ProjectWise V8i Administrator Client Course Guide
April 14, 2017 | Author: EAlathor | Category: N/A
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Description
ProjectWise V8i Administrator Client (SELECTseries 2)
Bentley Institute Course Guide
TRN013280-1/0003
Trademarks AccuDraw, Bentley, the “B” Bentley logo, MDL, MicroStation and SmartLine are registered trademarks; PopSet and Raster Manager are trademarks; Bentley SELECT is a service mark of Bentley Systems, Incorporated or Bentley Software, Inc. AutoCAD is a registered trademark of Autodesk, Inc. All other brands and product names are the trademarks of their respective owners.
Patents United States Patent Nos. 5,8.15,415 and 5,784,068 and 6,199,125.
Copyrights ©2000-2010 Bentley Systems, Incorporated. MicroStation ©1998 Bentley Systems, Incorporated. All rights reserved.
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Instructor Set-Up The course needs the following items as part of the datasource. The datasource should be created using the template so it has all the delivered USTN example files. Those files are used in this course. Create a storage area: •
Exton
General: •
Make sure that the students can get to the class data set folder. They will be adding these folders and files to the datasource.
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MicroStation/J is used in the integrated applications module.
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In the spatial module, students set the datasource up so spatial features can be used. If the instructor desires, and has their own datasource set up so spatial features can be used, they can demonstrate that: Sub-folders, which may be project folders, are displayed on the background map in their true geographic location Double clicking on a sub-folder opens it. A background map displays a smaller area representing its true geographic area of interest, such as the area represented by a project All the documents in the folder are displayed on a folder’s background map Double clicking on a document opens it, just like using the list tab. You can explain the symbology that is assigned by default, the symbology legend, and the View > Geospatial options. Execute a search using spatial search criteria
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Important: Environments are imported during this course (pwclass.aam and Standard.aam). They must be imported into a database instance to which they have not been imported previously. If not, errors will occur and they will not
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import properly. Also, use the version of the environments in the current data set.
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Table of Contents Instructor Set-Up ____________________________________ iii Course Overview ____________________________________ 1 Course Description ____________________________________1 Target Audience_______________________________________1 Prerequisites _________________________________________1 Course Objectives _____________________________________1
Document Architecture ______________________________ 3 Module Overview _____________________________________3 Module Prerequisites __________________________________3 Module Objectives_____________________________________3 Introductory Knowledge ________________________________4 Questions ________________________________________4 Answers __________________________________________4 Document Information _________________________________4 Creating Documents ___________________________________5 Converting abstract documents _______________________5 Document ID’s_____________________________________6 Document preview _________________________________8 Extended Document Properties __________________________8 Security tab _______________________________________9 Attributes and More Attributes tabs ___________________9 File Properties tab __________________________________10 Workspace tab ____________________________________12 Components tab ___________________________________13 Departments _________________________________________13 Creating Departments_______________________________14 Module Review _______________________________________14 Questions ________________________________________14
ProjectWise Explorer Best Practices ____________________ 17 Module Overview _____________________________________17 Module Prerequisites __________________________________17 Module Objectives_____________________________________17
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Introductory Knowledge ________________________________18 Questions ________________________________________18 Answers __________________________________________18 ProjectWise Explorer Networking _________________________19 Datasource display names ___________________________19 Navigating multiple sub-nets _________________________20 ProjectWise network configuration ____________________20 ProjectWise network registry entries ___________________23 Basic File Operations ___________________________________24 Document Check Out and check in_____________________24 The working directory _______________________________25 Delta file transfer __________________________________28 ProjectWise Applications________________________________31 Defining applications________________________________32 Working with existing applications_____________________36 Applications and file extensions _______________________37 User overrides for application actions __________________37 Module Review _______________________________________39 Questions ________________________________________39
Managing User Accounts _____________________________ 41 Module Overview _____________________________________41 Module Prerequisites __________________________________41 Module Objectives_____________________________________41 Introductory Knowledge ________________________________42 Questions ________________________________________42 Answers __________________________________________42 User Accounts ________________________________________42 Account Types ________________________________________43 Authentication ____________________________________44 Authentication for Logical accounts ____________________44 Authentication for Windows accounts __________________44 Using ProjectWise User Synchronization Service __________45 Single Sign On _____________________________________47 User IDs __________________________________________48 User Properties Settings ________________________________49 Default user properties ______________________________50 Settings categories _________________________________50 Working directory category __________________________51 General category___________________________________53 User Interface category______________________________55 Administrative category _____________________________59 Document category_________________________________61 Document List category _____________________________65 Folder category ____________________________________67 Message Folders category ___________________________68
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Custom Folders category ____________________________70 Global user lists category ____________________________72 Document Creation Conflicts category__________________73 Audit Trail category_________________________________78 Managed Workspace Profiles category _________________80 Project permissions category _________________________81 Establishing the Default user _________________________81 Modifying user properties ___________________________82 Modifying properties for multiple users_________________83 Secondary Administrative Accounts _______________________83 Deleting Users ________________________________________84 Group and List Membership _____________________________87 User groups _______________________________________87 User Lists _________________________________________90 Selecting users by group or list ________________________91 The Database User Account _____________________________91 Module Review _______________________________________92 Questions ________________________________________92
Environments ______________________________________ 93 Module Overview _____________________________________93 Module Prerequisites __________________________________93 Module Objectives_____________________________________93 Introductory Knowledge ________________________________94 Questions ________________________________________94 Answers __________________________________________94 Environment Overview _________________________________94 Defining Environments _________________________________95 Using existing database tables ________________________96 Using new database tables ___________________________97 Creating environments by importing script files __________99 Interfaces ____________________________________________99 Creating an Interface _______________________________99 Labels and prompts_________________________________102 Fixed pick-lists _____________________________________103 Using format strings ________________________________105 Providing default values _____________________________105 Dynamic pick-lists __________________________________106 Triggered updates for environment attributes ___________107 Required fields ____________________________________108 Modifying Property Column Properties ____________________111 Deleting Environments _________________________________112 Attribute Sheets_______________________________________112 Adding and removing attribute sheets __________________113 Defining Document Codes_______________________________113 Setting up document code restrictions _________________116
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Allow and forbid restrictions__________________________116 Reserved restrictions________________________________117 Searching for Documents by Environment Attributes _________118 Attributes Properties Dialog _____________________________120 General tab _______________________________________120 Value tab _________________________________________121 Editing tab ________________________________________125 Extra Values tab____________________________________125 Environment and Attribute User Properties Settings __________125 User Interface-> Attribute Form _______________________126 User Interface-> Search Form _________________________126 Module Review _______________________________________127 Questions_________________________________________127
Importing Legacy Documents __________________________ 129 Module Overview______________________________________129 Module Prerequisites___________________________________129 Module Objectives _____________________________________129 Introductory Knowledge ________________________________130 Questions_________________________________________130 Answers __________________________________________130 Non-interactive Import _________________________________130 The BulkLoad tool __________________________________130 The Bulkload dialog _________________________________131 Process Bulkload File options _________________________132 Interactive Import _____________________________________134 The Wizard Manager ________________________________134 Advanced Document Creation Wizard __________________135 Importing without a wizard___________________________139 Completing the Process _________________________________140 Using the Scan References and Link Sets wizard __________140 Working with link sets _______________________________147 Module Review _______________________________________150 Questions_________________________________________150
Document Indexing __________________________________ 151 Module Overview______________________________________151 Module Prerequisites___________________________________151 Module Objectives _____________________________________151 Introductory Knowledge ________________________________152 Questions_________________________________________152 Answers __________________________________________152 Extraction Process Overview _____________________________152 Supported file types ________________________________153 How it works ______________________________________153 ProjectWise Orchestration Framework Service ___________155
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Server requirements ________________________________155 Configuration______________________________________156 Thumbnail Extraction___________________________________157 Automatic extractions _______________________________159 Manual extractions _________________________________160 Full Text Extractions____________________________________161 Indexing Service architecture _________________________162 Process stages _____________________________________163 Choosing a folder for the Microsoft Catalog______________163 Enabling full text indexing ____________________________168 Querying the Microsoft Catalog _______________________169 Full text searches from ProjectWise Explorer_____________170 Processing Non-standard File Types _______________________171 Processing AutoCAD Documents __________________________173 File Property Extraction _________________________________174 Monitoring Extraction Processes__________________________178 File Extraction User Properties Settings ____________________179 User Interface category______________________________179 Module Review _______________________________________180 Questions_________________________________________180
Audit Trail _________________________________________ 181 Module Overview______________________________________181 Module Prerequisites___________________________________181 Module Objectives _____________________________________181 Introductory Knowledge ________________________________182 Questions_________________________________________182 Answers __________________________________________182 Enabling Audit Trail for a Datasource ______________________182 Datasource settings_________________________________182 Routinely logged events _____________________________184 Freeing documents and Audit Trail _____________________185 Audit Trail review __________________________________186 Deleted documents _________________________________186 Additional datasource settings ________________________187 Audit Trail Maintenance ________________________________188 Truncating the Audit Trail ____________________________188 Datasource statistics ___________________________________191 Audit Trail User Properties Settings________________________192 Module Review _______________________________________194 Questions_________________________________________194
Access Control ______________________________________ 195 Module Overview______________________________________195 Module Prerequisites___________________________________195 Module Objectives _____________________________________195
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Introductory Knowledge ________________________________195 Questions_________________________________________196 Answers __________________________________________196 Access Control Overview ________________________________196 Security Permissions ___________________________________197 The Object Security Hierarchy ____________________________198 Folder security _____________________________________198 Assigning security to a folder _________________________199 Folder permissions _________________________________201 Document security _________________________________202 Document permissions ______________________________202 Organizing object security____________________________203 Inherited folder security _____________________________205 Security and Document Processors ____________________205 Establishing default security __________________________206 Document level security _____________________________208 Workflow Security _____________________________________210 Implementation____________________________________211 Working with Workflow-Based Security ____________________213 Real _____________________________________________213 Workflow _________________________________________213 Folder____________________________________________214 Security Datasource and User Properties Settings ____________214 User properties setting ______________________________214 Datasource properties setting_________________________215 Module Review _______________________________________215 Questions_________________________________________215
ProjectWise Workflows ______________________________ 217 Module Overview______________________________________217 Module Prerequisites___________________________________217 Module Objectives _____________________________________217 Introductory Knowledge ________________________________218 Questions_________________________________________218 Answers __________________________________________218 Workflow Overview ____________________________________218 Creating and Modifying States ___________________________219 Creating states_____________________________________219 Modifying a state___________________________________220 Creating and Modifying Workflows________________________220 Messaging Services ____________________________________222 Creating a message agent ____________________________222 Non-workflow related events _________________________223 Workflow related events_____________________________223 Workflows in ProjectWise Explorer ________________________225 Assigning a workflow to a folder_______________________225
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Identifying folder/document workflow and state _________228 Changing states ____________________________________229 Workflow related messages __________________________230 Working with Workflow-Based Security ____________________231 Real _____________________________________________231 Workflow _________________________________________231 Folder____________________________________________232 Workflow Datasource and User Properties Settings___________234 User properties settings _____________________________234 Datasource settings_________________________________234 Module Review _______________________________________235 Questions_________________________________________235
Integrated Applications ______________________________ 237 Module Overview______________________________________237 Module Prerequisites___________________________________237 Module Objectives _____________________________________237 Introductory Knowledge ________________________________238 Questions_________________________________________238 Answers __________________________________________238 Multiple MicroStation Versions ___________________________238 MicroStation Reference Management _____________________241 Creating sets ______________________________________242 Reference location _________________________________244 References without file extensions_____________________245 Dynamic View support ______________________________245 In place reference activation__________________________246 Reference user properties settings _____________________247 Versioning to Manage the Design Process __________________249 Versioning datasource and user properties settings _______250 Datasource settings_________________________________250 User properties settings _____________________________251 Configuring MicroStation Workspaces _____________________252 Unmanaged Workspaces_____________________________253 Workspace profiles and web parts _____________________256 Managed Workspaces _______________________________257 Creating individual configuration settings blocks __________261 Dynamic project configuration ________________________263 Variables to Exclude From Copy Out____________________265 Applying CSBs in ProjectWise Administrator _____________265 Applying CSBs in ProjectWise Explorer __________________265 Configuring a User’s Personal Workspace _______________266 AutoCAD Workspace Profiles_____________________________267 MicroStation Title Blocks ________________________________267 Creating MicroStation attribute exchange rules___________268 Placeholder tags ___________________________________270
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Attribute exchange rules_____________________________271 Establish update conditions __________________________272 AutoCAD Title Blocks ___________________________________273 MicroStation Link Sets __________________________________274 Selecting the correct link set source ____________________276 AutoCAD Sheet Set Manager Integration ___________________276 AutoCAD Session File Manager ___________________________277 Other AutoCAD Integration Features ______________________277 Integrated ProjectWise Navigator _________________________278 Configuration______________________________________278 Marking up documents with ProjectWise Navigator _______279 Related document markups __________________________279 i-model Composer Integration ___________________________280 Configuration______________________________________280 Microsoft Office Integration _____________________________281 Registry strings ____________________________________282 Attribute Exchange for Microsoft Office Documents _______283 Adding new custom properties________________________285 Exporting and importing attribute mappings _____________287 Module Review _______________________________________288 Questions_________________________________________288
Managing Projects ___________________________________ 289 Module Overview______________________________________289 Module Prerequisites___________________________________289 Module Objectives _____________________________________289 Introductory Knowledge ________________________________289 Questions_________________________________________289 Answers __________________________________________290 Defining Projects ______________________________________290 Project strategy ____________________________________291 The one-to-many definition __________________________291 Define a template project folder structure_______________292 Establish storage areas ______________________________292 Add new users _____________________________________293 Create security groups ______________________________293 Copying the template project to the new project _________294 Applying the security schema _________________________294 Backup and restore procedures _______________________294 Full back up one-to-many project definition _____________297 Export command line options _________________________298 Module Review _______________________________________300 Questions_________________________________________300
Spatial Management _________________________________ 301 Module Overview______________________________________301
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Module Prerequisites___________________________________301 Module Objectives _____________________________________301 Introductory Knowledge ________________________________302 Questions_________________________________________302 Answers __________________________________________302 Spatial Management ___________________________________302 ProjectWise Explorer’s Spatial tab _____________________302 Working with Coordinate Systems ________________________303 Defining Spatial Symbologies_____________________________305 Working with Background Maps __________________________307 Creation __________________________________________307 Static CAD Layers___________________________________307 Dynamic CAD layers_________________________________308 DPR Layers ________________________________________308 Scanning for Spatial Locations ____________________________310 Associating applications to metadata scanners ___________311 Scanning using ProjectWise Explorer ___________________312 Creating spatial location files _________________________313 Loading spatial location files __________________________314 Using the Spatial Tab ___________________________________315 Drawing spatial locations ____________________________315 Spatial Searches _______________________________________317 Module Review _______________________________________319 Questions_________________________________________319
ProjectWise Web Server ______________________________ 321 Module Overview______________________________________321 Module Prerequisites___________________________________321 Module Objectives _____________________________________321 Introductory Knowledge ________________________________322 Questions_________________________________________322 Answers __________________________________________322 SharePoint Implementation______________________________322 Configuring SharePoint services _______________________323 Creating a web application ___________________________325 Adding users ______________________________________326 Installing ProjectWise Web Server ________________________327 ProjectWise Web Server and Web View Server supports: ___328 Before installing____________________________________329 Configuring User Settings for Web Parts Users _______________333 Configuring Web Parts in a SharePoint Site _________________334 Standalone web parts _______________________________335 Usability enhancements for users______________________336 Connecting web parts to a datasource __________________336 Configuring Web Parts in a Non-SharePoint Site _____________339 Integrating with ProjectWise Publishing Server ______________342
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Performance and port configuration ___________________342 Procedure ________________________________________342 Configuring Users' Systems ______________________________344 Design Compare_______________________________________346 Module Review _______________________________________347 Questions_________________________________________347
ProjectWise Maintenance ____________________________ 349 Module Overview______________________________________349 Module Prerequisites___________________________________349 Module Objectives _____________________________________349 ProjectWise Administrator Specific ________________________349 Datasource names__________________________________349 DFT benchmark tool ________________________________350 ProjectWise Explorer Specific ____________________________351 Importing export files from earlier versions ______________351 Scan for References after converting a pre-8.1 datasource __351 Vista users disable protected mode in IE ________________352
Module Review Answers _____________________________ 353 Document Architecture _________________________________353 Questions_________________________________________353 Answers __________________________________________353 ProjectWise Explorer Best Practices _______________________354 Questions_________________________________________354 Answers __________________________________________354 User Accounts ________________________________________355 Questions_________________________________________355 Answers __________________________________________355 Environments _________________________________________356 Questions_________________________________________356 Answers __________________________________________356 Importing Legacy Documents ____________________________357 Questions_________________________________________357 Answers __________________________________________357 Document Indexing ____________________________________358 Questions_________________________________________358 Answers __________________________________________358 Audit Trail____________________________________________359 Questions_________________________________________359 Answers __________________________________________359 Access Control ________________________________________360 Questions_________________________________________360 Answers __________________________________________360 ProjectWise Workflows _________________________________361 Questions_________________________________________361
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Answers __________________________________________361 Integrated Applications _________________________________362 Questions_________________________________________362 Answers __________________________________________362 Managing Projects _____________________________________363 Questions_________________________________________363 Answers __________________________________________363 Spatial Management ___________________________________363 Questions_________________________________________363 Answers __________________________________________364 ProjectWise Web Server ________________________________364 Questions_________________________________________364 Answers __________________________________________365
Glossary ___________________________________________ 367
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Course Overview Course Description This course presents the ProjectWise Administrator application. It focuses on the options available to administrators from within the application, as opposed to those things done externally through database manipulation.
Target Audience This course is recommended for the following audience: •
Administrators who need to understand how ProjectWise relates to the management of projects and documents
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Those who require the ability to set up and manage a datasource.
Prerequisites •
Participants should have a basic familiarity with ProjectWise Explorer and an understanding of network management.
Course Objectives After completing this course, you will be able to:
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Understand document architecture
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Set up and maintain a datasource
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Implement ProjectWise Web Server
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Course Overview
Course Objectives
Course Overview
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Document Architecture Module Overview This module discusses the concept of a ProjectWise document and the techniques used to store document records in the datasource. As those familiar with the ProjectWise Explorer client know, he terms document and file may appear interchangeable, but they really represent different concepts.
Module Prerequisites •
Familiarity with the ProjectWise Explorer client
Module Objectives After completing this module, you will be able to:
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Decipher document information
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Create documents
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Understand extended document properties
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Create departments
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Document Architecture
Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
When a file is uploaded from a file system into ProjectWise, it becomes a “document”. What is the ProjectWise definition for a document?
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When a team member wants to edit a document, they can check it out. When they perform a check out, where is the document placed?
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What is a simple definition for a datasource?
Answers 1
The ProjectWise definition for a document is, essentially, a record in the database. It is an item in a ProjectWise folder, which is either an electronic file, or a placeholder for an electronic or hard copy file that is not stored in ProjectWise.
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When a team member performs a check out, the document is placed into a working directory on their system and the database record for the document is marked accordingly.
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Each datasource represents a working area. When ProjectWise is launched, the available working areas, or datasources, are displayed. Each datasource is associated with a separate database and one or more storage locations.
Document Information Within ProjectWise, the term document refers to a row in the ProjectWise datasource. This row includes attributes such as: Document Name, Document Description, Document ID, Document Creator, Document Application, Document File Name, Document Version, Document Status While this list is not all-inclusive, it is representative of the type of information maintained for each document. Some of the fields are visible to the user, while others are for internal use and are not exposed. In addition, a few fields are
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mandatory, but most are optional. Most importantly, a document does not have to have a file associated with it. In other words, the Document File Name field is one of the optional fields.
Creating Documents The procedure for creating documents varies depending on the source. In some cases, there is no existing document and a new one is created. In other cases, a seed or template file is used. Alternatively, a file is created outside of ProjectWise, and then must be imported. In each case, there are multiple methods for accomplishing the task. New documents have been created using three different methods. •
Drag and drop from Windows Explorer
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New document with no file associated
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New document with a file associated
During that process, ProjectWise completed the following steps: •
Created a new row in the datasource using the file name as the document name
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Set the document creator field in the new row to the current user
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Set the document created date field in the new row to the current time and date
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Copied the file to the storage area designated for the folder, and then added that information to the file name field in the new row
You can create an abstract document using the Document >New or New command from the right click menu. There is no file associated with this type of document, so it is of limited value. Abstract documents may serve as placeholders for documents yet to be created, or may serve to index legacy paper documents. Since there is no file associated with this document, there is no need to set the Application field.
Converting abstract documents In the case where a document is converted from paper to electronic media, it is quite possible that metadata was already entered into ProjectWise. If the image
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file was imported into ProjectWise as a new document, the metadata on the existing document record is not transferred to the new record. In addition, the new document must have a different name than the old, because names must be unique within the folder. Deleting the old document prior to importing the new one is not a good option because the existing metadata would be lost. The best method is to convert the existing abstract document to a document with a file.
How to convert an existing abstract document: First, in ProjectWise Explorer, select the document and press the space bar to open the document properties dialog. In the File section, click Advanced and select Import.
Navigate to the location of the document you want to associate to the abstract document and select it. The file name is inserted into the File Name field. The Document Name and Description remain the same. The Application is determined based on the file’s extension. Click Save, and then Close.
Document ID’s Every document is assigned an identification number within ProjectWise. Document ID’s are said to be globally unique, and are thus often referred to as GUID’s. Globally unique ID’s are system generated strings that are never duplicated. Even though the Document Name, or File Name can be changed, the GUID remains constant throughout the life of the document. ID’s are for system use only, and are not typically exposed to the user. The administrator does not have the ability to assign or manipulate document ID’s. While not useful to users, it is sometimes advantageous for administrators to view GUID’s. This property is not displayed in the standard document properties dialog, so special steps must be taken in order to view it. By creating a custom view, ProjectWise Explorer can display any sub-set of document attributes as columns within the document view. This is also more
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convenient than opening the document properties dialog each time you need to see additional properties.
Exercise: Viewing object and folder ID’s 1
Launch ProjectWise Explorer, log in as the administrative user.
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Create a new root level folder named Document Indexing.
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In Windows Explorer, navigate to the \Document Indexing folder in the class data set, drag the sub-folders from that folder into the new ProjectWise folder, and drop them.
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Select View > Manage Views.
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In the Manage Views dialog, click New.
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Name the view Identification.
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On the left side of the dialog, expand the Basic Columns category.
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Scroll to File Size and double click to add it to the list.
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Double click Object Id to add it to the list. This Id shows the order in which items are added to the datasource.
10 Collapse Basic Columns and expand the Folder Columns category. 11 Double click Folder Id to add it to the list.
Although a GUID is a complicated string that is rarely of direct use, the folder ID is the number used to identify the physical folder in the storage area, a dmsXXXXX number, and can be quite useful.
12 Click OK, and then click Close. 13 Set the View to Identification and click the Document Indexing folder.
You see the order in which the folders were added to the datasource and also the dms folder ID. 14 Open one of the sub-folders and note the IDs.
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Document preview In ProjectWise Explorer, the document view’s columns are useful to access additional document information. There may be times when a user would like to view even more information. In this case, the preview pane can be used to display more properties for a single document. Users can select the columns to display within the preview pane using its View option menu, this way it can show a different view than the document list.
Extended Document Properties ProjectWise automatically stores a standard set of attributes for every document. Those properties are accessed on the General tab of the document properties dialog. Standard properties for all documents within the datasource are stored in a single table. You might expect that each folder would be represented in the datasource by its own table. However, that would require ProjectWise to create a new table in the database each time a folder was created. This would result in a constantly changing database schema, which is not desirable. ProjectWise tracks the folder to which a document belongs as a column in the documents table. This way searches are quick because only a single table is searched. This method works well for storing standard document metadata. These fields are pre-defined by ProjectWise and are not subject change during implementation. In addition to the standard document fields, ProjectWise also maintains tables for folder and document security. Information stored in these tables is linked back to their respective documents using the document GUID. Once again, these tables are pre-defined by ProjectWise and are not subject to change during implementation. To provide flexibility, ProjectWise also allows extended document attributes. The document properties dialog has tabs for accessing this metadata.
Exercise: Review the document properties dialog 1
Right click on a file in the open folder and select Properties.
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Note the tabs contents.
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Log out of the datasource and exit ProjectWise Explorer when you are done.
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Extended Document Properties
Security tab This tab provides the tools to establish security at the document level. This includes settings such as which users are allowed to read, write to, or delete the file. It also includes settings to determine which users can read or write document metadata. Lastly, it provides a tool to change ownership of a document. If used, these tools build an access control list for each document. This information is stored in the document security table. While this is a powerful feature, it can be quite time consuming to build an access control list for each document. In addition, if security changes were required, each document would need to be individually modified. Therefore, many administrators prefer to establish security at the folder level, rather than at the file level.
Attributes and More Attributes tabs These tabs are the user’s means of accessing extended document metadata. The administrator is responsible for defining additional tables in the database to store this information. Once the tables are defined, the administrator then creates a user interface, a form, that will appear when users select either the Attributes or More Attributes tabs. The term environment refers to a set of extended document attributes, and the table in which they’re defined. Importing an environment import creates a table in which to store additional data, but does not create an interface to gain access to the data. If a user selects the Attributes or More Attributes tab for a document, there is no interface.
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The More Attributes tab is used to display additional attributes when there are too many to display on the Attributes tab. This tab is also defined by the administrator, using the ProjectWise Administrator application.
File Properties tab This tab provides user access to the properties of the file as stored on the file system. Windows provides a means to store file attributes at the operating system level. This feature is used primarily by applications like Microsoft Word, MicroStation, and AutoCAD to store information such as a file’s author, the last date printed, etc. There is very little consistency between applications as to what is stored. Some applications store information that is useful to users here, while others store information that is only useful to the program itself. Some applications don’t store any information at all. An administrator must configure ProjectWise to display the items that will be meaningful to the user. Note: Note that the appearance of the File Properties tab is determined by the user
properties setting User Interface -> Show file properties.
Running file property extractions You can configure file property extractions to start automatically based on a schedule, and to run for a specified interval of time. If you need to run an extraction before the next extraction is scheduled to occur, or if no extraction schedule is defined, you can also manually start the extraction.
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Extended Document Properties
Extracted file property data displays on the File Properties tab on the respective document's properties dialog, and can be searched on in ProjectWise Explorer's Search dialogs. Set up a special account for extractions whose user properties setting General -> Use access control is off, and who has other appropriate user properties settings set. For File Properties extractions, the user account specified must have Document Read and Document Write access, and the user properties setting Document -> Modify must be set.
How to enable and schedule file property extractions: In ProjectWise Administrator, in the console tree, expand the Document Processors icon. Right click File Property Extractions and select Properties. On the General tab, enable the Extraction enabled check box. Then, select the user account that the document processor will use for copying out the documents and updating their processing status, and then enter their password. On the Scheduled Updates tab, select Run and in the time table, click all the day/time cells during which you want extractions to run. Click Apply, and then OK
You can configure extension mapping rules as necessary on the File Type Associations tab. For file property extractions, as long as the files being processed are structured COM storages, file properties are extracted successfully, regardless of any non-standard file extensions, and no configuration on this tab is necessary. For example, a Microsoft Word document with the extension ABC, rather than DOC, will still be extracted successfully. However, you may want to use the File Type Associations tab to prevent documents of certain file types from being processed. Note: When the Extraction enabled option is off, no scheduled extractions will occur
and no manual extractions can start.
Manual extractions Starting extractions manually will not cancel any upcoming extractions you have scheduled; after you manually start an extraction, the next extraction will occur as regularly scheduled.
How to manually start file property extractions: In the File Property Extraction Properties dialog, General tab, enable the Extraction enabled check box, select the user who will run the extractions, and enter their password. Configure extension mapping rules as necessary on
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the File Type Associations tab. Click Apply, and then OK. Right click the File Property Extraction icon again and select Start Processing Now. The number of documents processed when you manually start an extraction is determined by the number you set in the Max documents processed in a single pass field on the General tab of the Full Text Indexing Properties dialog. Once that many documents are processed, the extraction is over.
Supported file types for file property extractions File properties can be extracted from files that are structured COM storages, such as: Microsoft Word documents Microsoft Excel spreadsheets Microsoft Power Point presentations Microsoft Projects Microsoft Visio drawings MicroStation V8 DGN files Though these were the file types tested with file properties extractions, you can extract file properties from other file types that are structured COM storages. There is no limitation on the extensions for files that are structured COM storages. For example, a Microsoft Word document having the extension ABC, rather than DOC, is still extracted successfully unless, of course, you create an extension mapping rule that prevents files with that extension from being extracted. Hint: Download msgflt.msi, an iFilter for Outlook, from Microsoft and install it on the
server so ProjectWise understands what an e-mail message is. Now you can perform file extractions on e-mail messages so you can do full text searches on their contents.
Workspace tab This tab is used assign an unmanaged workspace profile or various managed workspace settings. Configuration settings blocks and workspace profiles are discussed in conjunction with integrated applications.
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Departments
Components tab This tab is used to review all components included in the document. They are listed, assuming components have been extracted from this document and a component index has been generated. The components are categorized by class. A component is an asset or item that is important to your business. Users in the plant industry, for example, might consider components to be equipment or process lines. Users in the building industry might consider components to be walls, doors, and windows. Component indexing involves the identification and classification of components within documents, the creation of an index that specifies the location of those components in their respective documents, and optionally, the extraction and importation of component data. Using ProjectWise Automation Service, components are extracted from DGN documents in the datasource. Using ProjectWise Class Editor, components are mapped to tables in the database for persistent storage.
Departments A Department is simply a built-in attribute to help define document ownership. ProjectWise Explorer provides an interface to set this field, but does not use the field directly. This attribute is most useful to provide logical information for users when searching for documents. When creating new documents, there is no method to automatically set the correct department. Users are required to select the appropriate Department value when entering data in the New Document dialog. As the administrator, you will build the list of Departments that is presented to users. The term department already has meaning for most organizations. In order to optimize use of Departments in ProjectWise, you should use this field to represent existing departmental structures when they exist. Some examples might be office locations, disciplines, project names, or divisions within the organization.
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Document Architecture
Module Review
Creating Departments Departments are created using ProjectWise Administrator, in the New Department Properties dialog.
Exercise: Adding Departments 1
Log in to ProjectWise Administrator as the administrative user.
2
Right click Departments in the console tree and select New > Department.
3
In the New Department Properties dialog, type the following, and then click OK: Name: Marketing Description: Marketing Dept.
4
Create two more departments: Construction/Construction Dept. Admin/Administrative Support
Care should be taken to assign the proper department to each new document as it is created. Existing documents can be modified so that their Department is correct. ProjectWise does not use the Department field directly, so there are no consequences from leaving this field blank. It is provided as a means by which to search for documents.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions 1
Document Architecture
What is an abstract document?
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Module Review
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2
It is not a good idea to delete an existing abstract document and import a new one. Why?
3
What is a GUID?
4
What are the Attributes and More Attributes tabs in the document properties dialog?
5
True or False: When the Extraction enabled option is off in the File Property Extraction Properties dialog, no scheduled extractions will occur, and no manual extractions can start.
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Module Review
Document Architecture
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ProjectWise Explorer Best Practices Module Overview This module examines how ProjectWise Explorer works in some detail. This will help you to develop best practices.
Module Prerequisites •
General knowledge about ProjectWise Explorer
•
Knowledge about document architecture
Module Objectives After completing this module, you will be able to:
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Understand ProjectWise Explorer networking
•
Understand basic file operations
•
Define ProjectWise applications
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ProjectWise Explorer Best Practices
Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is your working directory?
2
How do you maintain your working directory?
3
What do the two icons that are associated with each document tell you?
4
Where do you choose the types of information you want to see about documents or folders?
5
What is on the Attributes More Attributes tabs?
6
What is a workspace profile?
7
What is an Interface?
Answers 1
The area to which ProjectWise copies the files that you work with.
2
Use the Local Document Organizer or the check in and purge commands.
Warning: Never directly delete the directories or files created by ProjectWise
from Windows Explorer. 3
The first icon indicates the general permissions and status for the document. The second icon indicates the document’s type and its associated application.
4
Select View > Manage Views to open the Create View dialog.
5
Use Attributes to track document information, search for documents, or to enter information in the title blocks of designs.
6
These define the location of a MicroStation workspace that exists on a local or network drive outside of ProjectWise.
7
An interface is a predefined arrangement of a document’s attributes in the properties dialog’s Attributes and More Attributes tabs.
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ProjectWise Explorer Networking
ProjectWise Explorer Networking When ProjectWise Explorer launches, it attempts to discover any ProjectWise Servers on the network by sending out a broadcast on the network. This broadcast is in the form of a UDP protocol request on port 5799. ProjectWise Servers on the network listen for these requests, and respond by sending back their respective datasource lists. Once the datasource list has been retrieved, users can log in. The log in process and all subsequent communication between the ProjectWise client and integration server takes place using TCP port 5800. The server can be configured to use other ports if necessary, but this is rarely required. Regardless of the port choice, the port must be open bi-directionally between the client and server for ProjectWise log in to succeed.
Datasource display names When the datasource is added to the server, fields are provided for the Name and a Display Name. If the Display Name is omitted, the datasource list returns to the client in the format ServerName:DatasourceName. If the Display Name field is populated, it will take precedence and the datasource list is returned to the client in the format DisplayName.
How to change a display name: In ProjectWise Administrator right click the datasource and select Properties. Enter the desired Display Name. Click Apply, and then OK to close the datasource Properties dialog. If users are logged in to ProjectWise Explorer they must Refresh to see the new name.
Note: If two servers use the same display name, users see the name twice in their
datasource list and won’t be able to tell them apart. Broadcasting for the datasource list is a convenient feature because it lets ProjectWise Explorer find the server without requiring configuration. If a new server were brought online, client systems would automatically detect it and request its list of datasources. The downside is that network broadcasts are considered chatty, and are discouraged by many network administrators. More specifically, broadcasts generate significant traffic on the network because the request is sent to every
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ProjectWise Explorer Networking
system on the network. In addition, most routers block broadcasts, so this method is limited to finding servers on the same sub-net.
Navigating multiple sub-nets In many corporate networks, the ProjectWise Integration Server and Explorer client will not be on the same sub-net. In this case, the broadcast method will likely fail to produce a datasource list because the router connecting the sub-nets will not allow the broadcast packets to pass from one sub-net to the other. In these configurations, ProjectWise must provide another means of obtaining the datasource list. In addition, many network administrators prefer to limit network broadcasts in order to make their networks run more efficiently. ProjectWise provides a number of alternate network modes so it can function in most any network environment.
ProjectWise network configuration Once ProjectWise Explorer is installed, the ProjectWise V8i Network item appears in the Control Panel. This tool is used to configure the networking aspects of the ProjectWise Explorer client application.
It is primarily used to establish a TCP connection from the client to one or more servers. Typically, you use this dialog to connect the client to remote servers, but you can also use it to establish a TCP connection to a local server, and then block the client from broadcasting UDP requests, thus improving performance on the client system. The User Datagram Protocol, UDP, is a connectionless protocol that runs on top of IP networks. ProjectWise internal Domain Name System information can be retrieved from any server within a subnet using the UDP protocol. By default, ProjectWise clients request ProjectWise DNS information using the UDP protocol from ProjectWise Gateway Services and ProjectWise Integration Servers that are situated within the same subnet.
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Whether or not you turn on Prevent UDP on the Datasource Listing tab, your server’s datasources will always display in ProjectWise Explorer if your ProjectWise Integration Server happens to be on the same system as your ProjectWise Explorer client. However, when you do turn on Prevent UDP on the Datasource Listing tab, your server's datasources will not display in the datasource list of the ProjectWise Log in dialog that opens when you launch integrated applications from the desktop, or when you open the Export Wizard or the Import Wizard. In those cases, you can still log in to the datasource by entering the servername:datasourcename in the Datasource field.
Exercise: Disabling datasource list broadcasts 1
Open the Control Panel.
2
Double click the ProjectWise V8i Network item.
3
Select the Datasource Listing tab.
4
Click the Prevent UDP check box in the lower left corner until it contains a check mark.
When this option is not checked, UDP is not prevented. When it is grayed, the setting is inherited from other configuration settings. It must be solid to prevent UDP. 5
Click OK to close the dialog.
6
Exit ProjectWise Explorer, and then re-launch it. The datasource list should now be empty because your ProjectWise Explorer client is no longer requesting the datasource list. The server is still listening for UDP requests on port 5799, but this client is not sending out any requests.
This simulates an environment where the ProjectWise client and server are on different sub-nets. The challenge now is to configure ProjectWise Explorer to find the server again. There are three methods for accomplishing this task.
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Do nothing. Require users to enter the server name each time, logging in by key-in.
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Use the Gateway Service as the method of publishing datasource lists to clients, the default.
•
Use the ProjectWise V8i Network Configuration Settings dialog to specify the server.
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ProjectWise Explorer Networking
Note: To prevent UDP globally, on the General tab, check the Prevent UDP for DNS
and Listing check box.
Log in by key-in ProjectWise Explorer is able to log in to a datasource, even when no datasources appear in the list. The datasource list is strictly a matter of convenience so users don’t have to remember the datasource name. In order to use this method, the user must enter data into the datasource name, user name, and password fields in the login dialog. The datasource display name cannot be used, since it does not contain the server name. The datasource name should be entered in ServerName:DatasourceName format.
Exercise: Log in to a datasource by key in 1
In ProjectWise Explorer, select Login from the Datasource menu.
2
In the Data Source field, enter: [MachineName:Datasource].
3
Enter the administrative user name and password and click Login.
This may seem cumbersome for users. However, ProjectWise remembers the most recent datasource name, so users will only have to enter this once unless multiple datasources are in use.
Using ProjectWise V8i Network configuration Just as this tool allows you to disable the broadcast feature, it also enables the administrator to identify the ProjectWise Integration Server. Once the ProjectWise Explorer client knows the identity of the Integration Server, it no longer needs to broadcast to find it.
Exercise: Identifying the server for datasource lists 1
Open the Control Panel.
2
Double click the ProjectWise V8i Network item.
3
Select the Datasource Listing tab.
4
Enter the following: Name: myServer Host/IP: [yourServerName]
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Port: [leave blank] 5
Click Add, and then click OK to close the dialog.
6
Open ProjectWise Explorer and note the datasource list.
Note:
•
The name field is for a descriptive name that may contain any character string. Take advantage of this, using a meaningful name to make maintenance easier.
•
In the Host/IP fields on the DNS Services and Datasource Listing tabs, in the respective fields, enter the Name and IP address of the computer on which the ProjectWise server containing name resolution information is installed.
•
The default listener port used for TCP connections is 5800. You only need to enter a port number on the DNS Services and Datasource Listing tabs if the default listener port has been changed in the dmskrnl.cfg file of the Integration Server or Gateway Service to which you are connecting.
Using the Network Configuration Settings tool makes maintaining the configuration is easier. If the server’s datasource configuration changes, those changes are automatically detected by the ProjectWise Explorer client application. In addition, the ProjectWise V8i Network Configuration Settings dialog stores configuration information in the Windows Registry. When client-side changes are necessary, they can easily be implemented by importing new or modified registry keys.
ProjectWise network registry entries The server-side MicroStation engine used for processing DGN/DWG files displays a system level modal dialog in the event of a system level error. If this occurs, MicroStation will pause and prevent jobs using the engine from completing. To suppress the display of this modal dialog, set the following registry key: HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\Windows\ErrorMod e=2 This registry setting applies to all processes running on the machine. No system level error dialogs will pop up on the system, however, the errors are written to the system log. This is a recommended setting on server machines. The system will log exceptions on client machines without notifying you through a modal dialog.
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Basic File Operations
Basic File Operations ProjectWise stores all files on servers in specifically designated folders known as storage areas. When properly implemented, storage areas are not accessible to users from Windows Explorer. In order to view or modify a file, the file must be transferred to the local client system and placed into a temporary directory. This directory is known in ProjectWise as the working directory. Since users don’t have direct access to the files on the server, they must request access to the file through ProjectWise. This way, ProjectWise implements access control to prevent unauthorized access to files, and to prevent two users from modifying the same file.
Document Check Out and check in Users must check out files in order to work on them or copy out files in order to view them. The check out process can be initiated different ways. The user may select a file and then select Check Out from the Document menu, or double click the file. By default, double clicking initiates the Open command, which is an implied check out since the file must be checked out before it can be opened. Finally, the user may already be in an application and select File > Open in order to retrieve a new document. In any case, the following process takes place, although most of it is transparent to the user. 1. The ProjectWise Explorer sends a message to the ProjectWise Server, asking to check out the specified document. 2. The ProjectWise Server retrieves all pertinent database records in order to decide if the user should be allowed to check out the document. At a minimum, this would include the status of the document (is it already checked out to someone else?), and the access control list for the document. 3. Assuming the user is allowed access to the document, the ProjectWise Server executes a database transaction, changing the document status to Going Out. 4. The ProjectWise Server then determines the storage area for the specified document. This information is sent back to the client. 5. The client then initiates a conversation with the system hosting the storage area, indicating the file to send. 6. The file is then transferred from the storage area to the user’s working directory, and placed in a sub-folder of the same name as that of the folder on the server (dmsXXXXX).
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7. When file transfer is completed, the file is verified for completeness and the conversation with the storage area system is terminated. 8. The ProjectWise Explorer then sends a message to the ProjectWise Server indicating a successful check out. 9. The ProjectWise Server completes the operation by executing a database transaction, changing the document status from Going Out to Checked Out. 10. Finally, the ProjectWise Server executes one last database transaction. This transaction writes a record of the document, user, system, time, and date of the check out. The check in process is the reverse of the check out. The only significant difference is that when the document is being checked in, the temporary status is set to Coming In. Going Out and Coming In are also legitimate values for document status, but only temporarily. If a document appears to be permanently in either status, it indicates a transfer problem. The administrator will need to contact the user owning the document and decide on the best course of action.
The working directory The ProjectWise working directory is a temporary location where files are placed when checked out by ProjectWise Explorer. As files are transferred to and from the server, ProjectWise creates sub-folders under this directory for each involved ProjectWise directory. While users work with directories by their name, ProjectWise maintains a numerical ID for each directory. Folder ID’s typically start with the number 50 and increment upward. The first folder created, folder A in this case, will have ID=50, folder B will have ID=51, and so on. Within the storage area, the physical storage folder for A is dms00050, and the physical location for B is dms00051. Within ProjectWise, document names need not be unique unless they are in the same folder. So, folder A could have a document named readme.html, as could folder B. In this case, what would happen if a user attempted to check out both of those documents at the same time? To prevent one from overwriting the other, ProjectWise Explorer creates sub-folders under the working directory matching the physical folder names on the server. Assume for the moment that the working directory is set to C:\pw-wrkdir.
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In the example, if the user checked out both readme.html files, the local working directory would look like: C:\pw-wrkdir\dms00050\readme.html C:\pw-wrkdir\dms00051\readme.html When both files are checked back in, the local working directory would look like: C:\pw-wrkdir\dms00050 C:\pw-wrkdir\dms00051 Note: By default, the local copy of each file is removed when the document is
checked back in, however the sub-folders are not. For each master MicroStation or AutoCAD document you check out, an XML file is created in the working directory. This file lists all the master document's references, and records all reference-related changes to the master document. When users select Check In or Update Server Copy, the changes documented in the XML file are saved to the logical set in the database. If users free the master document, changes documented in the XML file are discarded and not saved to the database. Each XML file will have the name of the master file prepended to the file name. For example, master1.dgn.fileinfo.xml, master2.dwg.fileinfo.xml. The working directory is configured as a per-user setting and should be unique for each user. The administrator has the option to pre-set this configuration for each user, and to determine if the user is allowed to change it. The administrator can access the settings for any user from ProjectWise Administrator. The user can access just those items the administrator allows them to change from ProjectWise Explorer.
Exercise: Changing the working directory user properties setting 1
In ProjectWise Explorer, select Tools > Options.
2
Select the Settings tab.
3
You see the Working Directory item. This means the user can change the working directory.
4
Click Cancel to close the dialog.
5
Log out in ProjectWise Explorer.
6
In ProjectWise Administrator, click on Users in the console tree.
7
Double click the administrative user in the list view.
8
Select the Settings tab in the Properties dialog.
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Basic File Operations
9
Double click the Working Directory item.
10 Disable Allow user to change working directory and click OK. 11 Log in to ProjectWise Explorer using the administrative credentials, and
then and select Tools > Options. 12 Select the Settings tab.
Since you can no longer change the Working Directory setting, it is removed. 13 Click Cancel to close the dialog. 14 Exit ProjectWise Explorer.
Exercise: Returning the working directory user properties setting 1
In ProjectWise Administrator, double click the administrative user in the list view.
2
Select the Settings tab in the Properties dialog.
3
Double click the Working Directory item.
4
Enable Allow user to change working directory and click OK.
Note:
•
If two users are sharing a client system, they should not share working directories. Each user should have a unique working directory.
•
Working directories can be set to network drives, although there is no advantage to doing so. Performance is better when working directories are local.
•
When a user checks out a document, the document can only be worked on from the requesting client system. This holds true even if their working directory is set to a network drive. A user may not check out a drawing on one system, and expect to work on it from another.
Warning:
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Administrators should take care to check in all files and purge all copies if a client system will undergo a node-name change. Once the name is changed, the user cannot check in files that were checked out prior to the name change.
•
Users should not work on files directly from the working directory using Windows Explorer. Users should not attempt to maintain the working directory from Windows Explorer. For the most part, ProjectWise maintains
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this directory automatically. ProjectWise Explorer provides tools for advanced users to manage this directory if they must. •
Users should not change their working directory unless all documents are checked in and all copies purged. At this point, the directory is empty and can be deleted.
•
Thought should go into establishing a standard for working directories. You must plan for a location that provides storage drive space. In addition, if you don’t allow users to change the setting, and inadvertently set it to a nonexistent drive, the user cannot log in.
•
If multiple datasources are in use, it is also a good idea to include the datasource name or abbreviation in the working directory path. Therefore, a suggested standard for working directory names is: C:\pw-wrkdir\datasourcename\username This standard provides for multiple datasources as well as multiple users on a single client system. In addition, ProjectWise provides a mechanism to make it easy to define this path as a default for all users.
A document must be checked out by the user prior to being opened for modification. The user can open a document in two steps, Check out and then Open, or simply Open the document in a single operation. In the event that the user chooses Open for a document that is not checked out, ProjectWise will check out the document and then open it. By default, the Open command is executed when the user double clicks a file. Similar to the working directory, this setting can be changed in the user’s settings.
Delta file transfer Delta File Transfer, or DFT, can improve file transfer performance when using ProjectWise Explorer over a WAN connection by only sending the parts of a file that have changed over the network.
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Delta File Transfer takes two copies of a file, typically one on the file server and one in the user's working directory, and compares them. Based on the comparison, ProjectWise determines what portions of the file are different, takes those sections of the file, and sends them to the location of the other copy of the file. Once there, the changed portions are applied to the second copy of the file and once again the two copies are compared to be sure they match exactly. DFT works when ProjectWise Explorer or integrated applications are used. The overall process is based on a commonly used approach called RSYNC. The process of comparing the files uses a series of checksum calculations. Calculating the checksum requires that the file be read from disk, creating disk activity. Then the CPU calculates the checksum, creating CPU activity. In most cases, this activity is only fractionally higher then the current load on the machines, however, for very busy file servers, it may require a faster CPU and hard disk. Hint: Watch CPU and disk activity on your main ProjectWise file servers to ensure
that you are getting the best possible performance from DFT.
How to check the Delta File Transfer datasource setting: In ProjectWise Administrator, log in to the datasource you will be using for the benchmark. Right click the datasource and select Properties. Select the Settings tab. Expand the Network category and make sure the Enable Delta File Transfer option is enabled.
Delta file transfer testing To help you evaluate the benefits of DFT, there is a Benchmark Wizard for testing DFT in your environment. This Wizard is run from a user's machine, typically at a remote office, and can either run a standard set of files or a list of files you provide. The Wizard is delivered with the ProjectWise V8i Administrator installation, and requires a ProjectWise V8i datasource to which to connect. The wizard file name is dftbmwiz.exe. The wizard will walk you through the process. If you are running this test against a new datasource created using the ProjectWise Administrator, DFT is on by default. If you are running this test against an existing, upgraded datasource, you must first activate the Delta File Transfer datasource setting. The Delta file transfer benchmark tool creates example files in the selected storage area, runs a test check out and check in on them, and then displays statistics about the transfer.
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Basic File Operations
How to run a delta file transfer test: In Windows Explorer, navigate to the \Bentley\ProjectWise\bin folder and double click dftbmwiz.exe. When the Delta File Transfer Benchmark Tool opens, click Next. To run the tool the user setting Network -> Allow user to change client/server network settings must be enabled. Select a ProjectWise V8i datasource. Enter an administrative user name and password for a user that has the following user settings enabled; Folder Create, Folder - Delete, Document - Create, and Document - Delete. Click Next and select the storage area you want to use in the delta file transfer test. Click Next and enter the name of a test folder to be created. This is where the test files will be stored. This folder will be deleted after the test is run. Select Automatic DFT test and click Next. When the test is done, select the tabs at the top of the wizard to examine the results. If you want to save the results for your own information, click Save Results to save the results to a text file.
File types and delta file transfer Delta File Transfer is file format independent and application independent, so it will work with any file and any version of MicroStation. It also works with Microsoft Office documents, raster files, or zip files. When using AutoCAD 2007, files are essentially re-written every time a user performs a Save. This affects the Delta File Transfer implementation.
Server settings Delta File Transfer happens when users perform normal ProjectWise operations. Users continue to open and edit files the way they always have, only the experience is faster. One item that Administrators need to consider for the best performance is the use of the user setting “Leave local copy on Check in”. Enabling this setting causes ProjectWise to leave a copy of files that have been checked out and then checked back in in the user's working directory. This means the next time a user copies the file out, there is already a local copy of the file that DFT can use to do its comparisons. DFT is not likely to provide significant advantage to users that are working on files over a local high-performance LAN, however, it is also not likely to cause any performance degradation. However, if the users on the LAN are consistently working with very, very large files, the time taken to compare the files may cause
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some performance degradation compared to simply sending that whole file over the high performance LAN. For every ProjectWise Integration Server, Caching Server, and Gateway Service, delta file transfer is enabled by default. To disable it on a particular server, open that server’s (\Program Files\Bentley\ProjectWise\bin) dmskrnl.cfg file. In the [DFT] section, add the line enabled:false.
Datasource settings The option Enable Delta File Transfer in the Network category on the Settings tab of the Datasource Properties dialog is enabled by default. This enables delta file transfer for all ProjectWise Explorer clients connected to this datasource. When this option is enabled, you must also enable the user setting of the same name for each user you want to benefit from delta file transfer. The option Compress client/server request data enables data compression for all ProjectWise Explorer and Administrator clients connected to a datasource. When this option is enabled, you must also enable the user setting of the same name for each user you want to benefit s data compression.
ProjectWise Applications The Applications list in ProjectWise Administrator should contain a list of the programs users commonly use to open documents. When the datasource is created, the Applications list is automatically populated based on the applications defined in the file appinfo.xml, which is in the \ProjectWise\bin directory. You can
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ProjectWise Applications
modify the Applications list to add new applications, delete applications your users do not use, or modify the definitions of existing applications. Users associate documents to the appropriate application in ProjectWise Explorer so that opening a particular document will launch whatever program executable is defined for the associated application. When you define a ProjectWise application, you can select the default program icon that will display next to documents associated to that application in ProjectWise Explorer. You can also specify the file extensions that are typically opened by that application. By assigning file extensions to an application, new documents are automatically associated to the correct application based on their file extension. You also select the program to launch when a user tries to open, view, redline, or print a document that is associated to that application. Many of the application definitions in the delivered appinfo.xml file are fully configured, so depending on the applications you use, you may not need to do any additional application configuration. Users with permissions to modify documents can associate documents to existing applications as necessary. Users can use the applications as they are defined in ProjectWise Administrator, or they can define their own custom settings for existing applications by selecting Tools > Associations > Programs in ProjectWise Explorer, then set the association view to User Associations. Custom settings are unique to the user who sets them and are stored in the database, so they will follow the user no matter where the user logs in. When users have custom settings defined for an application, those settings are used instead of those currently configured for the application in ProjectWise Administrator. When a ProjectWise application contains at least one extension, and files having that extension are initially imported into ProjectWise Explorer, those new documents are automatically associated to the ProjectWise application. For example, if an application called MicroStation has the extension DGN assigned to it, then importing a DGN file into ProjectWise Explorer automatically associates that new ProjectWise document to the application MicroStation. Documents that already existed in ProjectWise when their respective application was created will have to be manually associated on the document's properties dialog.
Defining applications A ProjectWise application is just a label. Most people tend to use the name of the program that will run from the client systems as the application name. This is not mandatory and there is no validation for a name.
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Once the application is named, you must define several additional items. •
The icon to display in ProjectWise Explorer for this type file
•
The executable to use to open this type file
•
Optional: the executable to be used to view this type file
•
Optional: the executable to be used to redline this type file
•
Optional: the executable to be used to print this type file
•
Optional: extensions to be mapped to this application during import operations
All client configuration is done from the ProjectWise Administrator application in the New Application Properties dialog. Type the name, add file extensions, and set the icon to display on the General tab. Extensions are only used during file import operations and may be omitted.
Establish the executable used to modify, view, redline, and print the file on the Actions tab. Each executable defined here should exist on each client. In addition, the executable can be defined using a hard coded path, a relative path, or program class name. The program class name is the preferred method because it uses the Windows registry to locate the designated executable. Not all desktop applications create registry entries for program class, so those applications need to be defined using one of the path options. In these exercises, the default application for html files is overridden by the new application.
Exercise: Add the Internet Explorer application 1
In ProjectWise Administrator, click on Applications in the console tree. You see the list of default delivered applications.
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2
Right click Applications and select New > Application.
