Utilities

Utilities

The following utilities are available:

Back to top Import/Export

Utilities for Importing/Exporting

The following utilities for importing and exporting files are available:

Back to top Import a Document Register

It is usual that each company that will provide documents to the project will have previously drafted their own Document Register of the drawings they expect to create. This register can be imported directly into ProjectCentre. When electronic documents are then uploaded to ProjectCentre, the titles will already be displayed. This makes the system much more user friendly.

Import a document register

  1. The Register is uploaded as a tab-delimited text file. You can create the Register in an application such as Excel, and then save it as a tab-delimited file. It must contain the following fields (columns) in the following order.

    1. Document number
    2. Revision number
    3. Revision date
    4. Status code
    5. Scale
    6. Paper size
    7. Owner
    8. Issuer
    9. Folder
    10. Title
  2. Click to select the file to be uploaded.
  3. Enter the Author, Attn, and CC.
    • Author is the name of the user that will be the author of the upload transmittal created by this upload.
    • Attn is the list of users that will be Attentioned on the transmittal.
    • CC is the list of users that will be CC'd on the transmittal.
  4. Click .

    This will be checked for errors, the document number is the only compulsory field. There must not be duplicate document numbers. If there are duplicate document numbers, one record will be deleted so that only one remains.

  5. A Transmittal will be created to show that this upload was performed. You can nominate the user code for the uploader. This enables you to upload as someone else to ensure the ownership of this 'issue' is correct.

    Warning, you must be careful when using this utility:
    • The directories will not be checked, be sure the folder paths are correct, or drawings will "disappear". If folders do not exist, you will need to create them yourself.
    • The date format for revisions must be non-ambiguous. We recommend "dd-mmm-yy". Ambiguous dates may be misinterpreted as US dates.
    • This utility makes bulk updates to the database. This enables you to make bulk errors. If you create problems, CADX charges for any repairs on a time and materials basis.

Back to top Import folder structure

  1. In Configuration Utilities select Import Folder Structure.
  2. Set up the format of the excel file in the following format.
  3. Browse and attach the excel file
  4. Click Upload.

Back to top Import to the Contacts register

You can import to the Contacts Register either using an Excel file, or by copying contacts from another project:

From an Excel file

  1. The necessary format of the Excel file is detailed on this page.  It is important to make sure the format is correct before importing.
  2. Enter the name of the Excel file to import or use the to select the file.   
  3. Tick the auto produce password box if you would like ProjectCentre to create an automatic password if one is not provided for the contact in the excel spreadsheet.  If unticked, the administrator may enter a password manually for each user that a password is not provided for.
  4. Click .
  5. The file will be checked, and a report will be shown of the contacts that will be imported.  You are able to check the report before adding the contacts to the register.  

From another project

  1. Enter the project number of the project that you wish to copy users from.
  2. Enter a username and password for an account in that project that has Project Administrator rights.
  3. Click .
  4. You will then be presented with the list of users in that project. Select the users that you want to import by ticking the checkbox next to each name. Click to import the select accounts.

Back to top Import to the Correspondence Register

This utility can be used to import correspondence items. This may be useful if ProjectCentre is started after the project has begun issuing correspondence.

  1. Upload a tab-delimited text file. It must contain the following fields in the following order:
    1. Document Number
    2. Document Type
    3. Created Date
    4. Status code
    5. Author
    6. Action by List (separated by comma)
    7. Copy to List (separated by comma)
    8. Title
  2. This will be checked for errors. Document types must already exist. Attention to fields must not be empty.
  3. If a Document Number field is empty, the system will generate a document number according to the configuration of the document type. If a Document Author field is empty, the system will use the current user.

    Warning, you must be careful when using this utility:
    • The date format for revisions must be non-ambiguous. We recommend "dd-mmm-yy". Ambiguous dates may be misinterpreted as US dates.
    • This utility makes bulk updates to the database. This enables you to make bulk errors. If you create problems, CADX charges for any repairs on a time and materials basis.

