Catalog Card - Main

The Summary section groups pertinent information from the other sections on the page. All information shown here are for display only.

• Accepted Revision: Indicates the title of the Accepted revision. If nothing is shown, it means that you are currently viewing the accepted revision, or no revision within the series has been accepted yet. You can click on the title to view the accepted revision. The accepted revision is the one that is used for construction.
• Cancelled Reason: If the catalog card has been cancelled, the reason is displayed here. 'Superceded' indicates that Proliance cancelled the revision because a user accepted another revision within the series. 'Obsolete' indicates that a user manually cancelled an accepted revision. You cannot change this reason.
• Creation Date: The date when the catalog card was created. You cannot change this date.  
• Current State: Indicates the current workflow state of the catalog card revision.
• Latest Revision: Indicates the title of the most recent revision of the catalog card within the series. If nothing is displayed, it means that you are currently viewing the most recent revision. You can click on the title to view the latest revision.  
• Number: A string of characters that uniquely identifies the catalog card revision within the workspace. You can edit the number in the Details section.
• Title: The title of the catalog card revision. Proliance creates this based on the Name and the Revision Number.

The Project section displays a simplified version of the information available on the Projects tab. Use this section to quickly view a list of projects currently linked to the document, and to create, read and delete project links in edit mode. Information displayed in the project section is also available on the Projects tab, and any changes you make in the Project section is synchronized with the Projects tab.

Using the Project section, you can set the current document's project linking status to:

• None: Select to remove all project links for the current document. You can only remove project links if you have the appropriate role security permissions, and your contact document has a link to the same projects.
• One: Select to display a box where you can enter a single project link for the current document. Click the Magnifying Glass icon to display a list of available projects from which you can choose.
• Multiple: Select to display a box where you can enter multiple project links for the current document. Click the Magnifying Glass icon to display a list of available projects from which you can choose.
• All: Select to link the current document to all projects within the current workspace.

The current status of project linking is displayed in the section header so that you can quickly scan project status with all the sections on the Main page collapsed. The document must be in edit mode before you can update information in the Project section.

This section is used to manage the file or URL that is attached to the catalog card.

Your ability to upload and download files to catalog cards is based on the permissions for your role. If the options for uploading and downloading are disabled, you do not have permission to upload, download, or view files.

You can optionally attach one presentation and/or one source version of the external file to a revision of a catalog card:

• Rename File:

  Select this check box to have Proliance rename the Source and Presentation files to be the same as the Title of the document, after they are uploaded. Clear this check box to preserve the existing file names.

  Hint: You should rename the files if you wish to easily associate them with the catalog card. You should preserve the file names if you wish to easily associate them with their counterparts outside of Proliance.

  Note: If any attached files have already been renamed, clearing the check box will not return the files to their original names. Attached files are not renamed on the computers from which they were attached. Only the copies in Proliance are renamed. The file extension is always maintained.

   

• Source File/URL:

  Click the Upload File icon to select the file or URL that is in the "source" format. Source files are normally external files in their original (i.e., proprietary) formats.

  Note that anyone with security access to a catalog card will be able to download and modify the source file.

• Presentation File/URL:

  Click the Upload File icon to select the file or URL in the "presentation" format. This is a version of the external file in common file format. For example: a drawing file could be converted to Adobe® Acrobat® PDF format and uploaded as the presentation version.

  Creating a presentation version of a file is optional. Use it if sending the source file is too large or cumbersome, or if you do not want people modifying the source file.

For information on using the Options buttons for each file, see "Working with File Attachments".

The Change Marks column is updated when the file is redlined using the Brava! viewer. The Date Attached and File Size will be displayed after the document is saved. No File Size is shown for URL references.

• Actual Revision Date:

  Enter the date when the current revision was created.

  Tip: The value in this field will be carried over when create your next revision. Be sure to change this field for every revision.

• Auto-Populate Number:

  Select this check box if you want Proliance to automatically populate the third segment of the Number field with the Revision Number field. Clear this check box if you do not want Proliance to fill in the third segment of the Number field with this information.

• Auto-Populate Title:

  Select this check box if you want Proliance to automatically populate the Title field with the Name field, a hyphen ( - ) and Revision Number field. Clear this check box if you do not want Proliance to fill in the Title field with this information.

  For example, with this check box selected, if the Name field contains "Acme Document 101" and the Revision Number field contains, D101-001, the Title field displays "Acme Document 101 - D101-001.

  If you switch between having this check box selected and cleared, the information currently in the Title field. If this checkbox is cleared and then you select it, Proliance erases any content in the Title field and fills the Name and Revision Number in the Title field.

