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Navigating to Project/Shell Documents in Document Manager

The following functional nodes appear under the Document Manager grouping node, in your project/shell:

• Documents
• Unpublished Documents

Documents

When you click the Documents functional node the Documents log or window opens. This window is divided into two panes:

• The Documents (left pane)
• The properties (right pane)

The Documents (left pane) displays:

• Categorized list of available project/shell documents and folders
• Navigational element, as in locator links (or breadcrumbs)
• Toolbar

  See below for details.

• Columns

  See below for details.

The properties (right pane) displays the following tabs:

• Properties tab
• Audit Log tab
• Permissions tab
• Options tab

The following explains the project/shell documents (left pane) toolbar options:

Create

This option enables you to create any of the following:

• Folder

  When you click this option, the Create Folder window opens. This window has the following tabs:

  • Properties tab

    In this tab you can provide a name and a description for the folder that you have created. The Properties tab also enables you to click on the owner's name (the read-only Owner field) and view the owner's user profile.

    Use the Save option to save your input in the Properties tab.

    Use the Save & Create New option to save your input in the Properties tab and create the new folder, which will be added to the categorized list of available project/shell documents and folders (in the Documents window).

    Click Cancel to discard your changes and close the Create Folder window.

  • Options tab

    In this tab you can set the folder upload conditions, folder download conditions, and notification preference.

    Use the Save option to save your input in the Options tab.

    Use the Save & Create New option to save your input in the Options tab and create the new folder, which will be added to the categorized list of available project/shell documents and folders (in the Documents window).

    Click Cancel to discard your changes and close the Create Folder window.

• Empty Document

  When you click this option, the Create Document window opens. This window has the following tabs:

  • Properties tab

    In this tab you can provide a name, a description for the requester, and a general description for the document that you have created. In addition, in the Properties tab you can enter or select information that is related to the empty document that you are creating. That is to state, you can select an action discipline (for example, Architecture, Construction, Design, Planning, etc.), enter the cost center number, title or tenure, city, and select the acquisition year.

    Use the Save option to save your input in the Properties tab.

    Click Cancel to discard your changes and close the Create Folder window.

  • Options tab

    In this tab you can set the document revision option (Revisions must have same file name)

    Use the Save option to save your input in the Options tab.

    Click Cancel to discard your changes and close the Create Document window.

• Business Process

  When you click this option, the New Record (BP record) window opens which enables you to create a new BP record. In the New Record window, you must select a BP from the Select Business Process drop-down field. If the BP record that you select is a workflow BP, the system activates the Select Workflow drop-down field, and you must select a type of workflow for the BP record.

  When finished, click Create to create the new record.

  Click Cancel to discard your changes and close the New Record window.

Actions

The Actions option has the following suboptions:

• Add to Favorites

  Use this option to add a selected file or folder to your favorite list.

• Move

  Use this option to move the selected file or folder into another folder.

• Copy

  Use this option to create a copy of the selected file or folder.

• Delete

  Use this option delete the selected file or folder.

• Transfer Ownership

  Use this option to change the owner assigned to the document or folder.

• Edit

  The Edit option enables you to perform the following operations on the file or folder:

  • Revise

    When you click this option, the Upload window opens which contains a list of files or folders that are available for edit, and provides the following details related to the files or folders that are listed, under the following columns:

    • File Name
    • Revise File Name
    • File Size
    • Document Title
    • Revision No
    • Issue Date

    If you do not see the file or folder that you want to edit in this window, you can search for that file or folder by clicking on the Browse icon (the three horizontal dots) and conduct a search.

  • Check In

    Use this option to check in a file or folder. You can only select a checked-out item.

  • Check Out

    Use this option to check out a file or folder. If you select more than one item, the system creates a zip folder which contains all the selected items.

  • Cancel Check Out

    Use this option if you changed your mind about checking out an item. This option enables you to avoid checking the checked out item and prevents unnecessary versioning.

