectWise documents are files pertinent to the project. The documents in the projects folders could be drawings, design details, correspondence, reference files, digital pictures, sets, or even empty documents that are just place-holders for future documents.

There are a number of ways to create or place documents in the project folders. You can create a new document with the Advanced Document Creation Wizard, you can create a drawing in MicroStation and save it to ProjectWise folders, you can save InRoads alignment information in a ProjectWise folder, you can copy documents from one ProjectWise folder to another, or you can copy a file from your computer into the ProjectWise folders.

Document PropertiesAll documents in ProjectWise have properties associated with them. Some of the properties are displayed in the lower right part of the ProjectWise Explorer when you click on a document, as follows.

The properties displayed in the ProjectWise Explorer include the document name, the person who created the document, when the document was created and last updated, and more. The document name is preceded by icons that indicate the status of the document and the software associated with the document.

Here are some of the status icons you will see.

Icon MeaningDocument is available for checkout

6 CDOT ProjectWise User Guide

Colorado Department of Transportation

Here are some of the application icons you will see:

Documents have even more properties. The additional properties are displayed by right clicking on the document, then selecting Properties from the list, as follows.

Document is open for read accessDocument is checked out by another personYou have this document checked outDocument is exportedDocument is final

Icon Document TypeInRoads documentMicroStation documentMicrosoft Word documentMicrosoft Excel documentProjectWise Document Set



General TabThe following properties display has tabs for the document properties. The General tab contains information about the file name, type of file, who created the file and when the file was created.

CDOT ProjectWise User Guide


Security TabThe Security tab above displays the ProjectWise users and the rights they have to the document.



Attributes TabThe Attributes and More Attributes tabs contain project information for the document. The grayed out information is from project information contained in a database. This information will be used in the title blocks of MicroStation drawings.



More Attributes TabThe More Attributes tab contains additional attribute information about the selected document.



InterfaceNote that the type of Attribute information displayed and the format of the Attribute information is influenced by the “Interface” selected in the ProjectWise Explorer.



For example, if the interface is CDOT Revisions, then the Attributes tab is displayed as follows.

In this case, Revision information can be entered and that information will be in the title blocks in the MicroStation drawings. At this time there are 6 different Interfaces, BRIDGE, CDOT, CDOT Revisions, ROW, ROW Revisions and zKEYS. The zKEYS is used by the ProjectWise administrator only.



File Properties TabThe File Properties tab displays information about the document.



Audit Trail TabThe Audit Trail tab displays historical information about the document including when it was created, copied out, checked out, and checked in. The user name of the person performing those actions is also tracked in the audit trail.

Viewing a DocumentYou may look at the contents of a document without opening it for read only or checking it out. There are two ways to do this. The first is to click on the document then click on the Document menu and select View from the list.

The second way is to right click on the document and then click on View from the list, as follows.



Note: The first time the View is done there will be a slight delay while the document viewers are loaded.

Opening a Document Read-OnlyThere are two ways to read a document in the associated software without fear of modifying the document. This is known as opening the document as read-only. The first way to open the document as read-only is to click on the document then click on the Document menu and select Open as Read-Only from the list.

The second way is to right click on the document and then click on Open as Read-Only from the list, as follows.

When you Open as Read-Only, you do not check-out the document. See the section on Check-Out and Check-In for more information on checking out and checking in a document.

Advanced Document Creation WizardThe most effective way to create a document in ProjectWise is to use the Advanced Document Creation Wizard. The Wizard will not only allow you to select a seed file for the document, but will also use CDOT data to automatically create the file name and fill in some of the document attributes with project information.

The seed file can be a drawing template, a blank memo, a blank form, or even a file on your computer. You can find some seed files in the “Seed Files” folder in ProjectWise.

The file name created by the advanced wizard is built based on information you provide. This information is then used to query the projects data and automatically fill in document attributes with information about the project. This project information will be used later for filling in items such as the title blocks in the MicroStation drawings.



Before using the Advanced Document Creation Wizard, make sure the ProjectWise Interface is set to CDOT

1. To use the Advanced Document Creation Wizard, in ProjectWise click on the Document menu, then New, then Advanced Wizard.