  Note: When you select this check box, you cannot use special characters in the Name or Revision Number field, such as: ? [ ] / \ = + < > : ; " ,

• Cancelled Reason: If the revision has been cancelled, Proliance may provide additional information here: 'Obsolete' indicates that a user manually cancelled a revision in the Accepted state. 'Superceded' indicates that Proliance cancelled the accepted revision because a user has accepted another revision in the same series. You cannot change this reason.
  Note: No cancellation reason is shown if the revision being cancelled is not in the Accepted state.
• Comments: Type a brief description about the catalog card.
• Current State: Indicates the current workflow state of the catalog card revision.
• Discipline: Select the discipline or trade affected by the catalog card. Examples of disciplines include: Architectural, Civil, Electrical, or Mechanical.
• Due Date: Enter the date when the file is expected to be returned.
• Has Change Marks: This column automatically displays Yes or No depending on whether the file has been redlined using Brava! viewer.
• Most Recent Revision: Proliance sets this to 'Yes' if this revision is the most recent, otherwise it is set to 'No'. You cannot edit this value.
• Name:

  Type a string of characters that collectively identifies all revisions of a particular catalog card. For example, document X has three revisions. You assign each revision the name "DOCX" to indicate that they belong together. The Name must be unique for all catalog cards within the workspace.

  Proliance does not allow more than one catalog card revision to have the same combination of Name, Revision Number, and System Revision Number.

  This field is required.

  Note: Changing the Name will update all the other catalog card revisions with the same name to the new name.

• Number:

  Type a string of characters that uniquely identifies this revision of a catalog card, or leave it blank if Proliance is configured to supply one. You can configure the format of this number by using Proliance Local Admin. For details, refer to the Proliance Local Admin on-line help.

  Note: The third segment of a catalog card's Number can be filled in with the Revision Number if you have selected the Auto-Populate Number checkbox.

• Notes: Type additional notes about the catalog card or about the item being represented by the catalog card.
• Purpose: Select the purpose of the catalog card. Examples of purposes include: Preliminary, Information, Tender, Construction, As Built, or Closeout.
• Received Date: Specify the date when the file was received.
• Revision Number: Similar to the System Revision Number, except that you can type your own numbering system. Proliance will attempt to increment the Revision Number intelligently for each new revision, based on the previous revision number. If you are using a unique numbering system, remember to edit this number each time you create a new revision.
  
  The Revision Number is required.
• System Revision Number: The revision number assigned by Proliance. The original version is always revision 0 (zero) and all subsequent revisions are incremented by 1. You cannot edit this number. By default, Proliance appends the System Revision Number to the Title.
• Title:

  Proliance automatically creates a title by combining the following information:

  [Name] - [Revision Number]

  For example, the catalog card Parkade Plan, revision 1a will be titled "Parkade Plan- 1a".

  Note that this field works with the Auto Populate Title field.

• Source Company: Click the Magnifying Glass icon to select the name of the company responsible for providing the content of the catalog card. The Source Company must have a state of Active.

• Source Contact: Click the Magnifying Glass icon to select the person employed by the Source Company who is responsible for supplying the content of the catalog card. The Source Contact must have a state of Active.

• Managing Company: Click the Magnifying Glass icon to select the company responsible for managing the particular catalog card. This company must have a state of Active.
  
  The Manager Company is required in order to perform the Start Review workflow action.

• Managing Contact: Click the Magnifying Glass icon to select the user employed by the Manager Company who is responsible for the catalog card. The manager contact must have a security role that grants him or her full permissions to catalog cards. The manager contact must have a state of Active and must have a valid account.
  
  The Manager Contact is required in order to perform the Start Review workflow action.

Proliance will add the name of the Manager Contact or the Source Contact to the appropriate recipient fields (To:, CC:, HCC:) in the Workflow tab during a pending state change, if this catalog card document subtype has been set up to use initiating and receiving participants. (Manager Contact = Receiving Participant; Source Contact = Initiating Participant).

To learn how to use the participants feature, see "Configuring Document Workflow States" in the Proliance Local Admin on-line help.

This section lists the sets that the card revision belongs to. Examples of sets include: Electrical, Engineering, Mechanical.

Enter edit mode to do the following:

• To add a set, click Add Line and then select the entry to add.
• To delete a set, select its check box and then click Remove Line(s).

This section lists categories that describe the catalog card or the file attached to the catalog card. Examples of categories include: Finishing Schedule, Plan/Spec Discrepancies, and Specification Clarification.

Enter edit mode to do the following:

• To add a category, click Add Line and then select the entry to add.
• To delete a category, select its check box and then click Remove Line(s).

This section lists the areas or zones affected by the catalog card. Examples of areas/zones include: First Floor, Area A, Zone B.

Enter edit mode to do the following:

• To add an area or zone, click Add Line and then select the entry to add.
• To remove an area or zone, select the check box next to the line to remove and then click Remove Line(s).

This section lists the groups affected by the catalog card. Examples of groups include: Building 1, NE Facility, Central Plant.

Enter edit mode to do the following:

• To add a group, click Add Line and then select the entry to add.
• To remove a group, select the check box next to the line to remove and then click Remove Line(s).