  • Lock

    Use this option if you want to lock a document. This option is for documents, only.

  • Unlock

    Use this option if you want to unlock the item that was locked.

• Export

  The Export option allows you to export the Structure and Properties of a selected item through a Microsoft Excel Comma Separated Values (CSV) file.

• Import

  The Import option allows you to import either the Structure and Properties , or the Folder Structure Template of a selected item through a Microsoft Excel Comma Separated Values (CSV) file.

• Permissions

  When you click this option, the Permissions window opens which enables you to:

  • Select one of the following options:
    • Inherit from parent folder Projects Documents option, or

    When you select the items that you want to assign permissions to, and you select the Inherit from parent folder Project Documents option, you cannot edit the selected items.

    • Assign new permissions

    When you select the items that you want to assign permissions to, and you select the Assign new permissions option, you can start from blank permission window, or you can copy the existing permissions of the parent folder, and use it as a template.

  • Inherited Permissions

    Click View and select users, groups, or both

  • Find on page
• Index Report

  Applicable to folders, only. The Index Report option enables you to generate a report of the files that are in the folder that you have selected, in following formats:

  • HTML Format
  • PDF Format
  • CSV Format

Flat View

This option will display all documents in the standard structure of all other logs. Clicking on a folder will open another log that displays all the files inside the folder. You can navigate back out of the folder using the breadcrumb trail at the top of the log.

Tile View

This option will display all documents as tiles with a preview of the file. Files and folders are grouped together in two separate collapsible sections.

Tree View

This option will display all documents in the standard structure of all other logs, but you will be able to expand and collapse folders to display all files contained inside the folder. Use the plus and minus icons next to each folder to expand or collapse the folder.

Download

Use this option to save a copy of selected files to your computer.

Upload

Use this option to add new documents to the Document Manager from your computer.

View

Use this option to filter records based on specific criteria. The view options are:

• All
• Owned by me
• Checked out by me
• Locked
• Uploaded in last 7 days
• Uploaded in last 30 days

You can add and manage your own views with the Create New View and Manage Views options.

Edit View

Use this option to make changes to the selected view. Use the arrow buttons to move columns between the Available Columns list and the Selected Columns list. All columns in the Selected Columns list will be visible.

Refresh

Use this option to refresh the log and view any newly uploaded documents.

Favorites

Use this option to view a list of documents with favorite status. You can use the Find on Page option to filter for specific documents, or use the Delete option to remove a document from your favorites list.

Initiate Bluebeam Studio Session

Use this option to start a Bluebeam Studio Session on a selected PDF file.

Search

Use this option to search for specific items by entering key words in the search box. Use the drop-down menu to select which column should contain the key word.

Find on Page

Use this option to search for specific items by entering key words at the top of each column. The entered key words will be highlighted within all folders and files that contain the entered value, and no other files will be visible.

Expand All/Collapse All

This will open or close all folders, displaying all the files contained in each folder. This option is available only when the Tree View option is selected.

The project/shell Documents log columns are as follows:

• Name
• Comments
• Lock
• References
• Linked Records
• Size
• Creation Date
• Owner
• Title
• Rev.No.
• Issue Date
• Pub No.
• %Complete
• Location
• Discipline
• Document Status
• Document URL

The following explains the properties (right pane) elements:

Properties tab

Use this tab to edit the properties of selected files or folders. You can only edit files and folders for which you are the owner.

Audit Log tab

Use this tab to view all changes to the selected document. You can use the Print option to print the Audit Log, or use the Find on Page option to find a specific entry by filtering column information.

Permissions tab

Use this tab to view what permissions are available for selected users or groups.

Options tab

Use this tab to configure the following options available for the selected file or folder:

• Folder Upload
• Folder Download

Unpublished Documents

For details, see the Unpublished Documents topic in this guide.

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Last Published Saturday, July 12, 2025