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Configuration

21-Jan-08

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Overview Module - Configure Module

Overview Module Configuration

Overview

The Overview Module is the public area of your project shown when you go to your project home page.

Although ProjectCentre provides a default template for your public area, we expect you will choose to create your own public pages. You can create these pages with whatever tool you are familiar with. Many of our users choose a simple tool like Microsoft Word to create the public pages for their web site.

This section provides a simple tool for uploading pages to your public web area.

Note, this tool does not provide for folders within your public area, so all files and images must be in one folder. This may be a problem if you are using Word as your HTML editor and you include images, since Word prefers to put the images in a separate folder.

To add your own image to the default public page

You can use the Default option to use the standard overview page.  This option allows you to specify an image to display on your project home page and some text about your project.  Note, the image must be in JPEG format.

  1. Go to Configure - Modules - Overview.  Choose "Default" from the select list.
  2. Click to locate the JPG image file on your computer or network.
  3. The image is added to the list to the left.  Note, to delete the image, click next to the appropriate file.
  4. Optionally add a description of the project to be displayed with the image.
  5. Click and then "OK".  When you log out and return to your project home page, your image and text will be displayed.

To use your own web page

You can use the Overview URL option to upload your own web page.

You can use the standard home page file (index.html) and just upload your own contents list and overview page.  Or you can use your own home page.  If you use your own page, the starting page (home page) must be named "Index.html" and has to be specified as:  http://www.projectcentre.net/projects/ProjectNumber/index.html (where "ProjectNumber" is your own project number).

The ProjectCentre template uses a file named Index.html to specify two frames:

  1. The top frame contains a contents list, and a logo. Note, the logo is specifed as "letterhead.gif" by default and you will need to upload it and call it this if you wish to use the html templates provided.  This template is called "contents.html".
  2. The bottom frame contains the first page of your web site. This template is called "oview.html", but the contents list also provides links to a newsletter ("newsletter.html"), a programme ("programme.html"), an image gallery ("gallery.html") and a tenders page ("tenders.html").

 

To make it easier for you to update your web site, the upload utility helps you upload the Contents page (the top frame) called contents.html and the Overview page (the bottom frame) called oview.html with special consideration. If you upload new versions of these pages by adding the files using the buttons, ProjectCentre will ensure the uploaded file is named correctly and is guaranteed to work. The additional browse buttons are for other items that you may want to upload, such as JPG images. The files are uploaded and stored exactly as entered. It is your responsibility to ensure that the names of the files that you upload match the names in HTML tags within your new web pages.

If you are having trouble designing and implementing your web site, feel free to contact ProjectCentre. Our consultants are experienced in creating these sites on your behalf.

To use the web page template

  1. You will need your own contents page called "contents.html" and your own overview page called "oview.html".
  2. Go to Configure - Modules - Overview.  Choose "Overview URL" from the select list. In the text box next to "Overview URL" specify the home page as "http://www.projectcentre.net/projects/ProjectNumber/index.html". Click .
  3. To upload your own files,  click and locate the files on your computer or network.  (You can add up to 5 files at a time).
  4. Click and "OK". 

    When you log out and return to your project, your own contents page is displayed in the top frame and your own overview in the bottom.

To upload your own home page

  1. Ensure your default home page is named "index.html".
  2. Go to Configure - Modules - Overview.  Choose "Overview URL" from the select list. In the text box next to "Overview URL" specify the home page as "http://www.projectcentre.net/projects/ProjectNumber/index.html". Click .
  3. To upload your own "index.html", click and locate the file on your computer or network.  (You can add up to 5 files at a time).
  4. Click and "OK". 

    When you log out and return to your project, your own home page is displayed.

To specify a URL as your default overview

  1. Go to Configure - Modules - Overview.  Choose "Overview URL" from the select list. In the text box, specify the URL if you have your own web site.
  2. Click .

    When you log out and return to your project, the web page your specified is displayed.
Document Types Configuration - Configure module

Document Types Configuration

Setting up Document Types

Configure Document Types

When you select Document Types from the Configure Module sub-menu, a register of all document types will display in the list frame.


Access to each document type is defined by role.
Tick the boxes of the roles that are able to use this document.
You may also define specific users and/or companies in the Others field.
  1. To give a user access, enter their user id.
  2. To give everyone in a particular company access, enter the company code with a wildcard i.e. ABC-*

To add a new Document Type

  1. Go to Configure - Document Types
  2. Click NewNew.
  3. To import document types from your other projects:
    1. In the Detail Frame (to the right hand side of the screen), select a project from the list, choose an existing Document Type. 
    2. Tick the checkboxes as needed to include or exclude the Statuses, User Fields, User Form, Default Text and Folder set up for this document type. 
    3. Click .
  4. To create a brand new document type: 
    1. In the Detail Frame (to the right hand side of the screen), specify a Document Code for the new register. The codes are normally only three to five characters long for example, General Correspondence might be coded as "GEN".