3
In the New Application Properties dialog, type the name HTML.
4
Type html in the File extensions field and click Add.
Note: Do not enter the dot in the extension, only the characters.
5
Enter htm in the File extensions field and click Add.
6
Select the Actions tab and click Create.
7
Set the Action option to View.
8
Type the Program description: Internet Explorer
9
Click browse, to the right of the Program class name field.
10 From the programs list, select Internet Explorer and click OK. 11 Enable the Set application icon check box.
12 Click OK to close the Create Association dialog.
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ProjectWise Applications
Exercise: Add another Action 1
In the New Application Properties dialog, on the Actions tab, click Create.
2
Set Action to Open.
3
Type the Program description: Notepad
4
Click browse, select Notepad, and click OK.
5
Do not enable the Set application icon check box and click OK.
6
Click OK to close the New Application Properties dialog. If the htm or html extensions were mapped to another application, you will see a warning.
7
Click Yes to complete the operation.
Action associations determine what program launches when a user tries to open, markup, view, or print a document associated to an application. To fully define the application in the exercise you would add other action associations for redline, if needed, and for printing. With the configuration defined as it is, users can view and edit files of this type, but cannot print from ProjectWise Explorer, and they can’t redline. For example, when DGN documents are associated to the ProjectWise application called MicroStation, you can set MicroStation as the default program to open DGN documents, ProjectWise Navigator as the program to redline DGN documents, and Bentley View as the program to view DGN documents. Then when a user opts to open, redline, or view documents associated to MicroStation, the appropriate programs launches if it’s installed and opens the document. If the program is not installed or cannot be found, the user is given an option to manually select the correct program. You can only create one View, Redline and Print association type for each application. However, you can create as many Open associations as you need for each application, and then set one as the default. For example, if you open the properties for the existing application MicroStation, you see that there are two associations for the Open action. The first Open action is the default and is associated to Bentley MicroStation and the second is associated to MicroStation V7. This way you can easily switch which program is the default for opening MicroStation documents. To identify a particular program, you can specify either its registry class name, or the actual directory path to the program executable.
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Exercise: Verifying the HTML application 1
Launch ProjectWise Explorer, log in using the administrative credentials. You had to exit ProjectWise Explorer for the changes you made previously to be applied.
2
Create a new root level folder named Folder A.
3
In Windows Explorer, navigate to \Folder A in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them.
4
Select ProjectWise Applications.pdf and press the space bar on the keyboard to open the properties dialog.
5
In the document properties dialog, change the Application to HTML.
6
Click Save, and then click Close.
7
Double click the file. The document is checked out and opened in Notepad.
8
Exit Notepad, checking the document in.
9
Right click the document and select View from the pop-up menu. The document is displayed in Internet Explorer as a web page, rather than as source code.
10 Close the browser.
Since the document was not checked out, you are not prompted to check it in this time.
Working with existing applications You may modify an application at any time by right clicking the application name and selecting Properties from the pop-up menu. The same properties dialog that was used to create the application opens. You can change the name, extensions, actions, and icon. You can copy applications between datasources. In the document view, select the Applications that are to be copied, right click, and then select Copy. In the target datasource, click on Applications in the console tree, right click, and then select Paste. The key to this operation is to select Paste from the left pane. It is not available in the document view. To delete an application, right click it and select Delete.
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Note: Once created, an Application name cannot be deleted if it is associated with
any documents.
Applications and file extensions The file extension has no bearing on the action that ProjectWise Explorer takes when opening documents. The actions defined within the application take precedence and provide more flexibility than relying on the file extension. The ProjectWise administrator creates the configuration for the Application once, and the results are stored in the ProjectWise datasource. Applications are associated with each document in ProjectWise to govern their behavior. In the previous example, the files in question were manually assigned to the application. This was necessary because the files were imported into ProjectWise prior to creating the Application. When the Application definition exists prior to document import, they are assigned to the documents automatically. Automatic assignment is based on the extensions entered into the Application definition.
Exercise: Automatic application assignment during import 1
In ProjectWise Explorer, select all documents in Folder A.
2
Right click and select Delete.
3
When prompted, click Yes to delete all documents.
4
In Windows Explorer, navigate to \Folder A in the class data set. Leave ProjectWise.html as is.
5
Change ProjectWise_Administrator.htm’s extension to html.
6
Change ProjectWise_Explorer.htm’s extension from htm to txt.
7
Drag the files from the Windows folder into the ProjectWise folder and drop them.
8
Note the application associated with each file.
User overrides for application actions There may be cases where a user would like to use a different application than the standard. A good example would be editing image files. The standard application may be PaintShop Pro, but some users may prefer to use Photoshop. There are two ways to solve this problem.
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You could allow the user to override the global action or define multiple open actions for the application. In this case, the user would open the document using Open With, rather than Open. When using Open With, all Open actions are presented in a list from which the user selects their favorite.
Exercise: Defining local overrides for application actions 1
Continuing in ProjectWise Explorer, in \Folder A, select Tools > Associations > Programs.
2
Select User Associations from the Select an association view option menu. This is how you associate the programs you want to open certain types of files. Local overrides are maintained in the database, on a per-user basis.
3
Locate and expand the HTML application (from a previous exercise).
4
Double click Open.
5
From the available programs dialog, select WordPad Document and click OK.
6
Click OK to close the Program Associations dialog.
7
In ProjectWise Explorer, double click ProjectWise.html. The document opens in WordPad.
8
Exit WordPad, checking the document in. Notepad was previously defined as the Open action for files associated with html. Prior to performing the exercise, Notepad would be launched for any user who attempted to edit an html file. After the exercise, the current user will use WordPad to open html files, but all other users will continue to use Notepad. You defined a local override of the global open action.
Hint:
•
When possible, make application names descriptive and use version names in the Application name. Example: MicroStationV8i, AutoCAD2007, etc.
•
When working with multiple versions of applications, create multiple Applications in ProjectWise, for example, MicroStationJ, MicroStation V8i. This allows the user to track files by version rather than by extension.
•
When defining application actions, the Description field is mandatory. This value is presented to the user when Open With is selected.
•
For multi-purpose files (tif, jpg, txt, etc.), use generic Application names. For instance, bitmap files could use an Application named Image, rather than Adobe Photoshop.
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Module Review
•
Extensions are only used during file import operations.
•
An extension can only be mapped to a single Application.
•
All Application configuration information, whether global or user level, is maintained in the ProjectWise datasource.
•
While not demonstrated in this module, Action item definitions provide a field for entering additional command line parameters. This can be useful for passing such information as AutoCAD profiles.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
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1
When ProjectWise Explorer launches, it attempts to discover any ProjectWise Servers on the network by sending out a broadcast on the network. What port is used?
2
If you fail to specify a display name when creating a datasource, what do users see when they log in to ProjectWise Explorer?
3
True or False: If two servers use the same display name, users see the name twice in their datasource list and won’t be able to tell them apart.
4
What is the purpose of the ProjectWise V8i Network Configuration Settings dialog?
5
True or False: If two users are sharing a client system, they should not share working directories. Each user should have a unique working directory.
6
When defining ProjectWise applications, what is an action association?
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Managing User Accounts Module Overview In order to access ProjectWise, each user needs an account. An account uniquely identifies them, and forms the basis for assigning privileges and user preferences. All user preference information is stored in the database and is associated with the user’s ID. Document and folder access is based on the user’s ID. This module discusses the set up of user accounts, including all the options available.
Module Prerequisites •
Knowledge about ProjectWise Explorer’s interface
•
Knowledge about document architecture
Module Objectives After completing this module, you will be able to:
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Understand and create different account types
•
Define user properties settings
•
Manage users
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is an abstract document?
2
If you fail to specify a display name when creating a datasource, what do users see when they log in to ProjectWise Explorer?
3
By default, the user that is logged in to ProjectWise Explorer is the owner of new files and folders. Where do you change that?
Answers 1
A document that has no file associated to it.
2
The datasource list is returned to the client in the format ServerName:DatasourceName.
3
Using the Manager option in the Process Bulkload File portion of the tool.
User Accounts A ProjectWise user is a person with an account in the datasource. Each user account, at a minimum, consists of a unique log in name and password, and various user properties settings and privileges. When you create a user account, the account is active immediately and the user automatically receives a set of user properties settings and privileges based on the currently defined default user properties settings for that datasource. All user accounts for a datasource are listed under the Users icon in ProjectWise Administrator. The Users list displays the general properties for each user, plus whether or not the user is currently connected to the datasource, regardless of the ProjectWise module from which they are connecting. Users are created and maintained in the ProjectWise Administrator client application, in the New User Properties dialog. All required user data is specified on the General tab. This includes the user Name, Password, and Security type. The Description field is optional, as is the E-Mail field. If you use a description, it
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will display in most user dialogs instead of the name. An e-mail address is required only if you are sending system messages through an external e-mail system. Note: If you do not set a password, the system will automatically set the user’s
password to their log in name.
Account Types There are Logical, Windows, and Windows synchronized account types. Do not confuse account types with user roles, as user roles are determined by privileges and access rights. Account types refer to how the account is stored in ProjectWise and how the user logs in. •
Logical accounts are those whose user name and password are stored in the ProjectWise database, along with their ID, name, description, and password. The user name and password for a logical account are stored in the ProjectWise datasource. You can change the password for logical user accounts. To create these accounts, after entering the user name, a descriptions and an e-mail address if desired, set the Type to Logical in the Security section of the General tab of the New User Properties dialog. Enter a password, and then verify it.
•
Windows accounts are those whose user name and password are not stored in the ProjectWise database, but are created using the user name and password credentials of an existing Windows domain account. For Windows user accounts, password verification, or authentication, is done by the operating system itself. When a user has is logged in to the operating system using their Windows account they can log in to datasources in ProjectWise Explorer automatically, without providing credentials, using single sign on. To create these accounts, after entering the user name, a descriptions and an e-mail address if desired, set the Type to Windows and then type the Windows domain to which the user belongs.
•
Windows synchronized accounts also use the user name and password from existing Windows domain or Active Directory accounts. Unlike regular Windows accounts, the ProjectWise User Synchronization Service manages Windows synchronized accounts.
Note: The “Account is disabled” option on the General tab lets you create users and
then decide whether they can access the datasource. This lets you disable users
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who are not active without deleting the account in case it is needed later. This is also handy if you Free someone’s documents. Enable this option for that user so that, if they worked on the documents offline, they must contact an administrator before resuming work. They can be forewarned that their offline work will be overwritten by the server copy when they log in.
Authentication Using Windows accounts minimizes an administrator’s efforts to maintain user accounts. Users typically prefer Windows accounts as well, because they do not have to maintain a separate ProjectWise password. To understand how this is possible, it is necessary to discuss the ProjectWise authentication process and explain the transactions that occur between ProjectWise Explorer, ProjectWise Integration Server, and the datasource when a user attempts to log in.
Authentication for Logical accounts With a logical account, the user name and password are stored in the ProjectWise datasource. In this case, Users start the log in process by entering the datasource name, their user name, and their password The remainder of the process is as follows: •
ProjectWise Explorer sends the credentials to ProjectWise Integration Server.
•
ProjectWise Integration Server checks the database to see if the user account exists in the specified database.
•
If the user account exists, the password is compared against that stored in the database.
•
Assuming all information is correct, the user is logged in.
Authentication for Windows accounts With a Windows account, the user name is stored in ProjectWise and the user is assigned a ProjectWise user ID. However, the password is not stored in the ProjectWise datasource. In this case, users start the log in process by entering the datasource name, their domain server name, user name, and finally their password.
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You might expect that the password field in the database for this user would be empty. In this case, ProjectWise needs to store the ID from the Windows user database corresponding to the user. Rather than have another column in the table for this purpose, ProjectWise stores the user’s domain security ID, SID, in the password field. The remainder of the process is as follows: •
ProjectWise Explorer sends the credentials to ProjectWise Integration Server.
•
ProjectWise Integration Server checks the database to see if the user account exists in the specified database.
•
If the user account exists, the Windows SID is retrieved from the database.
•
ProjectWise then sends the SID retrieved from the database, along with the password entered by the user to the domain controller for validation.
•
The Windows domain controller then checks the credentials, and notifies ProjectWise Integration server of their status.
•
Assuming all information is correct, the user is logged in.
ProjectWise allows the log in without ever storing the user’s password. Further, when the user changes their Windows password, they can log in to ProjectWise immediately using the new password. In a production environment, Windows accounts are normally created automatically using the ProjectWise User Synchronization Service. The ProjectWise User Synchronization Service is not required for the Windows authentication process described to take place, though. Its purpose is simply to relieve the administrator from having to create a ProjectWise Windows account for each user in the Windows domain. It can be configured to synchronize accounts from the Windows domain to ProjectWise. The term synchronize refers to monitoring the Windows domain for new, modified, or deleted accounts. It does not mean that passwords are synchronized between the Windows domain and ProjectWise.
Using ProjectWise User Synchronization Service ProjectWise User Synchronization Service lets you create ProjectWise user accounts that use Windows domain or Active Directory accounts. Once these ProjectWise user accounts are created, you can use ProjectWise User
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Synchronization Service to keep the accounts synchronized with any changes to their domain or Active Directory account. Note: Note that if a user’s Windows account is disabled, they cannot log in to
ProjectWise, even if synchronization has not been run. Windows accounts are always validated against Windows. The ProjectWise User Synchronization Service has two parts; the ProjectWise User Synchronization Service Administrator and the ProjectWise User Synchronization Service Engine. Both can be installed on the same system, or they can each be installed separately. ProjectWise User Synchronization Service can be installed on the same system as ProjectWise Integration Server., but it does not have to be installed there. Note: The ProjectWise User Synchronization Service Administrator portion must be
installed on a system where ProjectWise Administrator is installed. The ProjectWise User Synchronization Service Engine runs as a native Windows service, and is managed through the User Synchronization Service snap-in in ProjectWise Administrator.
How to install and run the User Synchronization Service: First, install ProjectWise Administrator. Then, on the same system, install ProjectWise User Synchronization Service from the Server Setups. After installing, make sure the ProjectWise User Synchronization Service is started in the Services dialog. Launch ProjectWise Administrator, log in to your datasource, and then configure the User Synchronization Service. Identify the Windows accounts you want to synchronize and any accounts you want the User Synchronization Service to ignore. Run a synchronization.
There are two folders in which all User Synchronization activity and status is displayed. They are under the Windows Security System icon in ProjectWise Administrator. •
View the results of a synchronization in the Recent Synchronization Results folders.
•
The User Synchronization Service folder contains a folder for Synchronized Accounts and one for Ignored Accounts. Right click User Synchronization Service and select Properties to specify which User Synchronization Service installation to use, the administrative user account you want the User Synchronization Service to use, how and when accounts will be synchronized,
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and how the User Synchronization Service will handle ProjectWise accounts that cannot be synchronized with their respective Windows accounts.
Single Sign On When single sign on is enabled for a datasource, a user with a Windows account in a datasource, and who is currently logged in to the operating system as that user, can double-click a datasource in ProjectWise Explorer and be automatically logged in without being prompted for a user name and password. For single sign on to work in ProjectWise Administrator, the user with a Windows account must also be a member of the Administrator group. To bypass this automatic log in a user can select Datasource > Log in as. Single sign on is disabled by default for all datasources on an Integration Server. To enable single sign for a particular datasource, open \ProjectWise\bin\dmskrnl.cfg and type SSO=1 at the end of the section containing settings specific to that datasource, which begins with [dbo], [db1], etc. [db0] Description=pwclass01 InterfaceType=ODBC Name=pwclass01 Type=Microsoft SQL Server DBUserName=sa DBUserPassword=000056c80000df920002a28f00028e43 DBUsrPwdDecrypt=1 DBAdminUserName=sa DBAdminUserPassword=000056c80000df920002a28f00028e43 DBAdmPwdDecrypt=1 SSO=1
It is not necessary to restart the ProjectWise Integration Server service for this change to take effect.
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Hint: There can be a [dbo#] section for as many databases as you are using. When
using multiple versions of an Oracle database, identify the latest version first so ProjectWise loads its .dll first. For more information, see the on-line Help topic Enabling / Disabling Single Sign On for a Datasource. Note: For single sign on to work when using ProjectWise Administrator, a user must
also be a member of the Administrator group.
User IDs Similar to document and folders, each user in ProjectWise receives a unique ID that won’t be duplicated. The user name may change, but the user ID remains constant. A document is owned by the user whose ID is 5, rather than the user whose name is John.
Exercise: Creating a new user 1
Logged in to ProjectWise Administrator with the administrative credentials, right click on Users in the console tree and select New > User.
2
In the New User Properties dialog, enter the following: Name: user1 Description: Logical user 1 Type: Logical Password/Verify Password: Your choice
Note: Note that when no password is specified, it is set to the same value as
the user name. 3
Click OK.
The new user is created using logical security.
Exercise: Test the new user with ProjectWise Administrator 1
Log out of ProjectWise Administrator.
2
Log in using the user1 credentials. You will see the message “Cannot log in to the datasource”.
3
Managing User Accounts
Click OK.
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4
Log out and log back in using the administrative credentials.
A first layer of security to prevent unauthorized administrators is simply to not install the ProjectWise Administrator application on users’ systems. If a user does gain access to the Administrator application, they still cannot log in unless they have administrative rights. A ProjectWise administrator grants administrative rights to other users by including them in the Administrator group.
Exercise: Test the new user with ProjectWise Explorer 1
Minimize ProjectWise Administrator.
2
Log in to ProjectWise Explorer using the user1 credentials.
3
In the Select Working Directory dialog, expand My Computer and navigate to a folder where you would like to create user1’s working directory.
4
Highlight the folder and click the New Folder icon. A new sub-folder appears.
5
Name the new folder user1 and click OK to close the dialog.
The new user account is successfully created, but no additional settings were specified. You saw this when you logged in for the first time and were prompted to select or create a working directory. When you created this user, only the minimum required fields were populated. All other settings are inherited from the default user. Before creating many users, you should configure the Default user’s settings to the needs of a specific project or your organization. Taking the time to get the default user’s settings correct in the beginning saves you work in the future. The administrator should define important settings for the user and, in most cases, not allow them to change them. The working directory is one such setting.
User Properties Settings Use the user Properties dialog’s Settings tab to change user properties and privileges to something other than the default. Remember that when you create a
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new user, they inherit settings from the default user. To define the default user, open the Users Properties dialog from the Users item in the console tree.
Create this user first with the settings appropriate for most users. After creation, other users’ properties can be adjusted for their role.
Default user properties
Exercise: Review the user settings 1
In ProjectWise Administrator, right click on Users in the console tree and select Properties.
Note: Be sure that you select Users in the console tree to configure the default
user, not a user name in the list view. 2
Double click on Working Directory to expand it and display the available settings. The first item listed is “Allow user to change working directory”. Each category has a similar setting, and it always appears first in the list. If enabled, the category is available for the user to change from ProjectWise Explorer. If disabled, the category will not appear in ProjectWise Explorer.
Settings categories The following information is presented as a reference. You can refer to this information as you further define user properties settings.
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Working directory category The working directory is the local directory on the user’s system that ProjectWise uses to store copies of files while they are edited or viewed. These settings control the location of that working directory.
Allow user to change working directory category When enabled, a user can select or change their working directory in ProjectWise Explorer after selecting Tools > Options. When un-checked, the user cannot modify the assigned directory. Hint: It is usually best to disable this setting so there is no confusion for users and no
data loss.
Path selection Double click the icon to open a navigation dialog. Highlight the directory you want to set as the working directory and click OK. ProjectWise will recreate the storage area structure as required, below the specified path. It is mandatory that each user have a distinct working directory. An easy way to accomplish this is to include the user name in the working directory path. ProjectWise provides access to system variables that let items like user names be specified in the default user properties settings.
When using ProjectWise Explorer In ProjectWise Administrator, this setting is used to preset the user's working directory when using ProjectWise Explorer. If you define the ProjectWise Explorer working directory here, then the user will be prompted to either create it or change it, the first time they log in to this datasource in ProjectWise Explorer. If the ProjectWise Explorer working directory is not defined here, then the user will be prompted to define their own location for it upon log in. In ProjectWise Explorer, this same setting can be used by the user to change the location of their working directory, after logging in. When you are setting a default working directory for the user in ProjectWise Administrator, you need to expand this setting, select the folder icon, select the
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little thing to the right of it (an empty text field), and wait for the field to become editable. Then you can set what you want the user's default ProjectWise Explorer working directory to be. You can enter plain text, a variable, or both. The value you enter should specify the path to and including the folder name you want the user to use. Note that if you specify a drive that does not exist on the user's computer, then the user will simply be prompted to select another location for the working directory. To include the user name in the path, add the string $USER.NAME$, case sensitive, to the end of the path. As each new user is created, their user name is substituted for the string in the working directory setting. C:\pw-wrkdir\$USER.NAME$ Had this setting been in effect, user1’s working directory would have been defined automatically as C:\pwclass01-wrkdir\user1. You can use any or all of the following variables to help create a unique working directory folder name for your users: •
$User.Name$ - the user's ProjectWise username
•
$User.Descr$ - the user's description
•
$User$ - the user's number in the datasource. For example, if you were the fifth user to be created in the datasource, then your user number would be 5
If multiple datasources are in use, it is also a good idea to include the datasource name or abbreviation in the working directory path. A suggested standard for working directory names is as follows. C:\pw-wrkdir\datasourcename\username Hint: This standard is for multiple datasources as well as multiple users on a single
client system.
When accessing ProjectWise over the web Used to preset the user's working directory when using ProjectWise Web Parts. The user's working directory will be created automatically on their computer when they first log in to the datasource through ProjectWise Web Parts. If it cannot be created in the specified location for any reason, then the user will be prompted to set their own working directory upon logging in. The user can always change the location of their working directory by selecting Tools > Working Directory from the Content web part, however, changing the location of the working directory from Web Parts does not change the value set for this user
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setting in the datasource. If the user changes their working directory using Tools > Working Directory from the Content web part, but then uses Web Parts from another computer, the working directory on the new computer will be created based on the value set for the user setting in ProjectWise Administrator. In a new datasource, the default Web Parts working directory for every user is set to: %LocalAppData%\Bentley\ProjectWise Web Parts\Working Directories\%Datasource% To change a user's default Web Parts working directory, expand this setting, select the default location displayed, then select it again and wait for it to become editable. You can enter plain text, a variable, or both. The value you enter should specify the path to and including the folder name you want the user to use. Note that if you specify a drive that does not exist on the user's computer, then the user will simply be prompted to select another location for the working directory. You can use any or all of the following variables to help create a unique working directory folder name for your users: •
%LocalAppData% - this variable will be expanded to the user's local folder that stores the data for local applications. For example, on Windows Vista this would expand to C:\Users\[user.name]\AppData\Local
•
%Datasource% - the name of the datasource the user is logging in to
•
%User% - the user's ProjectWise username
General category This category provides control of folder and document security for a user.
Allow user to change general settings When enabled, ProjectWise Explorer displays the General settings category in the Tools > Options dialog for this user. The user can modify these settings. When disabled, the user cannot see the General settings category.
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User Credential Expiration Policy This setting allows administrators to control when a client's or service's connection to the ProjectWise Integration Server expires. If the user properties setting General -> Allow user to change general settings is also enabled, the user can change their default setting for this item after they log in to a datasource in ProjectWise Explorer. To change the default setting, double click User Credential Expiration Policy to display the default setting below it. Double click the default setting. In the User Credential Expiration Policy dialog that opens, select one of the options from the option list. •
Server Default means that, once the user logs in to ProjectWise, the UserLoginTokenTimeout setting in the dmskrnl.cfg file on the ProjectWise Integration Server's system controls the time limit in which the user's connection will expire.
•
No Expiration means that once the user logs in, connection does not expire until the user logs out. This option is for ProjectWise Distribution Service and ProjectWise Automation Service users, so that jobs in which their credentials are stored can connect to ProjectWise Integration Server and run through without being disconnected. Distribution Service and Automation Service users must have their User Credential Expiration Policy setting set to No Expiration in order to create new jobs. In addition, an existing pre-V8 XM Edition job will not run until the user whose credentials are stored in that job likewise has the User Credential Expiration Policy setting set to No Expiration.
•
Selecting Custom Value prompts you to enter a time limit, in hours, in which the user's connection will expire, once logged in. If you set Custom Value but do not enter a time limit, when you click OK, the setting will automatically be set to No Expiration.
Use access control This setting controls how folder and document security affects a user. When disabled, the user is immune to access control and will therefore have access to all files and folders. Enable “Use access control” for the majority of users, and only enable “Allow user to change general settings” for users with full administrative access rights. Hint: As an administrator testing and configuring security, you may find that a folder
has become invisible. If you cannot see a folder, open the user Properties dialog in ProjectWise Administrator and disable the Use Access Control setting. Log back in to ProjectWise Explorer and you will see the folder again.
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User can only log in through Web View Server When on, the user can only connect to ProjectWise through the ProjectWise Web View Server; if they try to access ProjectWise from ProjectWise Explorer or from a regular ProjectWise Web Server, they will not be permitted to log in. When this setting is off, the user can access ProjectWise from ProjectWise Explorer and ProjectWise Web Server as usual, and also the ProjectWise Web View Server if desired.
User Interface category The User Interface category is a group of items that users typically prefer to control themselves. It is a good idea to give users the ability to modify these settings.
Allow user to change User Interface settings When enabled, users can change the User Interface settings. Hint: Enable this so that users can control their own interface. However, if you allow
this, users have access to all settings in the category.
Edit Sets When enabled, users can add documents to or remove documents from existing flat document sets.
Edit versions When enabled, the Edit button displays in the New Document Version dialog. Users can either make a previous become the active document or to delete a previous version.
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Show Dialog On Error If enabled, an error message dialog displays in ProjectWise Explorer whenever users encounter an error. If disabled, there is no dialog, but an Information button displays in ProjectWise Explorer’s status bar. Clicking it shows the same error information as the dialog. Hint: Many administrators prefer to present an obvious error message to users. If
you do, you can enable Show dialog on error for the default user.
Show progress indicator during file transfers If enabled, the progress of the file transfer displays whenever documents are being moved.
Show Selective Set Open dialog This setting gives the user control over the Check Out/Open process when using MicroStation or AutoCAD reference files. If enabled, the Selective Set Open dialog opens when the user opens the parent document of a logical set. This dialog allows the user to select which references in the set to open along with the parent document. The user can also define whether selected references are Copied or Checked Out. If the setting is disabled, all references are copied out when the user opens the parent document of a logical set.
Show Local Document Organizer on Logout If Show always is enabled, the Local Document Organizer will open when you log out of a datasource, whether you are in ProjectWise Explorer or an integrated application. Users are prompted to check in all documents. If there are no documents checked out, the dialog does not appear even if the setting is enabled. The user can then use the Organizer dialog to Check In documents before finally logging out. If you enable Show in ProjectWise Explorer only, Local Document Organizer will only open when you log out of a datasource from ProjectWise Explorer. Hint: Enable this setting when you are working with applications that edit reference
files directly, such as Iras\B. Users will need to check out the raster reference files so that Iras\B can edit them.
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Display descriptions When enabled, if a description exists for a document or folder, the description displays in place of the document or folder name in ProjectWise Explorer. Hint: Think about your project structure and naming conventions before enabling
this setting.
Use URN links Enable this setting so that dragging a document or folder from ProjectWise Explorer onto the desktop creates a shortcut using a URN, Uniform Resource Name, link. URN links find the item in the datasource using the item's GUID. When this setting is off, a URL, Uniform Resource Locator, link is created. URL links find the item using the item's datasource path.
Right click and open the shortcut's Properties dialog and look at the Target field on the Shortcut tab to see the link type. If the shortcut uses a URN link, you will see the item's GUID. If the shortcut uses a URL link, you will see the datasource path.
Select last used folder If enabled, the datasource opens to the folder that was active when the user last logged out of the datasource.
Show file properties If enabled, the File Properties tab displays on the document properties dialog. This tab shows Windows file properties for the selected document. Note: Windows file properties are an optional feature that must be enabled from
ProjectWise Administrator. This feature provides the ability to index ProjectWise documents using attributes stored on the Windows file system. There is no reason to display this tab in the document properties dialog unless File Property Extraction is enabled for the datasource.
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Show document thumbnail If enabled, extracted thumbnail images display in the preview pane when a document is selected in ProjectWise Explorer. They also appear in integrated applications’ document selection dialogs. If there is no thumbnail image, a default image displays. Note: Document thumbnails are an optional feature that must be enabled from
ProjectWise Administrator. This feature provides the ability to view documents in the preview pane prior to opening the document. There is no reason to display this item unless Thumbnail Extraction is enabled for the datasource.
Show full text search If enabled, ProjectWise Explorer displays the Full Text tab on the Search by Form dialog. This feature is used to search the datasource for documents containing the specified text. Note: Full Text Search is an optional feature that must be enabled from ProjectWise
Administrator. It provides the ability to search for documents based on text within the documents. There is no reason to display this item unless Full Text Indexing is enabled for the datasource.
Attribute Form Save changes without confirmation If enabled, users won’t be prompted to save changes made from the document properties dialog. All changes are saved. If disabled, users are prompted to save any changes. Note: While this might seem like a desirable behavior, it removes the ability to exit
the dialog without saving changes. Another side effect of enabling this setting is encountered when creating new documents. If a user selects New > Document, uses No Wizard, partially fills out the form, then closes without saving, the new document is saved anyway.
Select Last Used Attribute Page If enabled, the document properties dialog opens to the same page that was active when it was closed. Useful for users who must fill in attributes. Useful for administrators who often check security settings or the audit trail.
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Search Form Initially open attributes page If enabled, the Attributes tab displays when users open the Search by Form dialog. If not, the Search by Form dialog opens to the General tab.
Administrative category
Allow user to change administrative settings If this setting is enabled for a user other than the administrator, and they’re logged in to ProjectWise Administrator, they can modify the settings in this category. If the user is the administrator, this setting does not display.
Enable as delegate user This setting is for use with ProjectWise Web Server Components for Web Parts. It simulates single sign on for users using Web Parts. When enabled, it authorizes the user to request passwords for other users connecting to a datasource from a Web Part, when those users are attempting to log in with their Windows domain account. For this to work, you must also go to the system on which ProjectWise Web Server Components for Web Parts is installed and specify that the user is the delegate user.
Datasource Usage of Recycle Bin Enable this to use the recycle bin to hold items deleted from the datasource.
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Storage Area Create/Delete/Modify When enabled, the user can create, delete, or modify storage areas for the datasource.
See all properties When enabled, the user can see all properties of all storage areas in the datasource. When disabled, the user can’t see the location of storage areas, and can only see the name and description of storage areas.
Client Licensing This setting lets the administrator specify how license usage is activated and recorded for each user, once logged in to a datasource in ProjectWise Explorer or ProjectWise Administrator.
Activate and record usage through connected Integration Server When enabled, the ProjectWise client will activate and log its usage to the SELECT Server that the ProjectWise Integration Server is configured to use.
Activate and record usage through client's configured SELECT Server When enabled, the ProjectWise client will activate and log its usage to the SELECT Server that the computer on which the ProjectWise client is installed is configured to use. The SELECT Server that the client is activating through can be configured by using the License Management Tool that is delivered with ProjectWise Explorer \ProjectWise\bin\licensetool.exe, MicroStation, or other Bentley software.
Network category Note that the Network settings for an individual user only work if the respective Network setting was enabled globally in the datasource.
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This is in the Network category on the Settings tab of the datasource Properties dialog.
Allow user to change client/server network settings When enabled, the user can change the default settings set for them under the Network category.
Enable Delta File Transfer Enabling this setting enables delta file transfer for this user. For delta file transfer to work for this user, you also need to enable the datasource settings of the same name, which enables delta file transfer for all ProjectWise Explorer clients connected to this datasource. Note: Delta file transfer improves performance when sending large files over
networks with high latency or low bandwidth connections, by only sending the changes needed to update the file, rather than the entire file.
Compress client/server request data This user properties setting enables data compression for the user. For data compression to work, the datasource setting of the same name must also be turned on, which enables data compression for all ProjectWise Explorer and Administrator clients connected to this datasource. Note: Data compression improves performance over networks with high latency or
low bandwidth connections by compressing the data that is being sent to or retrieved from the ProjectWise database. The data is decompressed when it reaches its destination. Hint: Performance improvements will be most noticeable with large amounts of
data, such as thousands of documents in a folder.
Document category These settings control a user’s interactions with documents in ProjectWise Explorer.
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Hint: These settings act as a first level of security. If Document -> Create is disabled,
users cannot create documents anywhere in the datasource, even in folders where they have full control.
Allow User to Change Document Settings When enabled, the user can change the default settings set for them under the Document category.
Create When enabled, users can create documents and also move and copy them to other folders. When disabled, they cannot create documents, move them, or copy them to other folders.
Modify When enabled, users can modify documents and their attributes. When disabled, all documents become read-only, regardless of the user’s read/write privileges and the user can neither modify nor delete documents. Hint: If Modify is enabled and Delete is disabled, you can have the right to modify
without having delete rights.
Delete When Delete and Modify are both enabled, users can delete documents. When Delete is enabled but Modify is disabled, or when Delete is disabled, users cannot delete documents. When Delete is disabled, the user cannot move documents to other folders.
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When enabled, the Delete command is available in the main Document menu and in the document list pop-up menu. When disabled, the delete setting is inactive. Hint: If a user cannot delete documents, then they cannot move documents because
move is a copy/delete command combination.
Free When on, the user can free documents they have checked out or exported.
Set Final Status When enabled, the Set Final Status command is available in the Document > Change State menu. The user can set the final status of a document.
Remove Final Status When enabled, the user can remove final status for a document. Find this command on the Document > Change State menu. It is context sensitive and will only be active after the user has selected a document that has been set to final status.
Create Version When enabled, the New Version command is available. Find this command on the Document > New menu.
Change State When enabled, the user can change the Workflow State of documents.
Use Recycle Bin on Free This setting only applies to freed documents. If enabled, freed documents are stored in the user’s Windows recycle bin. Checked in documents are saved to the server before being delete locally, so there is no reason to save them to the recycle bin. If this setting is disabled, changes made to a freed document cannot be recovered because the document is not saved to the server or the local recycle bin.
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Leave local copy on check in During check in, by default documents are deleted from the user’s working directory after the file has been successfully verified on the server. When this setting is enabled, the local document copy (in the user’s working directory) is not deleted, but retained to build a local cache of frequently accessed documents. This holds true when the document is checked in from either ProjectWise Explorer, or from an integrated application. When a user checks in a document from the Organizer dialog, the action they select overrides the setting here for Leave local copy on check in. Hint: This setting can be used to improve performance and reduce network traffic.
Leave this on so delta file transfer sends only necessary information.
Leave local copy on free When enabled, the copy of the document in the user's working directory is retained when the document is freed by choosing Document > Free in ProjectWise Explorer. When a user frees a document from the Organizer dialog, the action the user selects overrides the setting here for Leave local copy on free.
Use up to date copy on check out If enabled, and a local document copy exists, the local document copy is used when check out is performed in the case where the local copy is found to be up to date. If a local document copy does not exist, it is retrieved from the server regardless of the how this is set. When this setting is disabled, the document is always retrieved from the server, even if a local copy exists. Hint: This setting can be used to increase performance, and reduce network traffic.
Use up to date copy on copy out If enabled, and a local document copy exists, the local document copy is used when copy out is performed, in the case where the local copy is found to be up to date. If a local document copy does not exist, it is retrieved from the server regardless of the State of this setting.
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When this setting is disabled, the document is always retrieved from the server, even if a local copy exists. Hint: This setting can be used to increase performance, and reduce network traffic.
Use captive environment When enabled, users working in ProjectWise-integrated applications can only access ProjectWise folders and documents, and can only save the open file back to ProjectWise. This is enforced by modifying all file access dialogs (File > Open, Save As, etc.) to present their ProjectWise equivalent. If the user selects Cancel, they return to the application. When disabled, canceling the ProjectWise dialog results in the application opening its own dialog, thereby allowing the user access to non-ProjectWise documents.
Modify shareable flag When on, the user can turn on or off the Shareable setting for any V8 DGN document they have access to, through the document properties dialog in ProjectWise Explorer. This setting is disabled if document sharing is not enabled at the datasource level in ProjectWise Administrator.
Document List category These settings control the behavior of the document list view within ProjectWise Explorer. The document list is on the right side of the application.
Allow user to change document list settings When enabled, users can change settings for the Document List.
Show subfolders This setting lets ProjectWise Explorer emulate Windows Explorer by showing folders, as well as documents, in the documents view.
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Hint: In order for this setting to be useful, users should display Name as the first
column in the view.
Showing sub-folders and not showing them
Double Click Action Double click on Double click action and a selection list appears. Select the action that double click should initiate in the ProjectWise Explorer. The default is to check out and open the document.
Refresh display These settings determine when the contents of the application window are refreshed.
By Command If enabled, this setting disables the automatic refresh of ProjectWise windows, and users must manually refresh the application window by choosing Refresh from the View menu or pressing F5. Hint: This setting may be useful when working with a large database, as removing
automatic refresh results in a faster response.
After Operation If enabled, the application window refreshes after the entire operation on the documents is complete. For example, if a user checks out a number of documents, their status and icon do not change in the document list until all documents are checked out.
During Operation If enabled, the application window refreshes after each item in the operation is processed. For example, if the user checks out a number of documents, the status and icon of each one changes in the document list as each document is checked out.
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Show Tooltips When enabled, tooltips are displayed when the user's mouse hovers over individual cells in ProjectWise Explorer's document list.
Show all versions When enabled, all versions of a document are displayed in the document list. When off, only the latest version of a document displays.
Folder category These settings control the user’s interactions with folders in the ProjectWise Explorer.
Allow user to change folder settings When enabled, this user can change the settings for the folders.
Create When enabled, the Create command is available to the user in the Folder menu or in the datasource’s console tree pop-up menu. When disabled, the user cannot create folders.
Modify When enabled, the user can modify folders. For example, they can change the Workflow/State, folder privileges. When disabled, the user cannot modify or delete folders. Hint: The absence of Modify rights prevents the user from deleting folders as well as
modifying them. The user can have modify rights without delete rights, if Modify is enabled and Delete is disabled.
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Delete When enabled, the Delete command is available in the main Folder menu and in the datasource console tree pop-up menu. When disabled, these settings are inactive. When Delete is enabled and Modify is enabled, users can delete folders. When Delete is enabled and Modify is disabled, or when Delete is disabled, users cannot delete folders. Hint: Disabling Delete for folders does not prevent the deletion of documents within
the folder. To make sure that the user does not accidentally delete documents, you should also disable the Delete setting in the Document category.
Change Workflow / State When enabled, and when the Modify setting for folders is enabled, the Workflow & State tab displays in the Folder Properties dialog. Access to this tab enables the user to select a different Workflow to apply to the folder, or to change the Workflow State of documents in the folder.
Hide folder hierarchy in user interface When enabled, the Documents folder and all of the folders in the datasource are not displayed. When disabled the folders display normally. Hint: This setting is useful to hide the folder structure from users. Queries will still
retrieve the documents to which users have access, but the structure containing them will not be available.
Message Folders category This category contains the settings that control user access to the internal ProjectWise messaging system.
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Allow user to change message folders settings When enabled, the user can change their default settings for the Message folders category.
Disable message polling Turn this setting on only if you do not want ProjectWise Explorer to automatically check to see if you have a new message from another ProjectWise user, sent through ProjectWise Messenger.
Show message folders in user interface When enabled, ProjectWise Explorer displays the Global Folders folder, Inbox and Sent items for this user. This appears as an additional item in the console tree.
Create When enabled, the user can create Global folders.
Modify When enabled, the user can modify Global folders. Hint: Disabling Modify prevents users from deleting Global folders as well as
modifying them, however, they can have modify rights without delete rights if Modify is enabled and Delete is disabled.
Delete When Delete is enabled and Modify is enabled, the user can delete Global folders. When Delete is enabled and Modify is disabled, or when Delete is disabled, the user cannot delete Global folders.
Move When enabled, the user can drag and drop a personal folder to a new location within the Message folder.
Access items When enabled, the Global Folder displays in the console tree.
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Modify items When enabled, the user can add items to and remove items from the Global folders.
Custom Folders category This category contains the settings that control the users own custom folders, which can be thought of as favorites.
Hint: These types of folders are useful for simplifying complicated folder structures.
However, users must be aware that if they delete something here, they are deleting the actual folder or document.
Allow user to change custom folder settings When enabled, a user can change the settings for Custom folders.
Show custom folders in user interface When enabled, ProjectWise Explorer displays Custom folders as an additional item in the console tree for the user.
Private, Global and Other user’s folders Private folders are the user’s own private file structure. Global folders are set up for all users to access. Other user’s folders are the private folders of other users. There are settings that expand when you double click these items.
Create When enabled, and the Private, Global, or another user’s folder is selected in the console tree, the Create command is available in the Folder menu and in the console tree pop-up menu. This allows users to create new personal folders.
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Modify When enabled, and a folder previously created in the Private Hierarchies, Global Hierarchies, or Another Users Hierarchies folder is selected in the console tree, the Properties of the folder may be modified by selecting Properties from the Folder menu or the datasource console pane pop-up menu. When disabled, users cannot modify the properties of a folder.
Delete When enabled, and a folder previously created in the Private Hierarchies, Global Hierarchies, or Another Users Hierarchies folder is selected in the console tree, the Delete command is available in the Folder menu and in the console tree popup menu allowing users to delete the folder. When disabled, the Delete setting does not display and the user cannot delete a folder. An error message displays, indicating that the user has insufficient privileges to complete the action if Delete is pressed.
Move When enabled, and a folder previously created in the Private Hierarchies, Global Hierarchies, or Another Users Hierarchies folder is selected in the console tree, the folder can be moved, using drag and drop to an alternative position within the Private Hierarchies, Global Hierarchies, or Another Users Hierarchies folder. If the drag and drop method is used and the user tries to move a Personal folder to the Global Hierarchies folder, or to a user in the Hierarchies of other Users folder, the folder is copied, not moved. The user must have sufficient privileges in the target folder. When disabled, an error message displays, indicating that the user has insufficient privileges to complete the action.
Add new items When enabled, and a Personal folder previously created in the Private Hierarchies Folder is selected in the console tree, the Add Folder..., Add Document..., Add URL... commands display in the Folder menu, and in the console tree pop-up menu allowing the user to add items to and remove items from the personal folders.
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When disabled, the settings do not display and the user cannot add or remove items. An error message displays, indicating that the User has insufficient privileges to complete the action if the drag and drop method is used to add an item.
See Items When enabled, the Global Hierarchies or other users private hierarchies folders display in the Custom Hierarchies folder for this user. When disabled, the folders do not display.
Global user lists category User lists are a method of grouping users. Address book lists are used by the ProjectWise internal messaging system. Access user lists allow security to be assigned using user lists.
Allow user to change global user list settings When enabled, the user can change the default settings set for them under the Global user lists category.
Create, Modify, Delete address book list When enabled, the user can create, modify or delete items in the address book in ProjectWise Messenger.
Create, Modify, Delete access user list When enabled, the user can create, modify or delete users from an access user list.
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Document Creation Conflicts category This group of settings control how ProjectWise reacts if an attempt is made to overwrite an existing document. Document creation conflicts can occur when a user moves or copies a document within ProjectWise Explorer. They may also occur when a user imports a file into ProjectWise without using the New Document Wizard. Document Creation Conflicts settings are divided into three categories. Each of these items expands to display additional settings when double clicked.
Default Action These settings control the default action when a duplicate is encountered. When a document creation conflict occurs, such as a user importing/copying a document to a folder already containing a document with the same document and/or file name, this rule is invoked by the name duplication.
Allow user to change default action settings When enabled, a user can change the settings for the Default Action.
Action Skip a document: When enabled, if documents are to be imported/copied and a version of one of the documents exists in the target folder, the import/copy of the particular document is skipped.
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Create a new version: When enabled, if a single document, or a number of documents, are to be imported/copied and a version of one of the documents exists in the target folder, a new version of the particular document is created. The old file still exists as the older version.
Create a new document: When enabled, if a single document, or a number of documents, are to be imported or copied and a version of one of the documents exists in the target folder, a new document is created using the selected Document Creation Rules settings i.e. add a prefix, a suffix, or change the name.
Apply common rules for the whole document selection When enabled, if multiple documents are being copied/imported/moved at one time the previously selected rules apply to all documents. The user is offered a choice regarding how to handle first duplicate found. This will apply to subsequent duplicates. When disabled, the selected rule applies only to the current document and the user is prompted for a decision about every duplicate found.
Do not show select an action dialog When enabled, the Select an action dialog does not display, and the actions selected by the administrator are automatically carried out.
Default Version Rules These settings are used when Create a new version is selected as the default action when a duplicate is found. They give options for the action to be taken when a document creation conflict occurs and the option to create a new version is selected. For instance, if the Define Version Rules dialog displays, the user can select options for the new document version.
Allow user to change default version rules When enabled, this user can change the settings for Default version rules.
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Version string format Double clicking this item opens a dialog where you may specify a format string for the version that is automatically created. You can enter the format that you want to use, or click the browse button and the Define Format dialog appears. In this dialog, you can define the variable to be used when a version needs to be created.
How to set a two digit whole number as the version number: First, from the Type list, select Decimal number. Set Width to 2. Enable Filled with leading zeros, and then click OK. The version string will read 01, 02, 03... If you wanted to have particular text or number as part of your version, follow the preceding steps. Then add the fixed text to the Version String Format line. For example, given the following version string format, the version string will read 01a, 02a, 03a.
Apply source document attributes When enabled, if a new version of the particular document is to be created, the source document’s attribute sheets are added to the new document version.
Remove target document attributes When enabled, if a new version of the particular document is to be created, the target document’s attribute sheets are removed from the new document version.
Apply document name of the source document When enabled, if a new version of the particular document is to be created, the document name of the source document is used for the new document version.
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Apply file name of the source document When enabled, if a new version of the particular document is to be created, the file name of the source document is used for the new document version.
Do not show Define version rules dialog When enabled, the Define version rules dialog does not display and the actions (apply file name of the source document, etc.) selected by the administrator are automatically carried out.
Default Document Creation Rules
These settings are used when Create a new document is selected as the default action. They give various options about the action to be taken when a document creation conflict occurs and the option to create a new document is selected.
Allow user to change default document rules When enabled, a user can change the settings for Default Document Creation Rules.
Document name format rule Double clicking on this opens additional settings.
Change name: When enabled, if a new document is to be created using the Create a Document dialog, the name of the document must to be changed. Every document in a folder must have a unique document and file name.
Add prefix to the old name: When enabled, if a new document is created using the Create a Document dialog, users can add a prefix to the current name of the document. Every document in a folder must have a unique document and file name.
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Add suffix to the old name: When enabled, if a new document is created using the Create a Document dialog, users may add a suffix to the current name of the document. Every document in a folder must have a unique document and file name.
Name Format Double click to open a field where you can access the Enter Format dialog, which works the same as the Version String Format dialog.
File Name format rule Double clicking will open additional settings, which are the same as those for the Document name format rule.
File name format Double clicking will open additional settings. Double click the first one to open a field where you can access the Enter Format dialog, which works the same as the Version String Format dialog.
Transfer source document attributes: When enabled, if a new document is to be created using the Create a Document dialog, any environment attributes are copied from the source document to the new document.
Do not show define document rules dialog: When enabled, the Define document rules dialog does not display, and the actions selected by the administrator are carried out. For example, add a prefix to the old name.
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Audit Trail category Audit trail replaces the history function that existed in previous versions of ProjectWise. In addition to the master settings, this group of settings controls individual user rights with respect to the ProjectWise Audit Trail.
Allow user to change audit trail options When enabled, this user can change the settings for the Audit Trail.
Reports Allow user to change report visibility settings When enabled, the Reports item displays under the Audit Trail category, allowing the user to determine which reports will display.
See private actions When enabled, the user can include the user’s own actions in the Audit Trail report.
See actions of other users When enabled, the user can include other users’ actions in the Audit Trail report. This functionality is found on the Users tab of the Audit Trail Customize Report dialog in ProjectWise Explorer.
Comments Allow user to change comment settings When enabled, the user can change the settings for Comment usage.
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Allow comments for check in When enabled, users are prompted to enter comments when checking in or importing documents. When disabled, users cannot enter comments when checking in or importing documents.
Allow comments for version create When enabled, users are prompted to enter comments when creating new versions of documents.
Allow comments for state change When enabled, users are prompted to enter comments when changing the State of documents.
Allow comments for final status change When enabled, users are prompted to enter comments when setting final status on documents.
Require comment When enabled, the user will not be allowed to carry out the action without entering comments.
Delete Rights Allow user to change delete rights settings When enabled, the user can change the settings for Delete Rights.
Can delete audit trail records When enabled, the user can delete audit trail records from the database. The Clear Audit Trail item is added to the Folder and Document menus for that user.
Show Audit Trail tab in Document Properties window When enabled, the Audit Trail tab displays in the document properties dialog.
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Show Audit Trail tab in Folder Properties window When enabled, the Audit Trail tab displays in the Folder Properties dialog.
Managed Workspace Profiles category
Allow user to change Managed Workspace Profile settings The user can change the default settings set for them under the Managed Workspace Profiles category. This does not include the Export relative path errors handling option.
Allow user to change export error handling The user can change the default settings for the Export relative path errors handling setting.
Can edit Personal Managed Workspace Profile variables A user can edit personal managed workspace profile variables.
Show datasource level Managed Workspace Profile option The Workspace tab of the Folder or document properties dialog has Managed and Workspace Profile options for Workspace Type. When this setting is disabled, only the Workspace Profile setting is available.
Show Personal Managed Workspace Profile page When enabled, the Personal Workspace tab displays on the user Properties dialog in ProjectWise Explorer.
Export relative path errors handling You can choose to prompt the user, fail on error, or ignore invalid relative path errors.
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User Properties Settings
Project permissions category
Allow user to change project permissions The user can change the default settings for Project Permissions.
Allow user to create projects and upgrade folders to projects The user can create projects by selecting Folder > New Project, and can turn a regular folder into a project by selecting the folder and selecting Folder > Upgrade to Project.
Allow user to change project types and project properties The user can change a project's project type, and also modify a project's properties.
Allow user to delete projects The user can delete projects in ProjectWise Explorer.
Establishing the Default user
Exercise: Define the default user 1
In ProjectWise Administrator, on the Settings tab of the Properties dialog for the default user, set the Working directory as follows: Allow users to change the directory Make the path when using ProjectWise Explorer: C:\pw-wrkdir\pwclass\$USER.NAME$
2
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In the User Interface category, make sure the following are set, and leave all defaults as is:
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User Properties Settings
Show dialog on error: Enabled Select last used folder: Enabled 3
In the Document List category, make sure the following is set, and leave all defaults as is: Show subfolders: Enabled
4
In the Message Folders category, make sure the following is set, and leave all defaults as is: Show message folder in user interface: Enabled
5
In the Custom Folders category, make sure the following is set and leave all defaults as is: Show custom folders in user interface: Enabled
6
In the Document Creation Conflicts category, Default Action section, set the Action to Create a new version and then enable Do not show ‘Select an action’ dialog.
7
Click Apply, and then OK.
Modifying user properties
Exercise: Modify user1’s properties 1
In ProjectWise Administrator, right click user1 in the list view and select Properties.
2
Select the Settings tab in the Properties dialog.
3
Double click the Working Directory category.
4
Uncheck “Allow user to change working directory” and click OK.
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Secondary Administrative Accounts
Modifying properties for multiple users You can modify the properties for several users in a single operation. Use the keyboard Ctrl or Shift keys to select multiple user names in the list view. You can also select all the users that belong to a particular group or user list by right clicking the Users icon and selecting Select Users by Groups / Lists. In the dialog that opens, select a group or user list, and then click Select. All of the users who are members of that group or user list are automatically selected in the Users list. User groups and lists are discussed later in the module.
Secondary Administrative Accounts
Exercise: Creating a secondary administrative account 1
Continuing in ProjectWise Administrator, right click Users in the console tree and select New > User.
2
On the General tab, enter the following: Name: admin2 Description: Secondary administrator Type: Logical Password/Verify Password: admin2/admin2
3
Select the Settings tab and make sure that they can change their working directory.
4
Select the Member Of tab, click Add, select the Administrator group, and then click OK.
5
Click OK to finish creating the new account.
6
Log out of ProjectWise Administrator.
The new account has been created and added to the Administrator group. This user can access the ProjectWise Administrator application and perform all tasks with the exceptions listed previously.
Exercise: Testing the secondary administrator account 1
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Log in to ProjectWise Administrator using the secondary administrative user credentials.
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Deleting Users
2
Right click Users in the console tree and select New > User.
3
On the General tab, enter the following: Name: test1 Description: test1 user Type: Logical Password/Confirm Password: test1/test1
4
Click OK.
5
Minimize ProjectWise Administrator.
The secondary administrator account can perform most administrative functions. This would even include creating additional administrators. For this reason, even secondary administrative rights should be limited to trusted individuals.
Deleting Users Deleting a user account is a simple, but permanent, operation. Once deleted, a user account cannot be restored. Even recreating a user by the same name will not restore the user. Remember that the constant item for user accounts is the user ID. When a user account is deleted, the user ID is not returned to the available pool. In other words, the user ID will never be reused, so it is impossible to create another user with the same ID. Remember that document ownership is based on user ID’s. When a user account is deleted, any documents owned by that user ID are transferred to the ID of the user performing the delete operation. In the following exercise, the test1 user is to be deleted. Before doing so, let’s add several documents to the datasource using the test1 account.
Exercise: Adding documents using the new account 1
Log in to ProjectWise Explorer as the test1 user.
2
Accept working directory creation.
3
Create a new root level folder named Test1.
4
In Windows Explorer, navigate to the \Test1 folder in the class data set, drag the sub-folders from that folder into the new ProjectWise folder, and drop them.
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5
Navigate to the ProjectWise folder \Test1\ansi.
6
Select the file D-border.dgn, right click, and select Properties.
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Select the Security tab. User test1 owns the document. All documents take on their ownership from the user that originally created them. This includes document import operations such as drag and drop. Test1 also owns the ansi and iso folders.