2. The following introductory window is displayed. Click on the Next button to continue.



3. Next, you select the folder where the document will be created. Navigate to the folder where you want to create the document and then click on the Next button.

4. Next, select a template or seed file. In this case the word file “tasklist.docx” on the local computer is selected as the template file. Click on the Open button and then the Next button.



5. Next, choose the project you are working on, as well as the discipline specifics in order to create the document name. The required fields are the “key_project_code”, the “key_discipline”, and the “key_seqence_number” fields. To start this, key in the first 3 digits of the project code.

6. The first three digits are “104” (1). The next step is to click on the down arrow for the key_project_code pull-down (2). This results in the following



7. Project code “10429” is selected from the list by clicking on it.

8. Select the “key_discipline”, and the “key_sequence_number” fields.

9. The “key_discipline” pull down is clicked (1), and then the “Des” for Project Management is selected from the list (2).



10. “key_item_1” pull down is clicked (1) and “_Detail” is selected from the list (2).



11. The last thing to do is to create the “key_sequence_number” and generate the document name. In this case the “Show Advanced Generate Options” check box is clicked (1) so that the “Next Available” option can be selected (2) and then the “Generate” button is clicked (3). This results in the document name “10211ProjMgrTasks1”. Lastly, the “Next” button is clicked. The following window is displayed.



12. In this dialog box, you can enter custom document attributes as defined in the CDOT envi-ronment. Select the Next button to continue.



13. In this dialog box, you can enter additional custom document attributes. Select the Next button to continue.



14. In this dialog, you can define document properties such as document name, description and document file name. Please note that the document name and file name are separate attri-butes. You can also define a version for the file if you know ahead of time that you are going to manage multiple versions of the file in ProjectWise. Select the Next button to continue.



15. This is the last dialog where you can use the Back button to make changes to any of the selections made in the previous dialog boxes. Once you are satisfied with your choices, click on the Next button.

Click on the Finish button to complete the Wizard. Your document will now be created.



Copying DocumentsThe easiest way to move files to ProjectWise from your computer or another ProjectWise folder is to copy them by the “drag and drop” method. Before doing the “drag and drop” make sure the ProjectWise Interface is set to CDOT as follows



Next, you click on the file you wish to put into ProjectWise and hold down the mouse button, then drag the file from Windows Explorer to the ProjectWise Explorer. ProjectWise will display the following if this is the first time you do this.

The first time you do this you need to click on the “Make this wizard the default” checkbox. Then click on the “Advanced Wizard” Icon and then click on the OK button. The Advanced Document Creation Wizard will activate. Please see the previous section for instructions on the Advanced Document Creation Wizard.

If you choose to drag and drop more than one file at a time, the Advanced Document Wizard will be started for each file selected in the drag and drop operation.

Document Check-Out and Check-InProjectWise uses Check-Out and Check-In as the way to make sure that only one person at a time is modifying project documents. If more than one person is modifying project documents it is probable that some modifications will be lost along the way. Check-Outs and Check-Ins can be done in ProjectWise or using integrated software.

Any time a document is checked-out for revisions, the document is checked-out and locked in ProjectWise and then copied to a local working folder on your computer. This ensures that the computer network is not a major factor in your ability to revise the document. When the document is checked-in the local document is copied to ProjectWise and the document is checked-in in ProjectWise.

Document Check-Out in ProjectWiseSince ProjectWise is integrated with different software, there are a number of ways to check-out a document for revisions. You can check-out the document in ProjectWise or you can check-out the document using software that is integrated with ProjectWise.

There are three basic ways to check-out a document in ProjectWise. The first way is to click on the document then use the Document menu and then either the “Open”, “Open With…”, or “Check Out” selections in the list.



The second way is to right click on the document and then either the “Open”, “Open With…”, or Check Out selections in the list, as follows

The results of the different selections in the list are:

The third way to check out a document is to double click on the document. This is the default action for double clicking on a document.

Note: If you do not want the double click to check out a document then in the Tools menu select Options, then the settings tab. Expand the Document list and Double click action. Double click on the “Check Out” and change it to the selection you desire.