Back to top Import to the Transmittal register

This utility can be used to import Transmittal items.

Back to top Import to the Print order register

This utility can be used to import print order items.

  1. Click to select the Excel spreadsheet file to be uploaded.
  2. Click  .

Back to top Import from Buildsoft into the Budget

This utility can be used to generate a Budget in ProjectCentre that is created from a Buildsoft export file.

Back to top Import files to FileCentre

This utility can be used to import Files or Folders into FileCentre.

  1. The files or folders must be in a MS Excel 97-2003 format file. It must contain a head row and the following fields in the following order: 

    1. Name:File name or Folder name along with the File Type 
    2. Description: File title or Folder title
    3. Folder: folder code that file/folder is in 
    4. RevDate: (For file only.can be empty--default current date)
    5. View:viewers (If empty inherit the upper folder)
    6. Read:readers (If empty inherit the upper folder)
    7. Update:updates (If empty inherit the upper folder)
    8. Owner:owner (If empty inherit the upper folder)
  2. Select Import Type.  Either Import Folders Only or Import Files.
  3. For Import Folders Only:
    1. Click to select the file to be uploaded.
    2. Click .
  4. For Import Files:
    1. Click .
    2. Click to select the files to be uploaded as attachments.. 
    3. You can zip your attachment files to upload. If the checkbox beside the file is ticked, the system will unzip the zip file automatically and take the unzipped files as attachment files.
    4. Click .
    5. Click to select the XLS file to be uploaded.
    6. Click .

    This will be checked for errors, the name is the only compulsory field. There must not be duplicate file names. If there are duplicate document numbers, one record will be deleted so that only one remains.

Back to top Document Register

Utilities for the Document Register

The following utilities for the document register are available:

Back to top Check documents have correct 'saved revision/date'

Check if the saved revision/date in the documents are correct.

Back to top Report a list of the folders in the projects Document Register

Generate a report listing all the folders in the Document Register.

Back to top Edit the details of Folders in the Document Register

Generate a spreadsheet listing the details of all folders in the Document Register. You can change the details on this form and submit the changes to make bulk updates to the attributes of the folders on the register. This is useful for checking that the folders have appropriate Owners and Issuers.

Back to top Check that download doc names match upload names (after rename)

Run a check to ensure that the upload document names match the download document names. This is an integrity check that is useful when a number of documents have been renamed.

Back to top Copy folders

Copy branches of the Document Register folder structure to other places within the tree. In some cases the subfolders below a particular folder will be replicated below a number of other folders. For example, the folders ‘plans, elevations, details’ and their subfolders may be under the ‘architectural, structural, and mechanical’ folders. This utility copies the given folder structure to the other folders.

Back to top General

Utilities for Importing/Exporting

The following general utilities are available:

Back to top Change the Author of a range of documents

This utility is useful if someone has left the project. All the documents that were owned by an individual can be ‘given’ to a different person. To maintain an accurate audit trail, the history of the document shows who the original author was, and indicates when the ownership was changed.

Back to top Reset the Hotlists (OLD)

People can set their Hotlist parameters to not display items on their Hotlist. If they are not aware of what they are doing, this can cause confusion. Sometimes it is prudent to reset all Hotlists back to the default to ensure all Hotlist items are being displayed correctly.

Back to top Send e-mails to new users

It is common to set up the Contacts Register before the project has actually begun. When you create a new user, you can optionally send them an e-mail explaining how to log in. If you do not send the e-mails at that time, you can use this utility to send all users an e-mail in bulk.

Back to top Rename a CompanyID or UserID

This utility can be used to rename a company or user. For example, you can rename a user within a company if their name has changed due to marriage. Or you can rename a user from one company to another if they are now working for someone else. Or you can change a company's company code - since at the time of creating the Contacts Register the company's preferred company code is not always known.