Introduction

The Document Library is the main view on the folders and documents loaded into the DMS.

There are three containers within the Document library, designed to be aligned to document workflows and sharing protocols.  In particular these tabbed containers keep documents separated and recorded in accordance with the BS1192 process: 

• WIP - 'Work In Progress' is intended as an area for individuals & company based project teams to work collaboratively and progress designs internally amongst the team.
• Share - is intended as an area for project teams to share working documents between teams.  Documents are usually Reviewed and Commented by wider project members in the Share area.
• Publish - is intended as an area for finalised and completed documentation.  These files usually form the accepted and final construction records and Client Handover documents.

Primary and Secondary Files

When documents are loaded into BIMXtra they are considered to be of 2 fundamental types, namely Primary and Secondary Files.  

Primary Files are, by definition, those files that are uploaded to the DMS and given a unique ID or BS1192ID.  In other words a file that has an ID is a Primary file.  These are the files shown in the main File Table.

Secondary Files are, by definition, those files that are uploaded to the DMS as an attachment to a Primary File.  These do not have any ID associated with them and are only known by their filename.  Secondary Files only exist in the DMS by the virtue of the Primary file they are attached to.  Searching for IDs will also return any Secondary file results.  Secondary files are only visible using the Secondary File commands of their Primary file and are not shown in the main File Table.

Antivirus Scan of uploaded files

All files uploaded to the DMS are scanned for viruses for either Add or Revise functions.

Once files are uploaded the user is notified when the scan has started:

On scan completion they will be notified of:

• Success.  The file is clean and no further actions taken.
  
  
  
• Failure.  The file has been found to contain a virus as noted and the uploaded file has been replaced with a .TXT file of the same details:
  
  

Folder Tree

The left hand panel shows the container Folder Tree, where folders are configured by the project Superuser and DMS Admins. 

The folder tree can be resized to suit by dragging its right hand edge, or it can be hidden/shown using the double arrows on the right hand edge.

Folder access is controlled via Security Groups, and if you have access to a folder it's name will be shown in Black Text.  Folders that you do not have access to view are shown with their name greyed out.  Please refer to your project Superuser or DMS admin for any folder and permission related queries.

The full folder tree will remain navigable regardless of the users view or add rights. 

The number shown at the end of a folder name shows the number of files in that folder.

Toggle between the 3 containers of the DMS  to show WIP, Share or Published trees with the buttons at the top of the Folder Tree.

Superusers and DMS Admins can use the Add, Edit & Delete buttons to configure folders in the folder tree.  Refer to Configure Folder Structure for details.

File Table

The File Table is the main view showing all documents that have been uploaded into the currently selected folder. 

Buttons to activate commands on those files are shown across the top of the File Table.  Refer to DMS File Table Commands for details.

Page Size

The number of files shown on a page of the File Table is set via the 'Paging Size' button at the bottom of the table, along with toggle buttons to navigate through the pages of the current folder.

Columns

Configure the columns visible in the Folder Tree by Right-Clicking the Column Headers and selecting the columns to be visible.  

Configure the Column Widths by mouse dragging the edge of the Column Header.

Configure Column Sorting order by Right-Clicking the selected Column Header and using the 'Sort Ascending' or 'Sort Descending' options.

Arrange columns positioning on screen by selecting the column a dragging to new location.

Save any layout changes with the Save Layout button, otherwise any changes you make will only be active for the current folder session.  Once Saved the Configuration changes are saved across all folders in the current Project.

The actual columns available will depend on the configuration the project , but possible columns are:

• Select (Both Configurations): Displays the select box to select files for actions to multiple files.  A maximum of 500 files can be selected at once. The select box in the column header can be used to select all the files in the current page view, which will thus be limited to the page size setting.
• View/Download (Both Configurations): Displays the action buttons to view and download documents. On PDF files the icon will update to indicate how many times the Document has been viewed.
• Filename (Both Configurations): Displays the document filename.
• Title (Both Configurations): Displays the document title.
• Document Number (Default Configuration Only): Displays the document's number.
• BS1192 ID (BS1192 Configuration Only): Displays the document's BS1192 ID.
• File Location (Both Configurations): Displays the containing folder.  Only available in Search results listing.
• Revision (Default Configuration Only): Displays the revision of the document.
• BS1192 Revision (BS1192 Configuration Only): Displays the revision of the document.
• Document Purpose/Suitability (Both Configurations): Displays the document purpose/suitability of the document. The document purpose comes from the upload/revise function.
• Revision Date (Both Configurations): Displays the date the revision was set to during the document upload to the DMS.
• Comments (Both Configurations): Shows the total No of Comments that have been added to a file, from either General Comment or Review Responses.  Click to displays the comments panel and make further comments.
• Actions (Both Configurations): Displays the action buttons – Activity Log, Check In / Check Out, Undo Check Out, Secondary Files.
• Distribution Status (Both Configurations): Displays the progress of documents through the system.
  • Total (displays the total number of times the document has been transmitted)
  • Closed (Number of documents closed)
  • Active (Number of active documents)
  • Overdue (Number of overdue documents)
• Author (Both Configurations): Displays the author of the document.
• Owner (Both Configurations): Displays the company of the Author.
• Uploaded by (Both Configurations): Displays the user who uploaded the document.
• Upload Date (Both Configurations): Displays the date the document was uploaded.
• Indexed (Both Configurations): Displays a green dot if the document has been indexed or a red dot if the document is still to be indexed.
• DMS Codes 1-10 (if selected) (Both Configurations): Displays additional meta data fields that have become available via the Project Configuration page.