8
Close the document properties dialog.
9
Log out of ProjectWise Explorer.
Exercise: Deleting the test1 user 1
Return to ProjectWise Administrator, where you are logged in as the secondary administrator.
2
Select Users in the console tree.
3
Right click the user test1 in the list view and select Delete to delete the user. You receive a message indicating that, should this user own any files, you will take ownership of those files since the user is deleted. Important: In a production environment, it is a good idea to find out how many documents this user owns before proceeding.
4
Select No so the user test1 is not deleted.
5
Double click the user test1 to open the user Properties dialog.
6
Enable the Account is disabled check box.
7
Click OK to close the user Properties dialog.
This prevents the user from logging in while you decide how to process the files they own. Unlike deleting the account, this action can be undone if necessary. Note: When a user is deleted, the user is also deleted from all groups to which the
user is a member. ProjectWise provides search capabilities that enable the administrator to produce a list of all the files owned by a given user. Once the list has been generated, it can be passed to the user’s supervisor to determine the best way to handle the files.
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Deleting Users
Exercise: Identify the files owned by test1 1
Log in to ProjectWise Explorer using the secondary administrator’s credentials (admin2/admin2).
2
Accept working directory creation.
3
Click the arrow next to the Advanced Search icon in the Search toolbar at the top of ProjectWise Explorer and select Search Form. The Search by Form dialog appears. You want to locate the field for document ownership. Document ownership is determined by the Created By field.
4
Set Created By to test1.
5
Click OK to start the search.
6
Click Close to dismiss the Search by Form dialog.
7
Right click in the document list and select Copy List to > Clipboard Tab Separated.
8
Launch Notepad and paste the list into it, save the document as test1docs.txt, and exit Notepad. Now you have a record of the files.
9
Log out of ProjectWise Explorer. You are now ready to delete the test1 user.
10 Return to ProjectWise Administrator, right click the user test1 in the list
view, and select Delete. 11 Select Yes to delete the user and take ownership of any documents still
owned by that user.
Deleting the Administrative user The primary administrator account has special privileges and you cannot delete this account. Secondary administrators can be deleted. However, if there is only one user in an administrator group, that user cannot be deleted.
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Group and List Membership
Group and List Membership User accounts provide a unique ID for each user and are the primary building blocks of the system. Document ownership, security settings, and user preferences are all associated with the user account. The user ID is the only constant, and all settings are ultimately associated with this item. User account maintenance is accomplished using ProjectWise Administrator. Any user given access to this application can create, modify, and delete user accounts. When an empty database is made available for use by ProjectWise, the New Datasource Wizard creates ProjectWise tables in the specified database. In addition, it creates the Administrator account and the Administrator group. This account is the primary administrator account and is treated specially by ProjectWise. It will always have a user ID of 1, and will have all privileges. From this account, you may create additional accounts, both administrative and end user. Take an existing user account and add it to the Administrator group to create an administrator account. This method is typically used to delegate certain administrative responsibilities to other users. A user cannot log in to the ProjectWise Administrator unless they belong to the Administrator group. Once a user is a member of the Administrator group, they can log in to the ProjectWise Administrator and perform most administrative functions. Two exceptions are that the new, secondary, administrator account cannot affect the server’s use of the recycle bin, nor will it be able to create storage areas. If necessary, the primary administrator can grant these privileges to the secondary administrator using the Administrative category within user Properties dialog. This category is only accessible from the ProjectWise Administrator.
User groups Similar to Windows, ProjectWise Groups are created to contain users who have the same access requirements. A Group is simply a collection of users, and cannot contain other groups. As you will learn in the chapter on Folder and Document Security, security can be established at the User, Group, or User List level. The Groups icon contains all of the user groups that exist in your datasource. When the datasource is first created, the Administrator group is created by default, and contains the administrative user account you named during
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Group and List Membership
datasource creation. You can create a group in the datasource to group together users who need the same access rights to folders and documents. Hint: The existence of user groups also makes it easier when creating access lists and
mailing lists Establishing groups is a two step process. First, create the group, and then add users to the group. Hint: To minimize the effort spent administering ProjectWise, assign security to
groups instead of individuals.
How to create a logical user group: First, in ProjectWise Administrator, right click the Groups icon in the console tree and select New > Group. On the General tab of the New Group Properties dialog, type a unique name for the new group. Then, set the Type to Logical, click Apply, and then OK.
How to create a user group using the credentials of a Windows group account: First, right click the Groups icon and select New > Group. Then, type the name of the Windows group account. Set the Type to Windows. In the Windows domain field, specify the domain to which the Windows group account belongs. Click Apply, and then OK.
How to add users to a group: First, right click a group in the list view and select Properties. Then, o n the Members tab of the Group Properties dialog, click Add. In the Select Users dialog, identify the users and then click OK. Click Apply, and then OK. You can also add a user to a group by opening the Properties dialog for a given user, selecting the Member Of tab, and then selecting the desired group.
Exercise: Add additional users Note: The following users and groups are used in other modules, so they must
be created. 1
In ProjectWise Administrator, log in using the primary administrative credentials.
2
In the console tree, right click Users and select New > User.
3
Enter the following for the new user. For this class, be sure to add the descriptions so they are in the database for future use.
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Group and List Membership
Name: Drafter Description: Drafter 4
Click OK to create the user and close the dialog.
5
Create the following two users: Name: Engineer Description: Engineer Name: Project Manager Description: Project Manager
6
Make sure these users have the right to change their working directory.
Exercise: Create User Groups 1
Right click on Groups in the console tree, and select New > Group.
2
On the General tab, enter the group name Design.
3
Select the Members tab.
4
Click Add.
5
In the Select Users dialog, add the users Drafter and Engineer, and then click OK to exit both dialogs.
6
Right click on Groups in the console tree, select New > Group, and create a groups as follows: Group: Management Member: Project Manager
Modifying Groups Select the group name in the document view, right click and select Properties. Changes are made in the Properties dialog.
Deleting Groups To delete a group, select the name in the document view and click the Delete key or, right click and select Delete.
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Group and List Membership
User Lists User Lists are similar to Groups, as they are logical groupings of entities within ProjectWise. Where Groups can contain only users, User lists can contain any combination of users, groups, and even other user lists, making them more flexible. There are two types of user lists. •
Access User Lists are used to group together Users, Groups, and other User Lists who need the same Access rights to folders, documents, etc.
•
Mailing User Lists are used for the ProjectWise internal messaging system.
Creating a User List is a two part process, similar to creating a Group. First, the User List Name, Description and Type are established. Second, the relevant members (Users, Groups, and User Lists) are added to the List.
Exercise: Create an Access User List 1
Right click on User Lists in the console tree and select New > User List.
2
On the General tab of the New User List Properties dialog, type the following: Name: Project5900 Description: Project 5900 members
3
Select the Members tab.
4
Click Add.
5
In the Select Security Objects dialog, add the following Members, and then click OK to exit both dialogs: Management (group) admin (user)
Note: The icons [preceeding names show whether the item is a user (single head) or a
group (double heads). You can filter either using the List items of type option at the top of the dialog.
Deleting and modifying User Lists User Lists are modified and deleted by selecting the User List in the list view, then right clicking and selecting Properties to modify or Delete to delete.
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The Database User Account
Selecting users by group or list This option in ProjectWise Administrator lets you identify and select all the users that belong to a particular group or user list.
How to see which users are in a group or user list: First, right click the Users icon and select Select Users by Groups / Lists. Then, in the Select Users by Groups / Lists dialog, select whether to see, groups, lists or both.
Next, click the Select button at the bottom of the dialog. The users in the group or user list are highlighted in the right pane of the ProjectWise Administrator. There are options in the dialog that let you look for only those users who are connected or only those whose accounts are enabled. Note: Click the Export icon at the top of the Select Users by Groups / Lists dialog to
export lists to .txt or .csv files.
The Database User Account The database user account is determined during creation of the datasource, and is used by the ProjectWise Integration Server to connect to the database. If the user name or password for the database user account changes, you need to change those credentials in ProjectWise Administrator.
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Module Review
How to update the database user account: First, open the datasource Properties dialog and select the Database Users tab. Then, change the credential that you want to update, click Apply, and then click OK.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions 1
Define a ProjectWise user.
2
What is the difference between a logical account and a Windows account?
3
With a Windows account, the password is not stored in the ProjectWise datasource; however, the password field in the database is not empty. What is stored there?
4
Why is it important to define a default user?
5
What can you do if a folder becomes invisible to you while you are configuring security?
6
True or False: Moving documents is a copy/delete command combination.
7
Which user properties setting is useful to hide the folder structure from users? Queries will still retrieve the documents to which users have access, but the structure containing them will not be available.
8
What can you do to minimize the effort spent administering ProjectWise security?
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Environments Module Overview An environment contains custom attributes that users can apply to documents. This module discusses creating and applying environments.
Module Prerequisites •
Knowledge about ProjectWise Explorer’s interface
•
Knowledge about document architecture
•
Knowledge about user accounts
Module Objectives After completing this module, you will be able to:
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Define and work with environments
•
Create interfaces
•
Modify property column properties
•
Create attribute sheets
•
Define document codes
•
Understand settings in the Attributes Properties Dialog
•
Adjust environment and attribute user properties settings
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What are the Attributes and More Attributes tabs in the document properties dialog?
2
True or False: When you import files into an existing folder, you should not designate an environment for the files you are importing into it.
3
Which user properties setting is useful to hide the folder structure from users?
Answers 1
These tabs are the user’s means of accessing extended document metadata.
2
True. If you select a parent folder, it will already have an environment assigned to it. In this case, it is not necessary, or recommended, to designate an environment. Changing an assigned environment is not recommended.
3
Hide folder hierarchy in user interface.
Environment Overview ProjectWise provides a number of standard properties that you can use to classify documents. These items include properties such as Document Owner (created by), File Name, Application, and Department. These items are used internally by ProjectWise, as well as by users, when searching for documents. They are standard, and cannot be modified. To provide more flexibility, ProjectWise provides a framework for extending the default list of attributes. This framework is referred to as an environment. An environment is a collection of supplemental, organization specific, document
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Defining Environments
attributes that you establish in the datasource in ProjectWise Administrator, and then apply to folders and projects in ProjectWise Explorer. Environments are not a required feature of a datasource. If you want, in ProjectWise Explorer you can assign the value for environments to any folder or project. Documents at the root of those folders or projects will have blank Attributes and More Attributes tabs in their Document Properties dialog. Each folder can have a different environment assigned to it, and it is specified at the time a folder is created. All documents placed in the folder will have additional items, or attributed fields, for classification that are defined by the environment. There are several terms used in conjunction with environments: •
The attribute itself, or metadata.
•
An interface, which is the layout of the attributes. It may be best to only have one interface, meaning one arrangement of attributes.
•
Document code restrictions, which are a combination of custom attributes which uniquely identify documents within an environment.
The environment can also be called a table or schema. The fields in an environment table are called attributes, or metadata. Think of an environment as a table with a row in it for each document that uses the environment. Each column in the row is an attribute. Since the environment provides a means of extending the default fields that are stored for each document, rather than adding additional columns to the built-in ProjectWise document table, each environment is stored in its own table. This way the default ProjectWise table structure is fixed, and the custom fields are stored in a separate table. Users can populate attribute fields interactively or they can be populated automatically. Attributes can be searched, letting you quickly retrieve specific documents. They can also be used by MicroStation, AutoCAD, and Microsoft Office, and can be displayed in specified fields in their respective documents.
Defining Environments There are four main steps to complete when setting up an environment.
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Defining Environments
1. Create the environment. 2. Add attributes. You can create all of the attributes as part of the environment creation process, or you can create some during creation and create the rest later. 3. Create an interface. New interfaces are automatically added to each existing environment. 4. Add attributes to, and arrange them in, an interface. A wizard takes you through the creation process. You can create environments using existing database tables or by creating new database tables.
Using existing database tables A customized table must exist in order to use an existing table when creating an environment.
How to Create an environment using existing database tables: In ProjectWise Administrator, right click Environments in the console tree, select New > Environment, and then click Next in the wizard. On the Choosing environment type page, enable “An environment that defines attributes for documents”, and then click Next. On the Naming the environment page, type the name MyCivil, enter an optional description, and then click Next. On the Selecting database table page, enable “Use existing table”, select the desired table, and then click Next. On the Choosing environment settings page, enabling the Common Environment option means that this environment is the default environment that will be used whenever a folder is created in ProjectWise Explorer if no other environment is specified. Only one environment can be the common environment. If Create attribute records upon document creation is enabled, the attributes will be created when a document is created. If disabled, attributes are created when the first one is entered.
You can change these options after the environment is created in the environment's properties dialog. Click Next and on the Finishing New Environment page, click Finish.
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Using new database tables Each attribute you create corresponds to a column in the database. Attribute names must be unique in an environment, however you can reuse an attribute name across multiple environments.
Exercise: Create an environment using new database tables 1
In ProjectWise Administrator, right click Environments in the console tree, select New > Environment, and then click Next in the wizard.
2
On the Choosing environment type page, select “An environment that defines attributes for documents”, and then click Next.
3
On the Naming the environment page, type the name Bldg, enter an optional description, and then click Next.
4
On the Selecting database table page, enable Create new table, and then click Next. The table is automatically named for the environment.
5
On the Designing new table page, click Add to open the New Column Properties dialog.
Reusing names across environments This lets users search across environments by a single search condition when “Look in this environment only” is disabled in the search dialogs. It also lets the values from different environments display in a single column in the search results. When you want to reuse attribute names across multiple environments, the attributes must have the same data type. You cannot have dwg_no as INTEGER in one table and as CHAR in another table. They must also have the same character set. You cannot have chkd_by as VARCHAR2 in one table and as NVARCHAR2 in another table.
Exercise: Creating a new column in the database 1
Continuing in the New Column Properties dialog, type the name dwg_no.
2
In the Data type section, select VARCHAR. When Use native data types is enabled, the available types will reflect the kind of database the datasource is using. Leave this diasabled
3
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In the Length field, type 11.
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Defining Environments
This is the maximum number of characters that will be stored for the attribute. The allowable maximum depends on the kind of database the datasource is using. Hint: If you will be using environment attributes with titleblocks (attribute
exchange rules), check the actual titleblock to see how many characters will fit in a particular section of the titleblock. Allow Nulls is enabled by default so that the field can be left blank. Don’t disable it unless you are sure there will always be information populating this attribute. The “Required” property can be set later to force a user to input a value. 4
Click Add.
5
Create more columns as follows, clicking Add after each one: chkd_by, CHAR, 50 dwg_type, CHAR, 50 field1, VARCHAR, 6 drw_date, VARCHAR, 20 proj_no, INTEGER
6
Click Close, and then click Next.
7
On the Choosing environment settings page, just click Next.
8
On the Finishing New Environment page, click Finish.
9
Expand the Bldg environment in the console tree and click Attributes. You see the columns you have added to the database.
Note: VARCHAR and CHAR data types support unicode characters, except when the
underlying database is SQL Server 2000. The length specifier, in most cases, is in bytes. Depending on the value of the NLS_LENGTH_SEMENTICS parameter in Oracle 9i, the length indicator can be in characters. The wide character data types, VARWCHAR and CHARW, all support unicode characters and the length specified in each case represents the number of characters.
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Interfaces
Creating environments by importing script files You can export environments so they can be imported into another datasource using ProjectWise Administrator. When you export or import an environment, the attributes, interfaces with attribute page layouts, and any document codes are also processed.
Exercise: Create another environment by importing 1
Right click Environments in the console tree and select Import.
2
In the Open dialog, navigate to the class data set, select pwclass.aam, and click Open. The message window shows the progress.
3
When finished, click Close.
4
Expand the new environment, expand the Attribute layout item, expand the Default Interface and click ‘Attributes’ tab. You see the layout users will see on the Attributes tab in the document Properties dialog.
Interfaces An environment defines a list of attributes. An interface arranges the presentation of those attributes to the user. Interfaces are created separately from environments, and are used to arrange the display of some or all of the environment's attributes. When an interface has been set up for an environment, users in ProjectWise Explorer can see the attributes in that interface on the Attributes and More Attributes tabs of the Document Properties dialog. When multiple interfaces exist, users can select which interface to use as the active interface by choosing Interface from ProjectWise Explorer's Tools menu.
Creating an Interface During this process, you select which attributes to display, along with where and how to display them. You can display all the attributes in the environment, or only a subset. You can display certain fields as read-only so that users can see a value, but cannot change it. You can create multiple interfaces for the same environment, each presenting a different attribute layout.
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Interfaces
Hint: It may be cumbersome for users when multiple interfaces are implemented. If
multiple interfaces are required, it is best if they are intended for different classes of users. You should try to avoid the situation where users have to switch interfaces frequently.
Exercise: Create an interface 1
In ProjectWise Administrator, right click Interfaces in the console tree and select New > Interface.
2
In the New Interface Properties dialog, name the interface Bldg, and then click OK.
3
Click Interfaces in the console tree. The interface is added. The next step is to define the interface.
You select the attributes from a particular environment that you want displayed in each interface.
Exercise: Defining the interface for the Bldg environment 1
In the ProjectWise Administrator, expand the Attribute layout item for the Bldg environment.
You see a list of all available interfaces. This lets you define different interfaces for this particular environment if you want to do so. Different interfaces can show different attributes for different types of users. 2
Expand the Bldg item. You will see ‘Attributes’ tab and ‘More Attributes’ tab folders.
3
Click the ‘Attributes’ tab folder. You are ready to design the Attributes tab for the Bldg interface for the Bldg environment.
4
Environments
Right click in the document view and select Add Attributes.
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Interfaces
5
Select the chkd_by, dwg_no, and dwg_type attributes and click OK to add them to the form.
You are graphically designing the form that will appear in the properties dialog on the Attributes tab. Each of the attributes can be moved by clicking on it and dragging. You can resize by pulling the handles. 6
Click ‘More Attributes’ tab in the console tree.
7
Right click in the list view and select Add Attributes.
8
Select the attribute field1 and click OK.
9
Minimize ProjectWise Administrator. The interface is functional and can be tested in ProjectWise Explorer.
Exercise: Test the interface 1
Log in to ProjectWise Explorer using the administrative credentials.
2
Set the active Interface to Bldg.
3
In ProjectWise Explorer, create a new root level folder named Site Design, using the Bldg environment.
4
In Windows Explorer, navigate to the Site Design folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them.
5
In ProjectWise Explorer, open the first document in the \Site Design folder’s properties dialog.
6
Select the Attributes tab. You see the attributes you added to the interface.
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After reviewing the Attributes tab, select the More Attributes tab.
8
Close the Document Properties dialog.
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Exit ProjectWise Explorer.
Labels and prompts There is a lot you can do to make an environment user friendly and to insure data consistency. The following exercises explore options for refining the environment/ interface combination.
Exercise: Change the attribute label 1
In ProjectWise Administrator, select the Bldg environment’s ‘Attributes’ tab item for the Bldg Interface.
2
Double click the dwg_no attribute in the form on the right to open the properties dialog.
3
On the Interface tab, set the Label font to Arial Black and the Label font size to 10.
Hint: Changing the font causes an attribute to appear different from the
others. Use this feature to indicate and important or required field. 4
Change the Label text from dwg_no to Drawing No:
5
Click Apply, and then click OK. You immediately see the changes.
6
Click the label and drag the right handle, resizing the label horizontally. Click the center handles to resize vertically.
7
Click the input field to resize it so it is the same length as the label.
The Interface tab is only available on the Attribute Properties dialog when viewing the attribute's properties from within an interface. Use the check box on the Interface tab to hide an attribute if it will be used across environments and you want to see it in some but not in others. Hint: To use an & sign in the Label text field, enter two (Acme && Co. = Acme & Co.).
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Interfaces
Fixed pick-lists Next, you will build a pick-list from a fixed list of values you enter. A fixed list implies that the list cannot be changed. This list can be changed by manually editing the list in ProjectWise Administrator.
Exercise: Build a pick-list 1
Double click the chkd_by attribute in the form to open the properties dialog.
2
On the Interface tab, change the Label text to Checked By:.
3
Add the prompt: Select a name
4
Select the Value tab.
5
In the Value list section at the bottom of the dialog, change the Type from None to Fixed.
6
Click the browse button to the right, and then click Add to build the list of fixed values.
7
Enter the following, and then click OK: Value: Site team
8
Add these additional list items. Value: Engineering Value: Structural
9
Click OK, Apply, and then OK to exit the dialogs.
The attribute now appears as a pick-list. Before it can be used, you must configure the expanded size.
Exercise: Modify the attribute’s appearance 1
Click in the form to release the attribute.
2
Press the Ctrl key, and then click the text labels and input fields for the Drawing No: and dwg_type attributes. Handles will appear around them.
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In the Attribute Layout toolbar at the top, click the Center Horizontally icon to move them over so you can expand the pick-list.
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Click in the form to release the attributes.
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Click the Checked By pick list and select the bottom center handle.
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Drag it down to the size you want the item to be when expanded.
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Click in the form to release the attribute.
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Minimize ProjectWise Administrator.
Hints:
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You can use the Ctrl key or drag the pointer to multi-select items on the page.
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When you multi-select, one set of handles, the last set, will be bold. This item is the master item. When you use the tools, everything selected will move based on that item.
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If you want to hide labels, you can remove the Label text on the Interface tab and just enter a space. You can also shrink them using the handles. Move these items to a blank corner of the page.
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To the right side of the toolbar is the Tab Order icon. Click it to see the order in which users will tab through the fields. You can move them using the arrow icons to the right so the order is logical.
Exercise: Test the modified attribute 1
Launch ProjectWise Explorer and log back in.
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Open \Site Design\BSI300AE201-Elevations’ properties dialog.
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Select the Attributes tab.
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Click the Checked By pick-list and select Site team.
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Type the Drawing No. BSI300.
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Click Save, and then click Close.
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Exit ProjectWise Explorer.
Using format strings Format strings can be used to force manually entered data to conform to a designated format. In the following example, any data entered into the Type attribute field is forced to upper case.
Exercise: Add a format string to an attribute 1
In ProjectWise Administrator, select the Bldg environment’s ‘More Attributes’ tab.
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Double click field1 to open the properties dialog.
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Select the Interface tab.
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Change the Label text to Enter Employee ID:.
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Select the Editing tab.
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In the Format String field, type UpperCase. As the document metadata is saved, it will be checked against the format string.
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Click Apply, and then OK.
Providing default values In many cases, it is desirable to provide a default value for an attribute.
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Exercise: Provide a default value for the size attribute 1
In ProjectWise Administrator, select the Bldg interface’s ‘Attributes’ tab.
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Double click the dwg_type attribute to open the properties dialog.
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Select the Interface tab.
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Change the Label text to Drawing Type:.
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Select the Value tab.
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At the top, change Default value Type from None to Fixed.
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In the Default Value field, type Site, and then click Apply and OK.
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Minimize ProjectWise Administrator.
Exercise: Test the modified attribute 1
Launch ProjectWise Explorer and log back in.
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Right click BSI300AE201-Elevations in the Site Design folder and open its properties dialog.
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Select the ‘More Attributes’ tab.
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In the input field, type eng285.
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Click Save. The case changes to upper case.
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Select the Attributes tab. This document has not inherited the default value for drawing type. Default values only affect new documents, or existing documents that have not had any metadata entered.
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Click the forward button at the bottom of the dialog to see the next document in the folder.
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Change Checked By to Site team.
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Click Save, and then click Close.
10 Exit ProjectWise Explorer.
Dynamic pick-lists This exercise creates a dynamic pick-list using a query into the database. Before testing this configuration, make sure that all ProjectWise users have valid user descriptions.
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Exercise: Add a dynamic pick-list 1
In ProjectWise Administrator, select the Bldg interface’s ‘More Attributes’ tab.
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Double click the field1 (label is Enter Employee ID) attribute to open the properties dialog.
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Select the Value tab.
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Change Value list Type at the bottom of the dialog from None to Select.
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In the SQL SELECT Statement field, type: select o_userdesc from dms_user
Some knowledge of the ProjectWise database tables is required to formulate SQL select statements. In this case, the select statement populates a list by retrieving data from the ProjectWise users table. The list will present a list of users, using the User Description, rather than the User Name. 6
Click Apply and OK.
Exercise: Test the modified attribute 1
Launch ProjectWise Explorer and log back in.
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Right click BSI300AE201-Elevations in the \Site Design folder and open its properties dialog.
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Select the ‘More Attributes’ tab.
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Expand the Enter Employee ID options and select the Engineer user.
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Click Save, and then click Close.
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Exit ProjectWise Explorer.
Triggered updates for environment attributes In the following exercises, you configure other attributes.
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Exercise: Add attributes to the environment 1
In ProjectWise Administrator, select the Bldg interface’s ‘Attributes’ tab.
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Add the drw_date and proj_no attributes to the ‘Attributes’ tab.
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This attribute will update in response to a system variable.
Exercise: Define a triggered update attribute 1
Double click drw_date attribute to open the properties dialog.
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Select the Interface tab.
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Change the Label text to Drawn Date:.
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Select the Value tab.
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Change the Update value Type in the center of the dialog from None to System variable.
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Click browse, select $DATE$, and click OK.
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In the Update field when area, enable the “Specific Attribute(s) are updated” radio button.
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Click browse, to the right of the radio button.
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Double click field1 to move it to the list of attributes that will trigger the Drawn Date field to update, and then click OK.
10 Click Apply and OK.
Now, when a user opens a document’s properties dialog and selects a user ID on the ‘More Attributes’ tab, the Drawn Date field will populate with the current date. The user does not have to populate a date field.
Required fields In some cases, you may want to force users to enter data into particular attribute fields. To do this, enable the Required setting on the General tab of the attribute’s Properties dialog. You cannot create required fields if any folders or documents in the datasource are already using the environment. Note: If using required fields, you must use the Document Creation Wizard when
creating new documents. Hint: Use this feature sparingly, because entering data in required fields is time
consuming for users.
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Exercise: Change folder properties 1
Launch ProjectWise Explorer and log in.
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Delete the files in the \Site Design folder
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Change the folder’s properties so that it uses the Default Environment. You cannot create required fields if any folders or documents in the datasource are already using the environment.
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Exit ProjectWise Explorer.
Exercise: Create an attribute with a required field 1
In ProjectWise Administrator, double click the proj_no attribute to open the properties dialog.
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Select the Interface tab and change the Label text to Project No:.
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On the General tab, enable the Required check box, and then click OK.
The following exercise demonstrates that a required field can present a problem when creating new documents.
Exercise: Create new document with required attribute fields 1
Launch ProjectWise Explorer and log in.
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Reassign the Bldg environment to the \Site Design folder.
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With the folder selected, select Document > New > Document.
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In the Select a Wizard dialog, select No Wizard.
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Click OK.
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Enter a name in the Document Name field, click Save, and then click Close.
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Exit ProjectWise Explorer.
The new document was created without entering any data in the required field. This is because the environment is currently set so that the row is not created when the document is created. In the current configuration, the row is only created when a user enters data. In order to enforce the required field at document creation it is necessary to modify the environment itself so that the row is created as the document is created.
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Exercise: Modify environment properties 1
In ProjectWise Administrator, right click the Bldg environment in the console tree and select Properties. Be sure to right click on the environment itself, not the interface beneath it. This displays the properties of the environment itself, rather than attribute properties.
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On the General tab of the Properties dialog, enable “Create attribute records upon document creation”, and then click OK.
Now each time a document is created, an empty row is created in the environment table.
Exercise: Create a new document 1
Launch ProjectWise Explorer and log in.
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With the Site Design folder selected, select Document > New > Document.
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In the Select a Wizard dialog, select No Wizard, and then click OK.
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Type a name in the Document Name field, and then click Save. You receive a warning that the document cannot be created because there is no data in the required field.
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Click OK.
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Select the Attributes tab. You are unable to open the Attributes tab because the document has not been saved. You are unable to save the document unless the required attribute has a value.
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Click OK to exit the dialogs, and then click Close.
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Click No so the new document is not saved.
When using required fields, you can’t create documents without using the Advanced Document Creation Wizard. This wizard collects all data before attempting to create the database records.
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Exercise: Creating new documents using the Advanced Document Creation Wizard 1
In ProjectWise Explorer, select Document > New > Document.
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In the Select a Wizard dialog, select Advanced Wizard.
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Click OK, and then click Next.
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Modifying Property Column Properties
4
Select the Site Design folder, and then click Next.
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Enable “Use external file as a template” and click Browse.
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Navigate to the class data set Site Design folder, select BSI300AE201Elevations.dgn, and click Open.
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Click Next.
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Supply document attributes: Checked By: Site team Drawing No: BSI300 Project No: 300
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Click Next, select an employee ID, and then click Next.
10 Click Next to accept the default document names. 11 Click Next, and then click Finish.
As long as a required field is in effect, all new documents must be created using this wizard. For the remainder of the module, you will remove the required setting for the attribute.
Exercise: Remove the required attribute 1
In ProjectWise Administrator, open the properties dialog for the Project No attribute, disable the Required check box.
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Click Apply, and then OK.
Modifying Property Column Properties Attribute properties display as columns in the list in ProjectWise Administrator.
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If Editable if final is set to Yes, the attribute value can be edited by users even if a document is set to Final Status.
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If Required is set to Yes, when a user starts entering values for other environment attributes, they cannot save their changes until they supply a value for this attribute.
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If Unique is set to Yes, the value entered for this attribute cannot be entered for any other attribute in this environment.
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If Access is set to Edit, the attribute value can be edited. If set to Read-only, the attribute value can be viewed but not edited.
Note: To rearrange the order of these columns, or to hide some of them from display,
right click anywhere in the Attributes list and select View > Customize. You can modify the properties of an attribute from the Attributes list, or from an interface of which it is a part. If you modify the attribute in one place, the properties will be updated in the other. To open an attribute's Properties dialog, double click the attribute or right click the attribute and select Properties.
Deleting Environments To delete an environment, it must not be associated with any folders, so the first step is to locate all folders that have the environment metadata associated to them. You can use the Search by Form to find these folders in ProjectWise Explorer. Once you have changed the folders environment association or otherwise addressed the problem, you can right click on the environment in ProjectWise Administrator and select Delete.
Attribute Sheets When editing a document’s properties, on the Attribute and More Attributes tab pages, there may be instances when you want to enter multiple values for the same attribute. You can do this by creating one or more attribute sheets for the selected document.
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Defining Document Codes
Adding and removing attribute sheets You can add as many attribute sheets to a document as you require. Each sheet contains its own attribute data, so that each sheet can be directed towards a particular part of the document. For example, you might add a sheet for each of the floors, elevations and details of a house.
How to add an attribute sheet to a document: First, select a document in the document list and select Document > Attributes > Add Sheet. Enter values on the Attributes tab or the More Attributes tab. Click Save, and then Close. The new sheet is created and appears, without an icon, below the selected document in the document list. Repeat the procedure to create additional sheets. Multiple sheets list in the order in which they are created.
Before you can add an attribute sheet, the document to which you are adding the sheet should have an environment row created in the environment table. If this is not the case, Document > Attributes > Add Sheet will be disabled for the selected document. To delete an attribute sheet, select the document in the document list and select Document > Attributes > Delete Sheet. Warning: If you select a sheet and select Document > Delete instead of Document > Attributes > Delete Sheet, you will delete both the original document and all the sheets attached to it.
Defining Document Codes Document codes uniquely identify documents within an environment. You, as administrator, define the form of the code, which can be a combination of a number of attribute fields, with characters used to separate the individual fields. The code is seen in ProjectWise Explorer when a document is created using the Advanced wizard. You can create a code by selecting existing attributes to create a serial number that defines the fields that are used to create a document code. Using this method, you can build a multi-part code. You can also create a code that uses a single attribute to identify the document.
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How to create a document code with a serial number: These steps define a document code that contains an engineering ID, the individual who drew the document and the drawing number. The document code will be stored in a placeholder attribute named doc_code. It will be used as a serial number that is applied every time a user creates document code for a document. First, expand the Environments icon, right click the desired environment, and select Define Document Code. Click Next in the Document Code Definition Wizard. On the “Choosing document code type” page, enable “Yes, I would like to define a serial number for this environment”, and then click Next. On the “Defining serial number context” page, move any attributes that you want to be used as the serial number to the right side of the dialog, and then click Next.
On the “Defining serial number” page, select the first attribute to be used in the serial number, and then click Next.
On the “Selecting other code parts” page, add any other attributes you want to be used as the serial number, and then click Next. To define a placeholder, on the “Defining placeholder” page, enable “Yes, use the following attribute to store generated document code”, select an attribute from the list, and then click Next. This attribute will store the product of the
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combined attributes you select to define the serial number. If the selected item has no attribute field name in the environment table, you could use one of the extra fields, extra_a, extra_b, extra_c, or extra_d. If not, enable “No, I do not intend to use a placeholder”, and then click Next.
On the “Defining additional attributes” page, move any additional attributes you would like to include in the document code to the right, and then click Next.
On the “Defining code formatting” page, set the attributes’ order, and the symbol to use to connect them. A preview displays in the lower right. Enable allow empty value so users can leave any of the document code fields that are not automatically generated empty. Then click Next, and then Finish.
How to create a document code with no serial number definition: First, launch the wizard and, on the “Choosing document code type” page, enable “No, I do not intend to use a serial number for this environment”, and then click Next. You will see the “Selecting other code parts” page. Now follow the previous instructions for creating a document code using a serial number, using the “Selecting other code parts”, “Defining additional attributes”, “Defining additional attributes”, and “Defining code formatting” pages.
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Defining Document Codes
Setting up document code restrictions In addition to defining which fields are used to create a document code, you can apply restrictions to the code. These are either allow or forbid restrictions.
Allow and forbid restrictions •
An Allowed restriction limits users to a range of code numbers, which you, the administrator, have defined.
•
A Forbidden restriction prevents users from using a designated range of code numbers. You can designate a number of allow restrictions and a number of forbid restrictions within these allowed ranges.
For example, if the document code consisted of the office code GBR, a project code (EP1, EP2, etc.), a serial number and perhaps a sheet number, you might create: Allowed restrictions for GBR - EP1 # 0001 - 1000 and GBR - EP2 # 1001 - 2000 These would restrict document codes to numbers within the range 1 - 1000 for documents relating to the Project EP1, and 1001 - 2000 for documents relating to the Project EP2. All document codes would start with the office code GBR, and no document codes would be allowed outside these two ranges.
How to apply this type of Allow restriction: First, expand an environment, right click the Document code restrictions icon and select New > Restriction. In the New Restriction Properties dialog, type a unique description for the restriction. Set Restriction type to Allowed. Then, in the “Attributes that define the document code context” section, enter values for the attributes. In this example, GBR in the office_code attribute field and EP1 in the project_code attribute field. In the Lower and Upper range fields, type 0001 and 1000, respectively. Click Apply, and then OK.
If you wanted to reserve the codes GBR - EP1 #500 to #750 for another part of the organization, you could apply a forbid restriction to these codes. Users would then only be able to use the codes GBR - EP1#0001 to #499 and #751 to #1000 or any numbers in the GBR - EP2 range of document codes and could therefore make appropriate reservations if required.
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How to apply this type of Forbidden restriction: First, expand an environment, right click the Document code restrictions icon and select New > Restriction. In the New Restriction Properties dialog, type a unique description for the restriction. Set Restriction type to Forbidden. Then, in the “Attributes that define the document code context” section, enter values for the attributes. In this example, GBR in the office_code attribute field and EP1 in the project_code attribute field. In the Lower and Upper range fields, type 500 and 750, respectively.
Reserved restrictions Restrictions can only be applied and removed by the administrator in ProjectWise Administrator, but users can reserve document codes. Any user can apply or remove these reservations, so reserved document codes cannot be reused until the reservation is removed. This might be done when a user is expecting certain documents to be submitted by a subcontractor. The user could reserve a range of document code numbers for those documents, remove the reservation when they arrive, and apply the codes to the documents. Reserved numbers must be within the ranges made available by the administrator in ProjectWise Administrator, allowing for any allow or forbid restrictions that have been applied. Following the example, you might want to add a document code restriction relating to office GBR and project EP1, in which the range 900 to 1000 is reserved for a specific use.
How to apply a reserved restriction: First, expand an environment, right click the Document code restrictions icon and select New > Restriction. In the New Restriction Properties dialog, type a unique description for the restriction. Set Restriction type to Reserved. Then, in the “Attributes that define the document code context” section, enter values for the attributes. In this example, GBR in the office_code attribute field and EP1 in the project_code attribute field. In the Lower and Upper range fields, type 900 and 1000, respectively.
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Searching for Documents by Environment Attributes
Searching for Documents by Environment Attributes You can search for documents based on any environment attribute value. To find documents that have no attribute records, in the Search Builder, specify NULL for attribute value and “find in this environment only” criteria. To find documents that have empty string attributes, specify ' ' in a value field. To find both NULL (non-existing) and empty attributes you will have to use two OR groups on the same search.
How to search for documents based on environment attribute values: First, in ProjectWise Explorer, open the Search by Form dialog. Then, select the tab, Attributes or More Attributes, that contains the attribute value against which you want to search. Set or enter the value to search for in the appropriate available fields. Click OK or Apply.
You can also enter custom expressions in these fields. Simplified expressions are always interpreted by the set of rules, and are transformed to fully qualified expressions at the search execution time. Following are the basic value patterns and rules for interpretation.
Simple value: Simple value is normally transformed to $FIELD$=’value’ or $FIELD$=value depending whether the field is text, in single quotes, or numeric.
Value with a wild card *: Such value is normally transformed to $FIELD$ LIKE ‘wild*card’
Value following the operator: In this case, the specified operator will be used in the expression. For example, if you specify >value, then it transforms to $FIELD$>value It is worth to mention that you may chose to use = and LIKE operators explicitly, when you do not want the operator being picked by ProjectWise, depending on the presence of the * in the value.
Operator only: Some operators do not use values. In this case, you only provide an operator. NULL is transformed to $FIELD$ IS NULL.
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Quoted value: When you supply a quoted value, it will be interpret as a value, without trying to separate the operator. This is useful when the value coincides with the operator name. For example, `NULL´ is transformed to $FIELD$=´NULL´.
Full expression macros: ProjectWise supports a few expression macros that are interpreted as fully qualified expressions. Currently all of them are designed for DATE fields. They should either be used in a criterion alone, or be combined using AND, OR operators with other fully qualified expressions. For example $RANGE_THIS_MONTH$; or $RANGE_TODAY$ OR $FIELD$ IS NULL. Following is the list of supported full expression macros: $RANGE_TODAY$ - expands to a fully qualified expression testing if $FIELD$ is today’s date $RANGE_THIS_MONTH$ - expands to a fully qualified expression testing if $FIELD$ is date this month $RANGE_THIS_YEAR$ - expands to a fully qualified expression testing if $FIELD$ is date this year $RANGE_HOURS(x)$ - expands to a fully qualified expression testing if $FIELD$ falls between now and x hours before. $RANGE_DAYS(x)$ - expands to a fully qualified expression testing if $FIELD$ falls between now and x days before. $RANGE_MONTHS(x)$ - expands to a fully qualified expression testing if $FIELD$ falls between now and x months before. For information about developing fully qualified expressions and about operators, see the on-line Help topic Advanced Searches > Searching for documents by environment attributes.
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Attributes Properties Dialog
Attributes Properties Dialog You define Attributes’ properties in the Properties dialog that appears when you select an attribute, right click, and then select Properties. This section presents its contents in detail.
General tab The Attribute Value section has four settings •
Unique: Enable this to ensure that any value entered is unique in the environment.
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Required: Enable this to ensure that an attribute value is always entered. Use this sparingly.
•
Access: Select Edit so the attribute value can be edited. Select Read only so the attribute value can be viewed, but not edited.
•
Editable if final: Enable this to make the attribute available for editing if a document is in Final State.
The Clear Attribute value when section settings control when the values of a particular attribute are cleared during various operations.
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Copied inside document: Enable this to clear the value when the attribute is copied inside a document. For example, if the attribute contains a sheet number and needs to be copied for use with the next sheet, the value needs to be cleared so it is ready for the next sheet number to be entered.
•
Copied inside environment: Enable this to clear the value when the attribute is copied inside an environment. For example, if the attribute contains a document number and needs to be
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Attributes Properties Dialog
copied for use with another document, the value needs to be cleared so it is ready for the next document number to be entered. •
Copied or moved from other environment: Enable this to clear the value when the attribute is copied or moved to another environment. For example, if the value contained in the attribute is relevant only to the source environment, the value needs to be cleared so it is ready for a new value relevant to the target environment.
Value tab This tab has three sections. These settings determine how and when the attribute takes on values.
Default Value section The Type item is used to specify a default value for the field. When a user creates a new document, this value will appear without the user having to enter anything in the field. •
None: The attribute will not have a default value.
•
Fixed: Lets the administrator specify a constant (fixed value) that is the default for the attribute. Users may override the default value, but the default value will remain constant.
•
Select: Lets the administrator enter a standard Structured Query Language (SQL) SELECT statement in the field. Using this option, the default value can be pulled from a table in the database. One such example would be: select o_userdesc from dms_user where o_username = '$USER.NAME$'
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This would result in the current user’s description entered as the default value for the attribute field. •
System variable: Lets the administrator enter a valid system variable to serve as the default value for the attribute. To see a list of valid system variables, click the browse button by the value entry. One such example would be: $DATE$ This would result in the current date entered as the default value for the field.
•
Function: Lets the administrator to enter a function name within a DLL using the browse button in the value entry. This item is typically used when custom development work is being done using the ProjectWise SDK.
Update Value section This section allows an administrator to set up rules that govern when the attribute is automatically updated, and what value is inserted. It has the same options as the Default value section to set the values. Any field can be automatically updated when another defined field changes, or when any field changes. The value updated can be a fixed value, the result of an SQL SELECT statement, a value returned by a user defined function or a system variable or project property. You can define multiple fields to trigger the automatic update, so that the update occurs when any of the fields change, or you can set the field trigger to update whenever the record is updated. •
The SELECT statements used to update a field or enter a default value will usually contain a WHERE clause to limit the number of records returned to a single value. Suppose the environment contains the fields author, title, and date_of_birth. It contains a table named authors, that has the fields name, title, and date_of_birth for a number of authors. You might use a pick list in the author field to select the author's name from the authors table by using the following SELECT statement: SELECT name FROM authors ORDER BY authors;
Having selected an author, you probably want to fill the title and date_of_birth fields automatically from the authors table. You can do this by
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Attributes Properties Dialog
making the author field a trigger field for the title and date_of_birth fields and using the SELECT statements: SELECT title FROM authors WHERE authors.name = '$EDIT#author$;' and SELECT date_of_birth FROM authors WHERE authors.name = '$EDIT#author$;' Note: This assumes that the name field in the authors table is unique.
The system variable $EDIT#field_name$ provides the means of specifying the value of another field in the current record. When using this system value in a SELECT statement, you must enclose it in single quotes” '$EDIT#field_name$' •
You can also call a function when a field is updated. In this case, you enter the name of the function and the name of the file containing it into the parameters field. For example, suppose you have another field in the environment table called log_file and you have written a function called UpdateLogFile contained in a dynamic link library update.dll. If you designate the log_file field's automatic update source to be a function and enter the parameters UpdateLogFile;update.dll, then the UpdateLogFile function is called when the field is triggered.
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•
The value for an update can also be derived from a system variable or project property. In this case, you enter the name of the system variable or project property in the parameters field.
•
Suppose the environment table contains the fields drw_date and chkd_by. These fields can be automatically updated when any change is made to a record by setting the trigger to update when the attribute record is changed (the default value) and setting the source of update to System Variable. You
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Attributes Properties Dialog
would enter the system variable $DATE$ as the parameter for the drw_date field and $USER$ as the parameter for the chkd_by field.
Two options that control when the attribute is updated. •
Update field when the attribute record is updated: Selecting this option will update the attribute when any field in the record is updated.
•
Update field when some attribute column(s) is updated: Selecting this option will update the attribute when specific fields in the record are updated. The user will then be prompted to select the fields to trigger the attribute update.
Value List section This section lets the administrator generate pick-lists in association with the Attribute. The pick-list can be generated using the same methods as described previously for Default value with the exception of the Fixed method. Since this method only produces one result, the fixed value, it is not relevant when creating a list of values from which the user will select. In addition to the methods for generating the pick-list, this section also has the following settings:
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Limit to list: This option forces the user to select an item from the list, or to leave the item blank. They cannot key in a value that is not in the list.
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Multiple selection: This option will allow the user to select multiple items from the list you create.
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Environment and Attribute User Properties Settings
Editing tab This tab lets you control the display of the attribute and to control how it is stored in the database table.
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Control Type determines whether the field is a check box, and edit field or a multiline edit field. A multiline edit field is a word wrapping input box with the scroll bar.
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Control Font lets you select a different font for each field from the option list.
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Control Font Size lets you establish the font size for each field.
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Format String lets you force text entered into the field to adhere to a specific format. For instance, text entered by a user can be converted to upper case by entering the format string UpperCase. Other values are LowerCase / date / date,day. You can use C formats to format the value.
•
Maximum Input String Length lets you limit text entered into the field to a specified number of characters. Note, however, that the maximum string length will not override the length of the field as defined in the database table. The shorter of the two is applied to the field.
Extra Values tab The Extra Values are used for SDK Programming and will not be covered in this module.
Environment and Attribute User Properties Settings There are categories of User Properties settings that apply to environments.
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Environment and Attribute User Properties Settings
User Interface-> Attribute Form
Save changes without confirmation If enabled, users won’t be prompted to save changes made from the document properties dialog. All changes are saved. If disabled, users are prompted to save any changes. Note: While this might seem like a desirable behavior, it removes the ability to exit
the dialog without saving changes. Another side effect of enabling this setting is encountered when creating new documents. If a user selects New > Document, uses No Wizard, partially fills out the form, then closes without saving, the new document is saved anyway.
Select Last Used Attribute Page If enabled, the Document Properties dialog opens to the same page that was active when it was closed.
User Interface-> Search Form
Initially open attributes page If enabled, the Attributes tab displays when users open the Search by Form dialog. If not, the Search by Form dialog opens to the General tab. Note that these settings all fall under the User Interface Category. This category is provided to group those items that users typically prefer to control themselves. It is recommended that each user be allowed to change settings in this category. Once you’ve experimented with these settings, you should modify the default user’s properties to reflect the desired basic settings.
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Module Review
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
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Define an environment, explaining the relationship to a database.
2
Name the four main steps used to create an environment.
3
What is an interface?
4
When creating an interface, why would you use required fields sparingly?
5
What are attribute sheets?
6
What is a document code?
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Importing Legacy Documents Module Overview Perhaps the easiest way to import existing data, legacy documents, into ProjectWise is to drag and drop it from Windows Explorer. However, there may be situations where it is more convenient to import legacy data using a noninteractive process. For flexibility, ProjectWise provides a number of methods for bringing existing data into the managed environment. This module discusses them.
Module Prerequisites •
Knowledge about ProjectWise Explorer’s tools
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Knowledge about document architecture
•
Knowledge about environments
Module Objectives After completing this module, you will be able to:
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Import documents interactively and non-interactively
•
Scan for references and link sets
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is a MicroStation reference file?
2
What is the difference between a folder and a project in ProjectWise?
Answers 1
A file attached to another file so you can see the information it contains in the context of the master file to which it is attached. Reference files are used in MicroStation and AutoCAD to display information that is contained in one design in another.
2
Both are containers for documents and other folders in the datasource. Projects are a kind of super-folder that provide a single place to manage and organize documents, data and resources related to a given real-world project.
Non-interactive Import ProjectWise's bulk-loading tools are used to identify and then simultaneously import quantities of files and folders into ProjectWise.
The BulkLoad tool Use this tool when you want to import a large number of documents without interaction at the desktop. Access it by selecting Start > Programs > Bentley > ProjectWise V8i > Tools > User Tools, which opens the ProjectWise Tools dialog.
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In the ProjectWise Tools dialog, double click the Bulkload icon. You will log in to the datasource where you want to load the data. Once logged in, the Bulkload dialog appears. The bulkloading process involves the following steps: •
Create a bulkload file
•
Process the bulkload file
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Scan MicroStation and AutoCAD files for reference attachments
The BulkLoad tool scans the file system and creates an ASCII file that specifies all of the folders and files that you want to import into ProjectWise. Once this bulkload data file exists, you can process the file using the Process BulkLoad File tool, which imports the specified files and folders.
The Bulkload dialog
Exercise: Open the Bulkload dialog and log in 1
Select Start > Programs > Bentley > ProjectWise V8i SELECTseries > Tools > User Tools.
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Click the Bulkload icon and click Execute.
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Select the class datasource and log in using the administrative credentials.
The Bulkload tool builds a bulkload data file that you can process immediately or save and process when needed.
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The first field in the dialog lets you specify a file to record the bulkload list.
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In the Scan directory field, you will indicate the top level directory that you want to scan. You can enter the path or browse to the directory.
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To filter file names, enter the file extension in the File filter text field. For instance, if you want to limit the scan to Word files, enter *.doc.
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Enable Scan subdirectories to scan all the sub-directories of the directory listed in the Scan directory field.
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•
Enable Only files to place all the scanned files into one ProjectWise folder. This causes the bulkloader to ignore the existing directory structure. Do not enable it if you want to preserve the directory structure.
The display in the Result portion of the dialog will vary based on the switches selected. Once the results are correct, click Next to create the bulkload data file and invoke Process Bulkload File tool.
Exercise: Use Bulkload to import files 1
Set the following in the Bulkload dialog: Save Bulkload File As: C:\temp\Plant files. Scan Directory: Navigate to the class data set \Plant folder File Filter: *.*
(this includes all files)
Scan Subdirectories: Enabled Only Files: Disabled
2
Click Next.
Process Bulkload File options While it appears as part of the BulkLoad wizard, the Process BulkLoad File dialog is a separate tool. You can access it at any time directly from the ProjectWise Tools dialog. This lets you create a bulkload file, and then process it later. To do this, set parameters using the Bulkload tool, and then click Cancel. The file is created in the directory specified.
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The left pane shows the parent folder and sub-folders of the documents imported from the bulkload file into ProjectWise. Folders are displayed in a hierarchy under the parent folder. When running this tool using the wizard, the data file created in the previous step will automatically appear here. If running independently, you will browse to a previously created bulkload data file. •
Use the Parent folder options to specify a folder to act as the parent folder for the data. You can also select to import the folder structure at the root level. However, if you have chosen the Import Files Only option, you must specify an existing folder.
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Since new folders are created, you must select an environment for the documents from the Environment options.
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Since new folders are created, you must select a storage area from the Storage options.
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By default, the user that is logged in is the owner of the new files and folders. If you want to specify a different manager, use the Manager options to do so.
Exercise: Process the bulkload file 1
Set the following in the Process Bulkload File dialog: Environment: Default Environment Storage: Exton
2
Click Finish. The files and folders are imported into the datasource. Results display at the lower left of the dialog.
3
Click Close.
4
Close the User Tools dialog.
5
In ProjectWise Explorer, logged in using the administrative credentials, examine the resulting directory structure. Since you did not specify a parent folder, the original name, Plant, is used.
Hint: At this point, you may want to determine which of the recently imported DGN
or DWG files have references attached to them in ProjectWise Explorer using the Scan for References and Link Sets wizard. The Import and rename duplicates in the option in the Process Bulkload File dialog is necessary only if you enabled Import Files Only. All files are imported into
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the designated ProjectWise folder. In this case, there is the possibility for duplicate file names.
Note: If you are importing at the root level, it is mandatory to select an environment
for the documents. However, if you select a parent folder, it will already have an environment assigned to it. In this case, it is not necessary, or recommended, to designate an environment. Important: Changing an assigned environment is not recommended. Note: Also, note that an object’s creator is its owner and their permissions can never
be changed or removed.
Interactive Import The interactive method for populating metadata for documents is to drag and drop files between the Windows Explorer and the ProjectWise Explorer.
The Wizard Manager The Wizard Manager lets you select a default wizard and change that selection later if you want. Once a default wizard has been selected, users are no longer prompted to select a wizard each time a new document is created. Open it by selecting Tools > Wizard Manager. The Document Creation tab is used when creating documents. •
Clicking No Wizard and clicking Set as Default specifies that no document creation wizard will be used when creating documents. No wizard will be used. This means that selecting Document > New > Document in ProjectWise Explorer will open the Create Document dialog, that clicking OK in the Create Multiple dialog will automatically create the specified number of documents with no files attached, and that copying or moving documents in ProjectWise Explorer using drag and drop will automatically perform the copy or move. Selecting No Wizard here also ensures that if you attempt to create a new document in an integrated application, the application will open whatever ProjectWise dialog it normally uses to create new ProjectWise documents.
•
Clicking Advanced Wizard and clicking Set as Default specifies that the Advanced Document Creation Wizard will be used when creating documents.
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Selecting Advanced Wizard here also ensures that if you attempt to create a new document in an integrated application, the application will open the Advanced Document Creation Wizard.
Advanced Document Creation Wizard The Advanced Document Creation Wizard is a series of pages that take you through the document creation process. Click Next on the Welcome page to step through the process. On the Select Target Folder page, you can expand the tree and select a folder in which to place the document or documents.
In most cases, you will have already selected the desired folder in ProjectWise Explorer before starting the wizard. If that is the case, this page is redundant. You can hide this page in the future using the option in the Advanced Document Creation Wizard Properties dialog. Clicking Next opens the Select a Template page.
Here you select a template on which the new document is based. This template can be an existing ProjectWise document or an external file. When the wizard is invoked from a drag and drop operation, the field will automatically populate with the file that you are dropping into the target folder. When the wizard is invoked using Document > New you are required to select a file, either ProjectWise or external, to be used as the template.
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If document code rules are in place for the selected environment, the Define Document Code page opens. Select the required document code information and select Show Advanced Generate Options to enter/select advanced options. Click Next. The next page is the Define Document Attributes page, which is equivalent to the Attributes tab in the document properties dialog.
Here you enter any environment attribute information that is common to all files being imported. This page is followed by the Define Secondary Document Attributes page, which is equivalent to the More Attributes tab.
