Documents

 

The topics covered are:

  1. Printing / Generated a Document Log
  2. Uploading Documents
  3. Revising Documents
  4. Downloading Documents
  5. Creating Restricted Folders
  6. Notifications

 

Prints and Reporting

 

  • This report shows all documents that have been uploaded for the project. You can filter the report to show only certain disciplines, statuses, or folders—and you can control the sort order.

 

  1. Within the top ribbon bar click the Reports tab and then the Reports icon
  2. The document log report generation screen allows for filers and sorting options.   Select the filters and options that apply to your custom report and click print.
  3. A pdf print preview will present for your review.
  4. This report can also be transmitted by selecting the transmit button on the top ribbon bar.   

 

Upload New Documents

 

  • Single File Uploader

 

  1. Go to Documents > Plans.
  2. Create a few folder or use an existing folder 
    1. Click New Folder to create it, and open the folder. 
      1. **when created any Documents folder, the apostrophe is not an accepted character in the file name**
  3. Click New Document.
  4. Fill in the document details. Fields with an asterisk (*) are required.
  5. To upload a single document, click Browse, and select the document to upload.   If you need to upload a document greater than 100 MB, use the Multiple Documents option, shown next.
  6. Click Save.
  7. The file now appears in the Documents list. The Date Uploaded reflects the current date.

 

  • Upload More than one Document at once

 

  1. To upload multiple documents at once, click New Document.
  2. Select the Multiple Documents check box, and then click Upload.
  3. Browse to the folder containing the documents.
  4. If you leave Number and Title as the pre-fill option selected, the system fills in information automatically, but you will be able to change it.
  5. Select the check box next to the documents to be uploaded, and then click Upload.
  6. The next window lets you adjust the document numbers and names. (These fields are pre-filled based on the option selected in step 10.)
  7. Select a Discipline for each document, and then click Save.

 

Revising Documents

 

  1. Select the check box next to the document for which you have a revision, and click Revise.
  2. If you want to upload this revision to a separate folder (such as the Plans > Addenda folder)—in addition to the current folder— select the folder.
  3. Select a status and make any other modifications.
  4. Click Browse and select the file.
  5. Click Update.
  6. The Issue Date and the Date Uploaded columns now reflect the date the revision was uploaded.  When users download the document from here, they receive only the latest revision.  If you selected a folder in step 2, the document also appears in that location.
  7. Click the document link. (Note that you can also add a revision from this window by clicking New Revision.)
  8. In the Document Revisions list, you see the original document and the revision. Users can download earlier versions of the document from here.

 

  • Downloading Documents

 

Download Folder with Indexing 

  1. Select the folder(s) you would like to download by clicking the box 
  2. Within the top ribbon bar click the Download tab
  3. To complete the download, click "Indexed" and your browser will provide you the option to Open the folder structure or save the folder structure locally. 

 

-----OR------

 

  1. Individual folders can also be downloaded by selecting the Download Folder icon to the right of the folder name.  
  2. You will have the option to open the folder or save the folder locally. 

 

Download Individual Files

  1. Open the folder the files are within 
  2. Click the Save / Download icon with the document grid to open individual files. 
  3. The browser will provide the option to open or save the file locally 

 

  • Creating Restricted Folders

 

All active project members have access to the documents section of a project.  You can create restricted folders, and controlling who can see the folders within the project. 

  1. Check the box and click revise on the top ribbon bar.
  2. The edit options will present.  To restrict this folder check the box Restricted and click update. 
  3. The screen will refresh and you will add the project members to the folder, providing them access.
  4. On the top ribbon bar click add
  5. Check the project members you would like to have access to the folder and click Assign
  6. Once your list is completed, click the yellow update button

 

  • Notifications 

 

  1. Open the folder you would like notifications to be sent regarding any document updates.
  2. Once the folder is open, in the top ribbon bar click Notifications
  3. The screen will refresh and you will see a list of your current project members.
  4. On the top ribbon bar click add
  5. Check the project members you would like to receive notifications regarding the documents within the folder.
  6. Once your list is completed, click the yellow update button