Document Control Activity Center (Record Documents)
This activity center lists, previews, and displays information about all record documents in the current project. The top section lists all record documents in the current project, and the bottom section displays tabs containing a preview of the selected record document, the revision history of the selected record document, a description of the record document, email messages linked to the record document, related items, supporting documents, and a history of changes.
● Add a 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
● 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
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
● Create a Similar Record Document
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 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
● Review Related Markup Sessions
1 This task is available only when you select an item that has 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.
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.
Click to clear all filters.
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.
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.
The record document's number. If the drawing file was imported, it is the drawing's name.
The title of the record document.
The revision number of the record document.
The revision's status.
The date the last transmittal for the last revision was sent.
The scale of the source file.
The size of the source file.
If the record document has any related items, the icons appear here.
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.
The record document's disciplines.
The company of the owner of the record document.
The owner of the record document.
The name of the source file of the last record document revision.
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.
The creation date of the last record document revision.
The description of the last record document revision.
The prefix added for the revision numbering scheme.
The suffix added for the revision numbering scheme.
The project team members involved with the record document.
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.
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
A preview of the selected record document file appears here.
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.
The revision ID number.
The date the revision was made to the file.
A description of the revision.
The date the transmittal was issued.
The full path to the source file of the revision.
If the revision has any related items, the icons appear here.
The recipients of the revision's transmittal.
How the revision was sent.
The ID of the transmittal for this revision.
The revision's transmittal's type, such as RFI transmittal.
The subject of the revision's transmittal.
Any remarks added to the record document appear here.
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.
This tab lists all related Project Center items for the selected record document.
Create Related > Action Item
Create Related > Transfer > Via Email
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.
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).
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.
A preview of the selected file appears here.
Related Items tab
This tab lists all related Project Center items for the selected file.
This tab lists the dates and project team members who created, modified, and closed the record document.
To access this activity center