Next is the Document Properties page where you can give the source document a name to use in ProjectWise.
By default, ProjectWise will enter the file name that precedes the file extension as both the document name and the document description. The full file name is the
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ProjectWise file name. You can change these values if required. You can also select an application to which to associate the document. If shareable documents is enabled for the datasource, and if you are creating a new DGN document, you also have the option to Create the new document shareable. If you are creating a new DGN document from inside MicroStation, you also have the option to Check Out the new document as Shared. The final page is the Create a Document page.
The key option on this page is Apply selected options to succeeding documents. Enabling this lets ProjectWise apply the information that you entered in the wizard pages to the remaining documents that you dropped into the folder. The wizard has now gathered all information required to create documents. Note: If you were creating a single document, you might want to enable the Launch
associated application check box, which automatically opens the new file with the associated application.
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Exercise: Import the environment 1
In ProjectWise Administrator, right click Environments in the console tree and select Import.
2
Import standard.aam from the class dataset folder.
Exercise: Import legacy files using the Advanced Wizard 1
In ProjectWise Explorer, select the Standard interface from the Interface option list at the top of the application window.
2
Create a new root level folder named DragDrop1, using the standard environment.
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The Attributes and More Attributes pages of the wizard will show any attributes defined for this environment. 3
In Windows Explorer, navigate to the \DragDrop1 folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them. You will use the Advanced Wizard.
4
On the Advanced Wizard Welcome page, click Next.
5
Make sure the DragDrop1 folder is selected and then lick Next on the next two pages. Now you see the environment’s attributes. You can set these now, or later in the document’s Properties dialog. If attributes are common across files, it makes sense to set them on import.
6
Enter the following Document Attributes, and then click Next: Comments: Drag and drop method
7
Type the phone extension 2809, and then click Next:
8
Accept the default names, and then click Next.
9
Enable Apply selected options to succeeding documents.
10 Click Next, and then click Finish.
Advanced Document Creation Wizard properties Selecting the Advanced Wizard option enables the Properties button in the Wizard Manager dialog. Click it to open the Advanced Document Creation Wizard Properties dialog, which provides access to default settings for the wizard. The General options let you control when the Document Creation Wizard is invoked. The Wizard Pages options control whether users see selected pages when the required information is already known.
Exercise: Configuring the default Document Creation Wizard 1
In ProjectWise Explorer, select Tools > Wizard Manager.
2
Click on Advanced Wizard.
3
Click the Properties button.
4
Enable both the Skip ‘Target Folder’ page if folder is already defined” and “Skip ‘Template page’ if template is already defined” options.
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5
Click OK, and then click Close.
Search Definition tab From here, you can also select the default search method for the user. This information is stored in the pwv8.brg file as a user preference. If you set the default to No Default Wizard, each time a user attempts to find documents, they are prompted to select which method to use, either the Search Form or the Search Builder. The Search Form uses the same dialog used to display document properties. Using the Define Search dialog, you can use virtually any system or custom attribute to find documents. This form is typically used by more advanced users because more knowledge is required to create effective queries.
Importing without a wizard To change the default wizard you can disable Use Wizard in File Import Operation. Alternately, you can set No Wizard as the default. If you select No Wizard, when creating new documents using drag and drop, the files are created immediately. You do not have an opportunity to enter any attributes for those files, nor will you have any control over file names and descriptions.
Exercise: Drag and drop files without a wizard 1
In ProjectWise Explorer, create a new root level folder named DragDrop2.
2
In Windows Explorer, navigate to the \DragDrop2 folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them.
3
Select No Wizard, and click OK. The files are created without attributes other than the file name, document name, and description.
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Completing the Process Reference files are used in MicroStation and AutoCAD to display information that is contained in one design in another. When stored in Windows folders, the linkages between the files are kept using full path definition or using a logical directory definition. In either case, once you bring designs into ProjectWise, these linkages need to be reestablished, pointing to the proper location in ProjectWise. ProjectWise uses the term “set” to describe a grouping of master and reference files. When users check a file out, the reference files used by that file can be copied out at the same time. ProjectWise Explorer’s Scan for References and Link Sets tool can be run on both DGN and DWG files to manage reference relationships. MicroStation V8i or ProjectWise Navigator V8i is required to scan DGN documents. If neither is installed, the wizard will still scan the designated folders. However, the Scan Summary message that appears at the end of scanning will show that the scan “Resolved 0 references”. To scan DWG documents, all you need is ProjectWise Explorer.
Using the Scan References and Link Sets wizard When MicroStation files and their attachments are imported into ProjectWise, their physical relationship is kept, but is not initially recognized or maintained by the ProjectWise database. To make these relationships known to ProjectWise, use the Scan References and Link Sets wizard. The first part of setting up the wizard is to identify any folders that need to be scanned. You should include any folders to which CAD files were recently imported. You’ll want to select all folders containing new CAD files, unless you are sure the files have no references. There is no disadvantage to scanning a file that doesn’t include references, other than the time required to perform the scan. Once you have specified all folders, and optionally sub-folders, you can set the scanner to search for certain application types. For example, you can set the scanner to scan only the MicroStation and AutoCAD documents in these folders. The second part is to determine how you want to search for the referenced documents. You can do this using a Priority Search, a Proximity Search, or a combination of the two.
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Priority search This process involves specifying folders in which to search for referenced documents, and the order in which those folders should be processed. You can specify a different folder from the folders selected to search for master documents, or the same folder. Note that search order becomes very important if file names are not unique. Use this method if you know where files are.
Proximity search This process lets you easily set search criteria to find referenced files in folders near (or the same as) the master document. You can do this using the Priority search, but it can be cumbersome to define the search criteria. The Proximity search provides options to search Current Folder, Parent Folder, or even a specified number of folders above the Parent folder. In addition, all sub-folders from the designated folders can be searched for referenced documents. use this if you do not know where files are.
Combination search You can enable both searching options. If you choose to use both Priority and Proximity search algorithms, you’ll then specify which to use first. It makes sense to do a Priority search and then Proximity. Note that if there are duplicate matches, the search stops at the first match. As the wizard is scanning all of the specified folders and documents it creates a logical set for each master file, which shows the documents that are referenced into that particular document. You can use the wizard as often as you need. You may want to run it periodically as documents are attached to and detached from master documents. However, the most likely time to use the wizard is after importing quantities of files into ProjectWise. This is true for files imported using either drag and drop or ProjectWise's bulk-loading tools. ProjectWise's Scan References and Link Sets wizard supports live nesting of references in both MicroStation and AutoCAD. For each master file detected during the scanning process, the file's nest depth is also obtained and stored in the ProjectWise database. Before you begin using the scanning wizard, make sure of the following.
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•
You are either an administrator or a user with Write and File write permissions. This is necessary because the path to each referenced file must be updated to point to the ProjectWise location for the file.
•
ProjectWise Explorer must be installed with iDesktop support for MicroStation.
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MicroStation or ProjectWise Navigator is set as the Scan Reference engine under General Programs in the ProjectWise Administrator Application category.
•
All of the master and reference files that you want to scan are imported into ProjectWise.
The scan process The Scan References and Link Sets wizard opens to a Welcome page, and you click Next to continue. On the Specify Scan Options page, choose to scan for master and referenced documents, for DGN Link Sets, or for both.
The next page in the wizard lets you select the folders containing the files to be scanned. Select the folders and individual documents you want to scan for the presence of master documents. To add a folder to scan, click Add Folder, the open folder icon. To add documents individually, click Add Documents, the sheet icon. Enable the check box to the left of any item in the list you want to re-scan for any newly attached or detached references. By default, check boxes for items added to the list are automatically set. This means that ProjectWise will scan all documents in that folder, creating new sets when necessary and updating any existing sets that are found. When you clear an item's check box, ProjectWise will bypass existing sets in that folder or document, and will only scan the documents that are not already identified as master documents. If this is the first time you are scanning a particular folder or group of folders, you do not need to re-scan. However, you may want to re-scan if you know that
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documents were referenced to, or removed from, existing logical sets. You can select the check boxes individually, or click Check All to select all items in the list.
When you have added all of the folders and documents you want to scan for master documents, you proceed to the next page to specify folder settings. The Master Folder Settings page lets you include sub-folders of the selected folders in the scan, and select the type of documents to scan. Enable the check box to the left of any folder in the list to include that folder's sub-folders in the scan. Again, you can either select the check boxes individually or click Check All. From the Select Document Application Types option list, select the document application types you want to scan. Only documents of the selected application type are scanned. If no application type is selected, documents of all application types are scanned.
When you have finished enabling sub-folder scans and selecting document application types, you’ll proceed to the Priority Search page. Priority search lets you select exactly which folders and the order in which reference scan will look for attachments. Turn on Enable Priority Search and then click Add Folder to select the folders you want to scan for reference documents.
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Enable the check box to the left of any folder if you want to search its sub-folders for references. To move folders up or down in the search order, select the folder in the list and click the up or down arrow. The search is performed in the order that the folders are listed, top folder first and bottom folder last. Warning: If you have more than one file with the same name, ProjectWise will attach the first one it encounters. It is critical to have the order of the priority search set correctly.
When you have finished with the Priority search page, you’ll proceed to the Proximity search page. If Enable Priority Search is disabled on the previous page, you have no choice but to configure a proximity search on this page. The Proximity page can be used as an alternative, or in addition to, the Priority search page. A proximity search tells the scanner to where to start the search. It can be set to start in the folder found to contain master documents, the folder just above that, or several folders above that. When you perform an Advanced search that goes high in the folder structure and turn on the option to scan subfolders, you are ensuring that all neighboring folders of the selected folders are included in the scan. To include sub-folders in the proximity search, enable Search all subfolders for References.
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Select the Current Folder, Parent Folder, or specify the starting point for the scan. If you select Advanced, specify how many folders above the current folder you want to move before starting the scan.
When you have finished defining the proximity search, you proceed to the Search Order page. This page is used to set the order in which priority and proximity searches are performed. This item will only be available if both types have been configured. If both are configured, you can select Priority Only, Proximity Only, Priority then Proximity, or Proximity then Priority. If you have only specified only one type of search to perform, that type displays in the Search Order option list, and the option is grayed out. In the Log File Name text field, specify the path to and the name of an existing or new log file. You can set the path by keying it in or you can browse to select a location for the log file. If you type the name of a log file that does not exist, it is created when the scan is initiated. If you select an existing log file, the contents of the file are overwritten with the new scanning results.
The scan is ready to run. Clicking Next will bring you to the last page where clicking Finish initiates the scan for master documents and their references. Progress displays in the wizard. When the scanning is finished, you are presented with a summary of what occurred in the scan. If you specified use of a log file, select Yes to view it or No. If you did not specify a log file, click OK.
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Exercise: Import the files 1
In ProjectWise Explorer, create a new root level folder named Refscan.
2
In Windows Explorer, navigate to the \Refscan folder in the class data set, drag the sub-folders from that folder into the new ProjectWise folder, and drop them.
3
When the Import Directories dialog appears, enable Include subfolders and click OK.
4
After the folders have been imported, press F5 to refresh.
5
Expand the refscan folder, and then select the sub-folder Drawings. These drawings include references to the border file and to extraction files.
Exercise: Create and run the scan 1
In ProjectWise Explorer, select Tools > Scan References and Link Sets and, on the Welcome page, click Next
2
Disable the Scan for DGN Link Sets check box, and then click Next.
3
Click the Select Folder icon, add the \Refscan\Drawings sub-folder to the list of folders to scan, and then click Next.
4
Check the box next to the Drawing folder and select MicroStation as the Application, and then click Next.
5
On the Priority search page, add the Refscan folder to the list of folders to search for references.
6
Check the box by the Refscan folder to search its sub-folders, and then click Next.
7
Leave Enable Proximity Search disabled, and then click Next.
8
In the log file field, enter C:\temp\refscan.log, click Next, and then click Finish. You receive a message at the end, indicating the number of documents scanned and the number of references found.
Hint: You can search the log file for the word “error” to find file with missing
references. 9
Close the log file and refresh the view in ProjectWise Explorer.
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When you refresh the view, note the icon has changed for all but one of the files in the \Drawings folder. This new icon indicates that these files have reference attachments.
Working with link sets As the name implies, the Scan for Reference Files and Link Sets wizard can also be used to scan newly imported DGN documents for the presence of link sets. Just enable the option on the Specify Scan Options page. The rest of the wizard pages work the same as they do when scanning for references. MicroStation link sets are supported in ProjectWise. A link set is a group of links to other files, models, references, or saved views that can be stored in a DGN file or a DGN library. In MicroStation, the Link Set dialog is used to create and manage link sets, and the Project Explorer dialog is used to create the actual links. In ProjectWise Explorer, link sets and their links display in the Link Sets tree under the project in which the link set exists. Any link sets that exist in folders that are not in any project are displayed in the main Link Sets tree, which is a sub-folder of the Documents root folder.
Using the Link Sets tree Link sets are created in ProjectWise automatically when you create link sets in MicroStation in existing ProjectWise documents, or when you run the Scan for References Files and Link Sets wizard on newly imported DGN files that contain link sets. In ProjectWise Explorer, link sets and their links display in the Link Sets tree under the project in which the link set exists. Any link sets that exist in documents that are not in any project are displayed in the main Link Sets tree, under the Documents root folder. If ProjectWise is not aware of link sets in a project, then that project will not have a Link Sets tree. If there is no awareness of link sets existing in folders outside of any projects, the main Link Sets tree will not display. You can expand any Link Sets tree to display all the link sets in that ProjectWise project, and the specific links in each set. Since link sets are stored in ProjectWise documents and contain links to other ProjectWise documents, right clicking an item in the Link Set tree is the same as right clicking a document in the document list and therefore opens the same right-click menu. The options enabled on this
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menu depend on what your user properties settings and permissions are for the selected link set or linked document.
Note: Links sets and links cannot be created, changed, or explicitly deleted in
ProjectWise Explorer. You must use MicroStation to perform these tasks. However, if you use ProjectWise Explorer to delete a DGN document that contains a link set, the link set also will be deleted.
Selecting the correct link set source Link sets come from one of three sources. When you are using ProjectWise Explorer to check out link sets and DGN files containing link sets, it is important that you select the correct source in the Link Sets dialog. If you plan to change a link set, it is easiest to use Selected File as the source of the link set. After you select a DGN file and check it out in exclusive or shared mode, the Check In icon in the Link Sets dialog is available. You can check in changes to the link set or update the server copy at any time. Select Active File if you want to check out a link set but do not need to save any changes to it until you check in the DGN file or update the server copy, you can use Active File as the source of your link set. Note that the Check In icon in the Link Sets dialog is gray and is unavailable. When you are using link sets in the active file, you cannot check in changes to the link set at this point because the link set resides in the open DGN file, which is not being checked in yet. If you make changes to a link set in the active file, they cannot be saved until you select File > Update Server Copy or check in the DGN file. If Configured Libraries is the source of your link set, you will be unable to modify the link set at this point. This functionality is the same as if you were using only MicroStation to open the link set.
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Checking link sets in and out in MicroStation When you are in an integrated session of MicroStation, a Check In / Check Out icon appears on the Link Sets dialog. When the icon displays a blue upward arrow, you can either check in or update the server copy of the link set document when you have made changes to it. When the icon displays a green downward arrow, you can either check out or refresh the local copy of the link set document. If you have the link set's DGN document checked out, a blue upward arrow, the Check In icon appears. Clicking the small arrow to the right of this icon lets you select whether to check in the DGN document or to just update the server copy and keep the document checked out.
If you have the link set's DGN file open but it is not available to be checked in, the Check In icon is gray and is unavailable. If you have the link set's DGN document open and someone else has checked it out and made changes to it, a green downward arrow, the Check Out icon, appears. Clicking the small arrow on the right side of this icon lets you check out the DGN file or refresh the local copy.
If you have the link set's DGN file open in read-only mode, the Check Out icon is gray and is unavailable. All other icons are unavailable too. Note: If the link set is stored in the configured DGN libraries, an additional icon does
not appear in the icon bar. All other icons on the icon bar are unavailable. You cannot edit link sets unless you are in the DGN library in which they are created.
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Importing Legacy Documents
Module Review
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions 1
When should you use the Bulkload tool?
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True or False: You must run a bulkload data file right after you create it.
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By default, the user that is logged in to ProjectWise Explorer is the owner of new files and folders. Where do you change that?
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True or False: When you import files into an existing folder, you should not designate an environment for the files you are importing into it.
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When using the Advanced Wizard, the key option on the Create a Document page is Apply selected options to succeeding documents. What does it do?
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What are the results when you import documents using no wizard?
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After importing any MicroStation or AutoCAD files, you may want to determine which of the recently imported files reference other MicroStation or AutoCAD files, and create a relationship in the ProjectWise datasource accordingly. How do you do this?
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Document Indexing Module Overview Rather than using information entered manually by a user, advanced document indexing techniques use document content to index ProjectWise documents. Where metadata-based searches use information about the file, these techniques use information found in the file. These searches can be used in addition to, or in combination with, the metadata search capabilities provided by ProjectWise. This module discusses how to use indexing processes and how to use the data.
Module Prerequisites •
Knowledge about ProjectWise Explorer’s interface
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Knowledge about document architecture
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Knowledge about user accounts
Module Objectives After completing this module, you will be able to:
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Understand the extraction process
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Extract thumbnails, full text, and file properties
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Process non-standard file types
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Monitor processing
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What are the Attributes and More Attributes tabs in the document properties dialog?
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True or False: When you import files into an existing folder, you should not designate an environment for the files you are importing into it.
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Which user properties setting is useful to hide the folder structure from users?
Answers 1
These tabs are the user’s means of accessing extended document metadata.
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True. If you select a parent folder, it will already have an environment assigned to it. In this case, it is not necessary, or recommended, to designate an environment. Changing an assigned environment is not recommended.
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Hide folder hierarchy in user interface.
Extraction Process Overview Since the distributed architecture of ProjectWise lets you store files at multiple locations, it is difficult to attempt to search all the storage areas efficiently. It is more efficient to extract this information to the database for immediate retrieval. ProjectWise Integration Server delivers document processors for extracting text, thumbnail images, and file properties from documents in the datasource. Extraction jobs are configured from ProjectWise Administrator, and the results are displayed in or accessed from ProjectWise Explorer. ProjectWise has different categories of advanced document indexing: •
Document Indexing
Thumbnail indexing
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Extraction Process Overview
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File property indexing
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Full text indexing
Each of these refers to data stored in the document’s file. In order to search this information quickly, it must be extracted from the file and stored in the ProjectWise database. Not all of the items listed are found in each file type. •
Image files (.tif, .jpg) do not typically contain searchable text.
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Some, but not all, PDF files contain searchable text.
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File property extraction depends on attributes added to the file by the native application. Each application vendor provides a different list of file properties.
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Not all file types include thumbnail previews.
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Some file types that do contain thumbnail previews do not adhere to the Structured Store standard and require the native application to view the thumbnail.
Supported file types The file type extensions supported by thumbnail extraction depend upon the operating system and any additional software that is installed. In general, the following extensions are supported by thumbnail extractions: •
MicroStation/AutoCAD extensions DGN and DWG automatically supported
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Image extensions: BMP, DIB, GIF, JFIF, JPEG, JPG, PCX, PNG, TIF, TIFF
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Microsoft Office document extensions: DOC, DOT, PPT, XLS, XLT
How it works For each document processor, you can do the following. •
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Enable or disable extractions.
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Extraction Process Overview
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Schedule an extraction to automatically start and run continuously at specified intervals of time.
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Map unrecognized file type extensions to extensions recognized by the extraction engine.
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Prevent files of specified file type extensions from being processed.
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Start an extraction manually, whether a schedule has been defined or not.
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Force the reprocessing of all documents in a particular folder.
When an extraction starts, the extraction engine inspects the datasource for documents to process. The first time you run an extraction on a datasource, all documents in the datasource are candidates for processing. During document inspection, the extraction engine filters out the documents it will not process based on any extension mapping settings you configure, and queues the rest of the documents for processing. You set the number of documents that will be processed. When those documents have been processed, the extraction engine sends the next set of documents to be processed, and then the next set, until all queued documents have been processed. •
If you have scheduled extractions, this process occurs until all documents queued for processing have been processed, or until the schedule runs out of time, whichever happens first. If all documents are not processed during a scheduled extraction, the remaining documents will be processed during the next scheduled extraction.
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If manually starting extractions, the extraction engine will only process the number of documents you have set to be processed at a time. The next time an extraction starts, whether by schedule or manually, the extraction engine processes any documents still marked for processing from a previous extraction, and inspects the datasource for any new or updated documents requiring processing.
If you configure or change any extension mappings between extractions, any documents still queued for processing will be processed taking the new extension mapping rules into account. However, any documents already processed during a previous extraction, and which have not otherwise been updated, will not be identified for processing during the routine inspection pass, so the new extension mapping rules will not be taken into account. To reprocess documents that have already been processed, you must mark the folders containing them for reprocessing. You can mark as many folders as
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Extraction Process Overview
necessary; once marked, the documents in those folders will remain queued for processing until they have been successfully processed.
ProjectWise Orchestration Framework Service The ProjectWise Orchestration Framework Service is required to install any of these document processors. Orchestration Framework Administrator, while not required for running extractions, can be installed if you want to monitor the status of the extractions. Orchestration Framework Administrator is installed by installing Orchestration Framework SDK, Distribution Service Administrator, or Automation Service Administrator. The Orchestration Framework divides each file extraction process into multiple stages. Rather than one large process that either succeeds or fails, the process is divided into many smaller steps. This way a file extraction can resume where it left off in the event of a server reboot, rather than having to start over at the beginning. Architecturally, each stage of the process is represented by a queue and a corresponding executable that resides in memory. The queue information is stored in a SQL Server database dedicated to the Orchestration Framework. As a document is successfully processed through each stage, it is removed from the queue for the current stage and added to the queue for the next stage.
Server requirements The default configuration calls for all file extraction processes, with the exception of the actual Microsoft full text index, to run on the ProjectWise Integration Server. This places significant additional load on it. Before enabling these extraction processes, care should be taken to ensure that sufficient server resources are available. To offset the need for additional server resources, ProjectWise provides the capacity to schedule extraction processes using the ProjectWise Orchestration Framework Service. Using this tool, the administrator can configure extraction processes to run during time periods when the server is not heavily loaded. The downside of this approach is that the indexes will not be updated as quickly, and subsequent searches may produce incomplete results until the indexes are updated.
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Extraction Process Overview
Exact hardware requirements will vary based on many factors. Full text, thumbnails, and file property indexing are each enabled or disabled on a perdatasource basis. DGN indexing (a subset of Component Indexing) is more granular, and can be configured to index specific files, folders, and saved search results. Generally, the infrastructure to support extraction processes will consume approximately 100 MB of memory at idle. Under full load, this number may increase by as much as 200 to 300 MB, depending on which extraction processes are enabled. In addition, at full load, these processes will consume all available CPU cycles. It is recommended that dual CPU systems be used to host ProjectWise when file extraction processes will be heavily used. If the ProjectWise Integration server does not have sufficient resources, you can run extraction processes on a separate server. (Distributing those processes to additional systems is outside of the scope of this course.)
Configuration Configure the full text, thumbnail, and file property indexing features from ProjectWise Administrator. Assuming that all prerequisites were met, the ProjectWise Administrator will add a Document Processors item at the bottom of the console tree. Within that configuration category, you will find items for Thumbnail Extraction, File Property Extraction, and Full Text Indexing. The process for configuring each of these features includes the following common steps. •
Enable and disable the extraction on a per-datasource basis.
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Specify a ProjectWise user account that will have proper access privileges to all documents. Exact privileges vary depending on the extraction process. Hint: You may want to create a ProjectWise user account specifically for this
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Specify performance tuning parameters.
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Specify the schedule for updating the index.
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Specify non-standard file extensions and how to handle them.
In addition to these common steps, file property extraction and full text indexing provide configuration items specific to the particular extraction process. To monitor the status of an extraction, you can use ProjectWise Orchestration Framework Administrator, which is installed when installing ProjectWise
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Thumbnail Extraction
Distribution Service Administrator, ProjectWise Automation Service Administrator, or the ProjectWise Orchestration Framework SDK.
Thumbnail Extraction The thumbnail extraction process extracts the thumbnail image from the file, if one exists, and then stores it as a binary object in the ProjectWise datasource. The Orchestration Framework divides the thumbnail extraction process into the following stages, or queues. •
Scheduling: This process checks the datasource for documents that should be scheduled for extraction. This includes any new, recently modified, or deleted documents
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File retrieval: Since all extraction processes run on the Integration Server, this process is responsible for obtaining a temporary copy of each scheduled document from its storage area.
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Thumbnail extraction: This process is responsible for scanning the file, and extracting the thumbnail image when it exists in the file.
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Thumbnail storing: This process is responsible for storing the thumbnail in the ProjectWise datasource, and linking it to the document.
It is important to understand that thumbnails are being extracted from the file, and are not generated by ProjectWise. Since ProjectWise is only extracting preexisting thumbnails, a good test is to view a file’s thumbnail from Windows Explorer prior to extracting it in ProjectWise. If a thumbnail displays in Windows Explorer, it should also display in ProjectWise Explorer. It is not necessary to have the native application for a file type installed on the ProjectWise server.
Exercise: View thumbnails in Windows Explorer 1
In Windows Explorer, navigate to the class data set folder \Document Indexing\MS-J.
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Select View > Thumbnails from the Windows Explorer menu. Since these are MicroStation/J files, you will not see thumbnails.
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Navigate to the class data set folder Document Indexing\MS-V8.
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Select View > Thumbnails.
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Typically, thumbnails are generated by the desktop application as the user exits the file and saves changes. As modified files are checked in to ProjectWise, the previously extracted thumbnail may no longer be up-to-date. For ProjectWise to display up-to-date thumbnails, the extraction process must be run on a regularly scheduled basis. To meet this requirement, the Orchestration Framework provides infrastructure to build a weekly schedule. This allows the administrator to define the days and hours the extraction processes are allowed to run. During periods when extractions are allowed to run, the administrator defines the frequency, in minutes, with which the datasource is checked for updated documents. Prior to enabling thumbnail extraction, you’ll create a new user account specifically for running extraction processes. It is recommended that the user properties setting General -> Use access control is disabled. This security consideration is the reason for this special user. For thumbnail extractions, the user properties setting Document -> Modify must be enabled; which it is by default.
Exercise: Setting up a user account for extraction processes 1
In ProjectWise Administrator, right click Users in the console tree and select New > User.
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Set the following: Name: Extraction Description: Extraction user Security Type: Logical User Name/Password: your choice
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Click OK.
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Right click the extraction user and select Properties.
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On the Settings tab, expand the General category, disable Use access control, click Apply, and then click OK.
Remember that this account should have privileges to access all documents, and that the specific privileges vary depending on the extraction process. At this point, no security schema is in effect, so all documents are accessible to all users.
Exercise: Checking test files for document indexing 1
Document Indexing
In to ProjectWise Explorer, navigate to the Document Indexing folder and select the MS-V8 folder.
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This folder was created and populated in a previous module. 2
Click CB1.dgn. The preview pane shows metadata for the document, but even though the file contains a thumbnail, it’s not displayed because the thumbnail extraction process has not been enabled.
Automatic extractions
Exercise: Enabling thumbnail extraction for the datasource 1
Return to ProjectWise Administrator, expand Document Processors, right click on Thumbnail Extraction in the console tree and select Properties.
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On the General tab of the Properties dialog, set the following: Extraction enabled: Enabled ProjectWise User: Extraction User Password:
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Select the Scheduled Updates tab. The Run radio button should be enabled. When it is, each block you click in the grid will become run time. If Sleep is enabled, each block you click is non-run time.
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In the schedule grid, enable a period of time that includes the day of this class by dragging the pointer across the blocks. To remove the color from the blocks, enable the sleep radio button and click the block.
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Set “Check for updated documents every (minutes)” to 2.
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Click OK. Thumbnail extraction is now enabled.
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Open the Windows task manager and select the performance tab to monitor the process.
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When you see the heavy CPU usage at two minutes, select \Document Indexing\MS-V8\CB1.dgn in ProjectWise Explorer to verify that the thumbnail is displayed. Once thumbnail extraction has completed, the process will hibernate until there are documents needing to be updated. Based on the configuration
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specified in the previous example, ProjectWise will check every minute to see if there are new or modified documents. Note: To clear a time slot that is currently scheduled to run extractions, select Sleep,
and then select all the filled in day/time cells, changing them back to not filled in. MicroStation creates the thumbnail by including the contents of a Saved View named Preview. If no saved view exists with this name, the contents of the lowest numbered open view are used. The next exercise uses MicroStation to demonstrate how ProjectWise updates thumbnails when files are updated.
Exercise: Modify a thumbnail in MicroStation 1
In ProjectWise Explorer, double click \Document Indexing\MSV8\CB2.dgn. Note that Views 1 and 2 are open. The existing thumbnail was created from the contents of View 1.
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Click Fit View in the View 1 view controls.
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Select File > Save Settings.
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Select File > Exit, checking the file in. Because you checked the document out and back in, ProjectWise will flag it as having an out of date thumbnail. This is the case even if no changes were made to the file. The next time the File Extraction processor checks for documents that need to be updated, this document is added to the queue.
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When you are done, change the scheduled update period so that extraction does not run every 2 minutes during class.
Manual extractions
How to manually start thumbnail image extractions: Right click the Thumbnail Extraction icon and select Properties. Enable Extraction enabled and enter the extraction user’s name and password. Configure any extension mapping rules, and then click OK. Right click the Thumbnail Extraction icon again and select Start Processing Now.
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Full Text Extractions
More about thumbnails:
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For thumbnail extractions, the specified user account must have Read, File Read, Write, and File Write privileges to the document. It must also be given Read privileges to all folders. In addition, the user properties setting Document -> Modify must be enabled.
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Thumbnail images are 96x96 bitmaps, and are stored as binary objects in the database.
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On average, thumbnails require 3 - 5k of storage each.
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Microsoft applications (Word, PowerPoint, Excel) support thumbnails, but you must enable it on a per-document basis. This setting is found in the File > Properties, Document Properties dialog, on the Summary tab.
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When the Extraction enabled option is off, no scheduled extractions will occur, nor will any manually extractions be allowed to start.
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Starting extractions manually will not cancel any upcoming extractions you have scheduled; after you manually start an extraction, the next extraction will occur as regularly scheduled.
Hint: The Datasource Properties dialog’s Statistics tab lets you see the number of
files processed during extractions. Look for Thumbnails, Full Text, or File Properties in the Categories column.
Full Text Extractions You can configure full text indexing extractions to start automatically based on a schedule, and to run for a specified interval of time. If you need to run an extraction before the next extraction is scheduled to occur, or if no extraction schedule is defined, you can also manually start the extraction.
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Extracted text is stored in a special index catalog on the designated Indexing Service computer and can be searched on in ProjectWise Explorer's Search dialogs. It is recommended that you set up a special account for extractions with the user properties setting General -> Use access control off, and Document Read access.
Indexing Service architecture The Microsoft Indexing Server maintains a catalog of files that have been indexed. These files are XML subsets of the original documents, containing only the text found in the native file. Within ProjectWise, text elements are extracted from native document files, and then stored in the Microsoft ProjectWise catalog as XML files. When a user requests a full text search, ProjectWise Integration Server queries the Microsoft server to see if any files in its ProjectWise catalog contain the text in question. If the indexing server finds a file in its catalog, it responds back to the ProjectWise Server with the GUID of the documents. ProjectWise then sends the list of documents containing the text back to the requesting user. ProjectWise never looks directly at the Microsoft catalog, it makes queries against the catalog. It is important to understand that the actual text index is stored in the Microsoft catalog, rather than in the ProjectWise database. When queries are executed, the Microsoft Index server produces the file list. ProjectWise Integration Server then filters the file list before sending it back to the user. This filtering is based on the user’s access rights, and any other criteria entered by the user. This allows you to combine traditional metadata-based search criteria with full text search criteria. One example would be to find all documents Whose type is drawing, and Whose owner is the Engineering department, and Containing the word “detail” This would be a more effective search than simply searching for all documents containing the word “detail”. Due to the architecture, the Microsoft Indexing Server must be started at all times. It is not mandatory for it to be installed on the same system as the ProjectWise Integration Server. The Microsoft Indexing Server and its corresponding catalog can be installed on any available system. However, when the indexing server is installed on any system other than the ProjectWise
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Integration Server, it must be registered or the ProjectWise Integration Server will not know where to find it. By default, all other processes supporting the full text index feature are installed on the ProjectWise Integration Server. If sufficient hardware resources are not available to the integration server, these components can be deployed to other servers.
Process stages The full text indexing process is divided into the following distinct stages, or queues. A dedicated process in memory services each queue. Unlike thumbnail extraction, where the flow is linear, the full text indexing process may branch, depending on the file type. •
Scheduling: This process checks the datasource for documents that should be scheduled for extraction. This includes any new, recently modified, or deleted documents.
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File Retrieval: Since all extraction processes run on the Integration Server, this process is responsible for obtaining a temporary copy of each scheduled document from its storage area.
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Text Extraction: At this point, the process branches, depending on the file type. If the file type is natively supported by the Microsoft Index server, then the text extraction queue is responsible for scanning the file and extracting the text into the XML file. If the file is a DGN or DWG file, the file is added to the MicroStation processor queue. When a document is processed by the MicroStation processor queue, the file is scanned to generate a corresponding XML file. Once this file is created, the document is re-queued into the Text Extraction queue as a native file type.
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Index Update: This process is responsible for updating the Microsoft ProjectWise Catalog to include the new (or modified) XML file. There are no links from the ProjectWise datasource record to the Microsoft ProjectWise Catalog.
Choosing a folder for the Microsoft Catalog The full text indexing feature uses three distinct local folders:
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For the text index catalog
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For the text index proxy files
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To temporarily store the documents whose text is being indexed
When you install ProjectWise Indexing Service, or when you install ProjectWise Integration Server with Full Text Indexing enabled, ProjectWise sets the default location for the text index catalog to "C:\Documents and Settings\All Users\Application Data\bentley\index-storage". As you run text extractions, ProjectWise copies out the documents from the datasource and stores them in a local folder on the ProjectWise Integration Server computer. Then for each document that gets processed, ProjectWise creates a proxy file, which contains the text extracted from the document. The default location for these text index proxy files is "C:\Documents and Settings\All Users\Application Data\bentley\index-storage\Data". If you need to have these items stored in a different folder or on a different drive, then the recommended solution is to preset where these items will be, before installing ProjectWise Indexing Service or ProjectWise Integration Server.
How to preset the location of the text index catalog and the text index proxy files: 1.Open the Windows Registry Editor on the computer on which you are about to install ProjectWise Integration Server or ProjectWise Indexing Service. 2.Create the following registry key: HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File Processing 3.Under that key, create a string called FtrIndexCatalogDir, and for its value enter the path to the folder in which you want the text index catalog to be created and maintained. For example, D:\ProjectWise-Full-Text-Index-Storage. 4.Under the same key, create a string called FtrIndexDataDir, and for its value enter the path to the folder in which you want ProjectWise to store and maintain the text index proxy files. For example, D:\ProjectWise-Full-TextIndex-Storage\Data. 5.(ProjectWise Integration Server computers only) Under the same key, create a string called ExtractionTempDir, and for its value enter the path to the folder in which you want ProjectWise to temporarily store the files downloaded for extraction. For example, D:\ProjectWise-Extraction-Temp-Directory. 6.Close the Windows Registry Editor.
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The folder specified in the FtrIndexCatalogDir string will be created automatically when you install ProjectWise Integration Server or ProjectWise Indexing Service. The folders specified in the FtrIndexDataDir and ExtractionTempDir strings will be created when the first extraction occurs. It is possible to move the folder after enabling full text indexing, but it is preferable to do so beforehand. Possible reasons for moving the catalog are as follows. •
Not enough estimated space on the C: drive for the XML files, although the default location is typically sufficient for the ProjectWise Catalog.
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It is a policy not to store application data on the C: partition.
Note: When you create a new directory, the original directory can be removed if the
full text indexing process isn’t enabled. Once enabled, the directory will contain data and that data must be moved too. It is much easier to designate a new directory prior to enabling full text indexing.
How to move just the full text index catalog: 1.On the ProjectWise Integration Server computer, stop the ProjectWise Orchestration Framework Service. 2.On the ProjectWise Indexing Service computer, stop the (Microsoft) Indexing Service. 3.On the ProjectWise Indexing Service computer, open your Windows Registry Editor. 4.Find the registry key HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\ContentIndex\C atalogs\bentley_index, and look at the path specified in the Location string. This is the path to where your catalog.wci folder currently lives (for example, "C:\Documents and Settings\All Users\Application Data\Bentley\indexstorage"). 5.In Windows Explorer, create a new folder where you want to copy the existing catalog.wci folder to (for example, "D:\Bentley\index-storage"). 6.In Windows Explorer, go to the folder where your existing catalog.wci folder lives, and copy it to the new folder you just created. 7.In the Registry Editor, go back to the HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\ContentIndex\C atalogs\bentley_index registry key and modify the value of the Location string
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so that it points to the folder you just copied the existing catalog.wci folder to (in this example, "D:\Bentley\index-storage"). 8.In the Registry Editor, for 32-bit operating systems, find the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File Processing or For 64-bit operating systems, find the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au tomated File Processing 9.Under that key, modify the value of the FtrIndexCatalogDir string so that it points to the folder you just copied the existing catalog.wci folder to (in this example, "D:\Bentley\index-storage"). 10.Close the Registry Editor. 11.Restart the (Microsoft) Indexing Service and the ProjectWise Orchestration Framework Service. If you need to move just the text index proxy files 1.On the ProjectWise Integration Server computer, stop the ProjectWise Orchestration Framework Service. 2.On the ProjectWise Indexing Service computer, stop the (Microsoft) Indexing Service. 3.On the ProjectWise Indexing Service computer, open your Windows Registry Editor. 4.For 32-bit operating systems, find the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File Processing or For 64-bit operating systems, find the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au tomated File Processing 5.Under that key, look at the path specified in the FtrIndexDataDir string. This is the path to the folder where your text index proxy files currently live (for example, "C:\Documents and Settings\All Users\Application Data\Bentley\index-storage\Data"). 6.In Windows Explorer, create a new folder where you want to copy the existing proxy files to (for example, "D:\PW-text-index-proxy-files"). 7.In Windows Explorer, go to the folder where your existing proxy files live, and copy them to the new proxy files folder you just created.
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Note: If the catalog.wci folder is in the same folder as your existing text index
proxy files, leave it alone for now. If you need to move the catalog, use the procedure above called, "If you need to move the full text index catalog". 8.In the Registry Editor, find the key HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\ContentIndex\C atalogs\bentley_index\Scopes and delete all values under it. 9.Under the same key, create a new string value, and for the name, enter the path to the new text index proxy files folder (in this example: D:\PW-textindex-proxy-files). Set the value of this string to ,,5 10.In the Registry Editor, for 32-bit operating systems, go back to the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File Processing or For 64-bit operating systems, go back to the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au tomated File Processing 11.Under that key, modify the value of the FtrIndexDataDir string so that it points to the new text index proxy files folder (for example: D:\PW-text-indexproxy-files). 12.Close the Registry Editor. 13.Restart the (Microsoft) Indexing Service and the ProjectWise Orchestration Framework Service.
How to change the folder where documents go to be processed: 1.On the ProjectWise Integration Server computer, open your Windows Registry Editor. 2.For 32-bit operating systems, find the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File Processing or For 64-bit operating systems, find the registry key HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au tomated File Processing 3.Under that key, modify the value of the ExtractionTempDir string so that it points to the new folder in which you want ProjectWise to temporarily store
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files downloaded during the extraction process (for example, D:\ProjectWiseExtraction-Temp-Directory). This folder will be automatically created upon the next extraction. 4.Close the Registry Editor.
Enabling full text indexing The Index Server list on the General tab of the Full Text Indexing Properties dialog shows all the ProjectWise Indexing Service computers currently registered in ProjectWise Administrator for use with the ProjectWise Integration Server. Because it has Full Text Indexing installed, the ProjectWise Integration Server itself is automatically included in this list, and displays as when you open ProjectWise Administrator on the same system. You can use the ProjectWise Integration Server as your Indexing Service, or you can select any other system in the list. If the system you want to use is not listed, you can click Register to register it. The system you select to register must either have ProjectWise Indexing Service or ProjectWise Integration Server with Full Text Indexing is installed.
Exercise: Enable full text indexing for the datasource 1
In ProjectWise Administrator, right click the Full Text Indexing Document Processor in the console tree and select Properties.
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On the General tab, set the following: Indexing enabled: Enabled ProjectWise User: Extraction User Password:
Note: Since the Indexing Service is running on the ProjectWise Integration
Server, it is not necessary to register the server. By default, the Index Server is set to . ProjectWise assumes the Index Server is on the same system as the Integration Server.
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If you are running the ProjectWise Administrator on a system other than the Integration Server, localhost does not point to the Integration Server. In this case, you’ll need to name the Integration Server explicitly. 3
Select the Scheduled Updates tab. The Run radio button should be enabled.
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In the schedule grid, enable a period of time that includes the day and time of this class by dragging the pointer across the blocks.
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Set “Check for updated documents every (minutes)” to 2.
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Click OK.
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Open the Windows task manager and select the performance tab to monitor the process.
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When you see the heavy CPU usage at two minutes, you can search for ProjectWise documents by entering text on the Full Text tab of the ProjectWise Explorer Search by Form.
Once full text indexing has completed, the process will hibernate until it detects that there are documents that need to be updated. Based on the configuration specified in the previous example, ProjectWise will check every two minutes to see if there are new, modified, or deleted documents.
Querying the Microsoft Catalog You can also query the Microsoft Catalog directly to verify that the Indexing Server is functioning properly. Do this using the Microsoft Management Console.
Exercise: Directly querying the Microsoft Catalog 1
On the desktop, right click My Computer, and select Manage from the pop-up menu.
2
Expand Services and Applications in the console tree.
3
Expand Indexing Service in the console tree.
4
Expand the bentley_index item and select Query the Catalog.
5
In the Enter your free text query below field, enter: valve
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Full Text Extractions
6
Click Search. You will see a list of documents containing the specified text. Note that the file names do not match the ProjectWise document name. These are the actual XML files, and are formed using the ProjectWise Document GUID as the name and the extension DMSINDEX.
7
Close the Computer Management console. This verifies that the Microsoft Indexing Server is functioning properly.
Full text searches from ProjectWise Explorer You can use Windows Explorer and navigate to the index storage folder. Recall that the designated folder for the ProjectWise catalog is C:\BentleyFTR. In this folder, you find the sub-folder for each datasource for which full text indexing is enabled.
Exercise: Executing a full text search through ProjectWise Explorer 1
In ProjectWise Explorer, click Advanced Search and click Search Form.
2
Select the Full Text tab.
3
In the Look For field, type: valve
4
Select “Including any of the words” from the Return documents option menu. The search is ready to run, but before proceeding, you can save the search so that it can be run again in the future.
5
At the bottom right of the search form select Saved Search > Save As.
6
In the Save Search dialog, select the Personal folder Type the saved search name: Contains valve
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Click Save.
8
Now that the search has been saved, click OK to start the search.
9
Click Close to dismiss the Search by Form dialog.
More about full text indexing:
•
Document Indexing
For full text indexing, the specified user account needs only Read privileges.
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Processing Non-standard File Types
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The full text index is not stored in the ProjectWise datasource, so database size is not affected.
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Full text searches are not case sensitive.
•
When processing DGN and/or DWG files, only the master file is processed. Documents having reference files will only be indexed against the text in the master file.
•
It is not necessary to provide a license for the MicroStation installation on the ProjectWise Integration Server.
Exercise: Change the scheduled update interval 1
When you are done, change the scheduled update period so that indexing does not run every 2 minutes during class.
Processing Non-standard File Types It is common practice to create MicroStation files with extensions other than .dgn. It is necessary then, to configure all ProjectWise Extraction processes to recognize files with non-standard extensions. The File Type Association tab in the Extraction or Indexing Properties dialogs is where you do this. In addition to including non-standard extensions, you can also exclude standard file types. This procedure applies to all three extraction processes. An example would be to exclude Microsoft Word documents from thumbnail extraction because, in many cases, the thumbnails are too small to be useful. The file CB14.sht is a MicroStationV8 file, yet it was not processed by either of the extraction processes enabled thus far. In order to process this file, the .sht extension must be registered with each of the extraction processes.
Exercise: Registering non-standard file extensions 1
In ProjectWise Administrator, right click Thumbnail Extraction in the console tree, and select Properties.
2
Select the File Type Associations tab, and click Add.
3
Set the following: Application:
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Processing Non-standard File Types
Extension: sht
Process the files as if they have the following extension: Enabled and enter dgn in the input field
4
Click OK.
5
Set the Scheduled Update period to occur in the current time period. When you are done, you may want to change this.
6
Click OK to close the dialog. At this point, the configuration changes are in effect and any new sht files are processed at the next regularly scheduled interval.
Existing .sht documents will not be included in the process because they have already been processed. More specifically, these documents are marked in the database as having been processed, even though nothing was extracted from them. For the sake of efficiency, ProjectWise will not repeatedly queue files for extraction processes, only to discover that it isn’t configured for the file type. In order to force the document to be processed again, you must do one of the following. •
Check the files out, and then back in
•
Mark the entire folder for re-processing
In this example, there are only three files that need to be re-processed. It is easy to check them out and back in. Remember, you are not required to make any changes to the file. ProjectWise clears the up-to-date flags for all indexes as the documents are checked in.
Document Indexing
Exercise: Updating the indexes to include the sheet files 1
In ProjectWise Explorer and navigate to the \Document Indexing\MS-SHT folder.
2
Select all .sht documents.
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Processing AutoCAD Documents
3
Right click and select Check Out from the pop-up menu.
4
Once checked out, select all the documents again.
5
Right click and select Check In from the pop-up menu. Once the files are checked in, they are processed at the next regularly scheduled interval.
6
When processing is complete, select each of the files to verify that the thumbnails have now been extracted.
You should also verify that the sht file extension was correctly configured for full text indexing.
Exercise: Run the saved search 1
In ProjectWise Explorer, expand Saved Searches, and then expand the Personal folder.
2
Click the Saved Search named Contains valve.
Processing AutoCAD Documents No special configuration is required to extract thumbnails from AutoCAD drawings. When a thumbnail exists in an AutoCAD file, ProjectWise will automatically extract it. AutoCAD files are not recognized by the Microsoft Indexing Server, so full text indexing requires special configuration. In addition, AutoCAD files are not registered with Windows as being associated with MicroStation, so the extraction process will not send these files to the MicroStation extraction engine by default. The easiest way to provide full text indexing for AutoCAD files is to register them as non-standard MicroStation file types. This process is the same as previously explained for .sht files. In this case, it is only necessary to register the extension for full text indexing properties, not thumbnail extraction.
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Exercise: Registering the DWG extension for full text indexing 1
In ProjectWise Administrator, right click Full Text Indexing in the console tree and select Properties.
2
Select the File Type Associations tab, and click Add.
3
Set the following:
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File Property Extraction
Application: Extension: dwg Process the files as if they have the following extension field: Enabled and type in dgn 4
Click OK. The new rule appears in the list.
5
Click OK.
The configuration changes are immediately active, but will only affect new documents.
Exercise: Verifying the DWG extension 1
In ProjectWise Explorer, navigate to the \Document Indexing\AC-14 folder.
2
Check the documents out, and then check them in.
3
Navigate to the folder \Document Indexing\AC-2000.
4
Check the documents out, and then check them in.
5
When processing has completed, run the saved search to find all drawings containing the text valve.
File Property Extraction With this capability, metadata stored in the file header in the Windows file system can be imported into ProjectWise. The Windows file system defines a common set of attributes for all files such as Filename, Size, Created (date), Modified (date), and Accessed (date). Extracted file properties data displays on the File Properties tab on the respective file's Document Properties dialog in ProjectWise Explorer, and can be searched on like any other property from ProjectWise Explorer's Search dialogs. In addition, Windows provides API’s for application programmers to extend the standard attribute list. Therefore, the list of attributes available for a given file may vary from file type to file type. When importing these properties into ProjectWise, the administrator must decide which properties are worthwhile and which should be discarded. Again, this will vary from application to application.
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File Property Extraction
Some of the Windows metadata may not be useful in ProjectWise, so you may be tempted not to import this information. However, there are many reasons why it may be advantageous to import key Windows metadata fields. •
When existing documents are imported into ProjectWise, the document created date is the date the file was imported into ProjectWise. ProjectWise does not maintain a file created date. Therefore, the date the file was actually created is inaccessible from ProjectWise. With file property extraction, you can maintain both.
•
MicroStation has custom metadata fields for Title, Subject, Keywords, Edit Time, etc. However, this information cannot be used in the Windows Find Documents dialog. Extracting this data into ProjectWise makes it searchable and potentially reportable.
Enabling file property extraction in ProjectWise is a simple process. It shares all the common configuration parameters discussed previously for thumbnails and full text. File property extraction differs only in that the administrator must also specify which attributes to extract, which to display, and in what order to display them.
Exercise: Enabling file property extraction 1
In ProjectWise Administrator, right click File Property Extraction in the console tree, and select Properties.
2
Set the following on the General tab: Extraction enabled: Enabled ProjectWise User: extraction Password:
3
Select the Scheduled Updates tab and make the following configuration changes: On the schedule, enable all periods for file property extraction Check for updated documents every (minutes): 2
4
Click OK.
5
When processing is complete, you can view the results by selecting various documents in ProjectWise Explorer, and viewing their properties.
Once file property extraction has completed, the process will hibernate until it senses that there are documents needing to be updated. Based on the configuration specified, ProjectWise will check every two minutes to see if there are new, modified, or deleted documents.
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File Property Extraction
Exercise: Reviewing file properties 1
In ProjectWise Explorer, navigate to the folder \Document Indexing\MSV8, right click CB1.dgn, and select Properties.
2
Select the File Properties tab. You will see the entire list of properties stored with a MicroStation V8 file.
3
Close the Document Properties dialog. Note that MicroStation versions prior to V8 did not support the COM Structured Store format so you can’t extract properties.
Exercise: Importing additional documents for file property extraction 1
In ProjectWise Explorer, create a new root level folder named FilePropertyExtraction.
2
In Windows Explorer, navigate to the \FilePropertyExtraction folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them. All extraction processes will process the new files during the next regularly scheduled update.
3
Once processing is complete, verify the files by viewing their properties.
When the first file of each new type is processed, ProjectWise establishes a place in the datasource to store the custom attributes associated with the file type. This can be reviewed by selecting the Property Sets item from ProjectWise Administrator.
Exercise: Reviewing and configuring Property Sets 1
In ProjectWise Administrator, select Property Sets under File Property Extraction. You see items named Summary Information and Document Summary Information. You will also see an Order number column. The order number specifies the order in which these items will appear in the ProjectWise Explorer File Properties dialog. You can reorder the items simply by changing the order number.
2
In the console tree, select Summary Information. You see a composite list of all attributes found under this heading for all document types.
3
Document Indexing
In the console tree, select Document Summary Information.
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File Property Extraction
You see a composite list of all attributes found under this heading for all document types. 4
Select Link Dirty?
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From the right click menu, select Properties. This is an example of an item that is used internally by some application. It is most likely of no value to ProjectWise users.
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Enable Do not extract, and then click OK.
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In the console tree, select Summary Information.
8
In the document view, right click Date Created and select Properties. This is an example of an item that you may want to move to the top of the list.
9
To do this, enter a number that is less than any current order number, for example, 900, in the Order Number field and click OK. These changes are a sample of the many configuration possibilities. An administrator should further define the File Property Sets to remove all unwanted attributes, and then reorder the remaining items.
The reordering operation is effective immediately. You can confirm this by viewing any document’s file properties from ProjectWise Explorer. The Do not extract setting is effective immediately, but will have no effect on documents already indexed. To see the effects of this setting on existing documents, you will have to force them to be updated. More about file property extraction:
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For file property extraction, the specified user account needs Read, File Read, and Write privileges. In addition, the user properties setting Document -> Modify must be enabled.
•
File properties are stored in the ProjectWise datasource. The exact impact on the database size is proportional to the number and size of the properties extracted.
•
File property extraction is limited to file types supporting the COM Structured Store concept. This includes MicroStation V8, but not MicroStation/J or earlier. It also includes common Microsoft formats such as Word, PowerPoint, and Excel. It does not include text, html, AutoCAD, or common raster formats.
•
It is recommended that the administrator import one file from each type and allow the file property extraction to run. Afterwards, the Property Sets are populated with all attributes found in any of the document types. You can then modify the list as appropriate for your organization.
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Monitoring Extraction Processes
•
Use of the Do Not Extract item causes the attribute field to be removed from the properties dialog. It is not necessary to use the Hidden setting in combination with Do Not Extract to hide the item.
•
The Hidden setting should be used when you want to extract an attribute but do not want to display it to the user.
•
It should not be necessary to establish extension mapping rules for file property extraction. All Com Structured Store file types should be recognized regardless of their extension.
Monitoring Extraction Processes So far, you monitored the extraction processes using the Windows task manager. ProjectWise provides the Automation Service Administrator for monitoring extraction processes. This tool can be installed on any system if the prerequisites have been met. For details on installing this item, and any other ProjectWise components, see the ProjectWise Installation Guide delivered with the software.
How to set up for monitoring: First, install the ProjectWise Automation Service Administrator. Then, open the Automation Service Administrator by selecting Start > Programs > ProjectWise V8i > Automation Service > Automation Service Administrator. Select Connections > Connect > Orchestration Framework Browser. In order to support document processing, the ProjectWise Orchestration Framework Service was installed prior to the ProjectWise Integration Server. During this installation, a database was created for storing extraction queue definitions. This database is independent of the ProjectWise datasource. In order to monitor extraction processes, you must connect to that database now. Once connected, the Automation Service Administrator will update to reflect the new connection. In the console tree, right click Instances, and select Monitor. Select the Details tab.
You are now ready to monitor the full text indexing process. Right now, there are no documents that need to be updated. You’ll mark the entire folder structure for re-processing.