Open Check-Out the document and open the document with the integrated software for revisions

Open With Check-Out the document and open the document with software you specifyCheck Out Check-Out the document but do not open the document with the integrated

software



Document Check-Out Using Integrated SoftwareWhen you want to check out a document in ProjectWise using integrated software, use the File > Open menu selection in the integrated software. The ProjectWise login windows will be displayed.

Select the Datasource, enter your CDOT user account preceded by the “dot\”, and enter your password. Then click on the “Log in” button.

The ProjectWise “Open Document” window is displayed. Select the folder and the document you wish to open and click the “Open” button.

The document will be checked-out in ProjectWise and the integrated software will open the document for revisions. If you want the document opened as read-only, click the “Open documents as read-only” checkbox at the bottom before clicking on the Open button. The software used to open the file can be selected with the “Application” drop down list.

There are a number of ways to check-in a document in ProjectWise. The first two involve checking-in the document; the third releases the document without changing it so that others may check-out the document.



To check-in a document you can use the menus, or do a right click on the document. To use the menu, click on the file you want to check-in, click on the Document menu and select “Check In” from the list.

To check in using the right click, right click on the document and select the Check In from the list.

Integrated Software Check-InAnother way to check in a document is by closing the integrated software. The following will be displayed.

Click on the Yes button if you want to check-in the document. If you click on the “No” button, the document is saved in the working folder and leaves the document checked out.



Freeing a DocumentThe other option you have with a checked-out document is to release or “Free” the document so that others can revise the document. To do this you click on the document then click on the document menu and select Free from the list, or you can right click on the document and select Free from the list.

Do not use the Free function if you have revised the document since you will lose your revisions.

Document/Folder Export and ImportExporting documents or folders from ProjectWise and Importing documents or folders into ProjectWise are functions in ProjectWise that allow sharing of files between CDOT and organizations that either don’t have access to CDOT’s ProjectWise environment or don’t have ProjectWise.



Document/Folder ExportIn order to export a folder or a document, select the item(s) to be exported then click on Export in the Document menu.

You can also right click on the document or folder and select the Export from the list. Note that the document(s) to be exported cannot be checked out.

Click on the Next button.



Click on the Browse button to select the folder to export to.

After selecting the folder you want to use for the exported documents, click on the OK button. You may create a new folder for the export using the “Make New Folder” button.



Make sure the Export action is selected, and then click on the Next button. A status window is displayed, then the final Export window.

Click on the Finish button.

Once the export is complete the status icon for the document(s) will change to and the status for the document/folder is changed to “Exported”.

Notes: If the exported document is a MicroStation drawing that has references, the references will be copied to the export folder. The drawing will be exported (checked out) but the references will not be checked out, only copied to the export folder. The folder specified in the Export must be the folder that the document(s) are imported from.

Document/Folder ImportThe document/folder import is used to import documents or folders that were exported. The documents/folders must be in the folder they were exported to or ProjectWise will not know where to find the files.



To import, click on the document or folder you want to import and use the Import selection in the Document menu or right click on the document or folder you want to import and select Import from the list, as follows.

The document or folder is imported and the status is changed to “Checked In”.

Updating an Exported Document/Folder in ProjectWiseWhen a document or folder is exported the document or folder in ProjectWise does not change as changes are made to the exported document or folder. To update the document in ProjectWise with the changes made to the exported document you need to use the “Update Server Copy” function in ProjectWise. This function serves two purposes. First, others will be able to see the latest changes made to the exported document. Second, the changes made to the exported document will be backed up on the ProjectWise server. To update the document in ProjectWise either right click on the document or folder and select the “Update Server Copy” or select the document or folder then use the “Update Server Copy” in the Document menu.

Deleting a DocumentDeleting a document in ProjectWise is a permanent action. You cannot “undelete” a document once it is deleted.



To delete a document, first delete all versions of the document before trying to delete the current version. To delete the current version of a document, right click on the document and select Delete from the list or click on the document then select Delete from the Document menu.

When you delete a document you will have to confirm the deletion.

Click on the Yes button to delete the document.