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Overview
Example of using Document Package feature to create drawing packages
The Document Package feature is used to group sets of related individual documents together and is an effective way to organize and manage large sets of documents. For example, rather than accessing an entire log of drawings, collections of drawings can be assembled into packages so users have their own version of a set of drawing sheets to mark up and work with in their own workspace. Additionally, security settings can be used to further customize and control what documents and packages users can access.
NOTE: This feature is currently only available for creating drawing packages.
Verify Document Status
Pgm: PMDOCST – PM Document Status; standard Treeview path: System Data > Global Tables > Maintain Data Process – Document Status node
Verify that an Open status code has been created in the Document Status node of the Maintain Data Process screen in the System Data module. This code must exist for the Document Packages feature to work properly.
Security
Drawing Packages
The following security privileges must be assigned to a user's project role when using this feature for drawing packages.
Project Role
Project Roles; standard Treeview path: CMiC Field > Security > Project Roles
To create a new drawing package and manage access, users must have the appropriate security privileges assigned to their project role. These privileges are assigned on the Project Roles screen under the 'Show in Menu/View/Create/Update/Delete/Unlink All Document Types' checkbox link. Select the project role and click on this link to launch the View All Documents pop-up window. In the pop-up window, ensure that the Create and Edit privileges are assigned for the Drawing Management document types for the selected project role. The Edit privilege is used to control access to drawing packages.
Any users with the Edit privilege assigned will be able to see and use the Manage Access option, which is located under a drawing package's Menu options. This allows them to view all document packages, including the drawings that exist within a project's Drawing log, even if they are not included under the Manage Access settings (project role or project contact).
Create a New Drawing Package
There are two ways to create a new drawing package. Open the Drawing log and select one or more of the drawings. Once the drawings have been selected, use the floating Create New Package icon (
) at the top of the screen to create a new drawing package. When at least one drawing package exists, the Create New Package icon (
) will also become available for creating a new package.
When at least one drawing is selected, the 'Select All' checkbox becomes available to select all of the drawings at once.
After clicking on the Create New Package icon, a pop-up window opens which is used to copy the selected drawings to one or more existing drawing packages, or to create a new package. Click on Create New Package at the bottom of the list.
Clicking on Create New Package opens a second pop-up window where the name of the new drawing package is entered. By default, the 'Keep Updated with Latest Revisions' box is checked. When this box is checked, if any revised versions of the drawing sheets contained in this package are uploaded to the main Drawing log, those revisions will automatically be included in this package. Leave this box unchecked to keep the drawing sheets at the current version and prevent them from being dynamically updated. To learn more about how this option works, refer to Keep Drawing Package Updated with Latest Revisions.
When finished entering the package name, press [Okay].
The new drawing package will be added to the list of packages, as shown in the screenshot above. The list is sorted alphabetically and grouped by package type (e.g., dynamic or static). In the example above, the packages are all dynamic.
NOTE: If a drawing package is created with the 'Keep Updated with Latest Revisions' box disabled, the package will be tagged with "Updates Off". Refer to Keep Drawing Package Updated with Latest Revisions to see an example of how this list would be displayed.
Keep Drawing Package Updated with Latest Revisions
When a new drawing package is being created, there is an option to have the drawing package automatically updated with the latest revisions of the drawing sheets.
For example, when an individual drawing sheet is uploaded to the main Drawing log, it will be contained in the log as well as in any drawing packages where it has been included. If the 'Keep Updated with Latest Revisions' box is checked on a drawing package where this drawing sheet is included, if an updated version of the drawing sheet is uploaded to the main Drawing log, then the drawing package will automatically be updated with the latest revision as well. If the 'Keep Updated with Latest Revisions' box is unchecked on a drawing package, then the drawing package will remain static and will not be updated with the latest revision of any of the drawing sheets.
Having the ability to control whether a package is dynamic or static is useful for a variety of reasons. For example, if this option is enabled and a user only has access to that specific drawing package and not the entire Drawing log, if an updated version of a drawing sheet contained in their package is uploaded to the main Drawing log, then the latest revision would automatically be updated in their individual package. On the other hand, if this option is disabled, it would be helpful if you were pricing a specific drawing set and you wanted to prevent the drawing package from being updated.
When a drawing package is created with the 'Keep Updated with Latest Revisions' box unchecked, the package will appear in the lower half of the list of drawing packages, as shown in the screenshot above.
The packages in this list are divided into two groups: dynamic folders appear at the top of the list and static folders appear at the bottom of the list. Each list is sorted alphabetically. Also, to help differentiate between the two types of packages, the static drawing packages are tagged with the label "Updates Off".
Drawing Package Options
Menu Options
When a drawing package is selected, click on the Menu icon (
) to open a list of available menu options.
Download for Offline
This option downloads the content of a selected folder for offline use. When this option is assigned to a package, the folder will be labeled with a checkmark.
Rename Package
This option is used to rename the drawing package.
Manage Access
This option is used to manage the security for drawing packages. By default, the author of the package will automatically have access to that package. For other users, the Manage Access option will not be displayed if the user doesn't have the relevant security privilege assigned.
Security can be assigned by project role and/or project contacts.
Press the [Add Role] button to assign selected project roles. In addition to the project role, contacts can be assigned as well. Users may also prefer to avoid assigning a project role and only assign selected project contacts instead. Press the [Add Contact] button to assign selected project contacts.
Delete Package
This option is used to unlink all drawings and delete the drawing package. When a package is deleted, the folder is deleted along with all of the drawings within the folder. Press the [Unlink and Delete] button to complete the deletion process.
Toolbar Options
When a drawing sheet is selected in a drawing package, the toolbar options shown in the screenshot above are displayed.
Create Drawing Package
This icon (
) is used to copy drawing sheets to an existing drawing package or create a new drawing package. Refer to Create a New Drawing Package for more information.
Share Drawing Sheets
This icon (
) is used to share drawing sheets. Clicking the icon opens the Share Drawing Sheets pop-up window, where options are used to customize how the sheets are shared. For example, toggles can be used to include/exclude all revisions and annotations. By default, an expiration date of 30 days is set but the date can be updated as required. Individual project contacts can be selected or a distribution list can be used if one has been set up. Once selections are complete, the [Send] button is used to send the selected drawing sheets.
Search
This option is used to search a selected drawing package. The search can be filtered by version, discipline, location code, and/or trade code. The results can also be grouped by revision date, discipline, location, or version.
Annotations
Annotations are unique to each package. An annotation that’s created on package A will not be visible on other packages, including the main Drawing log, as everyone has their own workspace. Automatically created hyperlinks will be visible on packages from the main Drawing log but you cannot access those drawing sheets if they don’t exist in the package. When using the manual hyperlink tool, you can only select a drawing sheet from the same package that you’re in, meaning you cannot select from another package (so you can’t hyperlink to a sheet on another package). Annotations published on the main Drawing log (which not everyone will have access to) will be published on all the packages that have that sheet (not vice versa).