How to mark a folder for re-processing: In the ProjectWise Administrator console tree, right click the desired Document Processor and select Mark Folder Documents for Reprocessing.
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File Extraction User Properties Settings
Navigate to, and select, the desired folder, and then click OK. In the Mark Folder Documents for Reprocessing dialog, enable Include subfolders, and then click OK. After completing these steps, the up-to-date flag for full text indexing for all documents will have been cleared. Therefore, all documents are processed at the next regularly scheduled update. Return to the Automation Service Administrator and watch for items to process through the queues. Note: If you license MicroStation on the Integration Server, it will use the license
when indexing. It is best not to make a license available on the server so that this does not happen. Note: You can start processes at any time by selecting the item in ProjectWise
Administrator, and then choosing Start Processing Now from the right click menu.
File Extraction User Properties Settings There are categories of user properties settings that apply to file extractions.
User Interface category The User Interface category provides settings to limit the display of extracted information. These settings determine which tabs to display in the ProjectWise Explorer Document Properties and Search by Form dialogs. If one or more extraction features are not implemented for your ProjectWise datasource, then they should be removed from the user’s view.
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Module Review
•
Show file properties: File properties appear in the ProjectWise Explorer Document Properties dialog. These items are displayed on the File Properties tab. Disabling this item will remove the tab from the dialog.
•
Show document thumbnail: Document Thumbnails appear only in the Preview pane of ProjectWise Explorer and not as a tab on the Document Properties dialog. Disabling this setting will remove the thumbnail from the preview pane.
•
Show full text search: Full Text Search does not appear on the Document Properties dialog since it has no meaning there. Disabling this setting will remove it from the Search by Form.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions 1
What must be installed to install any of the document processors?
2
When you create a user account for the extraction user, which user properties setting should be disabled?
3
When you extract full text, where is the actual text index stored?
4
Where does the Indexing Service run?
5
True or False: When processing DGN and/or DWG files, only the master file is processed. Documents having reference files will only be indexed against the text in the master file.
6
What must you do to force documents to be processed again?
7
Which of the following can you extract from AutoCAD files with no additional configuration? Thumbnails Full text File properties
8
Document Indexing
Name two ways to monitor extraction processes.
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Audit Trail Module Overview The Audit Trail feature allows the system to track and record all access to documents. It stores all document access data in the ProjectWise datasource. Since it has the potential to track all access of all types and for all documents, this feature can quickly accumulate large amounts of data. For this reason, Audit Trail is disabled by default. In order to take advantage of it, it must be enabled on a per-datasource basis. This module discusses its implementation and use.
Module Prerequisites •
Knowledge about ProjectWise Explorer’s interface
•
Knowledge about document architecture
•
Knowledge about user accounts
Module Objectives After completing this module, you will be able to:
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Enable Audit Trail for a datasource
•
Perform Audit Trail maintenance
•
Retrieve datasource statistics
•
Set Audit Trail User properties settings
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is an abstract document?
2
What is a GUID?
3
Where do you set datasource properties?
Answers 1
A document that has no file associated to it.
2
Every document is assigned an identification number within ProjectWise. Document ID’s are said to be globally unique, and are thus often referred to as GUID’s.
3
In the datasource properties dialog. Right click a datasource and select Properties from the pop-up menu to open it.
Enabling Audit Trail for a Datasource An administrator should carefully plan the implementation and decide how much information should be retained prior to enabling this feature. In the following exercises, you will enable Audit Trail and execute steps that generate Audit Trail data. This can help you to determine which settings are best for your production system.
Datasource settings The Audit Trail datasource settings are divided into categories as follows.
Audit Trail
•
Document: This category provides access to all settings regarding document transactions.
•
Folder: This category provides access to all settings regarding folder transactions. In addition, some document transactions roll-up to the folder.
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•
Document Set: This category provides access to all settings regarding document set transactions. Document sets are most commonly created when reference file attachments are made from CAD applications.
•
Truncating: This category provides access to Audit Trail maintenance settings.
Each of these categories contains global settings for the datasource. These settings are in effect for all users and, once established, are seldom changed. Access them by selecting Properties for the datasource itself in ProjectWise Administrator.
Exercise: Enable Audit Trail for the datasource 1
In ProjectWise Administrator, right click the datasource in the console tree and select Properties.
2
Click the Settings tab. You must now decide which events will be tracked. Keep in mind that all Audit Trail information is stored in the datasource. These settings can be revised in the future to limit the amount of data, if necessary.
3
Expand the Audit Trail category.
4
In the Document category, enable the following: Log Document Create, Modify, and Move Log Document Check in Log Document Access (Export) Log Document Access (Check out, Copy out) Log Document Workflow/State change Log Document Version change Log Document Delete
5
In the Folder category, enable: Log Create
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Enabling Audit Trail for a Datasource
Log Modify Log Delete 6
In the Document Set and User categories, leave all settings disabled.
7
In the Truncating category, leave the default setting, “Keep all records”, enabled.
8
Click OK. Audit Trail is now enabled for the datasource. From this point forward, all events enabled in the exercise will be logged in the datasource.
By default, users are prompted for additional comments each time an event occurs. It is the administrator’s option to accept this behavior or modify it so that event logging is completely transparent.
Routinely logged events An event is logged whether users enter comments or not. The administrator does have the option to require comments, but like required environment fields, this option should be used sparingly. Over use of required fields and comments may result in avoidance of the system.
Exercise: Reviewing user properties settings with Audit Trail enabled 1
In ProjectWise Administrator, select Users in the console tree.
2
Open the Properties dialog for user1.
3
On the Settings tab, expand the Audit Trail category.
4
Enable Allow user to change audit trail settings
5
Expand the Comments category. The Comments settings are now available and enabled for all events that were enabled for the datasource. When a user performs one of these operations, they are prompted for comments. Note that the Require comment item is disabled. With this combination of settings users have the opportunity, but will not be forced to, enter comments.
6
Audit Trail
Click OK.
Exercise: Enter or skip Audit Trail comments 1
Log in to ProjectWise Explorer as user1.
2
Navigate to Folder A.
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Enabling Audit Trail for a Datasource
3
Right click on the first document and check it out.
4
Right click on the first document and check it in. The Check in dialog’s Comments tab appears.
5
In the Comments field, type: No changes
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Click OK.
7
Right click on the first document and check it out.
8
Right click on the first document and check it in.
9
When prompted for comments, this time click OK without entering a comment. Because the Audit Trail -> Comments -> Require comment user properties setting is disabled, you were able to complete the operation without entering a comment.
If Require Comment is necessary for certain operations, consider disabling Allow Comments for settings that do not require comments. The Audit Trail event will still be recorded, but there will be no prompt to enter comments.
Freeing documents and Audit Trail A document may be checked out checked and back in without any changes being made. •
If a user checks out a file and discovers that it is not the intended document.
•
If a user checks out file for quality review and discovers no changes are necessary.
•
If a user wanted to view the file, but selected Check Out instead of View.
In any case, where a document has been checked out but no changes were made, the user should opt to Free the document rather than checking it in. There are several advantages to this.
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The file is marked as checked in, but not transferred back to the server. This saves network traffic and increases performance.
•
If Require Comment is enabled, the user will not have to enter comments because the Free command is not eligible for comments, even though the event is tracked in the Audit Trail.
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Enabling Audit Trail for a Datasource
•
A user may have made changes to a file but they need to revert it back to the state it was in before they checked it out. In this case, they can Free the document and then check it out again.
Exercise: Using the Document Free command 1
In ProjectWise Explorer, in Folder A, right click on the first document and check it out.
2
Select Document > Free.
3
When prompted, click Yes to free the document. You are not prompted by Check In Document dialog.
Audit Trail review The first document in folder A now has transactions in the Audit Trail, so you can review the history of the document.
Exercise: Reviewing the Audit Trail 1
In ProjectWise Explorer, in Folder A, right click the first document and select Properties.
2
Select the Audit Trail tab. The Audit Trail report for the document is retrieved from the datasource and displayed in the Properties dialog. From the Audit Trail report display you can Save as an HTML page or text file and Print to an available printer. The Customize option lets you limit the report by action type, user, or date.
Hint: Delimited text files are useful for importing into other applications such
as Microsoft Excel. 3
Close the Document Properties dialog.
Deleted documents In addition to document access records, you can use the Audit Trail to determine who deleted a document, and when, by displaying the Audit Trail for the folder.
Audit Trail
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Exercise: Displaying the Audit Trail for a folder 1
In ProjectWise Explorer, select Tools > Options.
2
On the Settings tab, expand the Audit Trail category. The settings here control display of the Audit Trail tab in the Document and Folder Properties dialogs.
3
Make sure that “Enable Show Audit Trail tab in Folder Properties window” is enabled and click OK.
4
Right click on folder A and select Properties.
5
Select the Audit Trail tab. This Audit Trail report displays all transactions for all documents in the folder.
6
Close the Folder Properties dialog.
Hint: Since a folder Audit Trail can involve large amounts of data, not all users should
be granted the ability to view this tab. Frequently viewing a folder Audit Trail with many transactions can have an adverse effect on performance.
Exercise: Reviewing the Audit Trail for deleted documents 1
In ProjectWise Explorer, right click the first document in folder A and select Delete.
2
When prompted, click Yes to delete the document.
3
Open the Properties dialog for folder A and select the Audit Trail tab. Where the Audit Trail report formerly included all transactions for the document, it now only includes the deleted transaction. This minimizes the report since the document was deleted.
4
Close the Folder Properties dialog.
Additional datasource settings Audit Trail->User - Log Logins and User - Log Logouts If these are enabled, an entry is added to the audit trail log whenever a user logs in or out of this datasource.
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Audit Trail Maintenance
Audit Trail-> Truncating - Truncate Type Keep records for specified period specifies how long you would like to keep the audit trail records. Double click the first hourglass to set how many days, months, or years to keep the records. Double click the second hourglass to set how many additional hours, minutes, and/or seconds to keep the records. Keep specified number of records specifies how many records you want to keep in the audit trail at one time. Once the specified number is surpassed, the oldest records will be deleted until the number of records is reduced to the maximum again. When this setting is on, audit trail truncation runs every hour on the Integration Server when the server has idle time. Keep all records if enabled, all records in the audit trail will be kept.
Audit Trail-> Truncating If move truncated records into secondary table is on, the audit trail records, when purged from the main audit trail table in the database, will be moved to the table specified. If off, then audit trail records will be permanently deleted when they are removed from the main audit trail table. To specify the secondary audit trail table to use, turn this option on and click the pencil icon. In the dialog that opens, enter a name for the secondary audit trail table and click OK. If the table does not already exist in the database, it will be created as necessary when the records expire.
Audit Trail Maintenance ProjectWise provides database settings for managing Audit Trail data and limiting it to a reasonable size. There is no general rule for determining the right amount of data to keep. Each organization or project team will need to decide how long this data should be maintained in accordance with the organization’s records management policy.
Truncating the Audit Trail Audit Trail maintenance settings are found under the Truncating category in the datasource Audit Trail settings. This configuration category provides a mechanism
Audit Trail
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either to limit the total number of records, or to limit the amount of time they are kept.
Keep records for specified period This setting lets you specify the time period for keeping Audit Trail records. The time can be specified in Days, Months, or Years. With this setting in effect, individual records are truncated, or discarded, when they are older than the specified time. Double click the icon in the input field under the option to open the Enter Period dialog.
Hint: Think about the time at which you are setting this. If it is during an active
period of ProjectWise use, you may want to add 8 or 12 hours so the purge occurs during an off period.
Keep specified number of records
Rather than specify an expiration time value for audit trail records, this item lets you limit the total size of the audit trail. This is accomplished by specifying the number of records to keep. When the audit trail record count exceeds this value, the oldest records are truncated until the number of records is within the specified limit.
Keep all records Enable this to keep all records. With this setting, all Audit Trail transaction data is stored in the primary audit trail table in the database.
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Audit Trail Maintenance
Note: By default, truncation moves at most 50,000 rows per hour to avoid
performance issues. This value can be modified per datasource using the following SQL statement: UPDATE dms_gcfg SET o_intval=newMaxValue WHERE o_paramno=147
Move truncated records into secondary table This setting lets you transfer truncated records to a secondary audit trail table, rather than discarding them. This setting can be used in combination with either of the other truncation modes. When records are moved to the secondary table, they can no longer be retrieved through ProjectWise Explorer. This helps maintain a reasonable level of performance without actually discarding the data. While not available through ProjectWise Explorer, these records can still be viewed or reported on through direct database access. When enabling this option it is necessary to specify a new table name. It is not necessary to create the table. ProjectWise will create this table for you, with the proper schema to store audit trail data.
Note: When audit trail truncation runs, if the move to the secondary table is
unsuccessful, ProjectWise will not delete the unmoved records from the dms_audt table.
Audit Trail
Exercise: Defining Audit Trail maintenance rules 1
In ProjectWise Administrator, open the Properties dialog for the datasource.
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Select the Settings tab.
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In the Audit Trail category, Truncating sub-category, set Truncate Type to Keep records for specified period.
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Underneath the setting, double click the hourglass.
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In the Enter period dialog, set the time period to 180 days.
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Click OK.
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Enable the setting Move truncated records into secondary table.
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Under the setting, double click the pencil icon to enter a table name.
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Datasource statistics
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In the Enter text value dialog, enter: audit_secondary
10 Click OK. 11 Click Apply, and then click OK.
The new settings are now in effect and audit trail records older than 180 days are moved to a secondary table named audit_secondary. This table has not been created yet, but will be created by ProjectWise when it is needed.
Datasource statistics Since a ProjectWise administrator is often not a DBA, you can see statistics about the datasource on the Statistics tab in the datasource Properties dialog. These statistics can be exported in .csv, .xml, or .txt format. The statistics do not have anything to do with the storage device, they only reflect information about the database. You can view various datasource statistics such as Number of Users, Maximum Documents Per Folder, Items With Audit Trail, etc. The Statistics tab shows the statistics of the datasource based on the last time statistics were updated. The statistic update time is displayed in the bottom left corner of the tab. By default, statistics are updated every 12 hours, but this can be changed through the StatisticsFrequency setting in the Integration Server's dmskrnl.cfg file. You can also manually update the statistics by clicking the Refresh button on the Statistics tab. Refreshing statistics can take a few minutes for large datasources, during which time you will be unable to use ProjectWise Administrator.
How to update statistics: To manually update the statistics, click the Refresh button on the Statistics tab. Or, you can open the Integration Server's (\Program Files\Bentley\ProjectWise\bin) dmskrnl.cfg file and change the StatisticsFrequency setting which is in the general server configuration information section. Note that refreshing statistics can take time for large datasources, during which time you will be unable to use ProjectWise Administrator.
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Audit Trail User Properties Settings
Audit Trail User Properties Settings Now that Audit Trail settings are in effect for the datasource and have been exercised, you should reexamine the default user properties settings you can set in ProjectWise Administrator.
Allow user to change audit trail options When enabled, this user can change the settings for the Audit Trail.
Reports
Allow user to change report visibility settings When enabled, users can see the Reports item in the Audit Trail category, letting them determine which reports will display.
See private actions When enabled, users can include the user’s own actions in the Audit Trail report.
See actions of other users When enabled, users can include other users’ actions in the Audit Trail report. This functionality is found on the Users tab of the Audit Trail Customize Report dialog in ProjectWise Explorer.
Comments
Allow user to change comment settings When enabled, users can change the settings for Comment usage.
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Audit Trail User Properties Settings
Allow comments for check in When enabled, users are prompted to enter comments when checking in or importing documents. When disabled, users cannot enter comments when checking in or importing documents.
Allow comments for version create When enabled, users are prompted to enter comments when creating new versions of documents.
Allow comments for state change When enabled, users are prompted to enter comments when changing the State of documents.
Allow comments for final status change When enabled, users are prompted to enter comments when setting final status on documents.
Require comment When enabled, users will not be allowed to carry out the action without entering comments.
Delete Rights
Allow user to change delete rights settings When enabled, the user can change the settings for Delete Rights.
Can delete audit trail records When enabled, the user can delete audit trail records from the database. The Clear Audit Trail item is added to the Folder and Document menus for that user.
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Module Review
Show Audit Trail tab in Document Properties window When enabled, the Audit Trail tab displays in the Document Properties dialog.
Show Audit Trail tab in Folder Properties window When enabled, the Audit Trail tab displays in the Folder Properties dialog.
Exercise: Log out of ProjectWise Explorer 1
When you are done with this module, log out of ProjectWise Explorer.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
Audit Trail
1
True or False: Users must enter comments for Audit Trail events to be logged.
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True or False: If Require Comment is enabled, users can’t use the Free command.
3
Why might you want to limit the number of users who can view a folder’s Audit Trail?
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True or False: If you elect to move audit trail records to a secondary table, you must first create the table in the database.
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Access Control Module Overview Access control is the means by which ProjectWise enforces security in the datasource. It determines which users can see which documents and folders, and what those users are permitted to do with those documents and folders. This module examines the different types of access control and their application.
Module Prerequisites •
Knowledge about the ProjectWise Explorer’s and ProjectWise Administrator interface
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Knowledge about document architecture
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Knowledge about user accounts
Module Objectives After completing this module, you will be able to: •
Select an approach to access control
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Understand and implement object security and workflow security
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Set user and datasource settings related to access control
Introductory Knowledge Before you begin this module, let's define what you already know.
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Access Control Overview
Questions 1
Within ProjectWise, each user has rights to perform particular operations based on their user properties settings. Where are these rights defined?
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Why is it important to define a default user?
Answers 1
These rights are listed in the Folder and Document categories of the user properties settings.
2
When you create a new user, they inherit settings from the default user. Create this user first with the most appropriate settings for most users.
Access Control Overview When a datasource is first created, no access control settings are configured, therefore all users you create will have access to all folders and documents in the datasource. It is only applied when some users are explicitly given permissions to certain items that other users are excluded from accessing those items. Security in ProjectWise is exclusive. While ProjectWise can handle complex security settings, fewer security settings result in better performance when creating new folders or changing security settings. Security can be applied in various places In ProjectWise Administrator. It can be applied globally to the datasource, and to specific environments, workflows, and workflow states. In ProjectWise Explorer, security can be applied to specific folders and documents. The various levels of access rights allow you to control access broadly, across all states or folders, or narrowly by assigning rights according to each folder, workflow and state. Regardless of where you set security, the method is basically the same. You open the Properties dialog for the item, and on either the Folder or Document Security tabs, add the users whose access permissions you want to configure.
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Security Permissions
Within ProjectWise, each user has rights to perform particular operations based on their user properties settings. These rights are listed in the Folder and Document categories of the user properties settings. The administrator typically assigns document and folder security. Users are rarely given the right to change these settings. It is important to understand that these settings apply to all folders and all documents within the datasource. If the administrator were to take away document Delete rights for a user, that user would not be able to delete documents in any folder in the datasource. While effective, this strategy is very restrictive. As an alternative, consider combining user rights with Document, Folder, or Workflow Security to determine a user’s final access rights. This strategy is equally effective, while providing more flexibility. Using this strategy, you can grant Delete rights at the user level, and then selectively take them away at the folder or individual document level. If rights are removed at the user level, they cannot be given back at the folder level. Note: User rights override folder, document, and workflow security.
Security Permissions •
Use an object-based approach, also referred to as object security hierarchy if your datasource is not workflow driven. In this approach, folder and document permissions can be set for the entire datasource in ProjectWise Administrator. Any folders, sub-folders and documents in ProjectWise Explorer will inherit these permissions. Then, at any level in ProjectWise Explorer, new permissions can be set which the lower levels inherit. As each new level is created, it automatically inherits the permission set from the previous level. This permission set can then be edited and will become the object’s own permission set.
Note: A document that is not part of a workflow, and has no permissions applied, will
inherit its permissions from the folder it is in, then from any parent folder, then from the environment if any, and then from the datasource. ProjectWise searches for permissions from the bottom up. •
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If your datasource is workflow driven, you can use a workflow-based approach to access control, also referred to as workflow security hierarchy. For example, say that workflow#1 has stateA, stateB, stateC, and stateD. In ProjectWise Administrator, you set workflow#1 so it is only accessible to certain users in the datasource. Then you can decide which of those users have access to each
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The Object Security Hierarchy
state in the workflow, and what permissions each user has for folders or documents in that state. For example, editors have read-only permission in the Drafting state, but read/write in the Edit state. When workflow#1 is assigned to a folder in ProjectWise Explorer, the folder and document security you defined for it will be applied to the selected folder and its documents. With workflow security, the access control list for a document object is determined by the current state of the document within the workflow. In contrast to folder security, workflow security is a dynamic security model. The access control list for a document changes as the document moves through the states in the workflow. Hint: Using the workflow-based approach, a document will inherit permissions from
top to bottom. Its workflow, its state, then any parent folder’s workflow and state, then the document folder’s workflow and state.
The Object Security Hierarchy Folder security is applied at the folder level, but it actually sets security for the folder and the documents in it. It is very similar to Windows security, as it allows an administrator to define an access control list for each folder or document. Think of folder security as a static security model. With this model, the ACL for any given object (folder or document) remains constant throughout the life cycle of the object. In other words, the ACL for any given document will not change unless an administrator explicitly changes it. Document security functions like folder security. The difference is in the permissions available to be assigned to documents in a folder.
Folder security In order to complete these exercises, additional folders are needed.
Access Control
Exercise: Add folders to the datasource 1
Log in to ProjectWise Explorer using the administrative credentials.
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Create a root level folder named Security Project.
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The Object Security Hierarchy
3
Navigate to the Security Project folder in the class data set and copy the sub-folders to the ProjectWise Explorer folder, including sub-directories.
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In ProjectWise Explorer, right click the Security Project folder and select Properties.
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The Project\Folder Security tab provides access to a folder’s, or project’s, security settings. This includes the Users, Groups, and User Lists who can create, modify, and delete folders.
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The Document Security tab provides access to the security settings for documents in the folder.
The Security Type item on both tabs shows the current security mode. The option defaults to Folder when no Workflow has been assigned to the folder. When a Workflow is assigned to the folder, it defaults to Real.
The Name pane is the access control list for the folder. This list can contain items that are the folder’s own, or items inherited from the Object Security hierarchy. Just above the access control list, the Inherited from field indicates if the security is the folder’s own or if it is inherited from another folder.
When the access control list is empty, it indicates that no security schema has been defined for this folder. That includes security explicitly assigned to the folder or security inherited from a higher folder in the hierarchy. In this case, all users have full access to the folder.
Assigning security to a folder To assign security to a folder, select the Project\Folder Security tab and click Add. The Select Security Objects dialog lists all users, groups, and user lists defined in the datasource. The icons differ for the various object types. •
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A single head represents an individual user.
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The Object Security Hierarchy
•
The double head represents a user group.
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Everyone is a special user group created automatically by the system. Whenever you create a new user account, they are automatically a member of the Everyone group. This special group doesn’t display in the Administrator console. It might be easier to think of this group as the Everyone Else group.
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The head beside a paper stack represents a user list.
When you click the Add button, the List items of type option list lets you filter the security objects to display one of these types. Then you can select the individual or group that needs access to the folder. When you select a name in the access control list, you can enable or disable permissions in the right pane. Hint: If you shift between the display filters, you will lose your selections. Always
click OK to add the selections first. As soon as you add a security object to this dialog, any users not included in the access control list are denied access to the folder. When a user has no access to a folder, they cannot even see the folder in ProjectWise Explorer’s datasource list. Note that the contents are open to search. So if the folder to which a user has no access contains text documents, and they execute a search for *.txt, they will find the documents. Important: When assigning security, it is best to assign security to Groups or User Lists. When you assign security to individual users, administration of the datasource becomes more cumbersome because you must change security whenever a user’s role changes. It is much easier to move users between groups when their roles change.
The following example shows the same datasource for two different users. An administrator sees the folders on the left. A drafter sees the folders on the right. The drafter does not see the \Borders folder.
The following images show the security schema for the\BSI400 folder. It can be seen by everyone, and the sub-folders have inherited the permissions. Note the
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The Object Security Hierarchy
Read permission for the Everyone user. This is good if there is no sensitive material in the folder. Anyone can at least review documents.
The Management user group was given additional Write and Create subfolders, permissions. The administrative user has Full control.
Hint: Always include the Everyone group when developing a security schema. Adding
Everyone with Read privileges insures that all users can at least see all folders.
Folder permissions Folder permissions work as follows. •
With Full control, users can perform every folder function.
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With Change permissions, users can change folder permissions.
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With Create subfolders, users can create sub-folders.
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With Delete, users can delete folders.
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With Free, users whose user setting Document -> Free is on can free documents that are checked out or exported by other users.
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With Read, the folder is visible.
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With Write, users can modify folder properties.
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With Change Workflow State, users whose user setting Document -> Change State is on can change the states of documents.
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With No access, the user has no access to the folder.
If a user is a member of more than one group, then their cumulative rights are the most permissive. The exception to this rule is the No access permission. If any one
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of the groups to which a user belongs is assigned No Access, that user’s cumulative rights equal No access. Warning: The No access permission takes priority over all others. Note: Remember to take the user’s rights, as defined in their user properties settings,
into account. If a user does not have Folder-Delete rights, they cannot delete a folder, even if they are listed in the access control list as having Delete access for a folder.
Applying security to sub-folders When you apply security to a folder that has sub-folders, a dialog appears. It offers two options. •
Apply changes to this folder only: This option applies the new security setting to the currently selected folder. Sub-folders that inherit security from this folder will inherit the new security automatically. Sub-folders that have explicit security of their own are unchanged.
•
Apply changes to this folder and subfolders: This option applies the new security setting to the currently selected folder and to all of its sub-folders. Both sub-folders with inherited security and sub-folders with explicit security will inherit this security. Explicit security is removed from the sub-folders and is replaced by inherited security.
To achieve true inheritance, select the first condition. Sub-folders that already inherit from this folder will inherit the new security automatically. Those with security set explicitly for them are left alone. If you select the second option, the new security will be applied to the parent folder and all sub-folders. Explicit security on those sub-folders is removed and replaced with the new schema.
Document security Document security functions like to folder security. The difference is in the permissions you can assign to documents in a folder. These are set on the Security tab of the document properties dialog. The controls are the same as those on the folder properties dialog’s Project\Folder Security tab.
Document permissions The basic document permissions are the same as folder permissions.
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The Object Security Hierarchy
They are full control, change permissions, delete, read, write and no access. However, there are two additional permissions. •
File Read: Users can open the file associated with the document in Read-only mode. You can copy out the document, but not check it out.
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File Write: users can modify the file associated with the document. You can check out the document, make changes, and check it back in.
Note the differences in these permissions. With regular Read permission, users can see the document in ProjectWise Explorer and see its properties in the properties dialog. They cannot see the content of the file. With regular Write permission, they can see the document in ProjectWise Explorer and modify its properties in the properties dialog. They cannot modify the content of the file. With File Read permission, users can see the document in ProjectWise Explorer and see its properties in the properties dialog. They can also open the file read only. With File Write permission, they can see the document in ProjectWise Explorer and see its properties in the properties dialog. They can also open it, and modify its content.
Organizing object security Prior to applying security to a folder structure, it is a good idea to create a security schema using a spreadsheet. Enter the groups in the top row horizontally and create the directory structure vertically. Then assign security to each group. When you actually apply the security in the folder properties dialog, you use the spreadsheet as a guide. Typically, the Everyone group becomes the baseline group and only groups that need permissions other than those assigned to Everyone are granted. In this example, you might opt not to add the design group because its permissions are the same as that of Everyone.
Exercise: Assign security to a folder structure 1
Continuing in ProjectWise Explorer, assign Folder security to each folder on the Project\Folder security tab of its properties dialog, according to the following matrix. After you set security for the Security Project folder, if you apply the changes to this folder and subfolders you will only have to change some
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settings as indicated in the matrix. So, when you are done with that folder’s settings, enable the Apply changes to this folder and subfolders radio button and click OK. Note: Note that FC indicates Full control, R Read permission, NA No access, W
Write. C indicates Create subfolders permission.
Groups in the top row horizontally and the directory structure listed vertically
For documents, there are extra permissions. D is Delete, FR is File Read, and FW is File Write. Enabling File Read enables the Read permission automatically. 2
On the Document Security tab for each folder, assign permissions according to the following matrix.
3
Verify the security schema by browsing the folders while logged in as administrator.
4
Verify the security schema by browsing the folders, and comparing the directory structure, while logged in as Project Manager, who is a member of the Management group.
5
Verify the security schema by browsing the folders while logged in as Drafter.
In the previous exercise, the user named Drafter was not explicitly given permissions to access any folders. However, the Drafter user is a member of the Design group, so the user is granted permissions accordingly. Had the Drafter user not been a member of Design, then they would have been granted permissions because they belong to the Everyone group.
Exercise: Create a new sub-folder 1
In ProjectWise Explorer, right click the Security Project folder, select New Folder, and enter the following: Name: Plots
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The Object Security Hierarchy
Description: Plot files Environment: Default Environment Storage: Exton Owner: Administrator 2
Open the Properties dialog for the new sub-folder and select the Project\Folder Security tab. Note the populated access control list. This list was inherited from the parent folder.
3
Select the Document Security tab. This access control list was also inherited from the parent folder.
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Close the folder properties dialog.
When a new sub-folder is created under a folder where a security schema exists, it will inherit security from the parent folder.
Inherited folder security When a root level folder has security applied and that security is subsequently applied to any sub-folders, you can click on a name in the access control list in the properties dialog and the Inherited from field will update with name of the folder from which permissions are inherited.
If you modify the permissions for a folder using inherited security, the modifications override the inherited security for the folder. The folder then has its own explicitly defined security and no longer inherits from the folder higher in the hierarchy. In this case, Inherited from changes to none. The folder now has its own permissions
Security and Document Processors The security schema you just defined neglected to take an extraction user, created specifically for running extraction processes, into consideration. As it currently stands, the extraction user only has Everyone permission. Those permissions are not sufficient to run all extraction processes.
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•
Full Text extraction requires Read permission
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File Properties extraction requires Read, File Read and Write permissions
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Thumbnail extraction requires Read, File Read Write, and File Write permissions
You can create individual users for each of the respective extraction processes, or you can create a single user for all processes. If you have a single user, be sure to grant that user sufficient folder and document access rights to run all extraction processes.
Exercise: Modify the security schema to include the extraction user 1
In ProjectWise Explorer, open the Properties dialog for the \Security Project\Drawing folder.
2
Select the Project\Folder Security tab. Since the extraction user is by default a member of the Everyone group, no change is required. The user only needs to be able to see what’s in the folder. It is the documents to which they need access.
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Select the Document Security tab, click Add, select the extraction user from the list, and click OK.
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Highlight the extraction user in the access list.
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Disable Create, Delete, and Change Workflow State for that user. Read, Write, File Read, and File Write are enabled. Note that the user must personally have the Document -> Modify permission enabled.
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Click OK.
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Add the Extraction user to the Documents sub-folder, setting the same Document permissions.
Establishing default security It is often desirable to establish a default security model for creating new folders. Each new folder will then inherit a standard security schema. This standard security model serves as a starting point, and you can refine from there. This is more efficient than creating the security schema specifically for each new folder. It also helps you to remember critical users or groups, such as the extraction user.
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Since the root level folder in ProjectWise Explorer has no parent folder, security cannot be inherited. In order to establish default security for root level folders, it is necessary to configure Folder and Document Security for the datasource. This is done in ProjectWise Administrator.
Exercise: Define default folder and document security for the datasource 1
In ProjectWise Administrator, right click the class datasource and select Properties.
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Select the Folder Security tab and click Add.
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Select the Administrator group and Everyone and click OK.
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Select the Administrator group and check Full Control.
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Select the Everyone group and disable all access except Read.
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Click Apply From this point forward, all new root level folders will inherit these security settings.
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Select the Document Security tab and click Add.
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Select the Administrator group, Everyone, and the Extraction user, and click OK.
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Highlight the Administrator group and check Full Control.
10 Highlight the Everyone group and disable all access except Read and File
Read. 11 Highlight the Extraction user and disable all access except Read, Write, File
Read, and File Write. 12 Click OK.
From this point forward, all new root level folders will inherit these document security settings.
Exercise: Verify the default security schema 1
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In ProjectWise Explorer, create a new root level folder with the following properties:
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The Object Security Hierarchy
Name: Default Folder Security Environment: Default Environment Storage: Exton Owner: administrator 2
Open the new folder’s Properties dialog.
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Select the Project\Folder Security tab. The folder access control list includes those items inherited from the default folder security schema.
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Select the Administrator group. The Inherited from field updates to reflect that the security schema is inherited from datasource global permissions.
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Select the Document Security tab. The document access control list includes those items inherited from the default document security schema.
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Select the Administrator group. The Inherited from field updates to reflect that the security schema is inherited from datasource global permissions.
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Close the folder Properties dialog.
Note: Default security will affect all folders in the project that do not have their own
security. This includes folders created before establishing the default security schema.
Document level security There may be cases where this security model doesn’t provide adequate security. In the event that documents in the same folder need different access rights, security may actually be applied at the document level. In this case, each document would have its own security, independent of its parent folder or other documents within the folder. In the previous examples, security was applied at the folder level, yet the schema applied to both folders and documents. Note that, even though the schema applied to both folders and documents, it is still thought of as folder security because it is defined at the folder level.
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Exercise: Import files to test document level security 1
In ProjectWise Explorer, create a new root level folder named Document Security using the Default Environment and setting the Owner to Administrator.
2
In Windows Explorer, navigate to \Document Security folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them.
Exercise: Establish document level security 1
Open the Document Properties dialog for Manholes 1 of 5.pdf and select the Security tab. Note that the Administrator and Everyone groups and the extraction user have permissions to this document. These permissions are the datasource global document permissions, and are handed down to the document.
2
In the access control list, select Everyone and change the access permission to No access.
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Note that the Remove button at the bottom of the dialog is inactive. You cannot remove members from an access list defined at the datasource level.
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Click Add, select the Management group, and click OK.
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Give the Management group Delete, Read, Write, Change Workflow State, File Read, and File Write permissions, and then click Save.
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Click Close.
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Log out of the datasource.
Exercise: Test the schema 1
Log in to ProjectWise Explorer as Drafter.
2
Navigate to the Document Security folder. You will only see documents 2 and 3 of 5. Since the Drafter user is not a member of the Administrator group or the Management group, they can no longer see the first document.
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Log out of the datasource, and then log in as Project Manager.
4
Navigate to the Document Security folder.
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Workflow Security
You now see all three documents. The Project Manager user has read, write, document read, document write, and delete privileges to the first document. However, documents 2 and 3 are read-only since their security was not modified. Security for these two documents is still inherited from the global datasource permissions.
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Log out of the datasource, and then log in as the administrative user.
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Open the Properties dialog for the Manholes 1 of 5.pdf.
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Select the Security tab.
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In the access control list, select Everyone. The Remove button is now active because their permissions were modified.
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Close the document properties dialog.
Note:
•
In the previous example, the Remove button was inactive until at least one change had been made to the document’s security. At this point, the document has its own security, and it can be modified by anyone with Change permissions.
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Other documents in the folder continue to inherit permissions from the hierarchy.
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New documents in the folder will inherit permissions from the hierarchy.
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Document level permissions should only be used in instances where one document in a folder needs a different access control list from the others. Routine use of this technique is discouraged because it can be cumbersome to maintain.
Workflow Security When designing folder security for workflow, keep in mind that the folder’s state will change less dynamically than the documents in the folder. It can be disconcerting when folders appear and disappear as the documents move through states.
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Workflow Security
ProjectWise combines the security applied directly to folders and documents with the security assigned through workflow. This is called Real security. For an administrator, this combination can get very complex, and should be carefully planned prior to implementation.
Implementation The simplest method of working with Real security is to separate it from folder security. When using Folder Security, you should assign security (both folder and document security) to the folder. Assigning security at the document level can be cumbersome to maintain and should only be done where necessary. Important: When using Workflow security, you should assign only state-based
security to documents. It is possible to assign state-based security to a folder, but this can cause folders to disappear and reappear based on their state. The folder security is static, and is not dependant on workflow states. The document security is dynamic, and is dependent on the current workflow state for each document. Hint: It is recommended that you set security on Folders only in ProjectWise
Explorer. Then, set document security only in the workflow. Right click on Workflows in the console tree and select New > Workflow to open the New Workflow Properties dialog. This is where you give the workflow a name and an optional description.
Right click a Workflow and select Properties to open its properties dialog. You can start assigning permissions now, even before adding any states. These permissions serve as the defaults. Once states are added, they will inherit from the default security for the workflow. It makes sense to add all of the Groups,
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Users, or User Lists that you will need as users progress through the states. This lets you only go through the Add process once.
You can optionally assign permissions to the members of the access list. You should do this for the Administrator group, since their security is not likely to change during the different states. You can assign permissions for the other groups, but you will have to modify those to reflect the permissions for the various states. Assign the most restrictive permissions as a baseline from which to start. Then modify the permissions as you add States. Once again, a security matrix should be used to assist with assigning rights.
Adding the states To add states to a workflow, expand the structure under workflows in the console tree and select the desired workflow. Right click and select Add State. In the Select States to Add dialog, select the states that you want to use in the Workflow. You can use the Shift or Ctrl keys to select multiple states. The order in which they are selected doesn’t matter, as they are initially listed in alphabetical order. Order them correctly using the arrows that appear in the upper right corner of the Administrator dialog.
You can refine the security of the state by selecting it, right clicking, and opening its properties dialog. This dialog works like those for folder and document security, but you cannot set the security type at the top. Under most circumstances, you will want to assign the security on the Document Security tab.
The ProjectWise Workflows module contains exercises that demonstrate this implementation.
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Working with Workflow-Based Security
Working with Workflow-Based Security Real When the Real (Workflow & Folder) security type is selected, the Workflow and State option lists are enabled on the security tabs of the document and folder properties dialogs. The Workflow option list contains all available workflows defined in the datasource. The state option list displays all States in the selected workflow. The Add and Remove buttons are hidden and you cannot change permissions. You must switch the Security Type to Folder or Workflow to make modifications. The Real (Workflow & Folder) Security Type provides a read-only view of the combined security settings. For example, a user can have environment permissions, which override their workflow permissions. Setting the Security Type to Real (Workflow & Folder) will display what that user’s permissions really are.
Workflow When the Workflow security type is selected, the Workflow and State option lists are also enabled. The Name list contains the objects that could be inherited from the workflow or from the workflow state, as defined in ProjectWise Administrator. A folder with its own workflow/workflow state permission settings does not have inherited ones. This lets you manage the workflow security hierarchy. A state inherits its security settings from its workflow state permissions or from its workflow if either, or both, are defined in ProjectWise Administrator, or, from its Workflow if defined in ProjectWise Explorer. If the inherited settings are modified, they become the workflow state’s own permissions. The modified permission settings are assigned to the folder in the selected workflow and state. This means that they are valid only when the folder is in the selected state in that workflow. Remember that when all documents in a folder are moved to the same state, the folder is considered to be in that state.
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Security Datasource and User Properties Settings
States within a workflow can have their own permission settings. If the state option is used, all states within the workflow without their own settings will use the permission settings defined for the default state.
Folder When the Folder security type is selected, the Workflow and State option lists are disabled and folder security is displayed. The Name list displays the objects that could be inherited from the parent folder. A folder with its own permission settings does not have inherited ones so you can manage the ProjectWise security hierarchy. Once again, Real security is displayed by default, and it is not possible to modify the security in this mode. In order to modify security you need to select either the Workflow or Folder types. Note: In ProjectWise Explorer, it is only possible to set document permissions for a
document in a particular state, not based on the folder being in a particular state.
Security Datasource and User Properties Settings Each user has rights relative to folder and document security. These rights override those settings at the folder level from the perspective that they may globally restrict the user.
User properties setting In addition to the folder and document user properties settings, the following settings affect security within ProjectWise.
General -> Use Access Control This setting, in the General category on the Settings tab of the user properties dialog, controls how folder and document security affects a user. When disabled, the user is immune to access control and will therefore have access to all files and folders. Enable “Use access control” for the majority of
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users, and only enable “Allow user to change general settings” for users with full administrative access rights. Hint: You may find that a folder has become invisible. If you cannot see a folder, open
the user properties dialog in ProjectWise Administrator and disable the Use Access Control setting. Log back in to ProjectWise Explorer and you will see the folder again.
Datasource properties setting In addition to the default security schema, the following datasource settings affect security within ProjectWise.
Global Delete Restrictions This setting, on the Settings tab of the datasource properties dialog, includes the following options: •
Default: When selected, this setting has no effect on document delete rights. Users can delete documents based on their document user properties settings and the document access control defined for the folder.
•
Admin Only: When selected, no users other than members of the Administrator group can delete documents.
•
Owner: This option has the options Folder Owner and Document Owner. Folder Owner restricts document deletion to the owner of the folder. Document Owner restricts document deletion to the owner of the document.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
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1
Explain the reason for stating that security in ProjectWise is exclusive.
2
True or False: If rights are removed at the user level, they cannot be given back at the folder level.
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Access Control
3
What is the object-based approach to access control?
4
When do you use it?
5
What is the workflow-based approach to access control?
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ProjectWise Workflows Module Overview ProjectWise workflows have two primary functions. The first is to track documents’ progress and send notifications. The other is to allow the security schema for a document to change based upon its life cycle. This module discusses creating and applying workflows.
Module Prerequisites •
Knowledge about the ProjectWise Explorer and ProjectWise Administrator interfaces
•
Knowledge about user accounts
•
Knowledge about access control
Module Objectives After completing this module, you will be able to:
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Create workflows and states
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Apply states to workflows
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Create a message agent
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Work with workflows and folders in ProjectWise Explorer
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Work with workflow-based security
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is the workflow-based approach to access control?
2
Explain the reason for stating that security in ProjectWise is exclusive.
Answers 1
With workflow security, the access control list for a document object is determined by the current state of the document within the workflow. The access control list changes as a document moves through the states in the workflow.
2
When a datasource is first created, no access control settings are configured, therefore all users you create will have access to all folders and documents in the datasource. It is only when some users are explicitly given permissions to certain items that other users are excluded from accessing those items.
Workflow Overview Workflows are created in ProjectWise Administrator and are applied to folders and projects in ProjectWise Explorer. Workflows contain states, which are the phases or milestones you want all of your documents to have or go through. For example, you might want all of your documents to have a Draft phase, a First Review phase, a Revisions phase, and a Final phase. You create a workflow and then create a state for each phase. You then assign the states to the workflow. In ProjectWise Explorer, the workflow is assigned to a folder. All documents at the root of the folder are automatically placed in the first state in the workflow. Typically, only certain users will have access to each state in a workflow. When a user is finished creating a draft document, they place the document in the next state of the workflow. Then users with access to that next state will have access to the document. The process goes on until the work is complete. Workflows
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Creating and Modifying States
provide an electronic approval process that can be documented through the Audit Trail. Before creating a workflow, you should outline the states you want to include. Workflows and states are created independently from each other. You can create an empty workflow to which you will add states later, or you can create states and then create the workflow that will contain them. Once a state exists, it can be used across multiple workflows in the same datasource.
Creating and Modifying States Before implementing a workflow, you must create states. The goal of workflow design is to provide sufficient states on which to base changes to document access permission or automated notifications. At the same time, care should be taken not to burden users with overly complicated workflows. States are similar to ProjectWise applications or interfaces. They are labels for functionality used elsewhere in ProjectWise. States can be used in more than one workflow. However, they cannot be used more than once in a single workflow. A state cannot be deleted if it is associated with a workflow. Click on the States icon in the ProjectWise Administrator console tree to view previously defined states in the document list.
Creating states When creating states, the order isn’t important. Order becomes important when adding them to a workflow.
Exercise: Create states 1
In ProjectWise Administrator, right click on States in the console tree and select New > State.
2
Name the state Preliminary, type the description Preliminary phase, and then click OK.
3
Create States using the following name/description combinations: Design/Design phase Review/Review phase
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Creating and Modifying Workflows
Issued/Issued
Modifying a state To change the name or description of a state, right click the state and select Properties. Change the name and description on the General tab.
Creating and Modifying Workflows A Workflow is defined by selecting states in a particular order. Before adding states, you must name the workflow. If you create a workflow by copying an existing workflow from another datasource, the states in the source workflow do not copy to the target workflow. You can modify existing workflows by adding or removing states. However, such modifications will not be reflected in folders where the workflow is already assigned. To see the new state structure you must detach and then reassign the workflow. Workflows can be deleted, provided no folders in the datasource use them. While you can use workflows as part of a security schema, it is not mandatory to define security through the workflow mechanism. You can implement workflows simply to provide notifications to designated users as documents move through their life cycle.
Exercise: Create a workflow 1
In ProjectWise Administrator, right click on Workflows in the console tree and select New > Workflow.
2
Name the workflow Project Workflow, type a description, and then click OK.
3
Right click on the new Workflow and open the Properties dialog. If you are going to implement workflow security, you should add any security objects to the workflow now so you will not have to add them to each individual state.
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4
On the Document Security tab, add Administrator, Design, Everyone and Management.
You can optionally assign permissions to the members of the access list. You should do this for the Administrator group, since their security is not likely to change during the different states. You can assign permissions for the other groups, but you will have to modify those to reflect the permissions for the various states. 5
Apply security to the workflow, according to the following matrix. Note that FC indicates Full control, FR File Read permission, R Read permission, CWS Change Workflow State.
6
Administrator group
Design group
Everyone
Management group
FC
R/CWS
FR
R/CWS
Right click the workflow, select Add State, and add the following states, using the arrows to adjust the order: Preliminary Design Review Issued
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Right click each state, select Properties, select the Document Security tab, and then apply security according to the following matrix. Groups are in the top row, horizontally, and the states are listed vertically. Administrator group
Design group
Everyone
Management group
Preliminary
FC
C/D/W/CWS/FW
R
R
Design
FC
C/D/W/CWS/FW
R
FR
Review
FC
FR/W/CWS
FR
C/D/W/CWS/FW
Issued
FC
FR
FR
FR/CWS
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Messaging Services
Messaging Services Messaging services are used to notify users when a particular event occurs for a document. One such event would be when a document changes state within a workflow. Other events include: •
Document check out or check in
•
When a document is exported
•
When a document changes version
•
When the server copy is updated
The message can be sent as a ProjectWise message or as a regular e-mail.
Creating a message agent Use the New Messaging Agent Wizard to define messaging agents. You can choose to attach a document to the message. If you enable Attach Document on the Defining the messaging agent page, you will have a link to the document attached to the message if the message is a ProjectWise message. If the message is an e-mail message, the document itself is attached to the message. In the case of e-mail messages, the ProjectWise address to the location of the document will also be displayed in the e-mail.
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Non-workflow related events The procedure for creating a messaging agent for document check-ins, checkouts, exports, version changes, or when the server copy of a document is updated is slightly different than that for state changes.
How to create a messaging agent for non-workflow related events: First, right click the Messaging Services icon in ProjectWise Administrator’s console tree and select New > Messaging Agent. Click Next in the New Messaging Agent Wizard. Then, type the message subject and textual content and select the type. Enable Attach Document if desired and click Next. On the Specifying message recipients page, the Users that have access to the document check box is enabled by default. In most cases, you will want to disable this option. Otherwise, every user that has Read or better access rights to the document are included on the message. Click Add to select those who you want to include as recipients. Click Next to open the Specifying Message Sending Mode page. Enable “Send the message silently” so that the user who triggers the message will not be notified before the message is sent or “Show dialog to send the message” so that the user will receive the message before it is sent out. On the next page, Select a Command type, other than Document state change, to determine which user action generates the message. Then enable either “Send the message just before the command is executed” or “Send the message when the command execution is finished” to determine when the message is sent. On the Attaching Folder to Document Agent page, select the folder(s) to be associated with the messaging agent. When the specified action is performed on any document in the folder, the message is sent. Last, click Next, and then click Finish.
Workflow related events To create a workflow messaging agent for document state changes, first make sure you have at least one workflow in your datasource. To create the message agent, invoke the New Messaging Agent Wizard and complete the pages up to the Specify Command type and Sending time page. Select Document State change to send a message when documents either enter or exit the specified state(s). When you are specifying a State-based action you
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can choose to send the message when the document leaves the current state, or when it enters the new state. The next page is where you select the workflow and state to which the messaging agent will apply. In this case, you don’t select a folder because the messaging agent will apply to all folders using the assigned workflow. Clicking Add opens the Select Workflow State dialog where you select a workflow, and a state in that workflow to associate with the messaging agent. A message is sent when a document enters or leaves that state, depending on the selection on the previous page. In the following exercise, you will create a messaging agent to send a message to the Design group when a document in the Project Workflow enters the Review state.
Exercise: Create a workflow related messaging agent 1
In ProjectWise Administrator, right click Messaging Services in the console tree and select New > Messaging Agent.
2
Click Next on the Welcome page.
3
On the Defining Messaging page, set the following, and then click Next: Message Subject: Drawing for review Message Text: See attachment Message Type: ProjectWise message Attach Document: Enabled
4
On the Specifying Message Recipients page, set the following, and then click Next: Users that have access to the document on which the command is executed: Disabled Recipients: Add the Management group
5
ProjectWise Workflows
On the Specifying Message Sending Mode page, set the following, and then click Next:
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Send the message silently: Enabled 6
On the Specifying Command type and sending time page, set the following, and then click Next: Command Type: Document state change Send the Message when document enters new state: Enabled
7
On the Attaching Workflow State to Workflow Agent page, select the project workflow and add the Review state of the Project workflow
8
Click Next and then click Finish.
Note: Messaging is per document. If you package 50 documents for review and they
all change state, 50 e-mail messages are sent.
Workflows in ProjectWise Explorer In order to use a Workflow in ProjectWise, you must assign the Workflow to one or more folders in ProjectWise Explorer. When you assign a workflow to a folder or project, all documents at the root of the folder or project inherit the assigned workflow and are automatically placed in the first state defined for that workflow. Existing subfolders or subprojects do not inherit the workflow assigned to their parent folder or project, however new folders or projects you create will automatically be assigned the same workflow as its parent folder or project.
Assigning a workflow to a folder Workflows are assigned to folders on the Workflow & State tab of the Folder Properties dialog. The Workflow option list contains all the workflows defined for the datasource. When the Workflow & State tab first opens, the option list’s text field is empty, unless the folder has already been assigned a workflow. After a workflow is selected, the current folder’s workflow displays in the option list’s text field. The workflow and its states can be expanded to list the Documents in each State. The folder’s documents display in the first state of the workflow.
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Workflows in ProjectWise Explorer
When assigning a workflow to a folder, an Alert prompts you to confirm that you want to change the folder’s workflow. You are notified that doing so will result in all documents being moved into the first state of the workflow. Click OK to assign the workflow to the folder.
Exercise: Create folders and documents 1
Log in to ProjectWise Explorer as the administrative user.
2
Create a new root level folder named Workflow Project.
3
In Windows Explorer, navigate to the \Workflow Project folder in the class data set, drag the sub-folders from that folder into the new ProjectWise folder, and drop them.
Exercise: Review folder workflow and security 1
Continuing in ProjectWise Explorer, open the Folder Properties dialog for the Workflow Project folder.
2
Select the Project\Folder Security tab. Currently the folder is only using Folder security.
3
Click the Workflow & State tab.
4
Assign the Project workflow and click Apply.
5
When prompted, click OK to move all documents to the first state of the workflow.
6
Click OK to close the dialog, and then re-open it.
7
Select the Project\Folder Security tab. Note that the Security type for the folder is now set to Real. Real security is a combination of folder and workflow security.
8
Highlight the Administrator group. Remember that the Project workflow did not define security for the folder, only for the documents in the folder.
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The security for this folder is inherited from the datasource global permissions. You will find that changing the state does not affect the folder permissions. 9
Click the Document Security tab. The security is set to Real. The Project workflow includes document security. Therefore, the security access control list will vary based on the selected state.
10 Highlight the Design group.
Note the permissions for the Design group when the State is set to Preliminary. 11 Change the State from Preliminary to Issued and highlight the Design
group.
The access control list confirms that the Design group has different access permissions for documents in different states. 12 Click OK to close the Folder Properties dialog.
Exercise: Review the Workflow and Security for the sub-folders 1
In ProjectWise Explorer, open the Folder Properties dialog for the Admin sub-folder.
2
Select the Workflow & State tab. The workflow for the folder is set to . In this case, sub-folders do not inherit workflow because the sub-folders were created prior to assigning the workflow.
3
Select the Project\Folder Security tab and highlight the Administrator group. Note that the security type is set to Folder and the permissions for the Administrator group are inherited from the datasource global permissions.
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4
Select the Document Security tab and highlight the Administrator group. Once again, the security type is set to Folder and the permissions for the Administrator group are inherited from the datasource global permissions.
In the previous examples, all security was inherited from the global datasource permissions. If necessary, you can assign folder permissions to the individual folders, overriding the global defaults.
Exercise: Assign a workflow to the sub-folders 1
In ProjectWise Explorer, in the Folder Properties dialog for the Admin subfolder, select the Workflow & State tab.
2
Set the Workflow to Project Workflow.
3
When prompted, click OK to move all documents to the first state of the workflow.
4
Click OK to close the Folder Properties dialog.
5
Repeat the process to assign the Project Workflow to the Dgn and Docs sub-folders.
Identifying folder/document workflow and state When ProjectWise workflows are in use, it is often desirable to determine a folder or document’s state without opening the properties dialog. One way to access this information is in the preview pane. By default, the preview pane will display the workflow and the state.
Alternately, a user can display workflow, state, or both as columns in the document list view.
Exercise: Add workflow columns to the view 1
In ProjectWise Explorer, select View > Choose Columns.
2
Select your existing view definition so you can add columns.
3
In the left pane, expand Basic Columns.
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4
Double click the State item to add it to the view definition.
5
In the left pane, expand Folder Columns.
6
Double click the Folder Workflow item to add it to the view definition.
7
Click OK. The workflow and state for each document is listed in columns in the view.
In a production environment, it is likely that you will define many workflows. Displaying the Workflow column provides useful feedback for users.
