Document Control

●      Add a Record Document

Click to open the Add a Record Document dialog box to create a new record document.

●      Add Revisions from Files

Click to open the Add Revisions from Files dialog box to add multiple drawing revisions to multiple record documents at one time.

●      Edit in Spreadsheet

Click to open the Save Spreadsheet dialog box to export the record documents to a Microsoft Excel spreadsheet that you can then edit and re-import. The spreadsheet opens automatically and prompts you to re-import when you are done editing it.

1   If you don't have Microsoft Excel installed, the spreadsheet will not open.

●      Utilities > Import Spreadsheet

Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet containing record document data that you want to import.

●      Utilities > Export Spreadsheet

Click to open the Save Spreadsheet dialog box to select the Microsoft Excel spreadsheet to export the project's record documents to.

●      Utilities > Edit Extended Properties

Click to open the Edit Document Control Extended Properties dialog box to edit synchronization settings and create and edit  document control extended properties.

●      Create a Report > Create Report

Click to open the Create a Report dialog box to select the type of record document report to create.

1   You can customize which columns appear in reports simply by selecting which columns to show and hide in the activity center. Simply right-click on column headers to add or remove columns. A checkmark indicates the column will appear in the activity center and the report.

●      Create a Report > Create Document Register Report

Click to open the Save Report dialog box to select a Project Center project and folder in which to create and save the document register data as a spreadsheet file. The report then opens in Excel.

Selected Record Document

The following list shows all available tasks for all record document categories, in alphabetical order. The tasks that appear depend on which category you select from.

●      Add Revision

Click to open the Add Revision dialog box to add a new drawing revision to the selected record document.

●      Create a Similar Record Document

Click to open the Add a Record Document dialog box to create a new record document with the same information as the selected record document. It will be a draft.

●      Delete

Click to delete the selected record document.

●      Delete Latest Revision of Selected Record Document

Click to delete the latest revision of the selected record document.

●      Email > Send as Attachment

Click to open an email message in Microsoft Outlook containing the selected file as an attachment.

●      Email > Send as Link

1   Make sure the recipient can access the files before using this task.

Click to open an email message in Microsoft Outlook containing a link to the selected file that the recipient can click on to open the file.

●      Email > Send with Options

Click to open the Send Files to Email Recipients dialog box to select the sending options before sending the files in an email message.

1   Additional Send options could be available if other transfer methods were added to this project when it was created, or at any other time using the Edit Project Settings dialog box.

●      Explorer Tasks

Refer to the File Tasks panel topic.

●      Find > External References

1   This task is available only when the selected file has external references.

Click to open the External Reference Details dialog box to display external reference (XREF)Drawing files often reference other files, including other drawings, as well as plot styles, images, standards, and font files associated with the drawing. Those references, or dependencies, are simply an embedded record of the path to the referenced objects or files. details about the selected file. This command applies to drawing files only.

●      Fix Broken Link

This task appears if Project Center cannot access the file. Click to open the Change Path of Project File dialog box to locate the file and repair the broken link.

●      Info Exchange > Transfer Only

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to send the files via Info Exchange.

●      Issue Selected Record Document

Click to open the Issue Record Documents dialog box to create, send, and log a transmittal for the selected record document.

●      Issue Selected Record Documents by Revision

Click to open the Select Revision dialog box to choose the record document revision number, and then the Issue Record Documents dialog box to issue the selected revisions.

●      Modify

Click to open the Modify Record Document dialog box to edit the selected record document.

●      Open with...

Click to open the file in its native application. For example, a .DOC file will open in Microsoft Word.

●      Open with Newforma Viewer

Click to open the selected record document's source file in the Newforma Viewer.

●      Related Items >

See the Related Items Tasks topic for information.

●      Review Related Action Items

Click to open the Related Action Items activity center to view action items related to the selected item.

●      Review Related Markup Sessions

1   This task is available only when you select an item that has related markup sessions.

Click to open the Related Markup Sessions activity center to view information about and preview the related markup sessions.

●      View Form

Click to open the Record Document form to view and print the selected record document's details.

●      Modify Revision

Click to open the Modify Revision dialog box to edit the details of the revision.

●      Create Similar Issue

Click to open the Select Issue dialog box to issue a similar revision with the same information as the selected revision.

●      Modify Issue

Click to open the Modify Issue dialog box to modify the selected revision's transmittal.

●      View Form

Click to open the Transmittal form for the selected revision.

●      Select in Transmittal Log

Click to open the Project Transmittals activity center to the selected revision's transmittal.

●      Select Issued Record Documents

Click to locate the record documents issued with the selected transmittal.

●      Delete Issue

Click to delete the selected revision issuance.

●      Compare Revisions

1   This task appears only if you select two revisions from the Revision History tab.

Click to compare the record document's revisions. The Compare Results window opens showing the comparison. If the revisions were issued (they have transmittals as indicated under the Issue Type column of the Revision History tab), then the files in the record copies of the selected transmittals will be compared. If one of the revisions is not issued, then the revised files themselves are compared.

See File Tasks panel.

See Email Tasks panel.

See Related Item Tasks panel.