      Important: you cannot use any reserved characters that are not valid in a Windows folder name. For example ':?"<>'. A warning message is shown if you use one of these characters ' \ / : * < > & | \\ . The following folder names are also reserved by windows, and cannot be used as document codes 'CON, PRN, LPT1, LPT2, LPT3 (etc), COM1, COM2, COM3 (etc)'.

    2. Select a Document Type (template) from the list on which to base your register.

      Note: ProjectCentre provides templates (Document Types) to enable you to set up your own registers (Document Codes). Some registers are created for you e.g. RFI: Request for Information, GEN: General Correspondence.  You can customise these registers and or set up your own as needed.

    3. Click .
  5. The new document type form loads.  Fill in the Document Type details as needed.  Refer to the section below.
  6. Click NewUpdate when done.

To add or edit Document Type

When you create a new document type, you are presented with the following form in which you must configure the settings for this type.  Most of these can be left as the the default.

 

Code This is the unique code entered when this document type was created.  e.g. GEN(COR) The code you chose and the template code are both displayed.  In the example GEN(COR) GEN is the code assigned to a General Correspondence document and COR is the standard Correspondence document template on which GEN is based.
Title/Short Title Specify a long and short title for the document.    The Title is displayed on the document.  The Short Title is displayed in the Main Menu, it recommended you enter an abbrecviated title that clearly describes the type of docuemnt.  
Icon Select an icon to represent the document. The Icon will appear alongside the document type name in the sub-menu of the module in the module menu. If you are not sure of the icon, select it and the icon will appear next to the name.
Currency Select a currency for this document. The Currency can be determined on a document basis. The currency selected here will overwrite the default currency determined on the Contract Administration Module page. All documents created with this document type will use the currency defined here. This applied to Contract Administration documents only.  If the document type you are creating or editing is NOT a CA type document, this field will not display.
Authors Select who may create documents using this type. For example, only the Architect (CCN) would be allowed to create an "Architects Instruction". The list includes Roles and Companies. You can make multiple selections by holding down the Control key while clicking. You can also specify individual users by entering their UserID in the space provided.
Document Numbering Specify how the document will be automatically assigned a reference number by the system both as a Draft and once it has been Issued. The next reference number is generated by looking up the previous reference number that matches the format described here, and then incrementing the number by one. If you specify the number format to be the same as for another document type, the numbering will not be unique. If you are using the document type only within one company, you may prefer to untick the from checkboxes which includes the code of the company who sent the document in the Reference Number, e.g. GEN:DEM-PC#0001, where DEM is the "from" company.

By default, the Prefix is the same as the Document Type Code. You can select any prefix. We suggest it should be 2-4 characters in length. The separator is the character between the Prefix and the rest of the Code.  This is normally a colon (:).  When ticked, From-To checkboxes include the company code of either or both the company the document was sent from from or to.  While a document is still a Draft (has not been submitted to the person addressed), the word "DRAFT" (or another word you specify) shows in the reference number instead of a "to" company code.  The Sequence number is automatic and is separated from the first part of the reference number by a hash (#) followed by the automatic sequence number.
Closers and Status Changers Specify (a) who is allowed to change the Status of a document and (b) who may close a document. Who may use a status option is controlled by who can access the document.  It is usual to allow anyone to change the status to any of the non-closing options, but only allow the Author to close the document.

The first three checkboxes indicate the people who can usually access the document because they are (a) The Author (the person who creates the document), (b) Anyone on the TO List (Action person(s)), or (c) Anyone on the CC List (information person(s)).

By ticking the last checkbox, "The following people...", you can further specify particular Roles, Companies, or Users.

Note, usually anyone in the address list or anyone from the same company as one of the people in the address list on the same or a higher management level can view a Correspondence document.
Status Specify the statuses that can be applied to a document and control who is allowed to use these. The available status options are generally all you need.

You can set up the status options in such a way as to, for example, allow anyone in your company to create a document, but only allow them to send it as a Draft "For Approval" to a manager, who may then issue it.

More statuses may be set up if needed by clicking . This presents you with the Status Option Editor form. 

By ticking the checkbox "Force selection of status on every submit", every user must select a status each time they are in the document.

Note: When creating a controlled document, document type DOC, the statuses set up in this section, will display as Stage. This is to differenciate this field from revision status (which is set up in Configuration>Modules>Transmittals). Common DOC stages are: Design Brief, Concept Design, Prliminary Design, Detialed Design,Final Design, Issued for Construction, As Built etc.

See the section on the Status Option Editor for details on advanced status options.

TO & CC Specify how the document will be addressed by default. TO (Action By) allows you to choose if a document must be addressed to "A single person" only or may be addressed to "Multiple people".  A single addressed document can only be attentioned to one person at a time. For project management reasons it is recommended that documents such as Requests For Information are singly addressed documents. That way it is clear who the next action is expected from. General Correspondence on the other hand is often configured to be multiply addressed. Note, choosing "Multiple people" here simply addresses the same document to various people who will be able to see the other names in the address list.  You can use the "Multiple" Addressing Type Default to send a separate document to each addressee.

Sort order for addressees
allows you sort the address list alphabetically by User or by Company.

Tick or untick the Show checkboxes as needed to show or hide the addressee's name, company, address, phone/fax/mobile number in the document header.