Changing states Document state can be changes within the workflow from ProjectWise Explorer’s Document menu or right click menu.
Exercise: Working with Documents and Workflow States 1
In ProjectWise Explorer, navigate to the \Workflow Project\Dgn folder.
2
Right click the document office.dgn, and select Change State > Next.
3
Click OK to dismiss the comments dialog. The State of the document is now set to Design.
4
Right click the document plotplan.dgn, and select Change State > Change. The Change State dialog is where you can move multiple documents forward or backward within the Workflow. Move them using the green arrow icons or by dragging a document to a new State and dropping.
5
Drag plotplan.dgn down and drop it onto the Review State, clicking OK to dismiss the comments dialog.
6
Close the Change State dialog.
7
Log out of ProjectWise Explorer.
8
Log back in using the Drafter credentials.
9
Navigate to the \Workflow Project\Dgn folder. Note that the Drafter user has permissions to modify document in the Preliminary and Design states, but only read permissions for documents in the Review state.
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Workflows in ProjectWise Explorer
Workflow related messages A messaging agent was defined to send a message to users when documents entered the Review state of the Project workflow. You can use ProjectWise Administrator to review the Messaging Agent definition. You will see that anyone in the Management group will receive the message based on the state change. Since the plotplan.dgn document was moved to the review state, the project manager user will have a message waiting, indicating that there is a document ready for review.
Exercise: Verify the Messaging Agent 1
Log out of ProjectWise Explorer, and log back in using the Project Manager credentials. Even though this user has a message waiting, they won’t be prompted immediately. By default, ProjectWise Explorer polls the Integration Server every two minutes to check a user’s inbox for new messages. If they don’t manually check for new messages, they are notified after a maximum of two minutes.
2
When prompted, click Yes, to view new messages. The ProjectWise Messenger is a limited e-mail system integrated with ProjectWise. Within the ProjectWise Messenger system, each user has an Inbox and a Sent Items folder. The dialog initially opens to the user’s Inbox.
3
Double click the new message to view the message contents.
4
Right click the message attachment. Note that you have all document functions available from the attachment. This includes Open, Check Out, View, etc.
5
From the right click menu, select Open Folder. This gives ProjectWise Explorer focus and directs the user to the folder containing the document.
6
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Close the message and then close the ProjectWise Messenger.
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Working with Workflow-Based Security Real When the Real (Workflow & Folder) security type is selected, the Workflow and State option lists are enabled on the security tabs of the document and folder properties dialogs. The Workflow option list contains all available workflows defined in the datasource. The state option list displays all States in the selected workflow. The Add and Remove buttons are hidden and you cannot change permissions. You must switch the Security Type to Folder or Workflow to make modifications. The Real (Workflow & Folder) Security Type provides a read-only view of the combined security settings. For example, a user can have environment permissions that override their workflow permissions. Setting the Security Type to Real (Workflow & Folder) will display what that user’s permissions really are.
Workflow When the Workflow security type is selected, the Workflow and State option lists are also enabled. The Name list contains the objects that could be inherited from the workflow or from the workflow state, as defined in ProjectWise Administrator. A folder with its own workflow/workflow state permission settings does not have inherited ones. This lets you manage the workflow security hierarchy. A state inherits its security settings from its workflow state permissions, or from its workflow if either or both are defined in ProjectWise Administrator, or from its Workflow if defined in ProjectWise Explorer. If the inherited settings are modified, they become the workflow state’s own permissions. The modified permission settings are assigned to the folder in the selected workflow and state. This means that they are valid only when the folder is in the selected state in that workflow. Remember that when all documents in a folder are moved to the same state, the folder is considered to be in that state.
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Working with Workflow-Based Security
States within a workflow can have their own permission settings. If the state option is used, all states within the workflow without their own settings will use the permission settings defined for the default state.
Folder When the Folder security type is selected, the Workflow and State option lists are disabled and folder security is displayed. The Name list displays the objects that could be inherited from the parent folder. A folder with its own permission settings does not have inherited ones so you can manage the ProjectWise security hierarchy. Once again, Real security is displayed by default, and it is not possible to modify the security in this mode. In order to modify security you need to select either the Workflow or Folder types. Note: In ProjectWise Explorer, it is only possible to set document permissions for a
document in a particular state, not based on the folder being in a particular state.
Exercise: Refine the Real security schema 1
Still logged in as the Project Manager user in ProjectWise Explorer, right click on the \Workflow Project\dgn folder and select New Folder.
2
Create a new folder named Structural. The process fails.
3
Click OK in the Error Information dialog. In this case, document security is defined by the Workflow. Since the Workflow did not define folder security, the folder’s security is inherited from the datasource global permissions. The default datasource global permissions allow only the administrator group to create sub-folders. For this exercise, you want the Management group to create sub-folders. To do this, you need to provide folder security for the project, overriding the datasource global permissions.
4
Log out of ProjectWise Explorer, and log back in using the administrative credentials.
5
Open the Folder Properties dialog for the Workflow Project folder.
6
Click the Project\Folder Security tab.
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7
Change the Security Type from Real to Folder.
8
Click Add, select the Management group, and then click OK.
9
Highlight the Management group in the access control List. You will see that the Management group has permissions to Create subfolders, Delete, Read, and Write.
10 Accept the default permissions and click Apply. 11 When prompted, enable Apply Change to this folder only. 12 Close the Folder Properties dialog.
Exercise: Testing the new security schema 1
Log out of ProjectWise Explorer and log back in using the Project Manager credentials.
2
Right click on the \Workflow Project\Dgn folder and select New Folder.
3
Create a new folder named Structural.
4
In Windows Explorer, navigate to the \Document Indexing\MS-V8 folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them. You receive an error message indicating that you have insufficient privileges to complete the operation. To understand why this error occurred, you need to review the Document security defined for the Workflow. Preliminary
Design
Review
Issued
Administrative
FC
FC
FC
FC
Design
C, D, R, W, FR, FW
C, D, R, W, FR, FW
R, FR
R, FR
Everyone
R
R
R, FW
R, FW
Management
R
R, FR
C, R, W, FR, FW
R, FR
Review the permissions for the Management group in the table. Note that the first state in which the Management group has Create permissions is the Review state. 5
Click OK in the Error Information dialog. The Project Manager user was unable to create a new document because the folder itself is still in the Preliminary state. Remember that the folder will take on the state of the document at the lowest state in the workflow.
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Workflow Datasource and User Properties Settings
When the last document moves to the next state, the folder moves to that state. In this example, the folder is still in the Preliminary state, but the Project Manager user doesn’t obtain create privileges until the folder reaches the Review state.
Workflow Datasource and User Properties Settings User properties settings ProjectWise provides the following user properties settings to restrict users’ ability to change Workflow states.
Document -> Change State Change State: When enabled, users can change the State of a document, provided they have permission to change the document in question. In order to change the state of a document, they must have Document Write (not File Write) permissions.
Folder -> Change State Change State: When enabled, users can assign a workflow to a folder, or change the Workflow if one is already assigned. They must also have Write permissions to the folder to do this.
Datasource settings ProjectWise provides datasource level settings to control document creation permissions in the context of Workflow document security.
Documents •
Creation in workflow Put created document into first Workflow State having create permission: When a user creates a document, the document is assigned to the first State in the Workflow where the user has create privileges. For example, if a user has read/write privileges to State 1 and read/write/create privileges to State
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2, when they create a document, the document will automatically be placed in State 2. Folder State does not prevent document creation: A user can create a document in a folder, even if the folder is in a State for which they do not have create privileges. For example, if a folder is in State 2 and a user has create privileges in State 1 but not State 2, the document will still be placed in State 1.
Exercise: Working with datasource workflow settings 1
In ProjectWise Administrator, right click the datasource in the console tree and select Properties.
2
Select the Settings tab.
3
In the Documents category, enable Creation in Workflow.
4
Enable Put created document into first workflow state having create permission.
5
Click Apply, and then click OK.
6
Log out of ProjectWise Explorer and log back in using the Project Manager credentials.
7
Navigate to the \WorkflowProject\Dgn\Structural folder.
8
In Windows Explorer, navigate to the \Document Indexing\MS-V8 folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them. When you are done, note the state of the new documents. Rather than the Preliminary state, the new documents were created in the Review state. If this is undesirable, you may want to consider modifying the security schema to include create permissions in the first state of the workflow for all groups.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions 1
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What is a workflow?
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Module Review
2
What is a state?
3
Name the events on which you can base a messaging agent.
4
Where are workflows assigned to folders?
5
True or False: When you assign a workflow to a folder or project, all documents at the root of the folder or project inherit the assigned workflow and are automatically placed in the first state defined for that workflow.
6
What is Real security?
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Integrated Applications Module Overview ProjectWise provides an extensive set of tools for using MicroStation in a managed environment. Unlike typical desktop applications, applications like MicroStation place different demands on a content management system due to features such as reference files. In addition, these applications often rely on external data, commonly referred to as workspaces, profiles, or data sets. Working with these documents using traditional networking techniques often leads to problems due to the complex relationships between files.
Module Prerequisites •
Knowledge about the ProjectWise Explorer and ProjectWise Administrator interfaces
•
Knowledge about MicroStation workspaces
•
Basic MicroStation skills (view controls, element placement)
•
Knowledge about MicroStation tag elements
Module Objectives After completing this module, you will be able to:
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Manage multiple MicroStation versions
•
Understand MicroStation reference management
•
Use versioning to manage the design process
•
Configure MicroStation workspaces/AutoCAD workspace profiles
•
Integrate MicroStation/AutoCAD title blocks
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Introductory Knowledge
•
Use attribute exchange for Microsoft Office documents
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Work with MicroStation Link Sets
•
Know about AutoCAD Sheet Set Manager and Session File Manager integration
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is a reference file or Xref?
2
What is a MicroStation workspace?
3
What is a tag/block
Answers 1
A file attached and displayed with the active file for printing or construction purposes.
2
A custom MicroStation environment or configuration. It lets you define your resource locations and project settings.
3
Non-graphical attributes that may be attached to elements drawn in designs.
Multiple MicroStation Versions One advantage of using ProjectWise is that is allows you to track not only the file type, but also the version of the application was used to create the file. This is important during a transition period when users may be working with files in both old and new formats, or with two versions of an application. •
You can create a ProjectWise Application for multiple product versions. For example, one for MicroStation V8 XM Edition and one for MicroStation V8i.
•
ProjectWise tracks more information about files and helps you remember which files were converted to a new version, and which were not.
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Multiple MicroStation Versions
This technique is equally valid with other applications where multiple file versions are in use.
Exercise: Set up an application for the V7 workmode 1
In ProjectWise Administrator, click Applications in the console tree.
2
In the list of applications that are already defined, double click MicroStation to open the Properties dialog.
3
Change the name from MicroStation to MicroStation V8.
4
Select the Actions tab, highlight Bentley MicroStation V7, click Remove, and then click OK.
5
Right click Applications in the console tree and select New > Application.
6
Name it MicroStation V7.
7
On the General tab, click Set icon.
8
Navigate to the location of the V7 install, click the B icon that indicates MicroStation V7 files, and then click OK.
9
Select the Actions tab and click Create.
10 Click the browse button, to the right of the Program Class Name field. 11 Select Bentley MicroStation V8i SELECTseries 1 and click OK. 12 Set the following:
Action: Open Program Description: MicroStation V8 using V7 Workmode Command Line Arguments: -wsMS_OPENV7=3
13 Click OK twice.
The new Application is functional. Normally you would add additional Action definitions but they are omitted now for brevity.
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Multiple MicroStation Versions
Exercise: Create folders and documents 1
Log in to ProjectWise Explorer using the administrative credentials.
2
Create a new root level folder named Integrated MicroStation.
3
In Windows Explorer, navigate to the \Integrated MicroStation folder in the class data set, drag the files CB1.dgn, CB2.dgn and CB3.dgn from that folder into the new ProjectWise folder, and drop them. Due to the default extension mapping, dgn files are automatically associated with the MicroStation V8i application.
4
In ProjectWise Explorer, select Tools > Associations > File Extensions.
5
Double click the dgn extension in the list.
6
Select MicroStationV7 from the options.
7
Click Close. As a result, the administrative user has established a personal extension mapping for dgn files. From now on, when this user imports dgn files into ProjectWise they will automatically be associated with MicroStation V7. All other users will continue to use the datasource default, which is to associate dgn files with MicroStation V8.
8
In Windows Explorer, navigate to the \Integrated MicroStation folder in the class data set, drag the files CB4.dgn through CB6.dgn into the new ProjectWise folder, and drop them.
Note: Files CB1.dgn through CB3.dgn are MicroStationV8 files. Files CB4.dgn
through CB6.dgn are MicroStationV7 files. Once properly set up in ProjectWise, the Application field provides a convenient reminder as to which version of MicroStation should be used to edit each file.
Exercise: Working with MicroStation 1
In ProjectWise Explorer, double click CB4.dgn.
2
When MicroStation launches, pause the pointer over the B icon in the status bar.
This confirms that ProjectWise has instructed MicroStation to open in V7 Workmode. 3
Select File > Open.
4
Click Cancel, and navigate to \Integrated MicroStation in the class data set.
5
Open CB1.dgn, checking the previous file in.
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The B icon no longer appears because this is a V8 format file. 6
Exit the MicroStation session, checking the file in.
In the following exercise, assume that CB4.dgn will be converted to the MicroStation V8 format.
Exercise: Convert a file to MicroStationV7 format 1
In ProjectWise Explorer, right click CB4.dgn and select Properties.
2
Change the Application from MicroStationV7 to MicroStationV8.
3
Click Save, and then click Close.
4
Double click CB4.dgn.
5
When prompted to Upgrade File Format, accept the default option Upgrade to V8 format. As MicroStation launches, the file is converted to V8 format.
6
Exit MicroStation, checking the file in.
MicroStation Reference Management For each master MicroStation or AutoCAD document you check out, an XML file is created in the working directory. This file lists all the master document's references, and records all reference-related changes to the master document. When you select Check In or Update Server Copy, the changes documented in the XML file are saved to the logical set in the database. If you free the master document, changes documented in the XML file are discarded and not saved to the database. Each XML file will have the name of the master file prepended to the file name. For example, master1.dgn.fileinfo.xml, master2.dwg.fileinfo.xml. ProjectWise has reference manipulation and management tools. These tools support both MicroStation and AutoCAD, and let users utilize references in a distributed environment.
Exercise: Import files and change the associated application 1
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In Windows Explorer, navigate to the \Integrated MicroStation folder in the class data set, drag the files E1.dgn, P1.dgn, and S1.dgn from that folder into the new ProjectWise folder, and drop them.
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Due to the extension mapping established in the previous exercise, these MicroStationV8 files were incorrectly associated with the MicroStationV7 application. 2
In ProjectWise Explorer, select all three files.
3
Right click them and select Modify. This command is used to modify the properties for multiple documents in a single operation.
4
When the Modify documents dialog appears, change the application from MicroStationV7 to MicroStationV8, and click OK. You see the updated icon preceding the documents.
Creating sets
Exercise: Attach references 1
Continuing in ProjectWise Explorer, double click P1.dgn.
2
From MicroStation’s File menu, select References.
3
In the References dialog, select Tools > Attach.
4
In the ProjectWise Attach Reference dialog, make sure the application is set to MicroStationV8, navigate to the Integrated MicroStation folder, and select E1.dgn.
5
Click Add, and then click OK.
6
In the Attachment Settings dialog, type the logical name Equipment, and click OK.
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This completes the reference attachment. You will now see equipment elements in the piping file.
7
Repeat the process to attach the structural file S1.dgn, with the logical name Structural.
8
Exit MicroStation, checking the file in.
Exercise: Working with references in ProjectWise Explorer 1
In ProjectWise Explorer, press F5. Note that the icon to the left of P1.dgn indicates that it has references attached. In ProjectWise terminology, the piping, equipment, and structural files are now members of a set.
2
Right click P1.dgn and select Set > Show References. ProjectWise can determine the other members of the set, the list of references, without opening the file in MicroStation. From now on, ProjectWise will automatically copy out all members of the set when the master file is checked out.
3
Close the set contents dialog.
4
Select Tools > Options, and click the Settings tab in the Properties dialog.
5
Expand the User Interface category.
6
Enable Show Selective Set Open dialog, and click OK.
7
Double click P1.dgn. The Select Reference Documents dialog appears. By default, ProjectWise will copy out the references as the master file is checked out so that MicroStation can find all the members of the set.
8
Click OK. In MicroStation, you see all files are present.
9
Exit MicroStation.
10 Click Cancel to keep the file checked out.
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Reference location One of the most common problems with reference file management occurs when moving or deleting files that are referenced by others. ProjectWise provides tools to handle these situations.
Exercise: Moved references 1
Continuing in ProjectWise Explorer, create a new root level folder named Structural.
2
In ProjectWise Explorer’s \Integrated MicroStation folder, select S1.dgn, hold the Shift key, drag the file to the \Structural folder, and drop it there. Holding the Shift key while dragging a file moves it, rather than copying it.
3
Double click P1.dgn.
4
Note the contents of the Select Reference Documents dialog. All references are located. Under the Windows file system, the move would have resulted in a missing reference.
5
Click Cancel.
6
Right click P1.dgn and select Check In.
Exercise: Deleted references 1
Continuing in ProjectWise Explorer, right click S1.dgn in the \Structural folder and select Delete.
2
Click Yes in the verification dialog. ProjectWise detects that this file is a member of a set, and a warning appears.
3
Click No to cancel the delete operation. It can be useful to find out which files reference this file so you can decide if it really should be deleted.
4
Right click S1.dgn and select Set > Referenced By. You know that P1.dgn references S1.dgn. There could be many files referencing a file, so the Referenced By tool searches all folders to find other documents that reference a document.
5
Close the Referenced By dialog.
Exercise: Renamed references 1
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Right click S1.dgn in the \Structural folder and select Properties.
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2
Click the Advanced button in the File section and select Rename.
3
Change the file name from S1.dgn to S100.dgn.
4
In the Properties dialog, in the Document section, change the name to S100.
5
Click Save, and then click Close.
6
In the \Integrated MicroStation folder, double click P1.dgn. Note that S100.dgn is still found, even after the name change. Renaming the file did not break the ProjectWise reference file linkage and click OK. Note the Information dialog that informs you of the change to the reference and click OK.
7
Select Reference from MicroStation’s File menu. Note that the reference now points to S100.dgn rather than S1.dgn.
8
Exit MicroStation, checking the file in.
References without file extensions Reference files that do not have a file extension will not display in MicroStation after being exported from ProjectWise.
Dynamic View support Dynamic Views is a general name that encompasses different functionality. One operation lets users clip models and generate section graphics on the fly. Creating section views, detail views, and elevation views creates types of dynamic views, as are detailing symbols with smart fields and links that update automatically as the design evolves. Many of the workflows involved with dynamic views involve multi-document sets, where a change to something in a master file, such as a section marker or annotation, will automatically update the graphics in a reference file.
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MicroStation Reference Management
In ProjectWise, dependant reference files are automatically checked out when a dynamic view operation is conducted. This check out is maintained until the master file is checked back into ProjectWise. A managed workspace is required to support Project Explorer link set harvesting. That process is dependent upon MicroStation configuration variables to discover project content.
In place reference activation In place reference activation lets a user make edits to a reference directly from the master file, without changing the view at all. The user is taken to the exact spot in the reference, unlike reference exchange which closes the current file and opens the reference. The master file is not checked in; the user retains a check out on the file. To use this feature, open a master file with references from ProjectWise. Right click on an element that is in a reference or right click the file name in the References dialog and select Activate. In integrated MicroStation, activating a reference checks it out from ProjectWise. If the file is already checked out to another user, the activating user is presented with a dialog explaining why the reference cannot be activated. Once a reference is activated, the position of the graphics on the screen is not changed, but the graphics that are not part of the activated reference are changed to grey so you can see the editable elements. When edits are complete, you must deactivate.
Deactivation Deactivate, on the References dialog’s pop-up menu and the Reset pop-up menu, and Release Lock, on the Reset pop-up menu, are two very different operations. When users activate a reference, they must first open it for write access, blocking any other users from modifying that document while they are working on it. Deactivating the reference does not check the document back in. It remains checked out, but it is editable. •
The reason that deactivate does not automatically release the lock is that once the lock is relinquished, it is not possible to undo changes. If a user is actively working on 3 files, moving from one to another using activation, it makes sense to hold the locks until they decide they are ready to release them.
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When the user deactivates, the view context returns to the master file, and the master file is editable again. A user can then activate another reference in the set, make necessary edits, and return to the master file. Any number of reference files can be activated and deactivated during a session. When the master is checked back in, the check in dialog shows the master file and all the files that are checked out through the activation and deactivation processes. •
You can check activated or deactivated files back into ProjectWise from within the MicroStation session, before checking the master file back into ProjectWise. Use the Release Lock entry on MicroStation’s right click menu. The only sense in which Deactivate and Release Lock are similar is that Release Lock requires that you first Deactivate the reference you are releasing. The Release Lock menu item appears only if the Element Selection tool is selected, the selected element is in a reference, and that reference was or is currently activated for in-place editing during the current session. The Release Lock command opens the check in dialog, letting a user check in, update the server copy, or free the document from within the MicroStation session.
Organizations that will use this functionality should consider reviewing the usage of the PW_CHECKINOPT variable. This variable controls the visibility of the check in dialog. It may be desirable not to show the dialog, automatically checking files in.
Reference user properties settings ProjectWise provides several settings related to reference file management and versioning.
User Interface -> Show Selective Set Open dialog When this setting is enabled, the Select Reference Document dialog appears each time a user attempts to check out a document that has reference files. It informs them which reference files are attached and lists their status.
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Document -> Leave Local Copy and Document ->Use up to date Copy A user’s local working directory is cleaned out automatically when files are checked in. The downside of this is that it causes reference files to be copied out repeatedly, even if they haven’t changed. The administrator can change this behavior on a per-user basis.
Exercise: Reference file caching in the working directory 1
Continuing in ProjectWise Explorer, select Tools > Options.
2
Select the Settings tab and expand the Document category.
3
Enable following if they are disabled, and then click OK: Leave local copy on check in Leave local copy on free Use up to date copy on check out Use up to date copy on copy out To view the results of these changes, you must open a file with references.
4
Double click P1.dgn in the \Integrated MicroStation folder.
5
Click OK to dismiss the Select Reference Documents dialog, accepting the default copy out behavior.
6
Exit MicroStation, checking the file in. The local working directory will not be cleaned out this time. A copy of all files is left behind to form a cache in it. The next time the files are requested, they are compared against the server to see if they are still current before downloading them again.
7
Double click P1.dgn. In the Select Reference Documents dialog, note that both the equipment and structural references appear with the status Up-To-Date, indicating that transferring the files from the server is not necessary. This speeds operations and reduces network traffic when references are heavily used.
8
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Click Cancel.
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Versioning to Manage the Design Process Often it is advantageous to return a document to a previous state during the design process. This is requires special consideration when others are referencing the design in question. In the following exercise, two schemes will be created for the equipment file. Recall that the piping file has already referenced the equipment file. To handle this type of operation, ProjectWise provides versioning.
Exercise: Advancing a version 1
In ProjectWise Explorer, in the \Integrated MicroStation folder, right click E1.dgn and select New > Version. ProjectWise will automatically assign the version number based on rules defined for the datasource. As a result of the version operation, the new document appears in the list with the same name. The new document does have a different version number, although it may not yet be visible. You can add a Version column to the columns in displayed in ProjectWise Explorer so you can see it. Note that the original version of the file has been write protected so that changes can only be made to the latest version.
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2
Click OK in the New Document Version dialog.
3
Double click the new version of the file.
4
When MicroStation launches, click the tank on the left so that handles appear around the tank.
5
Click the color tile in the Attributes toolbar at the top of the application window and change the color to 7 by clicking that tile.
6
Click in the file to release the tank.
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7
From MicroStation’s File menu, select P1.dgn in the history list at the bottom.
8
Click OK in the Select Reference Documents dialog.
9
Check E1.dgn in. Note the color of the large tank. This shows the version of E1.dgn that P1.dgn now references. Within ProjectWise, reference linkages always point to the most recent version of a document.
10 Exit MicroStation, checking the file in.
Now let’s assume E1.dgn needs to regress to the previous version.
Exercise: Regressing a version 1
Right click the most recent version of E1.dgn and select New > Version.
2
In the New Document Version dialog, click Edit. The dialog expands to show all previous versions.
3
Select the previous version, shown in the bottom pane and click Change.
4
When prompted whether you want to change this version to become the active document, click OK.
5
Click Close to close the New Document Version dialog. There are now three versions of the file. The original version becomes the most recent version in the document revision history. Since P1.dgn will always reference the latest version of E1.dgn, the original equipment scheme should now be reinstated in the piping file.
6
Double click P1.dgn and look at the tank color to see that this is true.
Versioning datasource and user properties settings Datasource settings Open the Properties dialog for the Datasource in ProjectWise Administrator to access these settings. Select the Settings tab in the Properties dialog.
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Versions •
By default, new documents have their version string set to null. Enabling Generate version string for first document version lets you specify a version string for new documents.
•
By default, document versions will increment using alphabetic characters (A, B, C, etc.). Enabling Use Numeric Version strings lets you specify a numeric versioning sequence.
•
By default, new document versions are placed into the first state of the workflow, assuming the user has permission to do so. Enabling Put created version into first workflow state having create permission lets you specify that the new version will be created into the first state where a user has create permission.
•
By default, documents that have versions cannot be moved to a different folder. Enabling Document having versions can be moved lets you override this.
•
Use active version in flat sets controls the default status of the new Always Use Active Version check box that now appears in the Set Contents window in ProjectWise Explorer, whenever a document is added to a flat document set. When this datasource setting is on, the check box in ProjectWise Explorer will be on by default when a document that has no versions, or the active version itself, is added to a flat document set. When this setting is off, the check box in ProjectWise Explorer will be off by default.
User properties settings The following settings are accessed from Tools > Options in ProjectWise Explorer. Select the Settings tab in the Properties dialog.
User Interface ->Edit Versions This determines whether a user has the privilege to use the Edit Version button in the New Version dialog.
Document -> Create Version Determines whether a user has the privilege to use the New Version command.
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Configuring MicroStation Workspaces
Document List -> Show all versions When enabled, all versions of a document display in ProjectWise Explorer. When disabled, only the most recent version displays.
Configuring MicroStation Workspaces ProjectWise can automatically activate MicroStation workspaces by associating them to folders or specific files. With this capability, users need not worry about choosing the correct workspace, and standards are met. In order to use a MicroStation workspace within ProjectWise, the administrator must create a workspace profile for the MicroStation workspace. This workspace profile contains configuration details so ProjectWise can find the workspace, know which components to activate, and which users are subject to the workspace. There are two types of workspace profile, which are stored in separate folders under the Workspace Profiles item in the console tree. •
The Unmanaged folder contains all the workspace profiles in the datasource. You can create workspace profiles that define the location of MicroStation workspaces or AutoCAD profiles by right clicking the Unmanaged folder and selecting New > Workspace Profile.
•
The Managed folder contains all the configuration settings blocks defined in the datasource, divided by category. A configuration settings block is a MicroStation configuration variable and its corresponding values, in ProjectWise. They can be created or imported. You can right click one of the categories and select New > Configuration Settings Block to create individual configuration settings blocks for each category manually. Right click the Managed folder and select Import Managed Workspace to import your entire workspace to be completely managed by ProjectWise.
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Note: If both configuration settings blocks and workspace profiles are applied to the
same document, workspace profiles will take precedence.
Unmanaged Workspaces Unmanaged workspaces, or workspace profiles, define the location of a MicroStation workspace that exists on a local or network drive, outside of ProjectWise. In AutoCAD, profiles are used to store drawing environment settings. This profile is stored in the system registry, and can be exported to a text file with the extension *.arg. Once a workspace profile exists, you or the user can assign the profile to any folder in the datasource in ProjectWise Explorer, through the folder's Properties dialog. Documents inherit their folder's workspace profile, so that when a user opens a MicroStation or AutoCAD document from a folder that has a particular workspace profile assigned to it, MicroStation or AutoCAD opens with the settings defined in the folder's profile.
How to create a MicroStation workspace profile: First, in ProjectWise Administrator, expand the Workspace Profiles icon, right click the Unmanaged icon, and select New > Workspace Profile. On the General tab of the New Workspace Profile Properties dialog, type a unique name. Also, enable the “Allow Users to Override Default Workspace Settings” option. This lets users to change these settings each time they open documents in MicroStation. If this option is disabled, users are forced to use the workspace settings defined here. On the MicroStation Settings tab, set the default MicroStation workspace parameters. These are the location of the workspace root folder and any extra arguments used to open MicroStation. Then define, or navigate to, the appropriate .ucf and .pcf files, and select the appropriate user interface folder.
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Customize properties on the MicroStation User Settings tab. You can filter the list of users by selecting a user group. You can select a user from the list and enter the appropriate information for the .ucf and .pcf files, and the appropriate user interface folder. Repeat to configure workspace settings for additional users. When finished, click Apply, and then OK.
Exercise: Create a working folder 1
In Windows Explorer, navigate to the \Workspace folder in the class data set.
2
Move this folder to the root of your C: drive. This folder contains a complete MicroStation workspace structure with some custom components.
Exercise: Create the ProjectWise Workspace Profile 1
In ProjectWise Administrator, expand Workspace Profiles in the console tree and click Unmanaged.
2
Right click on Unmanaged and select New > Workspace Profile.
3
Enter the following: Name: p1200 Description: Project 1200 profile
4
Click the MicroStation Settings tab.
5
Click the browse button, next to the Root directory field.
6
Select the C:\Workspace folder, and click OK.
7
Click the browse button, next to the User Configuration File Name field.
8
Select pwise.ucf from the \users sub-folder and click Open.
9
Click the browse button, next to the Project Configuration File Name field.
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10 Select GeneralPW.pcf from the \projects sub-folder and click Open.
11 Click OK.
Exercise: Create folders and apply the workspace profile 1
In ProjectWise Explorer, create a new root level folder named Workspace Profiles, using no environment.
2
In Windows Explorer, navigate to the \Workspace Profiles folder in the class data set, drag the sub-folders from that folder into the new ProjectWise folder, and drop them.
3
Press F5 to refresh.
4
Expand the Workspace Profiles folder structure in the datasource list.
5
Open the Properties dialog for the WkspExample folder.
6
Click the Workspace tab.
7
Change the Workspace type to Workspace Profile.
8
Change the Workspace Profile to p1200 and note the values that are applied from the workspace profile.
9
Click OK.
Exercise: Using workspace profiles 1
In ProjectWise Explorer, double click the file \Workspace Profiles\WkspExample\Standards.dgn.
2
In MicroStation, expand the Levels option list at the top left of the application window.
You see a list of levels. 3
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Select Element > Dimension Styles.
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Dimension styles are present. The p1200 workspace includes DGN Libraries. You can find them in C:\Workspace\projects\GeneralPW\dgnlib.
Levels and Dimension Styles from the DGN Libraries
These files define standard configuration items such as levels, text styles, dimension styles, etc. When this workspace is active, those configuration items are pre-defined so the user doesn't have to worry about them, and standards are met. 4
Exit MicroStation, checking the file in.
5
Open Standards.dgn’s Properties dialog.
6
Click the Workspace tab. Note that the document’s Workspace Profile is set to p1200. It is possible to assign a workspace profile at the document level if you want. Note the inherited from information in parenthesis next to the profile name (WkspExample). This indicates that the workspace profile is not assigned directly to the file, but is being inherited from the folder Workspace Example.
7
Close the document properties dialog.
Workspace profiles and web parts If you have ProjectWise Web Parts users attempting to view DGN documents in folders that have workspace profiles associated to them, the ProjectWise Publishing Server must have access to the files pointed to by the workspace profile, whether the it points to a local drive or network drive. ProjectWise Publishing Server needs access to the plot drivers in the workspace pointed to by the workspace profile. When a user selects to view a DGN in ProjectWise web parts, ProjectWise Publishing Server is really plotting the DGN, so it needs access to the plot drivers that it normally finds in its own workspace folder. However, if a workspace profile is assigned to the ProjectWise folder, ProjectWise Publishing Server looks in the location to which the workspace profile points, rather than its own workspace directory.
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Note: MicroStation does not deliver the DPR.PLT driver that the ProjectWise
Publishing Server needs to generate the DPR file. ProjectWise Publishing Server does. If users are receiving an error such as “engine failed to generate image/rendition file”, make sure you have a copy of the DPR.PLT in the workspace to which the workspace profile points. For example, copy DPR.PLT from C:\Bentley\Program\BentleyPublisher\Engine\Workspace\System\plotdrv to S:\Workspace\System\plotdrv.
Managed Workspaces Using the Workspace Import Wizard in ProjectWise Administrator, you can import your entire MicroStation workspace into ProjectWise where it can be fully managed. The process of importing your workspace using the Workspace Import Wizard involves a few steps. 1. Import the variables and their values from your workspace's .cfg and .ucf files into ProjectWise, thus creating configuration settings blocks. 2. Import your workspace files and folders into ProjectWise. Though you can do this using the Workspace Import Wizard in ProjectWise Administrator, you can also do this by dragging the content into ProjectWise Explorer. 3. Import data to ProjectWise that is specific to MicroStation users and projects. 4. Take the new configuration settings blocks and replace the hard-coded local paths with the new ProjectWise paths. The new configuration settings blocks will contain variable information, as it appears in the source configuration files. No attempt to replace hard-coded local paths is made during the initial import process. That is done in another wizard session in which redirection, or remapping, is involved.
1. How to import local MicroStation variables and their values: First, right click the Managed icon under Workspace Profiles in ProjectWise Administrator’s console tree and select Import Managed Workspace. Click Next in the Workspace Import Wizard. Then, on the Choose Desired Action page, enable “Import MicroStation Configuration Files to ProjectWise Configuration Settings Blocks”, and then click Next. On the Choose a MicroStation Installation and Workspace Root page, verify that the MicroStation installation and workspace listed are the ones from which you want to import data. Enable “Create configuration block for
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workspace root variable”, and then click Next. On the Workspace Configuration Files page, click “Scan Workspace”. When the scan is done, click Next and the page shows you all the configuration files for import. Click Next. Add or remove any of the files as needed, and then click Next. When processing is done, click Next. On the Configuration Settings Blocks page, review the Settings Blocks that will be created. You can change block names and reassign the ProjectWise level using the option lists, or you can remove blocks you do not want to create. When finished, click Next.
On the Please review configuration file settings page, click Import. When the import is finished, click Next. You should now open the newly created configuration blocks in ProjectWise Administrator to verify the import. When done, click Next. The End of Action page always lets you move on to the next step in the workflow, or you can close the wizard.
2. How to import your workspace files and folders into ProjectWise: First, enable “Import Data to ProjectWise from the File System” on the Workspace Import Wizard’s End of Action or Choose Desired Action page, and then click Continue or Next. On the Import and Validate ProjectWise Folder Structure and Documents page, select the workspace you want to import in
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the Local File System list. Then, in the ProjectWise list, select the target folder. Once you select a folder in both lists, click the Map button.
Now click Validate. Select an item in the list on the left to see the status of the item in ProjectWise. If there are problems, you can remove items by unchecking them and then clicking Remove Unchecked Items. Alternatively, click Resolve to upload all missing or mismatched items to ProjectWise. If there is nothing to resolve, just click Finish.
3. How to import data specific to MicroStation users and projects: First, enable “Import data to ProjectWise, specific to MicroStation users and projects” on the Workspace Import Wizard’s Choose Desired Action page, and then click Next. On the Choose a MicroStation Installation and Workspace Root page, verify that the MicroStation installation and workspace displayed are the ones from which you want to import data, and then click Next. When the Find Workspace Data page opens, click the Scan Workspace for Users, Projects and Data button. When scanning is finished, click OK, and then click Next. When the Find Workspace Data page returns, click Next.
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On the Import and Validate MicroStation Workspace Data to ProjectWise page, in the Local File System list select the workspace you want to map, select the target folder in the ProjectWise list, and then click the Map button.
Now click Validate. Select an item in the list on the left to see the status of the item in ProjectWise. Here again, you can items folders if needed, or click Resolve to upload all missing or mismatched items to ProjectWise. If there is nothing to resolve, just click Finish.
4. How to replace local paths with ProjectWise paths: First, enable “Update ProjectWise Configuration Settings Blocks to Refer to ProjectWise Data” on the Workspace Import Wizard’s Choose Desired Action page, and then click Next. On the Choose a MicroStation Installation and Workspace Root page, verify that the MicroStation installation and workspace displayed are the ones from which you want to import data, and then click Next. On the Update Configuration Settings Blocks page, click Add to add the existing configuration settings blocks you want to update. Select them from the Select Configuration Blocks dialog and click OK. Click Next when done. After processing, click Next. On the Remap Paths and Variables page, select the CSB variables you want to map on the left, and in the ProjectWise list select the target folder. Then click the Map button. Repeat this step for each variable you want to update, and then click Next. The next page lists all the substitutions that will be made to variables in the configuration settings blocks you have selected. If you would like to change anything, click Back. When ready to remap, click Update.
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Creating individual configuration settings blocks You can store MicroStation configuration variables and their corresponding values in configuration settings blocks in ProjectWise. These blocks are assigned different configuration priority levels. When MicroStation is launched, ProjectWise will export the linked configuration settings blocks to $(PW_WORKDIR)\workspace\ID#.cfg. It will then also create a temporary master CFG file $(PW_WORKDIR)\workspace\name.tmp that includes each of the Configuration Settings Blocks linked to the DGN. It will then launch MicroStation using those configurations by including the master CFG file with a – wc[path][name].tmp command line switch to the executable. The temporary CFG file that is created will also have the variable PW_MANAGEDWORKSPACE > #, where the # sign represents the ID number of the configuration settings block from the database.
How to create a configuration settings block: First, expand the Workspace Profiles icon, and then expand the Managed icon below it. Then, right click one of the managed workspace categories and select New > Configuration Block. On the General tab of the New Configuration Block Properties dialog, type a name and an optional description for the configuration block. Next, on the Configuration tab, add directives or variables to the configuration settings block as needed. The procedure follows.
Support for conditional expressions The following conditional expressions are supported in CSBs: • %include (replaces the “Linked Blocks” UI entry in the XM Edition) • %if • %else • %elif • %endif • %error The following data types can be used in a directive declaration:
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• String • CSB • CSB by mask • ProjectWise Document • ProjectWise Folder To use CSB by mask, the mask is a wild card expression and any CSB that matches that expression will be included. The CSB Mask will scan for CSBs in all levels; currently there is no way to limit the mask to a certain level. Note: When testing for ProjectWise objects, the directive must be broken up in
separate lines to create the conditional statement.
Some supported workflows are a follows. •
Test to see if a variable is defined, and if so, define another variable.
•
Test to see if a variable is defined, and if so, include another CSB.
•
Test to see if a CSB exists, and if so, include the CSB in the configuration.
•
Test to see if specific multiple CSBs are defined, if so include a specific CSB, if not include a different CSB.
•
Test to see if any specific CSBs are defined, if so include a specific CSB, if not include a different CSB.
•
Test to see if the value of a variable is defined to a specific ProjectWise folder, if so append the folder to a variable, if not assign a different folder to the variable.
•
Test the value of a variable, and include a CSB with the value.
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•
Check is a local system variable is set.
•
Test to see if the value is less or greater than a value and sets another variable’s value accordingly.
How to create a new directive and add it to a configuration settings block: First, expand the Workspace Profiles icon, and then expand the Managed icon below it. Then, expand one of the managed workspace categories and double click a configuration settings block to open its Properties dialog. Select the Configuration tab, click the first icon at the upper left (+), and select Add Directive. In the Modify Directive dialog, add the conditional expression statements and click Add. In the Edit Value dialog, set the values and click OK.
Note: To use Configuration Settings Block By Mask, the mask is a wild card expression
and any configuration settings block that matches that expression will be included. The Configuration Settings Block Mask will scan for configuration settings blocks in all levels; currently there is no way to limit the mask to a certain level.
Dynamic project configuration A new variable, DMS_PROJECT, can be used in a CSB. It will return the moniker of the ProjectWise project. A ProjectWise project must be used. If a folder is used, the macro will not return any value and any relative paths that are constructed will only have the additive statements such as /CELL or /DATA in the paths. This variable is used in conjunction with _DGNDIR in a CSB to get the project moniker of the DGN file being opened. Since this discovery happens when the file is launched, relative paths can be used with the assurance that the correct definitions will be applied.
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For example, if a datasource has the following structure, configuration can be assigned at the 2008 Projects level, letting any project that has the same structure and uses the same workspace to be imported inherit the same configuration.
When a dgn file is opened, the project is discovered, assigned as part of the _USTN_PROJECTROOT variable using DMS_PROJEC T, and then the relative paths are processed.
How to build the configuration: First, create a CSB, for example, projectroot. Assign the following configuration variable _USTN_PROJECTROOT, and enter $(DMS_PROJECT(_DGNDIR)) for a value. Create a CSB at a lower priority level, meaning it will be processed after the projectroot CSB, to define all the project variables. For example, MS_CELL = _USTN_PROJECTROOT/CELL, MS_DATA = _USTN_PROJECTROOT/DATA. Since the _USTN_PROJECTROOT variable is dynamically determined before the MS_CELL and MS_DATA configuration variables, they will be populated with the correct project moniker, and then be appended with the correct folder name, such as cell or data. Therefore, configuration can be created once, and using a standard set of project folder names, new projects can be added without the need for any additional configuration.
A similar variable, DMS_PARENTPROJECT, operates the same way that DMS_PROJECT does, but instead of returning the project that contains the dgn file, it returns the parent project of the project that contains the dgn file. This lets a sub project exist, with the workspace configuration defined at the top level project. DMS_PARENTPROJECT will not default to the first project if the parent does not exist, the variables will be unresolved. Additionally, DMS_PROJECT and
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DMS_PARENTPROJECT can be used in conjunction with other macros, such as
parentdevdir and build, to provide a variety of pathing options.
Variables to Exclude From Copy Out Copying variables can take a lot of time depending on the size of your workspace. By default, there are certain configuration variables that ProjectWise will not use when managed workspaces are in use. You can remove any of these variables from the list so that ProjectWise will use them, or you can add to the list of excluded variables.
How to add a variable to the list of excluded variables: First, in the Workspace Profiles, Managed section of the console tree, right click Variables to exclude from copy-out and select New > Variable. In the New Variable Properties dialog that opens, type the name of the MicroStation configuration variable you want to add to the exclude list. Click OK.
Applying CSBs in ProjectWise Administrator You can apply configuration settings blocks globally at the datasource level, in the datasource Properties dialog, and to specific users, in the user Properties dialog, in ProjectWise Administrator. In ProjectWise Explorer, all folders a user has access to will automatically inherit the assigned configuration settings blocks during that user’s session.
How to assign a CSB at the datasource level or user level: First, in ProjectWise Administrator, open the datasource Properties dialog, or a specific user’s Properties dialog and select Managed Workspace tab. Right click a workspace level name and select Add Association. A dialog opens if there are configuration settings blocks of this type in the datasource. Select a settings block and click OK. Click Apply, and then OK.
Applying CSBs in ProjectWise Explorer
How to assign a CSB to a folder or project First, right click a folder in ProjectWise Explorer and select Properties to open its Properties dialog. Select the Workspace tab and set Workspace type to Managed. Then, set the level association. When Level associations is set to
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Object, the list only shows configuration settings blocks explicitly assigned to this folder. When set to Object & Inherited, the list shows all configuration settings blocks assigned to this folder whether explicitly assigned, or inherited from a parent folder above. To assign a configuration settings block right click the name and select Add Association. If a dialog opens, it means there are configuration settings blocks of the type in the datasource. Select a settings block and click OK. Click OK to close the Properties dialog. Once assigned, the configuration settings block is also assigned to any documents in the folder, as well as any sub-folders. You can apply a configuration settings block to individual documents on the Workspace tab of their properties dialog.
Configuring a User’s Personal Workspace Personal workspace settings allows user-specific workspace configuration for managed workspaces.
Configuring personal workspace settings in ProjectWise Explorer If this is the only place that contains managed workspace data, the managed workspace will be ignored so as not to interfere with workspace profiles settings. These settings do not have any effect on workspace profiles. These configuration variables will be applied after variables in all other configuration blocks are processed. This is the configuration block where any changes in the variables made from the MicroStation workspace configuration dialog will be stored.
How to create a configuration variable for a personal workspace First, in ProjectWise Explorer, select Tools > Options. Then, in the user Properties dialog, select the Personal Workspace tab. Click the first icon.
In the Name field of the New variable dialog, enter a name for the variable. This example will configure _USTN_PROJECTSROOT, so you would type that in the Name field and click Add. In the Edit Value dialog, select the Operation type '=' – Assignment' and the Value type ProjectWise Explorer Folder. Click the Browse, to the right of the
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Value field, select the target folder, and then click OK. Click OK to exit the dialogs.
AutoCAD Workspace Profiles In AutoCAD, profiles are used to store drawing environment settings. The profile is stored in the system registry, and can be exported to a text file (saved out as an *.arg file). ProjectWise workspace profiles support AutoCAD profiles. This allows for the set up and assignment of project, department, or corporate profiles, therefore controlling the user's environment.
How to create an AutoCAD workspace profile: First, create a profile in AutoCAD and export the profile to a location on your system. Do not import the profile into ProjectWise. In ProjectWise Administrator, right click the Unmanaged icon and select New > Workspace Profile. On the General tab of the New Workspace Profile Properties dialog, type a unique name. On the AutoCAD Settings tab, in the AutoCAD Profile Name or Path field, enter the name of, or browse to, a profile that matches an existing profile in AutoCAD. By default, ProjectWise populates the list with available profiles in AutoCAD. When finished, click Apply, then OK.
MicroStation Title Blocks ProjectWise lets you use values from database fields to fill place-holding fields in a MicroStation or AutoCAD design. This feature is typically used to populate title
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MicroStation Title Blocks
blocks in a design with values entered into the ProjectWise document properties dialog. Prior to using this feature you must determine which design fields will be populated, and then establish mapping from their respective ProjectWise properties. As MicroStation text elements do not have unique IDs, it is not possible to use text elements as placeholders, so ProjectWise Attribute Exchange uses MicroStation tag elements. The first thing you must do is create a tag set in MicroStation with a name with a maximum length of 6 characters in lowercase. Then create tags with a maximum length of 30 characters in lowercase that represent the fields you want to display in your title block. You will then likely create a cell from this tag.
Creating MicroStation attribute exchange rules Creating the attribute exchange rules in ProjectWise Administrator requires multiple steps. 1. Create the Attribute Class. This item is the name of a MicroStation tag set, with a maximum length of 6 characters in lowercase. This must match the name of the tag set exactly. 2. Create the attributes for the class. These are the names of the tags contained within the tag set with a maximum length of 30 characters in lowercase. This must match the name of the tag set exactly. 3. Bind the attribute to a property type. 4. Establish the conditions for update. These conditions can be changed at any time depending on the action to be performed.
Exercise: Create and populate a folder for the exercises 1
In ProjectWise Explorer, set the Interface to Default.
2
Create a new root level folder named Attribute Exchange using the pwclass environment, and then assign it the p1200 workspace profile.
Note: If you have not imported this environment, find it in the class data set
folder.
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3
In Windows Explorer, navigate to the \Attribute Exchange folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them.
4
Right click no_TB.dgn, select Copy, and then right click in the document list and select Paste.
5
Click Yes.
6
In the Select an Action dialog, enable “Create a new document” and click OK.
7
On the Create a Document dialog’s Name tab, enable “Change the name” and type A101 in the Format field.
8
On the File name tab, enable “Change the name”, type A101.dgn in the Format field and click OK.
Exercise: Establish attributes 1
Open A101.dgn’s properties dialog.
2
On the General tab, set the Department to Engineering and click Save.
3
Click the Attributes tab, enter the following, and then click Save: Approvedby: Engineer Drawnby: Drafter Discipline: Arch Shtno.: 1 of 8 Size: A1
4
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Select the More Attributes tab, enter the following:
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Type: Plant 5
Click Save.
6
Close the document properties dialog.
Placeholder tags
Exercise: Prepare the placeholders 1
Double click A101.dgn to open the file.
2
Select File > References from MicroStation’s main menu bar.
3
In the References dialog, select Tools > Attach.
4
Attach border.dgn from the Attribute Exchange folder with the logical name border.
5
Close the References dialog.
6
Zoom In on the title block.
7
Select Utilities > Key-in to open MicroStation’s Key-in browser, type the following, and then press Enter: ac=pwtb This activates the cell named titleblock for placement. This cell was created to hold tags from the pw tag set.
8
Move the pointer until it snaps to the lower right corner of the inner border and enter a data point, a left mouse click, to place the cell at this location.
The cell pwtb contains only a point element that will not print. The placeholders are MicroStation tag data attached to the point element.
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9
Select Element > Tags > Define.
In the Tag Sets dialog, you see a tag set named pw, containing the tags that match the attribute classes you mapped. These hold the data. 10 Select File > Save Settings. 11 Exit MicroStation, checking the document in.
Attribute exchange rules The design is now ready so you can synchronize attribute information with ProjectWise. However, before synchronization can occur you must create mappings from the ProjectWise environment attributes to the tags in the design.
Exercise: Establish the attribute exchange mapping 1
In ProjectWise Administrator, expand Attribute Exchange Rules in the console tree.
2
Right click MicroStation Title Blocks and select New > Attribute Class. The attribute class name must match the tag set name within MicroStation and it is case sensitive. You saw previously in the Tag Sets dialog, that the tag set is named pw.
3
Type the name pw and click OK.
4
Expand the MicroStation Title Blocks item to show the new attribute class.
5
Right click it in the console tree and select New > Attribute.
6
When the Welcome page appears, click Next. The attribute name must match one of the MicroStation tags within the pw tag set.
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Type the name approvedby and click Next.
8
Click Add.
9
Enable the Environment property radio button and set the environment to pwclass.
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The attribute list updates to show just those attributes that are part of the pwclass environment. 10 Select the approvedby attribute, click OK, and then click Next. 11 Click Next, and then click Finish.
You have established the mapping for the approvedby attribute. 12 Repeat the process to map the remaining attributes. Attribute name (MicroStation tag)
Environment
Property type
ProjectWise Attribute name
dept
Document Property
DocDepartDesc
description
Document Property
DocDescription
Environment Property
drawnby
modified
Document property
DocFileUpdateDate
name
Document property
DocName
revision
Document property
DocVersion
drawnby
pwclass
type
pwclass
Environment property
type
size
pwclass
Environment property
size
Establish update conditions Once attribute mapping is complete, you must decide when the exchange should take place.
Exercise: Note attribute update conditions 1
In ProjectWise Administrator, right click MicroStation Title Blocks in the console tree and select Properties. The available options are: •
When the document is opened
•
When the document is checked out
•
When the document is copied out
•
When the document is exported
You can use any combination of the three options.
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Hint: For best performance, it is recommended that you enable just the first
option. 2
Close the Properties dialog.
The attribute exchange is now completely configured. You are ready to test the exchange using MicroStation. Note that the same techniques apply to AutoCAD and Microsoft Office Applications.
Exercise: Test the attribute exchange 1
In ProjectWise Explorer, double click A101.dgn.
2
Click OK in the Select Reference Documents dialog. Observe the title block area. You see the placeholder tags are replaced with the actual document properties. This demonstrates the capability to exchange attribute data from ProjectWise to MicroStation. It is also possible to change the attributes from within MicroStation.
3
Enter the following into the Key-in browser, and then press Enter: titleblock modify
Hint: Enter ti and press the space bar, followed by m and the space bar, rather
than typing the entire command. The ProjectWise document properties dialog appears. Now you can make any required changes and both ProjectWise and the design will update at the same time. 4
On the General tab, change the Description to First floor plan. ON the Attributes tab, change approvedby to Manager.
5
Click Save, and then Close. You see the updated field in the title block.
6
Exit MicroStation, checking the file in.
AutoCAD Title Blocks The Attribute Exchange Rules control the way in which the block attributes placed in your drawing files are bound to the attributes in your database. This is activated from the ProjectWise Administrator Attribute Exchange Rules object. Using the Attribute Exchange Rule command allows you to create, delete and amend the links between these tags and the attributes.
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MicroStation Link Sets
How to Set up an AutoCAD Title Block First, define the blocks and attributes in AutoCAD. Then, place the block in the drawing file or creating a wblock for placement and future use. Next, define the attribute exchange rules for AutoCAD in ProjectWise Administrator, binding selected properties or attributes in the ProjectWise database to the attributes contained within the block placed in your DWG file. You create the attribute classes and attributes in ProjectWise Administrator, using the same steps outlined in the MicroStation Title Blocks section. In ProjectWise Administrator, define the update conditions.
How to define and place blocks in AutoCAD The first step is to create a block containing the attribute data that will hold the title block data in an AutoCAD drawing file. Then, create a block containing the attribute data that can be placed in any drawing file. This block could be a title block or an entire drawing frame. You can use the file itself as a template within ProjectWise when creating new drawing file.
Note: Blocks can contain one, or a number of tags. When defining the block,
remember that the active settings for elements apply to each placed attribute, and these settings will be reproduced when Attribute Exchange takes place.
MicroStation Link Sets In ProjectWise Explorer, link sets and their links display in the Link Sets tree under the project in which the link set exists. Any link sets that exist in folders that are not in any project are displayed in the main Link Sets tree, which is a sub-folder of the Documents root folder. Note: You cannot store link sets in DWG files.
In ProjectWise Explorer, link sets act as a shortcut or pointer to the actual document. DGN link sets cannot be created in ProjectWise Explorer. They can only be created with ProjectWise Plot Organizer or from within MicroStation V8 XM Edition or later. When you import or create DGN files containing link sets in ProjectWise, you must scan for references and link sets to make ProjectWise aware of any existing link sets.
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Exercise: Scan for link sets 1
In ProjectWise Explorer, select Tools > Scan References and Link Sets.
2
In the Wizard, click Next.
3
Enable only the Scan for DGN Link Sets check box, and then click Next.