Column Actions

Some of the columns are also active functions.  By clicking on the column entry you will launch the column function.

The following columns have actions:

File Revisions

Older Revisions of files can be seen as 'stacked' below a file.  Click the arrow to show those revisions below the latest file.

Filtering & Sorting

 The Icon allows users to apply filtering & sorting to columns as required.

Comments

 The Comments icon show the total number of comments that have been added to a file, from either General Comment or Review Responses.

Click to show the Comments Panel where you can view existing comments and add new ones. The Comments Timeline shows the flow of the conversation.

Make sure the General Comments tab is selected and enter your text in the the top Comment panel.  Click the Add Comment button to save it.

To notify a particular user of the comment. Type @ and the user's name in the comment and select their name from the pop-up list. A Mentioned in Comment email notification will be sent to the tagged users. 

Use the Review Responses Tab to view comments that have been made by users via the a distribution and the Documents for Review page.

Comments can be exported to XLS with separate tabs for General and Response Comments

Distribution Status

Distribution Status displays the status of the document once it has been distributed.  There are 4:

Total = Number of times the document has been distributed. 

Closed = Number of documents that have been closed by their Distribution recipients from their Documents for Review.

Active = Number of documents that have not received a response from their Distribution recipients.  Documents are active until their distribution 'response required by' date, at which time they become overdue.

Overdue = Number of documents that have not been responded to by their distribution 'response required by' date. 

Clicking on each of the numbers within the columns will show the Document Transmittal panel showing details:

• Transmittal No - Transmittal number that includes the document. 
  Click on the Number to link to Docs4Review filtered to show the selected transmittal. 
  For users with either Docs4Review, Docs4Review Project List or Admin roles the link will show with in the Project view.  These users should then see all transmittal documents.
  For other users the link will show in the My Received view, but will still only show distributions they were involved in.  Therefore, these users may still not see the entire transmittal documents.
• Issued By - Who it was distributed by
• Issue Date - When it was issued
• Subject - The subject included on the distribution
• Recipient - Who it was sent to
• Transmittal Purpose - What purpose it was sent for
• Response Required by - If present, the date by which the person who issued it wants comments returned by
• Last updated - when the document was closed by that individual
• Date Difference (days) - + or – depending on whether it is overdue or not

Approval Status = Reports the collective Approval Status with results reported as below:

• New File/No Transmittal
  • Blank (Not Active) - File has no transmittal (Default Status)

• Transmittal generated by Distribution without 'Approval Weighting'
  • Blank (Not Active)
    • No response received from recipients
    • Transmittal is partially closed (at least by one recipient but not by all)
    • Transmittal is closed by all recipients

• Transmittal generated by distribution with 'Approval Weighting'
  • Active
    • No response received from recipients
    • Response received from recipients but approval weighting is not achieved AND approval weighting can be achieved from outstanding recipients 
  • Approved
    • Approval weighting has been achieved
  • Approved with Comments
    • Approval weighting is achieved AND at least one 'Approved with Comment' response is included
  • Rejected
    •  Approval weighting is not achieved AND transmittal is rejected by one or more recipients such that approval weighting cannot be achieved by outstanding recipients
  • Error
    • None of the above conditions can be achieved

• File has more than one transmittal with Approval Weighting
  • Multiple
    • File has more than one transmittal with approval weightings

Activity Log

The Activity button under the 'Actions' column shows a full audit history of actions to a document.

The details can be filtered via the Date selectors at the top of the panel and the Revision, Action, Detail and By column headers.

 To Export the current Activity Log view to a PDF  

 Changes view to a Timeline view of actions

Actions

Activity Log

The Activity button under the 'Actions' column shows a full audit history of actions to a document.

The details can be filtered via the Date selectors at the top of the panel and the Revision, Action, Detail and By column headers.

 To Export the current Activity Log view to a PDF  

 Changes view to a Timeline view of actions

Check In / Check Out & Undo Checkout

Given permission via Security Groups, the Checkin/Checkout button under the Actions column allows a file to be reserved for editing exclusively by one person.

Checking out a file will provide a download of that file and mark it exclusively for your use.

Use Undo Check Out to discard a check out, release the exclusive lock while not replacing the existing file.  Hover on the Checked Out By icon and click the blue Discard text.

If a file is checked out, you can send an email notification to ask for the file to be checked in by the user who has it checked out.  Hover on the Checked Out By icon and click the blue Send Email text.

Click on Check In icon to show the upload wizard and select the files to check in.  Refer to Add New Document for further details.

Annotations

Document Annotations are placed in the Download/View function of PDF files. 