If Distribution Rules are set for a user or Document Type, these are listed here and provide links to the Distribution Rule Editor. If no Distribution Rule applies, the user may correspond with all the people they are allowed to according to the Who Talks To Who matrix.

A Distribution Rule limits the names shown in the Addressing Form.  For example, if every Request For Information for a particular company must be addressed to a particular person, you can set up a rule that restricts the names in the contacts list shown in the Addressing Form to only show the name of the one allowed person.  The document then only be addressed to this person. 

These restrictions are based on the Distribution Rules that apply to each individual. In both cases the rules can be applied to the Attn and or CC lists. Expanding on our last example, we may specify that initially this person must address the document to a particular person but when the document is edited it can be addressed to anyone this person has permission to correspond with (according to the Who Talks To Who matrix).

See the sections on Creating Distribution Rules and Editing Distribution Rules for details on how to create these rules.


Choose the Addressing Type Default.
  • Normal - the document is addressed in the standard way.
  • Route - you may address the document to a number of people and it will be dealt with by each person in the order their names appear. After they deal with the document, they are forced to choose the next person in the route list .
  • Multiple - you may address the document to a number of people. A separate document will be sent to each person. This means the various people addressed will not be able to see who else got the document. If you include people in the CC (Info) List, these people will receive a copy of the document(s) for every person addressed in the TO (Action/Attn) List.

See the section on Addressing, Routing or Multiple Addressing for details.

Locked Prevent anyone other than the author making changes to the document. Tick the checkboxes as needed.
"You cannot reply to this document, but you may split from it" means only the Split tool is available on the document.
"Only the Author can change Addressing for this document" means only the document Author can add/remove names from the address list.
"Only the Author can change Fields on this document" means only the Author can edit the fields, such as Status, or any user fields, when editing the document.
Split The word "Split" removed from title when you use the Split tool. Tick the checkbox to not automatically put the word "Split" in the title if a split is created.
Doc Do not add Original Message from line to the body of the document. Tick the checkbox to not automatically add the line"Original Message from author|date&time|doc number|title." on the destination document.  This feature has been created for Contract Administration documents.
Filed Specify a folder to file this document type. Click "New Folder" to create a sub folder on the register. All documents created of this type will be filed in this folder.  You can apply defaults to the folder, such as who is allowed to Access it. 
Sub Type Select a document to be a sub type of this document. You can organize sub type documents (also known as "child" documents) on one the document type (also known as the "parent" document). 
Click to open the Custom Form Configurer and set up how the list document displays the sub types, for instance, to make the list look more like a spreadsheet.     See the section on the Custom Form Configurer.

This is used in the Defects Module where various related Defect documents are grouped on one Defect List document. The Defect List can then be configured to show a spreadsheet view of all the Defects with links to each of the Defect documents. See the section on the Managing data in ProjectCentre in the PDA Defects Module section.

Alt. Prefix Specify an alternative prefix (if needed). You may specify an alternative prefix to the document reference number.
Due Specify the default due date. You may change the 7 day default due date for the document type.  If you do not want weekend days to be counted when calculating due dates, tick the "Exclude Weekend" box.
UserForm Choose how to handle the display of some fields. If the Document Type uses a UserForm, the display of the Title, body Text, User Fields, Header and Footer is automatically determined by the UserForm.  For example, these fields might even be set to be hidden on the User Form.  To display them anyway on the document or overwrite their display using the Document Type setup (without having to request the User Form be changed), untick the relevant checkboxes.

To edit or create a userform setup, click User Field Editor.  See the section on Userform Editor for on how to use this function.
Default values Specify default text for some document fields. In Title name you can specify the label for the Title box.  In Title text, you can specify the default text that appears in the document title.  In Header, you can enter information you would like to be displayed at the top of the text of this form, e.g. you may wish to include "according to clause xxx of the contract we hereby...". In Body, enter information you would like to display between the Header and Footer text of this form.  In Footer, enter information you would like to display at the bottom of the body text of this form, e.g. "this memo does not necessarily constitute a variation...".
Special Fields Add additional fields to the form. You can add any number of User Fields .  For example, on a large project, it may be useful to tag every document with the Zone of the Building it relates to, such as "carpark, podium, tower". Set up a User Field so the user can enter the Zone.  You can even make the User Field a Select List rather than an ordinary Text Box so all the user needs to do is choose the Zone from the list.  Click User Field Editor to add or edit User Fields.
A Referenced Field appears like a User Field on correspondence, however the value is not a value saved on the current document, but on a different document that the current document was created from via the Split tool. This is useful where the split document needs to reference values from the document it was split from, but it is inconvenient to set these values specifically on the new document. For example, you may receive a Request For Information (RFI) you believe will generate a Variation. The Variation type document can include the text from the RFI as a Referenced Field.
Email an XML version of this document Specify an email address to send a copy of any document of this type to this address whenever a document of this type is created or edited. This can be used to send the data of a Variation in XML format to an email address that is used to synchronise ProjectCentre with a project accounting system such as JobPak or CHEOPS.