4
Expand the MicroStation V8 XM Edition folder, select the Building folder, and then click OK. Click Next.
5
On the Master Folder Settings page, enable the check box for the folder, select MicroStation V8 as the Application Type, and then click Next.
6
Enable the Enable Priority Search option, locate the Building folder, enable the check the box next to it to include sub-folders, and click Next. You will not do a Proximity search to scan for documents in other folders.
7
Click Next. On this page, you can enter a name and location for a log file, but it is not required.
8
Click Next, and then click Finished. Progress is displayed and then a summery will display. You can review the log file if desired by selecting Yes or you can review it in the location that you saved it in later.
9
Click No.
Exercise: Review link sets 1
In ProjectWise Explorer, highlight the datasource and press F5 to refresh the datasource list.
2
Click the + next to Documents to expand the tree.
3
Expand the MicroStation V8 XM Edition folder and then the Building folder.
4
Expand LinkSets, then Linksets.dgnlib, and then expand Plans.
5
Right click on the first one and select Open. The file containing the link sets begins to open and you see the Select Reference documents dialog.
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Note that the status is Needs Refresh. This is because the files have been scanned and link sets have been found.
7
Click OK.
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In ProjectWise Explorer, the link is checked out. The actual document is also checked out in its home folder. 8
In ProjectWise Explorer, navigate to the Building project’s Dgnlib folder. The DGNLIB containing the link sets has an addition to its icon.
9
Exit MicroStation, checking the file in.
Selecting the correct link set source Link sets come from one of three sources: configured DGN libraries, the active file, or the selected file. When you are using ProjectWise Explorer to check out link sets and DGN files containing link sets, it is important that you select the correct source in the Link Sets dialog. Selected File: If you plan to change a link set, it is easiest to use Selected File as the source of your link set. After you select a DGN file and check it out in exclusive or shared mode, the Check In icon in the Link Sets dialog is available. You can check in changes to the link set or update the server copy at any time. Active File: If you want to check out a link set but do not need to save any changes to it until you check in the DGN file or update the server copy, you can use Active File as the source of your link set. Note that the Check In icon in the Link Sets dialog is gray and is unavailable. When you are using link sets in the active file, you cannot check in changes to the link set at this point because the link set resides in the open DGN file, which is not being checked in yet. If you make changes to a link set in the active file, they cannot be saved until you select File > Update Server Copy or check in the DGN file. Configured Libraries: If this is the source of your link set, you will be unable to modify the link set at this point. This functionality is the same as if you were using only MicroStation to open the link set.
AutoCAD Sheet Set Manager Integration Sheet Set Manager is integrated with AutoCAD 2007, 2008, 2009. The DMSSET variable named SHEETSETMODE is used to control whether AutoCAD Sheet Set functionality is integrated with ProjectWise.
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AutoCAD Session File Manager
Users work with the Sheet Set Manager as they normally would, and ProjectWise is in the background. Documents that are checked out are indicated by a lock symbol added to the file icon. The Details section lists the individual to whom the documents are checked out.
AutoCAD Session File Manager This utility provides better access to managed documents that are opened or referenced in the integrated session. It provides some functionality from the Xref Manager dialog and ProjectWise Explorer from within the integrated AutoCAD session. All information presented in this dialog is in the context of the current session, and will change from working session to session. Users can navigate the content in the Session File Manager, locate the file in the ProjectWise Explorer tree hierarchy, open, check in and out, update server copy, and free. You can display properties, the audit trail, any reference hierarchy or a thumbnail preview of selected file. The display in the session file manage can be filtered to only show Checked out, Copied Out, or exported files. The reference file hierarchy can also be filtered to include or exclude the display of referenced images, overlays, or inserts. A display filter is provided to temporarily restrict the display to files that meet the display filter criteria. The session file manager is supported in AutoCAD 2004 or higher. Session file manager requires .NET Framework 2.0, which is delivered with AutoCAD 2007 and on. If you have an AutoCAD 2004 or higher installed but you do not have .NET Framework 2.0, you will need to install it.
Other AutoCAD Integration Features •
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ProjectWise provides integration with AutoCAD's File > eTransmit feature, which lets you package the current DWG file and its related dependent files, such as external references and font files, inside a single ZIP file, and store it in the datasource. You can turn the integration for this feature on or off through the new DMSSET variable called ETRANSMITMODE
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Integrated ProjectWise Navigator
•
There is a new DMSSET variable called SHOWMISSINGSHAPES, which is used to control what action integrated AutoCAD takes when you open a document that has missing SHX files.
Integrated ProjectWise Navigator When ProjectWise Navigator is integrated with ProjectWise users can use it to markup DGN and DWG documents stored in a datasource. When they markup a DGN or DWG document, ProjectWise Navigator creates an overlay document to contain the markup. When launching integrated ProjectWise Navigator from the desktop or Windows Start menu, the ProjectWise Log in dialog opens first. Within integrated ProjectWise Navigator, you use the ProjectWise File Open dialog to open files form the datasource and, when you save, you see the ProjectWise Save As dialog so you can save back into the datasource.
Configuration ProjectWise Explorer Integration The ProjectWise Passport you have for ProjectWise Explorer will automatically work for your installation of ProjectWise Navigator. If you want to use the default settings, you do not need to set up anything further since ProjectWise Navigator and ProjectWise integrate automatically. If you want to change settings, do so in the application’s Properties dialog.
Desktop integration When you launch ProjectWise Navigator from the desktop, integration with ProjectWise Explorer is turned off by default. To turn on desktop integration, an administrator must modify the PW.CFG file delivered with ProjectWise Navigator.
How to turn on desktop integration: Navigate to and open the \Program Files\Bentley\ Navigator\config\applpw.cfg file for both and uncomment the line beginning with #PWDIR:
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# Define "PWDIR=ProjectWise Explorer install path" here to enable desktop # integration. Otherwise, ProjectWise integration is enabled only for launches # from PW Explorer.
#PWDIR=C:/Program Files/Bentley/ProjectWise/
Becomes: # Define "PWDIR=ProjectWise Explorer install path" here to enable desktop # integration. Otherwise, ProjectWise integration is enabled only for launches # from PW Explorer.
PWDIR=C:/Program Files/Bentley/ProjectWise/
Make sure that the path reflected here is the path to the ProjectWise Explorer install on the system. Then, save the file.
Marking up documents with ProjectWise Navigator When users markup a document, the mark up is stored in a new document, called the overlay document. This lets you add comments without altering the original document content. Once you create an overlay document, the original document is referred to as the reviewed document. The new overlay document is opened in ProjectWise Navigator, and the reviewed document is attached as a reference to the overlay document. (You can verify this by opening the References dialog in ProjectWise Navigator.) Note that when the overlay document first opens in ProjectWise Navigator, it is not yet stored in ProjectWise, it only exists in the temporary local folder. To save it to ProjectWise, you need to select File > Save or File > Save As in ProjectWise Navigator. There is an option on ProjectWise Explorer’s right click menu, Set > Show Markups that works the same as the Set > Show References command.
Related document markups You can create multiple overlay documents from the same reviewed document if necessary. To do this, you can either select File > Save As again while the overlay document is still open in ProjectWise Navigator, or if you are back in ProjectWise
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Explorer, you can select the reviewed document again and select Document > Markup. You can search for and find all the overlay documents that were created from a single reviewed document.
How to find overlays created from the same document: First, select a reviewed DGN or DWG document in ProjectWise Explorer, and select Document > Set > Show Markups. A window opens listing all the overlay documents that exist for the selected DGN or DWG document.
If the selected DGN or DWG document does not have any overlay documents, a message appears stating “No Documents Found.” You can also find the reviewed document from which a particular overlay document was created.
How to find a reviewed document: First, select an overlay document and select Document > Set > Show References. A window opens displaying the selected overlay document. Below it, you see the reviewed DGN or DWG document. To see details, select View > Details.
i-model Composer Integration Configuration ProjectWise Explorer Integration The ProjectWise Passport you have for ProjectWise Explorer will automatically work for your installation of ProjectWise Navigator.
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If you want to use the default settings, you do not need to set up anything further since ProjectWise Navigator and ProjectWise integrate automatically. If you want to change settings, do so in the application’s Properties dialog.
Desktop integration
How to turn on desktop integration: Navigate to and open the \Program Files\Bentley\ imodelComposer\config\applpw.cfg file for both and uncomment the line beginning with #PWDIR, just as shown for ProjectWise Navigator.
An i-model is a format used for project information exchange, such as when project information needs to be reviewed at a milestone. An i-model is a copy meant for information exchange. It is not the source content that users create and modify. An i-model is read-only and is always saved with an .i.dgn extension. It converts information to a simpler representation, with smaller file size and easy navigation. No matter what format the input data is in, the i-model unifies it in a simple form. The process of converting the .DGN or .DWG file into an I.DGN file is called publishing. It publishes the master file and each of its (displayed) references, resulting in a corresponding i.dgn file for each. All design files that can be opened in MicroStation can be published to an i-model. You can also combine several published i.dgn files into a single, protected file. When launching integrated i-model Composer from the desktop or Windows Start menu, the ProjectWise Log in dialog opens first. Within integrated i-model Composer, you use the ProjectWise File Open dialog to open files form the datasource and, when you save, you see the ProjectWise Save As dialog so you can save back into the datasource. The ProjectWise Browser utility in ProjectWise i-model Composer lets users browse and review the documents and component data managed in a ProjectWise repository. You browse and review from within ProjectWise i-model Composer.
Microsoft Office Integration These integrations place a macro inside the Office document.
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Registry strings There are registry strings that can be set to affect Microsoft Office integration and related behavior.
Check-in To enable simple or automatic check-in of documents in integrated Microsoft Office applications, you can create registry strings for each application.
Simple check-in When simple check-in is enabled and you close a checked out document, the standard ProjectWise Check In dialog is replaced with a simple confirmation dialog that prompts the user to “Check in closed document?” They can then click Yes or No. Set both SimpleDialog and ShowConfirmation to True to enable simple check-in. In the Windows Registry Editor, find the registry key HKEY_CLASSES_ROOT\PW MS Word\ODMA32\Dialogs\CheckIn. Under that, create a string called SimpleDialog, and set the value to True. In the same location, create a string called ShowConfirmation, and set the value to True.
Automatic check-in When automatic check-in is enabled and you close a checked out document, the document is automatically checked in without any prompting. Set SimpleDialog to True and set ShowConfirmation to False to enable automatic check-in. Find the registry key HKEY_CLASSES_ROOT\PW MS Word\ODMA32\Dialogs\CheckIn. Under that, create a string called SimpleDialog, and set the value to True. In the same location, create a string called ShowConfirmation, and set the value to False. Note: See the on-line Help topic Microsoft Office Integration to find the registry
location for each application.
File > Save behavior The integrated File > Save command in Office applications only saves a changed document locally, in the users working directory. They must Check In or Update Server Copy in order to save the changed document to ProjectWise.
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To have File > Save prompt users to Check In or Update Server Copy in one of the integrated applications, set the value of the Default string to Enable in the appropriate registry key. See the on-line Help topic Microsoft Office Integration to find the registry location for each application.
Disabling integration To disable ProjectWise iDesktop Integration with a specific Microsoft Office application, you can modify the ProjectWise Explorer installation through Add \ Remove Programs and turn off integration with the specific application. In Office 2007, in the application itself, click the Microsoft Office button, click the Options button at the bottom, and then click Add-Ins. Click Go next to (Manage) Comm Add-ins and turn off the ProjectWise add-in.
You can also open the Windows Registry Editor and remove the ODMA32 subkey for each integrated application. See the on-line Help topic Microsoft Office Integration to find the registry location for each application.
Attribute Exchange for Microsoft Office Documents Attribute Exchange Rules for Microsoft Office lets users insert ProjectWise properties as text fields inside Microsoft Office Word and Excel documents stored in ProjectWise. The text fields are linked to ProjectWise so that if the value of the property changes in ProjectWise, the text field can be updated in the document. Users can also update property values in ProjectWise by modifying the value of the property from the document itself. This is done using the Custom Properties option in Microsoft Office Word and Excel, macros installed as part of iDesktop Integration for Word and Excel, and the Attribute Exchange Rules template file idattr.ini, which is located in the \Program Files\Bentley\ProjectWise\templates directory. It is typically imported into the datasource during datasource creation.
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Importing this file populates the Attribute Exchange Rules > MS Office Attribute Support object in ProjectWise Administrator. There are BuiltinProperties and CustProperties attribute classes for Microsoft Excel and Word documents. Each class contains a list of ProjectWise attributes that can be inserted into Word and Excel documents that are stored in ProjectWise. Note: When using attribute exchange in pre-2007 versions of integrated Microsoft
Word and Microsoft Excel, the Microsoft Office Security level must be set to middle. The setting for Microsoft Office security level is located under Tools > Macro > Security in each application.
Initializing documents for attribute exchange Before you can insert a ProjectWise custom property into a document, you must initialize the document so that the ProjectWise custom properties defined in the delivered Attribute Exchange Rules template are available for insertion.
How to initialize a Word or Excel document for attribute exchange: Open a Word or Excel document stored in ProjectWise. On the ProjectWise tab, click Update Document. You can now insert any of the available custom properties into the document.
Inserting custom properties If you open the advanced Properties dialog in Word or Excel and click the Custom tab, there is a list of custom properties you can use. When you click Update Document inside a ProjectWise document, the attributes in the delivered CustProperties attribute class populate the Custom tab. You can use these, or create your own attribute class and add attributes that match the MS Office delivered properties. Inserting a ProjectWise custom property as a text field will insert the current value of the selected property into a document. If there is no current value, then the text field will be blank. For example, if you insert the Folder_Description property and the document's folder has no description yet. However, since that text field is linked to the Folder_Description property, once a value is defined for that property in ProjectWise, then the field will be updated in
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the document next time you click Update Document on the Office application’s ProjectWise tab.
How to insert a ProjectWise custom property into a Word document: In an open Word document that has been initialized, place the cursor at the point you want to insert a ProjectWise custom property. On the Insert tab, select Quick Parts > Field. In the Field dialog, Field names list, select DocProperty. In the Property list, select the ProjectWise document property you want to insert. For example, Folder_Name. Click OK. The value of the selected property is inserted into the document.
Inserting the Folder_Name attribute
Adding new custom properties If there are ProjectWise properties that you want to insert into a document that are not in the default list, you can add them. There are two parts to this process, one part involves creating a new attribute under Microsoft Office Attribute Exchange Rules in ProjectWise Administrator, the other involves creating a custom property of the same name from inside the integrated Word or Excel application.
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Exercise: Create attributes 1
In ProjectWise Administrator, expand Attribute Exchange Rules in the console tree.
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Right click CustProperties and select New > Attribute.
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When the Welcome page appears, click Next.
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Type the name Reviewed By and click Next.
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Click Add.
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Enable the Environment property radio button and set the environment to Titleblock.
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Select the Engr attribute, click OK, and then click Next.
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Click Next, and then click Finish.
9
Create another attribute named Drawn By, using the Titleblock environment and the drawnby attribute.
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Exercise: Import files and initialize 1
In ProjectWise Explorer, make sure the Interface is set to Default.
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Create a new root level folder named Office Docs, using the Titleblock environment.
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In Windows Explorer, navigate to the \Office Docs folder in the class data set, drag the files from that folder into the new ProjectWise folder, and drop them.
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Open Vegetation.doc from ProjectWise Explorer.
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Click the ProjectWise tab at the top of the application window and click Update Document.
You must do this for each Word or Excel document so you can insert any available custom properties. 6
Exit Word, saving the changes and checking the file in.
Exercise: Update the properties 1
In ProjectWise Explorer, open the properties dialog for Vegetation.doc, and click the Attributes tab.
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Enter the following: Reviewed By: Engineer Drawn By: Drafter
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Click Save and then click Close.
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Open the document from ProjectWise Explorer.
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Click the Microsoft Office Button at the upper left and select Prepare > Properties.
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In the Properties panel that opened, click the arrow next to Document Properties and select Advanced Properties.
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Click the Custom tab.
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In the name field type Reviewed By, leave the Type set to Text, type your name as the value, and click Add.
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An attribute name must match the custom property name within an Office document, much like a title block attribute must match a tag set name. 9
In the name field type Drawn By, leave the Type set to Text, type any text for the value, and click Add. The value field must have at least a placeholder in it. If it is just a placeholder, make sure not to click Update ProjectWise on the ProjectWise tab or the placeholder will populate ProjectWise.
10 Click OK to close the dialog. 11 Click the ProjectWise tab at the top of the application window and click
Update Document. 12 Return to the (Advanced) Properties dialog, select the Custom tab, and
scroll to the custom attributes.
Values have been updated with those you entered on the Attributes tab of the document’s Properties dialog in ProjectWise Explorer. If you clicked Update ProjectWise, the Attributes tab would have been populated with the values in this document. Note: When you are modifying custom property values from inside the document,
make sure you do not click Update Document before you click Update ProjectWise. If you do, then any changes you made through the Custom tab will be overwritten with the current values from the datasource.
Exporting and importing attribute mappings You can export attribute mappings to an ASCII file format, manually edit them, and then import them back into ProjectWise. You can either export the entire Attribute Exchange Rules section, or you can export individual items. However, you must import from the main Attribute Exchange Rules item.
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Export Mapping includes the bindings for each attribute to an environment
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Export Mapping as Template excludes the binding and allows either manual editing or import and configuration using ProjectWise Administrator.
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How to export a mapping: First, in ProjectWise Administrator select either the Attribute Exchange Rules object or the individual item. Then, select Action > Export Mapping or Action > Export Mapping as. In the Save as dialog, select the required Export location and click Save.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions 1
True or False: You can create a ProjectWise Application for multiple product versions. For example, one for MicroStation V8 XM Edition and one for MicroStation V8i.
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Why would you enable the Show Selective Set Open dialog option for users?
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Why would you use versioning?
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What is the difference between an unmanaged workspace profile and a configuration settings block?
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If both configuration settings blocks and workspace profiles are applied to the same document, which will take precedence?
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What are the steps for creating attribute exchange rules?
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Where do you import attribute mappings?
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Managing Projects Module Overview There are best practices that will make ProjectWise administration easier and help your users work most effectively.
Module Prerequisites •
Knowledge about the ProjectWise Explorer and ProjectWise Administrator interfaces
Module Objectives After completing this module, you will be able to: •
Define projects based on site requirements
•
Backup and restore projects
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions
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What is a storage area?
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True or False: A user can log in to multiple databases simultaneously.
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Answers 1
The physical folder where all the documents in the datasource exist.
2
True.
Defining Projects When you create a new project you must first determine an organization’s needs and structure the project accordingly. In many cases, multiple projects are contained within one database instance. In this case, a ProjectWise project is created as a folder structure within an existing database, with appropriate Environments, security and Workflow. This is known as a one-to-many project definition. One database instance contains many projects. The alternative is a one-to-one project definition where each ProjectWise project is contained in a new database instance. It is possible to use both project types on one ProjectWise server, so project structure can be optimized. Small engineering firms with small to mid-size projects can easily adopt either definition. Large engineering organizations often work on large projects where project lifecycles are defined in years rather than months. Projects of this magnitude often include tens or hundreds of thousand documents. In this case, it may be advantageous to adopt the one-to-one project model. In the case of an organization with multiple sites, there may be multiple active projects at each location, yielding hundreds or even thousands of projects company wide. A likely strategy for an organization of this type would be to implement the one-to-many model, creating a ProjectWise database instance for each site. Then, each project at a particular site would be created as a folder structure within the respective database instance. If there is a requirement to turn over the entire ProjectWise database at the end of the project, it would make sense to contain this type it in a database by itself so the entire database can be turned over at the end of the project. Another factor to consider is contract deliverables. If the contract requires electronic deliverables, you must decide if you will deliver and receive files only, or descriptive metadata as well.
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Project strategy A few factors to consider when establishing a project strategy are as follows. •
ProjectWise queries are currently limited to a single database.
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A user can log in to multiple databases simultaneously.
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ProjectWise authentication can be synchronized with a Windows domain server.
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Single Sign-On makes it transparent for users to log in to new datasources.
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Files can be easily copied or moved from one datasource to another.
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You can create new datasources from a template. This automates the process of creating new datasources.
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ProjectWise includes an import/export utility for moving large data structures (projects) from one database to another.
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For performance or security reasons, multiple database instances, database servers, or ProjectWise servers may be implemented.
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File extraction processes provide a reason to implement multiple datasources.
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There is a hard limit of 750 sub-projects per top level project. Additional subprojects can be created by placing them under an additional top level project.
The one-to-many definition Within an existing database, the process of creating a new project involves the following steps.
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Create a template project folder structure. This need be done only once, but will likely be refined over time. This project structure will serve as the starting point for each new project.
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Establish storage areas.
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Add new users as required.
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Create necessary security groups.
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Copy the template project folder structure to the root folder for the new project.
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Apply the security model as required.
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Define a template project folder structure A well defined template project is a critical component of the process. Perfecting the template project will likely take multiple iterations, as it will be continuously improved with feedback from each new project. The template project definition should include the basic folder structure, Environments, security, and Workflows. Other considerations when creating the template project are as follows: •
Storage areas in the template project are ignored. The root folder for each new project is created manually. As part of that process, you will designate the master storage area for the new project. All sub-folders created as the template folder structure is copied will inherit their storage area from the new root folder.
•
Any documents existing in the template project folder structure are copied to the corresponding folder in the new folder structure.
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If MicroStation and AutoCAD documents are contained in the template folders, they should not have reference attachments. If it is necessary to have reference attachments, you need to run reference scans on the new folder structure as each new project is created.
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Environments defined in the template project are maintained. In other words, the Environment assigned to a sub-folder in the template project will still be assigned to that sub-folder in the new project. In this case, the Environment is NOT inherited from the parent folder during the copy process.
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Security schemas should be applied to the template project using inheritance at the highest level. This would include folder level security as well as document security. This way security schema maintenance is minimized.
•
If necessary, the template project can be hidden from most users by applying a restricted group to the root level folder, and allowing all sub-folders to inherit from the root level. If not hidden, access to the template project should be restricted to prevent unauthorized access.
Establish storage areas It is recommended that each major project be stored in its own storage area. Though not mandatory, this practice provides centralized storage for the new project, while separating project files from other projects. ProjectWise storage areas can be created on any node on the network on which the ProjectWise Distribution Service or ProjectWise Integration Server is running.
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Add new users In most cases, the majority of employees will already have accounts within the ProjectWise database. These will exist from previous projects or from synchronization with the Windows domain controller. However each project could include outside contractors who require access to the project. Any required new accounts should be created at this time in order to add them to the project master group.
Create security groups At this point, it is appropriate to establish a security schema for the new project. You would typically start from the security schema for the template folder and note the differences. In order to make the new project's root folder visible, it is recommended that a master group be created for the new project, and that all team members be added to this group. The new project will only be visible to those ProjectWise users who have membership. Through inheritance, all sub-folders will become visible when the group privileges are applied to the root folder. For this reason, the group is applied to the project AFTER copying the template project. At this point, you only need to create the group and add appropriate team members. Furthermore, the security schema associated with the master project group should provide minimal privileges (specifically, the privilege to Read folders) for the group. Additional groups are required to assign more permissive privileges within the project. For instance, only the Civil group gets Create and Modify privileges for the Sitework sub-folder. In this case, a Civil Group is created with those privileges, and later be applied to the Sitework folder. In some cases, it may be advantageous to apply group security to the template project so that this security schema is propagated to each new project. This saves work, as you don’t have to assign these groups to the project sub-folders every time a new project is created. Within some organizations, it is conceivable that most of the security schema could be applied to the template project. When in doubt however, you should wait and apply the security schema after creating the new project folder structure. Only experience will expose the best strategy for a particular organization. Remember though, that the master group for the project should always be applied after creating the sub-folders.
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Copying the template project to the new project You can now copy the template project into the new root folder. This is done from ProjectWise Explorer. Be sure to log in to the datasource with sufficient privileges to perform the operation. Once logged in, follow these steps. 1. Select the template project in the folder hierarchy. 2. Select Copy from the right click menu. 3. Select the root folder for the new project. This folder will typically be created under the root (Documents) in the datasource console tree. 4. Select Paste from the right click menu and a dialog with options for the copy process appears. On the General tab, enable all options. 5. On the Advanced tab, enable Copy Folder Workflow, Copy Access Control, and Exclude Source Folder. You may also want to enable Take Ownership, in which case you (or whomever you are logged in as) will become the owner of the new folders. If you would like to see the hierarchy update during the copy process, enable Update GUI on each operation. 6. Click Copy to start the process.
Applying the security schema The new project structure is created and all that remains is to apply the security schema. This may be quite involved, depending on the complexity of the project, the number of folders, the number of project participants, and the nature of the project. By implementing inherited security, you can minimize the security management burden. You need to, at a minimum, apply the master group to the root folder, allowing all sub-folders to inherit the security defined for this group. At this point, you are ready to assign additional groups and privileges to tune the folder privileges as required for the project. You also need to assign document privileges per the security guidelines of the project. This process should be well thought out prior to starting, and remember to use inheritance where possible. Once you have completed the additional security measures, your project is ready for use.
Backup and restore procedures The process for this archive type differs depending on the project definition in use.
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Full back up one-to-one project definition If the one-to-one project definition is used, the back up process is as follows: 1. In ProjectWise Administrator, record all storage area definitions used by this project, including system hostname or IP address, and folder name. 2. Restrict access to the database so that the project is in a known and stable condition during the backup. The easiest way to do this is simply to stop the ProjectWise Integration Server service. 3. Back up the entire database to offline media using tools supplied by the database vendor. 4. From the list compiled in step 1, back up all storage areas used by this project to offline media using operating system tools or off-the-shelf backup tools. Note: These storage areas may all be on the ProjectWise Integration Server or
may be distributed on the network to systems running the ProjectWise Distribution Service. 5. When complete, restart the ProjectWise Integration Server service.
Full restore To restore the entire project, follow the procedure in reverse. 1. Restrict access to the database by stopping the ProjectWise Integration Server service. 2. Restore the database using tools supplied by the database vendor. 3. Restore all storage areas using operating system tools or off-the-shelf backup tools. 4. When complete, restart the ProjectWise Integration Server service.
Incremental restore In many cases you will need to selectively restore files, rather than the entire database. The file will most likely exist, but was damaged, or there is a need to revert to an earlier version. To restore a single file, complete the following procedure. 1. Log in to the ProjectWise Explorer and view the properties of the document in question. 2. Note the File Name (as opposed to the Document Name).
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3. Restore this file from the backup media to a temporary folder. Do not restore the file to the ProjectWise storage area for the folder. 4. Return to the ProjectWise Explorer, and view the properties of the document in question again. 5. In the Properties dialog, General tab, click Advanced and then select Remove to delete the existing file. 6. Click Advanced again, and select Import. 7. Browse to the temporary folder (where the document was restored) and select the file to attach the restored file to the original document record. 8. Click OK and then save the changes to the document. 9. Close the properties dialog. This method is sufficient, provided that file names are unique within your project. If the file you are searching for might exist in multiple folders within the backup, you'll need to obtain the Folder Identifier in order to retrieve the correct file from the backup media. Files are stored in storage areas under folders named per the folder ID, not the folder name. One of the benefits of this approach is that folder names may be changed without adverse effects to the project. To restore a single file in a case when the file name isn't sufficient to uniquely identify the document, use the following procedure. 1. Log in to the ProjectWise Explorer and select View > Choose Columns. 2. Create a new view called Admin. You'll only need to do this the first time. 3. Add columns to the new view for Document Name, File Name, Folder Name, and Folder Identifier (Folder Id). You may add other columns as needed. 4. Close the View Editor dialog box. 5. Browse to the document in question and note the Folder Id column. It should be a number, such as 184. 6. The folder to look in on the archive media is named for the Folder Id in the format dmsXXXXX, where the Folder Id will replace XXXXX. Note that it will be five characters long and preceded by leading zeros as needed to maintain the five character requirement. In the example, the folder name would be dms00184. 7. Note the File Name (as opposed to the Document Name). 8. Restore this file from the correct folder on the backup media to a temporary folder.
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9. Return to the ProjectWise Explorer, and view the properties of the document in question. 10.In the properties dialog, General tab, click Advanced and then select Remove to delete the existing file. 11. Click Advanced and select Import. 12. Browse to the temporary folder where the document was restored and select the file to attach the restored file to the original document record. 13. Click OK and then save the changes to the document and close the properties dialog.
Full back up one-to-many project definition If the one-to-many project definition is in use you must decide if the entire database, all projects, or a subset of the database. selected projects, should be backed up. If the entire database is to be backed up, refer to the previous procedure for full back up. If selected projects are to be backed up, use the ProjectWise Export Wizard for backing up the metadata. Prior to starting the backup process you must prevent users from checking out files by restricting access to the database. Using this method the ProjectWise Integration Server service cannot be stopped or the Export Wizard can’t log in. It is suggested that access to the project be limited by IP address filtering. Do this in ProjectWise Administrator under the general settings for the datasource. Once this is done, the process for performing a full backup on a selected project using the ProjectWise Export Wizard is as follows. 1. Create a temporary folder in which to store the exported files prior to committing to backup media. 2. In ProjectWise Administrator, record all storage area definitions used by this project, including system hostname or IP address, and folder name. 3. Select Start > Programs > Bentley > ProjectWise V8i > Tools > Export Wizard. 4. Log in to the datasource as Administrator. 5. You’ll want to select all environments used by the project in question. Select those environments, or select ALL if you're not sure, and then click Next. 6. Choose to export documents From Selected Folders with subfolders and then select the root level folder for the project in question.
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Note: You can select multiple folders to include all documents for the project.
7. Enter a script file path and name using the temporary folder created earlier. If desired, enable Log to File and enter a log file name. 8. Select Export to continue. 9. Click Finish. At this point, the Export Wizard will export all Folders, files, metadata, application definitions, Environment definitions, etc. required to restore this data at a future date. This project can then be imported into this or any other datasource, using the ProjectWise Import Wizard. The Export Wizard does not export users and associated group membership, Workflow States, or security schema(s). Warning: The script file created by the export process is critical as it contains
all the metadata mentioned above. This file will be required should the need arise to restore this project using the Import Wizard. Once the export Wizard has finished, the script file and the actual document files are in the temporary folder specified in the script file. The files are in a sub-folder named files000. You can now move the contents of the temporary folder to the offline media of your choice. Once this has been accomplished, you will then need to remove the IP address filter from the database to allow general access again. It should be noted that this second procedure could also be used in the one-toone project definition. The advantage of using this method is that all files are copied to the temporary folder automatically, rather than the administrator having to copy them from each storage area. The disadvantages are: •
Users, Groups, Security and Workflow schemas are not captured by this method. Therefore the user performing the import would own all files and folders.
•
Only the most recent version of a document is backed up.
Export command line options As an alternative to running the GUI version of the Export Wizard you can run the export routine from a command line. This allows the process to be automated, using Windows Scheduler for instance. When running from the command line, the exporter provides additional options to include Workflow definitions, Saved Searches, Applications, and Departments. It does not, however, apply the
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Workflow to the folders upon import. In addition, since there is no GUI, you will not be able to select specific folders. The export process will be limited to exporting all folders (and their respective documents), or no folders. For this reason, this method is not practical when using the one-to-many database model. Note: For a complete list of command line options, see the ProjectWise Explorer on-
line Help files.
Project restoration using the Import Wizard A project that was backed up using the ProjectWise Export Wizard can be restored using the Import Wizard. The project can be imported into any ProjectWise datasource, not just the original. Assuming the ProjectWise datasource already exists, the process for restoring a project is as follows. 1. Restore necessary files from backup media to a temporary folder structure. 2. If necessary, restrict access to the datasource by establishing IP address filter(s). It should not typically be necessary to do this. 3. If necessary, use the ProjectWise Administrator to create any necessary storage areas for the project. 4. Select Start > Programs > Bentley > ProjectWise V8i > Tools > Import Wizard and log in to the datasource as the Administrator. 5. On the first wizard page, enable all settings (Environments, Applications, Departments, Folders, and Documents). 6. The second wizard page pertains to pre-existing folders. If you are importing the data into a new datasource it should not be necessary to enable these options. 7. On the third wizard page, select a default storage area and starting folder for the project to be imported. You may select an existing folder or choose to set the starting folder to ROOT. 8. In most cases, you’ll want to choose Set starting Folder to ROOT unless you have already created a new root folder for the project. 9. On the next page, you’ll provide the name or browse to the script file restored to the temporary folder. 10. Click Import to start the process. When complete, close the Message window, and then close the Import Wizard. Note: You may receive warnings if the project is being imported into a ProjectWise
datasource that contains other projects. These warnings occur when the
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Module Review
Import Wizard attempts to import an environment or application definition that already exists in the datasource.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
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1
In the case of an organization with multiple sites, there may be multiple active projects at each location, yielding hundreds or even thousands of projects company wide. What is a good strategy for handling a situation like this?
2
True or False: It is recommended that each major project be stored in its own storage area.
3
True or False: The master group for the project should always be applied after creating the sub-folders.
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Spatial Management Module Overview You can set up spatial parameters in ProjectWise Administrator that allow users to relate data on a geographically correct basis. This module shows you how to set up a datasource to use spatial features and how to use spatial features to work with documents based on their geographic location, rather than using a hierarchical list.
Module Prerequisites •
Knowledge about the ProjectWise Explorer and ProjectWise Administrator interfaces
•
Knowledge about coordinate systems and background maps
Module Objectives After completing this module, you will be able to:
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Work with coordinate systems
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Defining spatial symbologies
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Work with background maps
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Scan for spatial locations
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
What is a coordinate system?
2
What is a background map?
Answers 1
A two-dimensional, planar coordinate system in which x measures horizontal distance and y measures vertical distance. Each point on the plane is defined by an x,y coordinate.
2
A background map is a backdrop, a key map that allows the user to locate a spatial location in a geographical environment.
Spatial Management Any ProjectWise document or folder can be associated with a geographical location. These let you locate the associated document or folder on a background map that is displayed in ProjectWise Explorer.
ProjectWise Explorer’s Spatial tab ProjectWise Explorer’s Spatial tab is available when the datasource is configured by and administrator for spatial support. It shows the contents of a project or folder from a geographical perspective. Identifying spatial locations can be helpful for locating facility assets and related information by using locations. You could also locate projects or folders and their contents based on their geographic locations. Any ProjectWise document or folder can be associated with a geographical footprint, called a spatial location. These let you locate the associated document, or a folder, on a background map displayed in ProjectWise Explorer. The
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background map that is used is usually published from a server, so it may take few seconds the first time you access a folder associated with a given map. Background maps are added to the datasource by an administrator. You select the right background map for your project from the options at the top of ProjectWise Explorer. The map displays inside the Spatial Navigator on the tab. The toolbar at the top has display options and map navigation tools. Select View > Show Symbology Legend to add the legend shows the meaning of the different symbologies used in the Spatial view that is currently applied to the background map.
These symbologies show where documents, folders, and sub-folders are located on the map.
Working with Coordinate Systems Coordinate systems are added using the ProjectWise Administrator. To assign a spatial location to a document or folder you must assign not only the coordinates, but also a coordinate system that matches the coordinate system assigned to the document or folder. The reference coordinate system is used to compare objects that are in different coordinate systems. Both objects will be re-projected into the reference coordinate system before comparison. Therefore, the reference coordinate system must be chosen carefully so that all other coordinate systems have a valid transformation path to it. The first step in spatial management is adding coordinate systems to the datasource.
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Working with Coordinate Systems
Exercise: Add a coordinate system 1
In ProjectWise Administrator, right click the Coordinate Systems icon and select Add from Dictionary.
2
In the Add Coordinate Systems dialog, scroll to and select Projected defs from ESPG, area undetermined from the Coordinate Systems Groups options.
3
Scroll to EPSG:2029 - NAD27(76) / UTM zone 17N and click Add.
Note: Coordinate systems are listed in numerical order. 4
Right click the coordinate system and select Set as Reference. The reference coordinate system has an addition to its icon.
Custom coordinate systems can be created using Bentley Map and can then be added, as required, to the ProjectWise re-projection engine manually.
Attributes Once added you will see the following attributes for each coordinate system.
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The Alias is the name that will be used to represent the coordinate system in the user interface. When a new coordinate system is created, the Key Name is automatically used as the alias. The icon preceding the row shows which is the reference coordinate system using a yellow datasource symbol.
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The Key Name is the unique identifier that represents the coordinate system in the re-projection engine.
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The Type column shows where the coordinate system came from.
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The Scan Action is the action that is stored for the Spatial Location Scan tool. The tool uses this action to streamline the scanning process. Ask means that, when this coordinate system is found in a document, it will be presented to the user for approval. Use means that when this coordinate system is found in a document, it will automatically be used.
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Replace means that when this coordinate system is found in a document, it will automatically be replaced by the coordinate system specified in the Replace By column. Note: Note that the automatic use of a coordinate system only happens if
there is only one coordinate system that matches for a document. If multiple coordinate systems match a document, they will all be listed so you can choose. •
Replace By is used when the Scan Action is set to Replace. It shows the name of the coordinate system that replaces the current one in the Spatial Location Scan tool.
Setting the reference coordinate system The reference coordinate system is used to compare objects that are in different coordinate systems. All objects are re-projected using the reference coordinate system. Therefore, the reference coordinate system must be chosen carefully so that all other coordinate systems have a valid transformation path to it.
How to mark a coordinate system as the reference: Just right click a coordinate system and select Set as reference.
Deleting coordinate systems Right click the CS and select Delete. Coordinate systems that are used by at least one spatial location cannot be deleted.
Defining Spatial Symbologies The appearance of spatial locations is determined by symbology such as color and weight you can define. Define symbology in the Default Symbology dialog. To open it, select Symbologies in the tree, and then right click on the Default Symbology icon and select Edit.
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Defining Spatial Symbologies
The View Name field is where you type the name of the View that will display in the Symbology Legend in ProjectWise Explorer. The Documents, Folders and SubFolders Symbology tabs are where you define the symbology used to display the spatial locations of documents, folders, or subfolders. •
Color opens the Color dialog where you select the outline color of the geometry used to represent a spatial location.
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Weight specifies the outline weight of the geometry used to represent a spatial location.
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Fill Color opens the Color dialog where you select the color that fills the geometry used to represent a spatial location.
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Fill Color Transparency may vary from 0% to 100%. 0% means no transparency at all, while a value of 100% is complete transparency in the selected color. Hint: Use of some transparency is best so that information behind the areas
can be seen. •
Points determines whether Windows or ProjectWise icons display. When Windows Icon is selected and you click Select Pins, a dialog opens for you to select a Windows icon. When ProjectWise Icon is selected and you click Select Pins, a dialog opens for you to select a ProjectWise icon.
•
Tooltips and Texts Attributes determine the text that will display in the tooltip.
Show application icon in tooltip displays the icons at the left of the tooltip text. This option is only available for the default document symbology and it is the same icon that is displayed in the document list. Options on the General Settings tab are used to control the display of tooltips, highlight color, and text. Once symbologies are defined, set the Spatial view in ProjectWise Explorer to the desired view. Select View > Symbology Legend to see the legend.
Exercise: Set symbology transparency 1
Spatial Management
Click Symbologies in the console tree and then right click Default Symbology and select Edit.
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Working with Background Maps
2
Use the scroll bar to access tabs for Document, Folder, and SubFolder symbology. Select colors by clicking the tiles and make sure the Fill color transparency is set to a high value.
3
You can also select an icon to represent the symbology type.
4
Click OK when you are done, saving the changes.
Working with Background Maps Background maps are the backdrops that are displayed on the Spatial Pane in ProjectWise Explorer. They are used as maps over which the document and folder spatial locations are drawn. Many background maps can be defined, but only one will be the reference background map. The reference background map is displayed by default when no specific map is assigned to a folder. It is also displayed in the search dialogs. It should therefore be general enough to be used to represent all spatial locations stored in the datasource.
Creation Proper creation of background maps results in better overall performance. Background maps should be simple enough that spatial locations are easily visible. Set Scale Range and Extent values properly so that only the necessary information displays when required. This ensures that only necessary tiles of information are sent to the client. You should also avoid using many different layers with raster attachments as it decreases overall performance.
Static CAD Layers When creating Static CAD Layer, MicroStation is used to generate a DPR file during background map layer creation. All users accessing this background map from ProjectWise Explorer or Spatial Web Part will be using pre-generated DPR file. Use this when the same background map is used all the time.
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When you choose Add Static CAD Layer in the Edit map layer settings dialog, the Choose a document for a layer dialog opens and you can navigate to the location of the document you want to use. When using the background map for spatial navigation the background map layer DPR file is downloaded to client system. It might take some time to download the DPR file, depending on the size.
Dynamic CAD layers Use this option to select any file format that can be published by ProjectWise Publishing Server. To use dynamic CAD layers in background maps the Publishing Engine has to be installed and its address configured in the datasource spatial settings tab. To modify the Background Map Publishing Engine address, right click on the datasource, select Properties, and then select the Spatial tab to specify the address. Use this when the background map may change. Dynamic CAD layers are not downloaded to the client system, but streamed instead. There is no DPR file pre-generated. On first access, or after actual file, used as a source for the layer is modified, there is a DPR file generated and cached. Dynamic layers tend to be slower that static layers.
DPR Layers You can also choose an existing .dpr (Digital Print Room) file, created using InterPlot, as a source for a background map. When you choose Add DPR Layer in the Edit Map Layer Settings dialog, the Choose a document for the layer dialog opens and you can navigate to its location. Note: Avoid attaching a raster from Imaging Server with Raster Manager and then
using the DGN file to create a background map as this results in poor performance.
Exercise: Create a background map 1
In ProjectWise Explorer, create a folder named Spatial, drag the files and folders from the class data set \Spatial folder into it, and drop them. The first step is to import the file containing the data or image you will be using as the background map. This can be an existing DPR (Digital Print
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Room) file, a DGN file which MicroStation will publish to a DPR file, or a file that ProjectWise Publishing Server will publish to a DPR file. In this case, the file is Peterborough.dgn. 2
In ProjectWise Administrator, right click the Background Maps icon and select Create Background Map.
3
In the Background Map Settings dialog, name the map Peterborough, select the coordinate system you added, and then click Add Layer.
4
Click the arrow next to the URL field and select Add static CAD layer. Use this option to select a design file from which a DPR file will be created and then published. For this option to be enabled, MicroStation must be installed on the ProjectWise Administrator computer.
5
Navigate to \Spatial\Peterborough.dgn, select it and click Open. A progress dialog indicates that a DPR layer is being created. The PLT file used in the generation of background maps is mapplot.plt, located in the \Program Files\Bentley\ProjectWise\bin\v89 folder. You can modify this file in any text editor as necessary, if you want to change how your maps are generated.
6
Click OK when done. Next, select the folder where the map definition file will be stored in ProjectWise.
7
Continuing in the Background Map Settings dialog, Click Browse next to the Folder field and save the file to the \Spatial\dgn folder.
8
Click OK, and then click Save.
9
Right click on the background map and select Set as Reference. The map set as the reference map has an addition to its icon.
Note: It is strongly suggested that you use the reference coordinate system for
the reference background map. In the Background Map Settings dialog, you specify the coordinate system for the map. It is important that the coordinate system be set correctly. When the background map is displayed in the Spatial Navigator, all spatial locations drawn over it will automatically be reprojected into this coordinate system. All layers of the map must be projected in this system.
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Layers are all the documents that compose the map background and are displayed in the Spatial Navigator. Layers can be modified using the Add, Remove and Edit buttons. Use the arrow buttons to change the order of the layers. Layers are displayed in the order they are listed. Note: The first layer must always be displayed and must be large enough to
accommodate all the other layers. The bounding box is the total extent of the layer in the background map’s coordinate system. The bounding box is used to determine when a layer is part of the current view in the Spatial Navigator. When a new document is selected, the bounding box will automatically be extracted from the file if possible. Leave all fields set to 0 if you always want the layer to be displayed.
The Scale range is used to determine the zoom ranges at which the layer should be displayed. The numbers represent a view width, in the background map coordinate system. Use 0 to specify an unlimited range in one direction. Set both fields 0 if the layer should always be displayed.
Scanning for Spatial Locations Metadata scanners are the engines that extract spatial information from documents. They can extract spatial locations and coordinate systems. ProjectWise applications must be associated with the scanners so they know which files to scan. The MicroStation scanner uses MicroStation to scan DGN documents. It uses the DGN's total extent as spatial location, and can optionally obtain a coordinate system if there is a type 66 element, GeoGraphics coordinate system information, in the DGN.
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The Raster scanner can open most raster file formats. It uses the raster's clip shape as spatial location if there is one, otherwise it will use the raster extent. A coordinate system can be obtained if the raster contains GeoKeys like a geoTiff, for example. The ESRI scanner uses ESRI ArcObjects to scan ESRI file formats. It uses the file extent as spatial location, and can extract the coordinate system if there is one. Each scanner requires that some software be installed in order for them to run. All software listed is not required in order for the tool to work correctly. For example, those that do not have ESRI ArcMap installed will not be able to scan ESRI files, but if you have MicroStation installed, you can scan CAD files without problems. •
The MicroStation Scanner requires that MicroStation V8i be installed.
•
The ESRI Scanner requires that ArcMap 8.x be installed if users wish to extract extent and coordinate system information from ESRI files.
Associating applications to metadata scanners ProjectWise applications must be associated with the scanners so they know which documents to scan. A ProjectWise application can only be associated with one scanner. To change an application's association from one scanner to another, you must first remove it from the current scanner. No validation is made as to which application is added to which scanner. Please choose the applications carefully, making sure that the selected ProjectWise applications are associated with files that the scanner can process.
How to associate an application with a scanner: First, click Spatial Metadata Scanners, right click a scanner and select Properties. The Scanner Properties dialog contains a list of currently associated applications. Then, click Add and select one or more applications to associate with the selected scanner. If an application is already associated with the scanner, it will not display in the Applications list.
Exercise: Note the MicroStation scanners 1
Click Spatial Metadata Scanners in the console tree, right click the MicroStation scanner and select Properties. By default, some applications that will be processed by the scanner are listed. Note that AutoCAD is listed so that the MicroStation engine can process those files. You can also add other applications.
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2
Click Cancel.
Scanning using ProjectWise Explorer The Spatial Location Scanning tool is used to extract spatial information from the files associated to documents within a ProjectWise datasource, and then store this spatial information in the datasource and assign the information to the processed document. Spatial locations can also be batch assigned based on attribute values. In order to scan a file with the Spatial Location Scanning tool, you must have Write and File Read privileges to the document in question. Also, the status of the document must be checked in for the scanning process to work. If a document is ignored by the scanning process, it will not be specified in the log file. However, the log file information clearly underlines the access and status constraints. To launch the Spatial Location Import tool, select Tools > Scan Spatial Locations in ProjectWise Explorer. The Spatial Location Scanning dialog opens to guide you through the scanning process. The Welcome Page briefly describes the tool.
How to scan for spatial locations in ProjectWise Explorer: First, select Tools > Scan Spatial Locations. Then, select the folders you wish to scan and whether you want to scan sub-folders. Next, select the coordinate system that will be assigned to each file. •
Extract Location Only only extracts the minimum bounding rectangle of the scanned file and use it, along with the coordinate system to create the scanned file's spatial location.
•
Extract Location and Coordinate System extracts both the minimum bounding rectangle and the coordinate system from the scanned file.
•
Use Attribute Lookup Tables assigns a spatial location through the document's environment lookup table and attribute values.
Then, identify a log file and start the scan.
Exercise: Scan spatial locations 1
Exit ProjectWise Explorer and then re-launch it and log back in. This registers the coordinate system and background map you added.
2
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Select Tools > Scan Spatial Locations, and then click Next.
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3
Click the Add folders icon, navigate to and select the \Spatial\dgn folder, and then click OK.
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Click Next and check the check box preceding the folder you just added, and select the MicroStation V8 application.
5
Click Next, enable the Extract Location Only radio button, select your coordinate system, and then click Next.
6
Enter a log file name and click Next. Browse if you want to place the file somewhere other than the root \Program Files\MicroStation folder.
7
Click Start Scan.
8
Click OK in the Summary dialog and then click Exit.
Creating spatial location files The Spatial Location File Creation tool lets you import administrative boundaries, project locations, or zones of interest into a ProjectWise datasource. They are stored as in a spatial location file (SLF), which is an XML document. The Spatial Location File Creation tool is an MDL application, launched within MicroStation, to extract the geometries from a DGN file and store them in the SLF file.
How to create an SLF file: Launch MicroStation and open the index DGN file that contains the geometries to capture. Load the SLF Creation tool, by typing MDL LOAD SLFCAPTURE in the Key-in browser, or by selecting the application in the (Utilities > MDL Applications) MDL dialog. Once the SLF Creation tool is loaded, the Spatial Location File Creation dialog opens. There are the Documents and ProjectWise Folders options in the Spatial Location File Creation dialog. If the geometries in the index file represent documents, turn Documents on, if they represent ProjectWise folders, turn ProjectWise Folders on. If the geometries contained in the index file represent documents, the Documents Search Options have to be set correctly.
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To add these geometries, the file names in the index file must exist in the directory specified in the ‘Search in’ field. Default file extensions can be specified in case the file names in the index file do not include file extensions. If the geometries contained in the index file represent folders, no options have to be set. When launched, all valid geometries extracted from the index file are added to the SLF as ProjectWise folder geometries without further validation.
Loading spatial location files Once the SLF is created in MicroStation, the geometries it contains can be loaded in ProjectWise using the Load SLF tool, which will automatically assign spatial locations to corresponding ProjectWise documents or folders.
How to load spatial locations in ProjectWise Explorer: First, in ProjectWise Explorer, select Tools > Load SLF. The Choose Spatial Location File page is used to select the Spatial Location File whose geometries will be created in ProjectWise. The Spatial Location File does not provide any information about the coordinate system of the CAD file from which the Spatial Location File was generated, it only lists geometries. The Select the Coordinate System page is used to choose the coordinate system that will be assigned to all documents or folders contained in the selected Spatial Location File. Next, select the Target Folder, which is the ProjectWise folder where the documents/folders whose geometries are listed in the Spatial Location File can be found. When reading the Spatial Location File and processing each of the Spatial Location File objects in the file, the import tool will look in the target folder for a corresponding object. If the Spatial Location File object is a document, the import tool will look for a document with the same name in the target folder. It will only look in the target folder. If the Spatial Location File object is a folder, it will look in the target folder for an immediate child folder with the same name. It will only consider direct child folders and ignore all other folders in the datasource. The Import Options page is used to specify the import mode. You can replace all spatial locations for all objects found, whether these objects initially had a spatial location or not. You can assign the spatial location to an object found in the target folder only if the object does not already have a spatial location. Set logging options on the next page and then launch the process.
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Using the Spatial Tab
Using the Spatial Tab
Exercise: View the background map 1
In ProjectWise Explorer, on the List tab, navigate to the\Spatial\dgn folder and click on the Peterborough background map.
2
Click the Spatial tab. You see the contents of the background.
3
Backon the List tab, click BSI200-R01-Environmental.dgn and return to the Spatial tab. The outline of the map is highlighted in the symbology you selected.
4
Move the pointer over one of the boundaries. Pop-up information shows the name of the file.
5
Click on a boundary. The information in the preview pane updates to show information about the file.
Drawing spatial locations Each spatial location is a pair composed of geometry, such as a polygon, and a coordinate system. The coordinate system ensures data integrity and is used by the system to re-project a spatial location on a map that does not have the same coordinate system.
How to draw a spatial location: First, right click on the desired document or folder and select Properties. You can right click a previously defined spatial location in the Spatial Navigator and select Properties. Then, click the Spatial tab in the properties dialog. In the Spatial Location section, set the Source to Custom. Next, in the Geometry section, click Edit. In the Editing toolbar, select a geometry drawing tool. Click in the view window to start the polygon, and then click again to
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define the next vertex, and so on, until the polygon is complete. Finally, reset, and then click OK. Click Save, and then click Close.
Document Properties dialog spatial tab on the left ProjectWise Explorer spatial tab on the right
Exercise: Draw a spatial location 1
Continuing in ProjectWise Explorer, return to the List tab, right click BSI200-R01-Environmental.dgn and select Properties.
2
Select the Spatial tab in the Properties dialog.
3
In the Geometry section of the dialog click Edit.
4
Use the tools to draw a location and click OK.
5
Click Save and then Close.
6
Select the Spatial tab. You see the location projected on the background map.
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Spatial Searches
Realistically, files would most likely represent portions of an overall project, and the background map would represent the area of the entire project.
Rectangles identify the DGN files against a background map
Exercise: Folder location 1
Continuing in ProjectWise Explorer, right click the \dgn folder and select Properties.
2
Select The Spatial tab.
3
Note the coordinates at the bottom of the Geometry section.
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Set Source to Custom.
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Click Calculate. This regenerates the geometry based on the sum of the sub-folders and documents geometries (MBR) of this folder.
Spatial Searches You can search by spatial location using the Search by Form’s Spatial tab. This tab is the same as the Spatial tab in the document properties dialog. You can define the source that you want to search. •
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Using Custom, the spatial location can be drawn using the Edit button. You can select the background map you want to search, and then use the tools to draw an area to find documents in that area. It can also be extracted from a spatial location file (using the Load SLF button), or calculated (using the Calculate button).
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If you set the source to Custom, you can search by coordinate system.
Searching by defining the area to search drawing on the selected map
•
Using source None means no spatial location is associated to the document(s).
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Using source Use Parent Folder, the spatial location uses the geometry and the coordinate system of the parent folder.
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Using source Linked, the spatial location is inherited from a source document or folder.
How to search for documents using spatial criteria from inside MicroStation: First, click the Search icon in the ProjectWise File Open, Select Document, or Open dialogs. Then, in the Define Search dialog, select Spatial in the Criterion Type list and Spatial Location in the Property/Environment list. Next, click the browse button (...). If the active file is a ProjectWise document with a spatial location and a fence is defined, enable Use MicroStation Fence to use the fence’s extent as the search area criterion. If no fence is defined, use the available editing tools to define the area to be used as the search criterion. Once the area is defined, click OK. Finally, click the Add Criteria button, and click OK to launch the search operation.