Annotations are added to the project database but importantly they are not saved in the PDF files in the DMS.   

According to the project configuration of their Status' Annotations, are Burnt into downloaded versions of the PDF at the time it is downloaded, but they are never Burnt into the version stored in the DMS.  In this way, downloaded PDFs always show the latest state of annotations, including if the PDF is revised.

When an annotation Status is set it includes all parts and comments of that Annotation, including all previous changes of Status.  Therefore according to these settings annotations are either printed in full or omitted completely from the PDF. 

• Annotations are enabled in individual folders by the Markup role of the Security Groups,
  • Normal users can Add new and Edit/Delete their own annotations
  • Annotation Admin users can Edit/Delete all annotations (of all users)
• Annotations can be also be seen and responded to with the DMS UI using the Annotation panel, 
• Annotations can be searched for using the Document Annotations option of Advanced Search.
• Annotations added to Static/Dynamic files are visible on the original document.
• Annotations can each be linked to a BIMXtra DMS document.  Use the link tool on any annotation to select your BIMXtra document.  Clicked links will then download the selected BIMXtra document.
• Annotation comments can include URL links
• Annotations print with a 'Burn-On-Download' function.  When a PDF is downloaded, any annotations are printed into the BIMXtra download PDF without any further action needing to take place on the original uploaded PDF.
  • Note: BIMXtra document links are printed into downloaded PDFs when the PDF Annotation Merge facility is licensed.
• Annotations can be configured to automatically transfer to:
  • the latest revisions of PDFs
  • any Distributed and moved PDFs

Shows the Document Annotations panel.  

Columns include:

• Created Date - Records the date and time markup was created.
• Created By - Records the User who created the markup.
• Type - Records the Markup types ie. Notes, Comments, Highlighted, etc.
• Status - Records predefined statuses for the markup functionality. Status can only be updated by markup creator
• Comment - Displays the comment as defined within the document markup.  URL links can be included in annotation comments.
• Link - Download the BIMXtra document that is linked to the annotation,
• Responses - Allows users the ability to Respond to markups dirtectly within the UI without having to open the document

 Export all markups and comments for a selected document to excel

 Open a new browser window with the markup URL

Open the Responses panel to view and add Markup responses

Secondary Files

Click the Secondary files button under the Actions column to show and add secondary files to a document. The count on the icon shows the number of secondary files associated to the primary file.  Secondary files are supporting documents that need to be associated to the primary file.  Secondary files can be loaded from your PC with the Browse button and there is no requirement to add metadata such as BS1192ID.

Distribution Note: It is an option during Distribution as to whether the secondary files get copied with the primary file if distributed to a new folder.  Refer to Distribute Detail of Issue.

Linked Files

Click the Linked files button under the Actions column to show and link files from elsewhere in the DMS to a document. The count on the icon shows the number of linked files associated to the primary file.  Linked files are supporting documents from elsewhere in the DMS that need to be associated to the primary file or have an association made by BIMXtra.  Linking files is achieved by clicking the 'Link from DMS' button and selecting a file you wish to link to, BIMXtra will also display the primary file as a linked file in dynamic and static containers and the source file, if the file has been copied from elsewhere in the DMS.

The linked files displays the link at both ends i.e. 2 way linking (to and from). The direction column in the linked files window displays whether the file was linked to another file or whether the link was made from another file to the file you are viewing. 

Note: Currently linked files do not get copied with the primary file if it is distributed and copied to a new folder.  Refer to Distribute for details.

The Linked files window contains plain language information in regards to the to and from direction for links relationship.

The direction statements are:

• Dynamic link TO
• Dynamic link FROM 
• Static link TO
• Static link FROM
• Linked Document TO (refers to distributed documents)
• Linked Document FROM (refers to distributed documents)

The Viewer (as highlighted in the above image) allows the ability to view the To and From nature of the links created. See below:

Download/View

The Download/View column has 3 possible icons:

 Download/Preview the file to be opened locally on your PC.  Once clicked the icon changes to showing the download has started.  The time it takes for the download to start will depend on the size of the file which will then be downloaded according to your browser settings.

Burn-On-Download: For projects with Annotation Merge feature enabled, downloaded PDFs will include the current state of Annotation redlines at the time of download.

 Inbuilt PDF viewer.  For PDF files a preview can be shown within the browser, with a project configuration controlling the ability to add Annotations to the PDF.

 Inbuilt WebGL viewer.  For CBXS & IFC files a preview can be shown in the WebGL viewer, where Forms and Comms can also be created.  Please refer to WebGL Graphics for more details.

Rick click menu

The right click menu on the main file table has four commands:

• Open - Download the file for opening, available with Security Group Folder View access.
• Delete - Delete the file, available with Security Group Delete access. 
• Copy Link - Open the bookmark panel to copy the unique web link to the file.
  
• Issue to Distribution List - Start the distribute function with the file.  Access is granted either by the Issue Documents role or by Superuser role.
• Send to Static Folder - Sends the selected files to a selected Static Folder.
• Send to Dynamic Folder - Sends the selected files to a selected Dynamic Folder.