Document Control

Category drop-down list

The category drop-down list contains filters to display the record documents in particular categories. For example, if you want to view all active record documents, select All Active Record Documents from the list. Only active record documents will appear in the log. You can also choose to display record documents for all project users or only your record documents. Each category is explained below.

Click to toggle between showing record documents for all users or only record documents you are involved with.

All Record Documents

Click to list all record documents. You can then select a record document to view a preview of it as well as any individual record documents that exist for it.

All Active Record Documents

Click to list all active record documents.

All Active Issued Record Documents

Click to list all active record documents that have been issued.

All Active Not Issued Record Documents

Click to list all active record documents that have not been issued.

All Inactive Record Documents

Click to list all inactive record documents.

All Inactive Issued Record Documents

Click to list all inactive record documents that have been issued.

All Inactive Not Issued Record Documents

Click to list all inactive record documents that have not been issued.
 

Filter All Columns

You can filter by any text that appears in any of the Items columns in this section. For example, if you know the title (or part of the title) of the record document that you are searching for (or the status, date modified, etc.), enter at least part of the text in this field. The Items list updates automatically as you type. For example, if the record document you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only record documents that have the number 30 somewhere in one of the columns.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

Group by

Click to group by the any of the columns. For example, if you want to group the list of record documents by revision, select Revision from the drop-down list. The record documents will be grouped into separate sections alphabetically by revision. See Column Sorting, Filtering, and Grouping for more information.

Columns

All columns are listed here. Right-click on any column header to list or de-list columns. Click the icons for more filtering options.

1   You can drag and drop record documents from the log to other applications that support drag and drop functionality. It will use the most recent revision of the file.

Number

The record document's number. If the drawing file was imported, it is the drawing's name.

Title

The title of the record document.

Revision

The revision number of the record document.

Revision State

The revision's status.

Last Issued

The date the last transmittal for the last revision was sent.

Scale

The scale of the source file.

Size

The size of the source file.

Related items

If the record document has any related items, the icons appear here.

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the record document.

Discipline

The record document's disciplines.

Company

The company of the owner of the record document.

Owner

The owner of the record document.

Source File

The name of the source file of the last record document revision.

Related Model

If the record document was synced from the Newforma Project Information Link, the BIM model that the record document came from would be listed here.

Revision Date

The creation date of the last record document revision.

Revision Description

The description of the last record document revision.

Revision Prefix

The prefix added for the revision numbering scheme.

Revision Suffix

The suffix added for the revision numbering scheme.

Team Members

The project team members involved with the record document.

Type

The record document's type.

Last Issued Type

The record document's transmittal's type, such as RFI transmittal.

Last Issued ID

The ID number of the last record document's transmittal.

Last Issued Subject

The subject of the last record document's transmittal.

Purpose

The purpose of the record document. Record documents can have one or more purposes (For Bid, For Planning, etc.). This column provides a way to use the purpose keyword list to categorize each record document so that you can filter them at any time to display record documents to be issued for a specific purpose.

Source File Path

The full path to the location of the source file. If the source is a screen capture, the row is blank.

Source File Size

The size of the source file.

Source File Date

The date the source file was last modified.

Source File Type

The source file's type.

Source File Owner

The owner of the source file

Preview tab

A preview of the selected record document file appears here.

Revision History tab

This tab lists the revision history of the selected record document. Select a revision to open a list of revision tasks that you can perform.

Revision

The revision ID number.

Revision Date

The date the revision was made to the file.

Revision Description

A description of the revision.

Issue Date

The date the transmittal was issued.

Source File

The full path to the source file of the revision.

Related Items

If the revision has any related items, the icons appear here.

Recipients

The recipients of the revision's transmittal.

Via

How the revision was sent.

Issue ID

The ID of the transmittal for this revision.

Issue Type

The revision's transmittal's type, such as RFI transmittal.

Issue Subject

The subject of the revision's transmittal.

Description tab

Any remarks added to the record document appear here.

Email Log tab

This tab lists all email messages associated with the selected record document. Users can drag and drop email messages from Microsoft Outlook and Windows Explorer into this log.

Double-click an email message to open it in Microsoft Outlook or the Project Center Email Viewer. From there, you can reply to or forward the message.

1   The number in parentheses indicates the number of email messages linked to the record document.

Related Items tab

This tab lists all related Project Center items for the selected record document.

Create Related > Action Item

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current record document.

Create Related > Transfer > Via Email

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Create Related > Transfer > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current record document.

Create Related > Transmittal > Via Email

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current record document.

Create Related > Transmittal > Via Info Exchange

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current record document.

Create Related > Contract Management > Contract Management Item

Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new CM item and link it to the current record document.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected record document. This gives you the ability to link two items that are related together. (For example, an action item that is related to a record document.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item's icon is added to the other item's Related Items column and tab.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

1   Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

●        The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a record document).

●        The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a record document).

Supporting Documents tab

Use this tab to attach files to the selected record document, and to view attached files. For example, if you have a record document and a particular drawing is related to it, you can use this tab to attach the drawing file to the record document.  Also, files sent using the Add to > Record Document task are added to this tab.

1   The number in parentheses indicates the number of files that are attached to the record document.

1   You can copy and paste and drag and drop files from Windows Explorer into this tab.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

Change Log tab

This tab lists the dates and project team members who created, modified, and closed the record document.