Note: If the Use MicroStation Fence option is always disabled when defining spatial
search criteria, it is because either the active MicroStation document does not have a spatial location in ProjectWise, or there is no fence defined in MicroStation. If there is no fence defined, adding a fence in MicroStation should fix the problem. If a fence is defined and the toggle is still disabled, a spatial location should be assigned to the document in ProjectWise to enable this feature.
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Module Review
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
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1
What is a spatial location?
2
How can you add a coordinate system to the Add Coordinate Systems dialog?
3
When does automatic use of a coordinate system happen?
4
Why do you establish a reference coordinate system?
5
Why is it important to set the coordinate system correctly in the Background Map Settings dialog?
6
What document privileges must you have to scan a file with the Spatial Location Scanning tool?
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ProjectWise Web Server Module Overview SharePoint is a platform for collaboration and the development of Web-based business applications with Windows SharePoint Services. This module discusses implementing web parts and installing and deploying ProjectWise Web Server.
Module Prerequisites •
Knowledge about Windows Explorer
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Some knowledge about Windows Server
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Knowledge about MSDE or Microsoft SQL Server
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Knowledge about Windows SharePoint Services
Module Objectives After completing this module, you will be able to:
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Install Windows SharePoint Services 3.0 on a Windows 2003 Server
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Install ProjectWise Web Server
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Deploy ProjectWise Web Server
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Configure web parts in SharePoint and non-SharePoint Sites
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Integrate with ProjectWise Publishing Server
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Configure Users’ Systems
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Use Design Compare
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Introductory Knowledge
Introductory Knowledge Before you begin this module, let's define what you already know.
Questions 1
True or False: SharePoint can be used with an Oracle database?
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2. True or False: SharePoint must be installed on Internet Information Services (ISS) 6.0?
Answers 1
False.
2
True.
SharePoint Implementation When installing Windows SharePoint Services on a web server, install the latest Windows updates, specifically .Net and any Service Packs. It is also recommended that you back up your web server before doing so.
Installing SharePoint services
Exercise: Install Windows SharePoint Services 1
1. Double click the SharePoint.exe executable provided by Microsoft to install Windows SharePoint Services (WSS) and click Run.
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After accepting the license agreement, click Continue.
Note: Selecting the Basic Installation option will automatically install MSDE to
your web server and install SharePoint. Users who want to use their existing Microsoft SQL Server installations should select the Advanced option.
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Select the Advanced option.
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Click the Server Type tab and enable the Web Front End option.
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Click the Install Now button.
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The Windows SharePoint Services 3.0 installer will load the setups file to your disk drive. Upon completion you will be prompted to run the SharePoint Products and Technologies Configuration Wizard.
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Leave this option checked and click Close.
The SharePoint Products and Technologies Configuration wizard appears.
Configuring SharePoint services
Exercise: The SharePoint Products and Technologies Configuration wizard 1
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Click Next in the wizard to install Windows SharePoint Services 3.0 on the server.
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You will be prompted to restart Internet Information Services, SharePoint Administration Service, and the SharePoint Timer Service. 2
Click Yes to restart these services.
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Enable “No, I want to create a new server farm” on the server farm page, and click Next.
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Name the SQL database server. pwstartpoint.
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Enter WSSDatabase as the name of the SQL database.
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To access the SQL database, use the user name administrator and the password adminnt, and click Next. On this page you can specify the port number and the type of security.
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Accept the defaults by clicking Next.
Note: Administrators are responsible for choosing the proper security settings
for their SharePoint installation. Using NTLM or Kerberos is also acceptable for the use of ProjectWise Web Parts or StartPoint. The next dialog lets you review the configuration settings of your Windows SharePoint Services installation. 8
Click Next. The Windows SharePoint Services 3.0 wizard will implement SharePoint.
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Click Finish once the configuration wizard has successfully installed Windows SharePoint Services 3.0. Once you click Finish, Internet Explorer will publish the Central Administration page.
Creating a web application
Exercise: Using the Central Administration page to create a web application 1
In the upper left corner, click the Application Management tab.
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In the SharePoint Web Application Management section, select the “Create or extend Web application” option.
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Enable “Create a new Web application”.
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Enable “Use an existing IIS web site”. If there are issues with this option, type http://SQL/ into the address bar.
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Enable “Create new application pool”.
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In the “Select a security account” section, enable Predefined and select the Network Service option.
Now you must manually reset IIS on this server. 7
Click the Windows Start menu, select Run, type the following and click OK: iisreset
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Note: If this server is a member of the server farm you must use iisreset /
noforce. 8
Once IIS is restarted, return to Internet Explorer and click “Create Site Collection” in the center of the page.
Hint: If you accidentally dismissed Internet Explorer simply go to the
SharePoint 3.0 Central Administration page found in Administrative Tools. Then, select the Application Management tab and, in the SharePoint Site Management section, click the Create Site Collection link. 9
Enter the title Project X Team Site.
10 In the URL section, expand the option list and select /sites/, then, in the
input field type projectx.
11 Use administrator for both User names to identify the Site Collection
Administrators, and then click OK. 12 Once the new top level site has been created, click http://pwstartpoint/
sites/projectx and bookmark this page in your favorites.
Adding users Now that the new team site has been created you add Domain Users to the team site. The SharePoint server must be on an active Domain in order to accomplish this. Also, Simple Mail Transfer Protocol must be installed on the server.
Exercise: Add users 1
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Click Site Actions at the upper right of the team site and select the Site Settings option.
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In the Users and Permissions column, select the People and Groups option, click New and Add Users.
You can add a domain group. For example, you can type Bentley\Domain Users and click the Check Name icon. This will add the domain group Domain Users to your SharePoint site. You can also add specific Domain accounts to the team site. 3
Enable “Give users permissions directly” and the Contribute permission check box, and then click OK.
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Click the Home tab to return to the start page.
Installing ProjectWise Web Server ProjectWise Web Server and Web View Server is used to provide users with web access to ProjectWise, and is intended for casual users who may be in remote, possibly low-bandwidth locations, where using ProjectWise Explorer is not a practical option. ProjectWise Web Server and Web View Server is a single installation. Once installed, you can deploy either ProjectWise Web Server, which allows normal access to the datasource, or ProjectWise Web View Server, which provides readonly access to the datasource. Once deployed, you set up a website containing ProjectWise Web Parts, which is the interface for ProjectWise Web Server and Web View Server. Each web part provides a piece of ProjectWise functionality to the user, and can be placed anywhere on the site. Once you arrange the web parts and connect them to the datasource, all a user needs to do is point their Internet Explorer browser to the website, and they are connected to the datasource. As the user works in ProjectWise Web Parts, the server you have deployed
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(ProjectWise Web Server or ProjectWise Web View Server) handles the communication between the user and the ProjectWise Integration Server. Regardless of which server you deploy, the web parts that get delivered are the same. What changes is the availability of some of the functionality in them. For example, if you deploy ProjectWise Web Server, then the users who connect to that site will get basic ProjectWise functionality such as document check out / check in and document / folder create. If you deploy ProjectWise Web View Server, the ability to check out a document, or create anything new in the datasource, is turned off. Also, when you deploy Web View Server and set up Web Parts, no ProjectWise Passport usage is reported in SELECTserver for the Web Parts users who connect to that site.
ProjectWise Web Server and Web View Server supports: •
Installation on Windows Server 2003 (32-bit and 64-bit)
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Installation on Windows Server 2008 (64-bit only)
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Deployment to 32-bit SharePoint on 32-bit Windows Server 2003
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Deployment to 64-bit SharePoint on 64-bit Windows Server 2003 and 2008
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Deployment to 32-bit websites (non-SharePoint) on 32-bit Windows Server 2003
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Deployment to 32- and 64-bit websites (non-SharePoint) on 64-bit Windows Server 2003 and 2008
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Parallel deployments to both SharePoint and non-SharePoint virtual servers on the same computer
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Parallel deployments of both ProjectWise Web Server and ProjectWise Web View Server to different virtual servers on the same computer
Note: You can deploy ProjectWise Web Server or ProjectWise Web View Server to any
available virtual server on the computer (SharePoint or non-SharePoint) as long as neither ProjectWise Web Server nor ProjectWise Web View Server is already deployed to it. Note: SharePoint lets you extend a web application to another IIS website, however
this is not supported by ProjectWise Web Server and Web View Server. Note: If you intend to use ProjectWise Publishing Server with ProjectWise Web Server
and Web View Server, for better performance consider installing ProjectWise
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Web Server and Web View Server on a different computer than ProjectWise Publishing Server. Note: If you need to install a ProjectWise language pack, it is recommended that you
do so after installation of ProjectWise Web Server and Web View Server, but before deployment of ProjectWise Web Server or ProjectWise Web View Server.
Before installing •
Be an administrator of the computer.
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Make sure a 32-bit Windows Server 2003, a 64-bit Windows Server 2003, or a 64-bit Windows Server 2008 is installed.
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If using Windows Server 2003, make sure Internet Information Server (IIS) 6.0 is installed. or If using Windows Server 2008, make sure Internet Information Server (IIS) 7.0 is installed.
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Make sure Windows Installer 4.5 is installed (available from ProjectWise Server Setups, if necessary).
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Make sure .NET Framework 3.5 SP1 is installed (available from ProjectWise Server Setups, if necessary). You can either install .NET Framework 3.5 SP1 yourself prior to installing ProjectWise Web Server and Web View Server, or you can let the ProjectWise Web Server and Web View Server installer launch the .NET Framework 3.5 SP1 installer for you. (If no version of .NET Framework is installed, or if an earlier version is installed, then the ProjectWise Web Server and Web View Server installer will prompt you to install .NET Framework 3.5 SP1.)
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For Windows Server 2008 make sure the following Roles are installed: Windows Authentication, ASP.NET, Default Document, and Default IIS. Or, for Windows Server 2003 computers) Make sure that ASP.NET v2.0.50727 is installed, and that its status is set to Allowed, under Web Service Extensions in IIS Manager. If the required version of ASP.NET is not installed, the ProjectWise Web Server Deployment Wizard or ProjectWise Web View Server Deployment Wizard will install it for you. After the Deployment Wizard is finished, open IIS Manager and make sure ASP.NET v2.0.50727’s status is set to Allowed.
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If you plan to deploy ProjectWiseWeb Server orWeb View Server to a SharePoint virtual server, make sure you have either Windows SharePoint Services 3.0 or Microsoft Office SharePoint Server 2007 installed.
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If you plan to deploy ProjectWiseWeb Server or ProjectWiseWeb View Server to a non-SharePoint virtual server, and you are working on a computer from which SharePoint has been uninstalled, make sure that correct IIS permissions are set as described in http://support.microsoft.com/kb/812614/en-us, as uninstalling SharePoint will affect your IIS permissions.
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If you plan to use the Remote Desktop Connection (RDC) client to install ProjectWise Web Server and Web View Server on a remote Windows Server 2003 computer, make sure you start the RDC client (mstsc.exe) with the / console or /admin switch, depending on the version of RDC you are using.
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(Windows Server 2008 computers only) If you plan to run the Product Activation Wizard at the end of your installation, you must launch the ProjectWise Web Server and Web View Server installer using the Run as Administrator option. This ensures that the Produc‘t Activation Wizard is also run as an administrator, which in turn ensures that the licensing information you enter through the Product Activation Wizard gets registered to the correct location in the Windows Registry.
How to install ProjectWise Web Server and Web View Server: 1. From the ProjectWise Server Setups, select ProjectWise Web Server and Web View Server and click Install. 2. When the installer opens, click Next.
3. When the License Agreement page opens, accept the agreement and clickNext. 4. When the Destination Folder page opens, accept the default installation location and click Next, or click the Change button to change the installation location, then click Next. When installing on 32-bit Windows Server 2003, the default installation location is “C:\Program Files\Bentley\ProjectWise”. When installing on 64-bit Windows Server 2003 or 2008, the default installation location is “C:\Program Files (x86)\Bentley\ProjectWise”.
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5. When the Ready to Install page opens, click Install. 6. When installation is complete, select which Deployment Wizard you want to run after that, then click Finish. The Product Activation Wizard opens for you to configure licensing for this module. At the same time, either the ProjectWise Web Server or ProjectWise Web ViewServer Deployment Wizard opens, depending on your selection.
How to To deploy ProjectWise Web Server or ProjectWise Web View Server: 1. If the Deployment Wizard you want to run is not already open, go to the Windows Start menu and select Programs > Bentley > ProjectWise V8i (SELECTseries 1) > Web Server and Web View Server > ProjectWise Web Server Deployment Wizard or ProjectWise Web View Server Deployment Wizard. 2. When the Deployment Wizard opens, click Next.
3. The Deployment Type page opens, displaying the virtual servers currently available in IIS, and whether or not ProjectWise Web Server or ProjectWise Web View Server is currently deployed to any of them. If you launched the ProjectWise Web Server Deployment Wizard, select Deploy ProjectWise Web Server and click Next. or If you launched the ProjectWise Web View Server Deployment Wizard, select Deploy ProjectWise Web View Server and click Next. 4. On the Virtual Server Selection page, select one or more virtual servers to deploy ProjectWise Web Server or ProjectWise Web View Server to, then click Next. 5. If the Site Update Required page opens, this means that one or more of the virtual servers you selected to deploy to does not meet the minimum requirements of ProjectWise Web Server or ProjectWise Web View Server. Select the virtual servers you want to upgrade, then click Next. (ProjectWise Web Server or ProjectWise Web View Server will not be deployed to any virtual servers listed that you do not select.)
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6. When the Custom Trust Policy page opens, select Automatically configure trust level (recommended), then click Next. or Select Do no configure trust policy - I will do it manually, then click Next. If you select this option, a text file opens when you click Finish in the Deployment Wizard. This text file contains the custom trust policy information for you to manually add to your existing trust policy.
7. When the Select working directory page opens, you need to specify a temporary working directory for each virtual server to which you are deploying ProjectWise Web Server or ProjectWise Web View Server. When finished, click Start. 8. When deployment is complete, click Finish. 9. If in step 6 you selected to manually configure the trust policy, a text file opens when you click Finish. This text file contains the custom trust policy information you need to add to your existing trust policy. For more information, see your SharePoint documentation. 10. If during deployment you selected to update one or more of the virtual servers to use ASP.NET v2.0.50727, then you should now open IIS Manager and make sure ASP.NET v2.0.50727’s status is set to Allowed, under Web Server Extensions. Hint: If you ever need to rerun one of the deployment wizards go to the Windows
Start menu and select Programs > Bentley > ProjectWise V8i (SELECTseries 1) > Web Server and Web View Server > ProjectWise Web Server Deployment Wizard or ProjectWise Web View Server Deployment Wizard.
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Configuring User Settings for Web Parts Users
Configuring User Settings for Web Parts Users General - Users can only log in through Web View Server ProjectWise Web View Server is intended for casual Web Parts users who only need read-only access to ProjectWise. The benefit of using ProjectWise Web View Server is that ProjectWise Passport usage is not reported in SELECT Server when a user logs in to ProjectWise, using Web Parts, through a ProjectWise Web View Server. Therefore, if you have deployed ProjectWise Web View Server, and you have users who will only be using ProjectWise Web View Server, then you should turn on the user setting (in ProjectWise Administrator) called General - User can only log in through Web View Server. (When this user setting is off, the user will be able to log in to ProjectWise whether using ProjectWise Explorer, ProjectWise Web Server, or ProjectWise Web View Server.)
Working directory - When accessing ProjectWise over the web There is a user setting in ProjectWise Administrator called Working directory -> When accessing ProjectWise over the web, which lets the administrator preset the user’s working directory when using ProjectWise Web Parts. The default Web Parts working directory for every user is set to: %LocalAppData%\Bentley\ProjectWise Web Parts\Working Directories\%Datasource%\%User% To change the default Web Parts working directory for any user, expand the ProjectWise Web Parts working directory setting, select the default location displayed, then select it again and wait for it to become editable. The working directory will be created automatically on a ProjectWise Web Parts user’s computer on their first log in to the datasource through ProjectWise Web Parts. If it cannot be created (because no value is defined in the setting here, or maybe the path is invalid path, or for some other reason), then the user will be prompted to select their working directory. The user can always change the location of their working directory by selecting Tools > Working Directory from the Content web part, however, changing the location of the working directory from Web Parts does not change the value set for this user setting. If the users uses Web Parts from another computer, the working directory on the new computer will be created based on the value set for the user setting in ProjectWise Administrator.
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Configuring Web Parts in a SharePoint Site
Configuring Web Parts in a SharePoint Site Once ProjectWise Web Server or Web View Server has been deployed to a SharePoint virtual server, you can add ProjectWise web parts to the SharePoint team site. After you add the web parts, you need to connect them to a ProjectWise datasource. Once connected, all users have to do is point their Internet Explorer browser to the SharePoint team site and they will be automatically logged in to the datasource using whichever log in method you have specified all web parts users to use. The following ProjectWise web parts are available: ProjectWise Navigation This web part lets users browse folders, projects, custom folders, and saved searches. The Navigation web part is typically used in conjunction with the Content web part because when you navigate to and select things in the Navigation web part, the contents display in the Content web part. ProjectWise Content The ProjectWise Content web part is where users access ProjectWise documents. It shows documents at the root of the folder or project selected in the Navigation web part, as well as search results. Note: After adding the Content web part and connecting it to the datasource, you will
be prompted to install the ProjectWise Web File Transfer ActiveX Control, which is required for file-based operations. Once installed, you will not be prompted about this again. ProjectWise Properties Users use the ProjectWise Properties web part to view or modify the properties of folders, projects, or documents selected from the Content web part. ProjectWise Search New searches are configured and run from the Search web part, and the results of the search are displayed in the Content web part. If the Content web part is not present, a new window will open to display the search results.
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Existing saved searches created and saved in ProjectWise Explorer are run from the Navigation web part, and require the Content web part to display the results. ProjectWise Publishing and Markup This web part lets users view and redline DGN and DWG documents accessed from the Content web part. ProjectWise Spatial Content This web part is used to display ProjectWise documents and folders against a background map.
How to add ProjectWise web parts to the SharePoint site: Go to the SharePoint team site, select Site Actions > Edit Page, and then click Add a Web Part in the Left or Right zone.
Select the ProjectWise web parts you want to add to the selected zone, and then click Add. Add parts to the other zone if desired. When you add the web parts, they are not yet connected to a datasource. The next step is to connect them.
Standalone web parts If you only need to use the Navigation web part, you can add it to the page and use it independently without adding any other ProjectWise web parts. If you only need to use the Content web part, you can add it and use it independently also. If you are doing this, make sure the user setting Document list-> Show subfolders is on before adding the Content web part and connecting to a datasource. This lets you see projects and folders in the Content web part without requiring the Navigation web part on the page. Modify the user setting from either ProjectWise Explorer or ProjectWise Administrator. If you only need to use the Search web part, you can add it to the page and use it independently without adding any other ProjectWise web parts to the page.
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Whenever you run a search and the Content web part is not present, a new window opens to display the results of the search, if there are any.
Usability enhancements for users Web parts have been enhanced to let users do the following. •
Create, check out, and open documents
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Open documents as readonly
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Move and delete documents
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export and free documents
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View thumbnail images of documents
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Display set contents
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Compare the graphical differences of two DGN documents
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Create various types of links to documents
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Purge local copies of documents from the working directory
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Create, modify, and delete folders
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View the component tree, show component properties, and zoom in to components
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View spatial data in the new Spatial web part
Connecting web parts to a datasource When you add the web parts, they are not yet connected to a datasource. The next step is to connect them.
Connecting web parts to a datasource using one account This method uses one ProjectWise account for all connecting users.
How to connect web parts to a datasource on a SharePoint site using one account: Add the web parts you want to the site. In any web part, select Edit > Modify Shared Web Part. A settings window for that web part opens on the right side of the screen. In the Select web parts to connect section, check all the ProjectWise web parts listed. From the Location
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list, select the ProjectWise datasource to which you want to connect. Finally, disable the Use Windows Credentials (SSO) check box, enter a ProjectWise user name and password and click OK. The account you use here can be a logical account or a Windows domain account.
You, the administrator, are now logged in to the datasource with the selected account. When another user points their browser to this SharePoint site, they will be automatically logged in to the datasource with that same account. In SharePoint, click Exit Edit Mode. Note: After adding the Content web part and connecting it to the datasource, you will
be prompted to install the ProjectWise Web File Transfer ActiveX Control, which is required for file-based operations. Once installed, you will not be prompted about this again.
Connecting web parts to a datasource using single sign on Using this method, you do not add the web parts first. To connect web parts to a datasource using single sign on on a SharePoint site, you must add the ProjectWise Web Server's IP address to the [Trusted Servers] section in the Integration Server's dmskrnl.cfg file.
How to connect web parts to a datasource on a SharePoint site using single sign on: First, on the ProjectWise Integration Server system, open the dmskrnl.cfg file from the ...\ProjectWise\bin folder. Then, below [Trusted Servers], add a line that includes the IP address of the system on which ProjectWise Web Server is installed, then save and close the file. For example:
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[Trusted Servers] ProjectWise Web Server = 44.55.66.77 Hint: If you have installed ProjectWise Web Server on more than one system,
you can use subnet masking as described in the dmskrnl.cfg file to include a range of IP addresses on this line. Next, in ProjectWise Administrator, add your Windows domain users, and then create a logical user account enabling their user setting Administrative-> Enable as delegate user. Then, on the Web Server system, go to Start > Programs > Bentley > ProjectWise V8i > Web Server and Web View Server > ProjectWise Web Server Single SignOn Settings. Select your datasource, enter the user name and password for the delegate user account, click Save Settings, and then click Close. Still on the Web Server system, log in to the SharePoint site with a Windows domain account that has administrative rights to that site. Make sure this domain account exists in the ProjectWise datasource to which you plan to connect the web parts. In SharePoint, make sure the Windows domain users you added to ProjectWise Administrator are added to the SharePoint site. Now add the web parts to the page. After that, in any ProjectWise web part, select Edit > Modify Shared Web Part. A settings window for that web part opens on the right side of the screen. In the Select web parts to connect section, check all the ProjectWise web parts listed. From the Location list, select the ProjectWise datasource to which you want to connect. Finally, enable Use Windows Credentials (SSO) and click OK.
You are now logged in to the datasource with the same Windows domain account you used to log in to SharePoint. When another user points their browser to this SharePoint site, they will be automatically logged in to the
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datasource with their Windows domain account. In SharePoint, click Exit Edit Mode.
Internet Explorer options This completes single sign on configuration for web parts. You do need to make sure the users who plan to access web parts have the following Internet Options configured in their Internet Explorer browser. In the Internet Options dialog’s (Tools > Internet Options) Security tab, click Custom Level. In the Security Settings dialog, scroll to the User Authentication section and enable “Automatic logon with current username and password”. On the Advanced tab, scroll to the Security section and enable “Enabled Integrated Windows Authentication (requires restart)”. When you are finished, click Apply, and then OK.
How to add Windows domain users to a SharePoint site: First, in SharePoint go to Site Actions > Site Settings > Users and Permissions > People and groups, click New > Add Users, and then add your Windows domain groups or Windows domain users. You should set most users’ permissions to Team Site Visitors [Read]. This permission does not mean that the contents of the ProjectWise web parts are read-only. It means that users can access the SharePoint site, but they cannot change anything on the site. If you want users to have the ability to add web parts, you can set their permissions to Team Site Members [Contribute]. Team Site Members can also log in to the datasource as a different user.
Configuring Web Parts in a Non-SharePoint Site Once ProjectWise Web Server or Web View Server has been deployed to a nonSharePoint virtual server, you can add ProjectWise web parts to a web page. You can use the delivered default ASP page, default.aspx to set up a web page to test your configuration. Once connected, all users do is point their Internet Explorer browser to this web site and they will be automatically logged in to the datasource using their own
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Windows domain account if you have connected web parts using single sign on, or using the ProjectWise account you have specified all web parts users to use.
How to set up the default web site: After installing and deploying ProjectWise Web Server or Web View Server to a non-SharePoint virtual server, navigate to the \Program Files\Bentley\ProjectWise\Web\Samples directory, copy default.aspx, and paste it in \Inetpub\wwwroot\ if you are using the IIS Manager Default Web Site. Then, update your default site security settings by selecting Start > Administrative Tools > Internet Information Services (IIS) Manager > Web Sites. Right click Default Web Site and select Properties. On the Directory Security tab, click Edit in the Authentication and access control section. In the Authentication Methods dialog, disable “Enable anonymous access” and enable “Integrated Windows authentication”. Click OK to exit.
How to connect web parts to a datasource on a non-SharePoint site using one account: Launch Internet Explorer and connect to the ProjectWise Web Server, by typing http://webserver:portnumber/default.aspx, where webserver is the name of the system on which ProjectWise Web Server is installed, and portnumber is the port that the default web site is using. If you are testing this from the same system on which ProjectWise Web Server is installed, you can type http://localhost/default.aspx. When the sample page opens, click the Login/Logout link in the upper right corner of the page. Select all ProjectWise web parts to connect to this datasource, and then select the ProjectWise datasource to which you want to connect. Finally, disable Use Windows Credentials (SSO), enter a ProjectWise user name and password and click OK. This account can be a logical account or a Windows domain account.
Connecting web parts to a datasource using single sign on
How to connect web parts to a datasource on a non-SharePoint site using single sign on: First, on the ProjectWise Integration Server system, open the dmskrnl.cfg file from the ...\ProjectWise\bin folder. Then, below [Trusted Servers], add a line that includes the IP address of the system on which ProjectWise Web Server is installed, then save and close the file. For example:
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[Trusted Servers] ProjectWise Web Server = 44.55.66.77 Hint: If you have installed ProjectWise Web Server on more than one system,
you can use subnet masking as described in the dmskrnl.cfg file to include a range of IP addresses on this line. Next, in ProjectWise Administrator, add your Windows domain users, and then create a logical user account enabling their user setting Administrative-> Enable as delegate user. Then, on the Web Server system, go to Start > Programs > Bentley > ProjectWise V8i > Web Server and Web View Server > ProjectWise Web Server Single SignOn Settings. Select your datasource, enter the user name and password for the delegate user account, click Save Settings, and then click Close. Still on the Web Server system, make sure you are logged in to the system with a Windows domain account. Make sure this domain account also exists in the ProjectWise datasource to which you plan to connect the web parts. Launch Internet Explorer and connect to the ProjectWise Web Server by typing http://webserver:portnumber/default.aspx where webserver is the name of the system on which ProjectWise Web Server is installed, and portnumber is the port that the default web site is using. If you are testing this from the same system on which ProjectWise Web Server is installed, you can type http://localhost/default.aspx. When the sample page opens, click the Login/Logout link in the upper right corner of the page. Select all ProjectWise web parts to connect to this datasource, and then select the ProjectWise datasource to which you want to connect. Finally, enable Use Windows Credentials (SSO) and click OK. You are now logged in to the datasource with the same Windows domain account you used to log in to the system. When a user points their browser to this web site, they will be automatically logged in to the datasource with their Windows domain account.
Internet Explorer options You need to make sure the users who plan to access web parts have the following Internet Options configured in their Internet Explorer browser. On the Internet Options dialog’s (Tools > Internet Options) Security tab, click Custom Level. In the Security Settings dialog, scroll to the User Authentication section and enable “Automatic logon with current username and password”. On the Advanced tab, scroll to the Security section and enable “Enabled Integrated
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Windows Authentication (requires restart)”. When you are finished, click Apply, and then OK.
Integrating with ProjectWise Publishing Server To view and redline DGN and DWG documents in the Publishing and Redlining web part, you must integrate your ProjectWise Web Server with ProjectWise Publishing Server.
Performance and port configuration ProjectWise Publishing Gateway Service and ProjectWise Publishing Server must be installed on the same system. For better performance, consider installing them on a different system than SharePoint and ProjectWise Web Server. If for testing purposes you have installed ProjectWise Publishing Server on the same system as SharePoint, ProjectWise Publishing Server will not be able to use port 8081 as it will already be occupied. If this is the case, change the ProjectWise Publishing Server request port from 8081 to 8087 on the General Settings page of the Administration Server (Programs > Bentley > ProjectWise Publishing Server > ProjectWise Publishing Server Administration). Make sure you also specify the server and request port accordingly in the datasource settings in ProjectWise Administrator. After changing the port, on the ProjectWise Publishing Server open a command prompt and type iisreset. ProjectWise Publishing Server always runs on IIS's Default Web Site, whose default port is 80. If the Default Web Site port has been changed, then when specifying the location of your ProjectWise Publishing Server, you will also need to specify the port after the server name, for example, http:// publishingserver:88.
Procedure Following are the steps for integrating ProjectWise Publishing Server. 1. Install ProjectWise Publishing Server.
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2. Perform the steps in the ProjectWise Publishing Server readme regarding additional Windows 2003 Server configuration necessary for ProjectWise Publishing Server. You can also find these steps in ProjectWise Administrator’s online Help file under ProjectWise Implementation > Web Server and Web View Server Configuration > Integrating with ProjectWise Publishing Server.
3. Configure integrated ProjectWise Publishing Server to run in secure or regular mode.
How to configure integrated ProjectWise Publishing Server to run in secure or regular mode: Go to Start Programs > Bentley > ProjectWise Publishing Server > ProjectWise Publishing Server Administration. On the left side of the ProjectWise Publishing Server Administration window, click General Settings. On the right, turn “Run as Web Server Extension” on to run in secure mode or off to run in regular mode. At the bottom of the page, click Submit. On the left side of the window, click Server Control and enable “Automatically configure Microsoft IIS when pressing START or RESTART”. Click Restart. In ProjectWise Administrator, right click your datasource and select Properties. On the Settings tab, expand Web Components > Default ProjectWise Publishing Server and double click the icon below it. - For secure mode, in the Specify server address dialog, enable “Server uses secure protocol”, then enter the name of your ProjectWise Publishing Server system exactly as it appears in your certificate. To find this name, open Internet Information Services, go to Web Sites > Default Web Site > Properties > Directory Security tab > View Certificate > Issued to. -For regular mode, in the Specify server address dialog, enter the name of the system on which ProjectWise Publishing Server is installed.
4. Make ProjectWise Publishing Server as the web viewer for all the applications in the datasource associated with DWG and DGN documents.
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Configuring Users' Systems
How to make ProjectWise Publishing Server the web viewer for DGN and DWG documents: In ProjectWise Administrator, click the Applications icon, select an application you have associated to DGN or DWG documents and select Properties. On the Web viewing tab, set the Associated web viewer to ProjectWise Publishing Server, click Apply and then click OK. Do this for all other applications that are associated to DGN or DWG documents.
5. Install ProjectWise Publishing Gateway Service on the same system as the ProjectWise Publishing Server.
How to install ProjectWise Publishing Gateway Service: First, make sure ProjectWise Publishing Server is installed, and that the ProjectWise Publishing Server service is running. Then, from the ProjectWise Server Setups, select ProjectWise Publishing Gateway Service and click Install.
Click Next in the installer, accept the license agreement, click Next and then click Install. Click Finish when the installer is done.
Configuring Users' Systems If any of your web parts users do not have administrator permissions on their system, they will not be able to install the necessary ActiveX controls as prompted the first time they visit the web parts site.
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Configuring Users' Systems
You will need to copy the RegisterDLLs.bat file and all the .cab files from the \Program Files\Bentley\ProjectWise\Web\Resources\Installs directory on the system on which ProjectWise Web Server is installed to those user’s systems. Once copied, launch the RegisterDLLs.bat file remotely. This will copy and register the ActiveX DLL’s, allowing the users to use the web parts. Also, their Internet Explorer browsers should be configured accordingly. This means they need to do the following: •
Add the web parts web site address and the about:blank web site to their browser's Trusted sites list on the Security tab of the Internet Options dialog.
•
Turn off the popup blocker, since web parts sometimes needs to open items in a new window. For example, if a user right clicks a folder and select Properties when the Properties web part is not present, the properties of the selected folder display in a new window.
•
Configure Internet Explorer security settings.
Active X For ActiveX controls to work properly in Internet Explorer, on the Internet Options dialog’s Security tab, select Trusted sites, click Custom Level, and then make sure the following are set in the Security Settings dialog:
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Design Compare
ActiveX controls and plug-ins: Download signed ActiveX controls = Prompt Download unsigned ActiveX controls = Disable Initialize and script ActiveX controls not marked as safe for scripting = Disable Run ActiveX controls and plug-ins = Enable Script ActiveX controls marked safe for scripting = Enable Scripting: Active Scripting = Enable Allow paste operations via script = Enable Scripting of Java applets = Enable
Windows 2003 Server For downloading to work properly when using Internet Explorer on Windows 2003 Server, and then make sure the following are set in the Security Settings dialog. Downloads: Automatic prompting for file downloads = Enable
Windows Vista For copy outs to function properly when using Internet Explorer on Windows Vista, on the Internet Options dialog’s Security tab, disable “Enable Protected Mode”.
Design Compare This utility lets users select two documents produced from MicroStation sources in the Content web part and see changed, unchanged, added, or deleted graphics that are different between them in the Publishing and Redlining web part. Design compare detects changes in an element. A user must modify the element by moving it, adding vertices, scaling or rotating it, or changing its color, weight, style, or fill. The feature is not designed to detect changes in appearance that are
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Module Review
caused by level symbology overrides, view attribute changes, or shifts in color tables. To run it, you must install and set up the ProjectWise Design Compare Utility that is delivered with ProjectWise InterPlot Server. You can use the utility on a SharePoint site on non-SharePoint site. Find directions for set up in the online Help file under ProjectWise Implementation > Web Server and Web View Server Configuration > Configuring Design Compare.
Module Review Now that you have completed this module, let’s measure what you have learned.
Questions
Jun-10
1
What operating system is required for Web Parts deployment?
2
True or False: Windows SharePoint Services works with Oracle.
3
What option must you select to install Windows SharePoint Services 3.0 on an existing SQL Server implementation?
4
True or False: ProjectWise Web Server and ProjectWise Web View Server can both be deployed on the same system.
5
True or False: You can use the Navigation, Content, and Search web part, you can add it to the page and use it independently without adding any other ProjectWise web parts independently.
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ProjectWise Web Server
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ProjectWise Maintenance Module Overview There are best practices that will make ProjectWise administration easier and help your users work most effectively.
Module Prerequisites •
Knowledge about the ProjectWise Explorer and ProjectWise Administrator interfaces
Module Objectives After completing this module, you will be able to: •
Use the DFT benchmark tool
•
Handle ProjectWise Explorer related issues
ProjectWise Administrator Specific Datasource names Datasource names only support characters that are valid for Windows directory names.
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DFT benchmark tool ProjectWise V8i has file transfer technology that can significantly reduce the amount of time required to check out and check in ProjectWise documents. This technology, termed Delta File Transfer (DFT), optimizes file transfers by only transferring those parts of a file that have been modified. Because the performance of this feature is greatly dependent on an organization's network infrastructure, a benchmark tool has been provided with the ProjectWise Administrator installer that will allow the end-user to perform various file transfer tests to determine how much of a benefit DFT will provide. If you are running this test against a new datasource created using the ProjectWise V8i Administrator, DFT is on by default. If you are running this test against an existing, upgraded datasource, you must first activate the Delta File Transfer datasource setting.
How to activate the Delta File Transfer datasource setting: First, in ProjectWise Administrator, log in to the datasource you will be using for the benchmark. Right click the datasource and select Properties. In the Datasource Properties dialog, click the Settings tab. Expand the Network category and make sure the Enable Delta File Transfer option is on.
How to run the Delta File Transfer Benchmark tool: First, in Windows Explorer or in a command window, navigate to the "...\Program Files\Bentley\ProjectWise\bin" directory Then, run the DFTBMWIZ.EXE application. A Windows wizard-style window will display, and will guide you through the process of running the application. The application can be run in two modes, auto or manual.
•
The auto test will generate 3 files (small, medium, and large) in your workstation's temporary directory, and will use those files to gauge the performance of the DFT technology. The application will import these documents into a test folder in your datasource, check them out, make a predefined set of changes to the file data, and check the modified files back in. The application will then report the efficiency of the DFT operation, based on the predefined, scripted changes.
•
The manual test requires that you provide a set of files for the test. Two copies of each file must be provided: a baseline copy of the file, and a copy that contains a known set of changes. This is so that you can gauge the performance of the DFT technology based on set of changes over which you have personal control. The before and after copies of the file or files should be
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ProjectWise Explorer Specific
placed in separate directories. After the test completes, various reports can be viewed to show the file transfer performance increase. After the test completes you have the option of saving the results for later review. There is also an option to submit your results to Bentley for analysis. Note: No personally identifiable information, other than your e-mail address, or
information about your organization's internal infrastructure is transmitted to Bentley. You will be given a change to review the full and complete text of the e-mail before it is submitted to Bentley, and you will be given an opportunity to decline to send the e-mail. Note: DFT technology is designed to provide better file transfer performance over
low-bandwidth/high-latency network links. It is possible that negative performance results may occur when using DFT over high-speed LAN links. This is a known shortcoming of any kind of differential file transfer algorithm.
ProjectWise Explorer Specific Importing export files from earlier versions The Import Wizard in ProjectWise V8i can import export files from earlier versions of ProjectWise. To ensure that text is correctly imported, make sure that the default code page (character set/locale) on the import system matches the default code page on the export system.
Scan for References after converting a pre-8.1 datasource Scan for References must be run after converting a pre-8.1 ProjectWise datasource to ProjectWise V8i. This is to allow for the population of additional data into the ProjectWise database about reference file relationships for both MicroStation and AutoCAD and ensures the correct operation of reference data.
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Vista users disable protected mode in IE For ProjectWise links to function correctly when using Windows Vista, in Internet Explorer select Tools > Internet Options, select the Security tab and turn off the setting Enable Protected Mode.
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Module Review Answers Document Architecture Questions 1
What is an abstract document?
2
It is not a good idea to delete an existing abstract document and import a new one. Why?
3
What is a GUID?
4
What are the Attributes and More Attributes tabs in the document properties dialog?
5
True or False: When the Extraction enabled option is off in the File Property Extraction Properties dialog, no scheduled extractions will occur, and no manual extractions can start.
Answers
Jun-10
1
A document that has no file associated to it.
2
Any existing metadata would be lost.
3
Every document is assigned an identification number within ProjectWise. Document ID’s are said to be globally unique, and are thus often referred to as GUID’s.
4
These tabs are the user’s means of accessing extended document metadata.
5
True. When the Extraction enabled option is off, no scheduled extractions will occur, and no manual extractions can start.
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ProjectWise Explorer Best Practices
ProjectWise Explorer Best Practices Questions 1
When ProjectWise Explorer launches, it attempts to discover any ProjectWise Servers on the network by sending out a broadcast on the network. What port is used?
2
If you fail to specify a display name when creating a datasource, what do users see when they log in to ProjectWise Explorer?
3
True or False: If two servers use the same display name, users see the name twice in their datasource list and won’t be able to tell them apart.
4
What is the purpose of the ProjectWise V8i Network Configuration Settings dialog?
5
True or False: If two users are sharing a client system, they should not share working directories. Each user should have a unique working directory.
6
When defining ProjectWise applications, what is an action association?
Answers 1
The request is on port 5799.
2
The datasource list is returned to the client in the format ServerName:DatasourceName.
3
True.
4
It is used to configure the networking aspects of the ProjectWise Explorer client application.
5
True.
6
Action associations determine what program launches when a user tries to open, redline, view, or print a document associated to an application.
Module Review Answers
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User Accounts
User Accounts Questions 1
Define a ProjectWise user.
2
What is the difference between a logical account and a Windows account?
3
With a Windows account, the password is not stored in the ProjectWise datasource; however, the password field in the database is not empty. What is stored there?
4
Why is it important to define a default user?
5
What can you do if a folder becomes invisible to you while you are configuring security?
6
True or False: Moving documents is a copy/delete command combination.
7
Which user properties setting is useful to hide the folder structure from users? Queries will still retrieve the documents to which users have access, but the structure containing them will not be available.
8
What can you do to minimize the effort spent administering ProjectWise security?
Answers
Jun-10
1
A ProjectWise user is a person with an account in the datasource.
2
Logical accounts are those whose user name and password are stored in the ProjectWise database, along with their ID, name, description, and password. Windows accounts are those whose user name and password are not stored in the ProjectWise database, but are created using the user name and password credentials of an existing Windows domain account.
3
ProjectWise needs to store the ID from the Windows user database corresponding to the user. Rather than have another column in the table for this purpose, ProjectWise stores the user’s domain security ID, SID, in the password field.
4
When you create a new user, they inherit settings from the default user. Create this user first with the most appropriate settings for most users.
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Environments
5
In the user Properties dialog in ProjectWise Administrator, disable the Use Access Control setting. Log back in to ProjectWise Explorer and you can see the folder again.
6
True.
7
Hide folder hierarchy in user interface.
8
Assign security to groups instead of individuals.
Environments Questions 1
Define an environment, explaining the relationship to a database.
2
Name the four main steps used to create an environment.
3
What is an interface?
4
When creating an interface, why would you use required fields sparingly?
5
What are attribute sheets?
6
What is a document code?
Answers 1
The environment can also be called a table or schema. The fields in an environment table are called attributes, or metadata. Think of an environment as a table with a row in it for each document that uses the environment. Each column in the row is an attribute.
2
1. Create the environment. 2. Add attributes. You can create all of the attributes as part of the environment creation process, or you can create some during creation and create the rest later. 3. Create an interface. New interfaces are automatically added to each existing environment. 4. Add attributes to, and arrange them in, the interface.
3
Module Review Answers
An environment defines a list of attributes. An interface arranges the presentation of those attributes to the user. When an interface has been set up for an environment, users in ProjectWise Explorer can see the
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Importing Legacy Documents
attributes in that interface on the Attributes and More Attributes tabs of the Document Properties dialog. 4
Because entering data in required fields is time consuming for users.
5
They are additional sheets that you create so users can enter multiple values for the same attribute.
6
Document codes uniquely identify documents within an environment.
Importing Legacy Documents Questions 1
When should you use the Bulkload tool?
2
True or False: You must run a bulkload data file right after you create it.
3
By default, the user that is logged in to ProjectWise Explorer is the owner of new files and folders. Where do you change that?
4
True or False: When you import files into an existing folder, you should not designate an environment for the files you are importing into it.
5
When using the Advanced Wizard, the key option on the Create a Document page is Apply selected options to succeeding documents. What does it do?
6
What are the results when you import documents using no wizard?
7
After importing any MicroStation or AutoCAD files, you may want to determine which of the recently imported files reference other MicroStation or AutoCAD files, and create a relationship in the ProjectWise datasource accordingly. How do you do this?
Answers
Jun-10
1
When you want to import a large number of documents without interaction at the desktop.
2
False. It can be processed immediately or saved and processed when needed.
3
Using the Manager option in the Process Bulkload File portion of the tool.
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Document Indexing
4
True. If you select a parent folder, it will already have an environment assigned to it. In this case, it is not necessary, or recommended, to designate an environment. Changing an assigned environment is not recommended.
5
It lets ProjectWise apply the information that you entered in the wizard pages to the remaining documents that you dropped into the folder.
6
This means that selecting Document > New > Document in ProjectWise Explorer will open the Create Document dialog, that clicking OK in the Create Multiple dialog will automatically create the specified number of documents with no files attached, and that copying or moving documents in ProjectWise Explorer using drag and drop will automatically perform the copy or move.
7
Using the Scan References and Link Sets wizard in ProjectWise Explorer.
Document Indexing Questions 1
What must be installed to install any of the document processors?
2
When you create a user account for the extraction user, which user properties setting should be disabled?
3
When you extract full text, where is the actual text index stored?
4
Where does the Indexing Service run?
5
True or False: When processing DGN and/or DWG files, only the master file is processed. Documents having reference files will only be indexed against the text in the master file.
6
What must you do to force documents to be processed again?
7
Which of the following can you extract from AutoCAD files with no additional configuration? Thumbnails, Full text, File properties.
8
Name two ways to monitor extraction processes.
Answers 1
Module Review Answers
The ProjectWise Orchestration Framework Service.
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Audit Trail
2
On the Settings tab, expand the General category and disable Use access control.
3
The actual text index is stored in the Microsoft catalog, rather than in the ProjectWise database.
4
On the ProjectWise Integration Server.
5
True.
6
Check the files out, and then back in or mark the entire folder for reprocessing.
7
Thumbnails
8
The Windows Task Manager and the ProjectWise provides the Automation Service Administrator.
Audit Trail Questions 1
True or False: Users must enter comments for Audit Trail events to be logged.
2
True or False: If Require Comment is enabled, users can’t use the Free command.
3
Why might you want to limit the number of users who can view a folder’s Audit Trail?
4
True or False: If you elect to move audit trail records to a secondary table, you must first create the table in the database.
Answers
Jun-10
1
False. An event is logged whether users enter comments or not.
2
False. The user doesn’t have to enter comments because the Free command is not eligible for comments, even though the event is tracked in the Audit Trail.
3
Frequently viewing a folder Audit Trail with many transactions can have an adverse effect on performance.
4
False. It will be created by ProjectWise when it is needed.
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Access Control
Access Control Questions 1
Explain the reason for stating that security in ProjectWise is exclusive.
2
True or False: If rights are removed at the user level, they cannot be given back at the folder level.
3
What is the object-based approach to access control?
4
When do you use it?
5
What is the workflow-based approach to access control?
Answers 1
It is only applied when some users are explicitly given permissions to certain items that other users are excluded from accessing those items.
2
True. If rights are removed at the user level, they cannot be given back at the folder level.
3
In this approach, folder and document permissions can be set for the entire datasource in ProjectWise Administrator. Any folders, sub-folders and documents in ProjectWise Explorer will inherit these permissions. Then, at any level in ProjectWise Explorer, new permissions can be set which the lower levels inherit. As each new level is created, it automatically inherits the permission set from the previous level. This permission set can then be edited and will become the object’s own permission set.
4
If your datasource is not workflow driven.
5
A workflow security hierarchy. For example, say that workflow#1 has stateA, stateB, stateC, and stateD. In ProjectWise Administrator, you set workflow#1 so it is only accessible to certain users in the datasource. Then you can decide which of those users have access to each state in the workflow, and what permissions each user has for folders or documents in that state.
Module Review Answers
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ProjectWise Workflows
ProjectWise Workflows Questions 1
What is a workflow?
2
What is a state?
3
Name the events on which you can base a messaging agent.
4
Where are workflows assigned to folders?
5
True or False: When you assign a workflow to a folder or project, all documents at the root of the folder or project inherit the assigned workflow and are automatically placed in the first state defined for that workflow.
6
What is Real security?
Answers 1
An ordered group of milestones through which a document passes on its way to completion.
2
A milestone within a workflow.
3
When a document changes state. Document check out or check in. When a document is exported. When a document changes version. When the server copy is updated.
Jun-10
4
In the Properties dialog.
5
True.
6
The Real (Workflow & Folder) Security Type provides a read-only view of the combined security settings.
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Integrated Applications
Integrated Applications Questions 1
True or False: You can create a ProjectWise Application for multiple product versions. For example, one for MicroStation V8 XM Edition and one for MicroStation V8i.
2
Why would you enable the Show Selective Set Open dialog option for users?
3
Why would you use versioning?
4
What is the difference between an unmanaged workspace profile and a configuration settings block?
5
If both configuration settings blocks and workspace profiles are applied to the same document, which will take precedence?
6
What are the steps for creating attribute exchange rules?
7
Where do you import attribute mappings?
Answers 1
True. Do this using the Applications item in ProjectWise Administrator. Change properties in an application’s Properties dialog or create new applications.
2
So the Select Reference Documents dialog appears. Users can choose whether to copy or check out references.
3
Often it is advantageous to return a document to a previous state during the design process.
4
Unmanaged workspace profiles define the location of MicroStation workspaces or AutoCAD profiles. A configuration settings block is a MicroStation configuration variable and its corresponding values, in ProjectWise.
5
Workspace profiles will take precedence.
6
Create an Attribute Class. Create the attributes for the class. Bind the attribute to a property type. Establish the conditions for update.
Module Review Answers
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Managing Projects
7
From the main Attribute Exchange Rules item in ProjectWise Administrator.
Managing Projects Questions 1
In the case of an organization with multiple sites, there may be multiple active projects at each location, yielding hundreds or even thousands of projects company wide. What is a good strategy for handling a situation like this?
2
True or False: It is recommended that each major project be stored in its own storage area.
3
True or False: The master group for the project should always be applied after creating the sub-folders.
Answers 1
A likely strategy for an organization of this type would be to implement the one-to-many model, creating a ProjectWise database instance for each site. Then, each project at a particular site would be created as a folder structure within the respective database instance.
2
True.
3
True.
Spatial Management Questions
Jun-10
1
What is a spatial location?
2
How can you add a coordinate system to the Add Coordinate Systems dialog?
3
When does automatic use of a coordinate system happen?
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ProjectWise Web Server
4
Why do you establish a reference coordinate system?
5
Why is it important to set the coordinate system correctly in the Background Map Settings dialog?
6
What document privileges must you have to scan a file with the Spatial Location Scanning tool?
Answers 1
A geographical footprint. These let you locate the associated document, or a folder, on a background map displayed in ProjectWise Explorer. Any ProjectWise document or folder can be associated with a spatial location.
2
Use the Geospatial Extension or Bentley Map to edit the Coordinate Systems Dictionary.
3
If there is only one coordinate system that matches a document. If multiple coordinate systems match a document, they will all be presented to the user.
4
The reference coordinate system is used to compare objects that are in different coordinate systems.
5
When the background map is displayed in the Spatial Navigator, all spatial locations drawn over it will automatically be reprojected into this coordinate system.
6
Write and File Read privileges.
ProjectWise Web Server Questions 1
What operating system is required for Web Parts deployment?
2
True or False: Windows SharePoint Services works with Oracle.
3
What option must you select to install Windows SharePoint Services 3.0 on an existing SQL Server implementation?
4
True or False: ProjectWise Web Server and ProjectWise Web View Server can both be deployed on the same system.
Module Review Answers
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ProjectWise Web Server
5
True or False: You can use the Navigation, Content, and Search web part, you can add it to the page and use it independently without adding any other ProjectWise web parts independently.
Answers
Jun-10
1
Windows 2003 Server.
2
False.
3
Click Advanced and select the Web Front End option.
4
True, as long as they are deployed to different virtual servers.
5
True.
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ProjectWise Web Server
Module Review Answers
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Glossary A BC D E F G HI JK L M NOPQR S TUVWXYZ
A Access control The method for controlling which users have access to documents and folders.
Access list An access list is a type of user list that is used when you want to group together users, groups and other access lists who need the same access rights to folders, documents, and so on.
Action association The relationship between a program and the ProjectWise Explorer commands to open, redline, view, or print documents associated to a particular application. When a ProjectWise application has these action associations defined for it, and the application is associated to documents in ProjectWise Explorer, then the program defined will launch (assuming it is installed) when a user selects a document for opening, redlining, viewing, or printing.
Active datasource The datasource you have logged in to and are currently working in.
Address bar The Address bar lets you know where you are in the datasource by displaying the full folder path to and including the selected folder or document. ProjectWise Explorer users can copy an address in the Address bar and paste it into an e-mail. ProjectWise Explorer users on the receiving end of such e-mails can then copy the addresses and paste them into their own Address bar in ProjectWise Explorer.
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The ProjectWise Address bar also exists on document selection dialogs in integrated applications. When you select a document to open, the path to and including the document displays in the Address bar. The Address bar also contains a list of documents most recently opened from ProjectWise (referred to as the most recently used (MRU) list), which lets you quickly access documents you work on frequently.
Application An item defined in ProjectWise Administrator, used to represent a physical application that users have installed on their computers. ProjectWise applications generally consist of a name and the file extensions typically associated with the physical application. In ProjectWise Explorer, documents are associated to ProjectWise applications so that they always open in the correct physical application.
Associations General term for the relationships between icons and applications, file types (extensions). For specific definitions see Action Association, Extension Associations, Icon Associations, or Program Associations.
Attribute A custom property defined in an environment. When an environment and an interface is applied to a folder, you can open a document's properties and add values for these custom properties on the Attributes and More Attributes tab pages.
Attribute exchange Attribute exchange is the process by which tagged elements inside your files, such as MicroStation title blocks, get automatically updated with ProjectWise environment attribute values.
Attribute sheets Additional layers of attribute values applied to documents.
Audit trail The mechanism for recording document and folder activity in the datasource. The items tracked by an audit trail are specified in ProjectWise Administrator; the audit trail itself is viewed in ProjectWise Explorer.
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Authentication The act of verifying that the user name and password entered during log in matches a user account in the datasource.
Auto-login Auto-login lets a user log in to a datasource without having to enter their user name and password. --------------------------------------------------------------------------------
B Background map A background map is a backdrop, a key map that allows the user to locate a spatial location in a geographical environment.
Broadcast The term used to describe how ProjectWise Explorer and Web Server clients send datasource list requests to the network. Any ProjectWise Integration Server or ProjectWise Gateway Service in the network that receives the broadcast request responds to the request accordingly. By default, ProjectWise Integration Servers and ProjectWise Gateway Services receive broadcast information through port 5799. --------------------------------------------------------------------------------
C Caching See file caching.
Check in To upload your modified document.
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Check out To lock a document and download a copy of it to your working directory, so that no other user can check out and edit the document until you check it back in.
Check out as shared To check out a document and download a copy of it to your working directory, but without locking the document, so that other users can also check out or export the document as shared.
Check outs Documents that are currently checked out.
Component A component is an asset or item that is important to your business (a business object). Users in the plant industry, for example, might consider components to be equipment or process lines. Users in the building industry might consider components to be walls, doors, and windows.
Component indexing Component indexing involves the identification and classification of components within documents, the creation of an index that specifies the location of those components in their respective documents, and optionally, the extraction and importation of component data. Using ProjectWise Automation Service, components are extracted from DGN documents in the datasource. Using ProjectWise Class Editor, components are mapped to tables in the database for persistent storage.
Component link A class created in ProjectWise Class Editor, used to represent relationships between components.
Comparison operators Expressions (such as >, >=,
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