Drawings/Submittals - 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.
• Canceled Reason: If the revision has been canceled, the reason is shown here. 'Superceded' indicates that Proliance canceled the revision because someone accepted another revision. 'Obsolete' indicates that someone manually canceled the revision. You cannot change the canceled reason.
• Creation Date: The date when the revision was created. You cannot change this date.  
• Current State: Indicates the current workflow state of the revision.
• Latest Revision:Indicates the title of the most recent revision within the series. You can click on the title to view the latest revision.
• Number: A string of characters that uniquely identifies the revision within the workspace. You can edit the number in the Details section.
• Package Reference: If the revision is currently included in a package, this identifies the name of the package. You can click on the name to view details about the package.
• Title: The title of the revision. You can edit the title in the Details section.
• 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. Be default, Proliance appends the System Revision Number to the Title.

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 that is attached to the drawing or submittal.

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 drawing or submittal:

• 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 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. A word processor file could be converted to RTF (Rich Text Format) 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".

Note: The DateAttached 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:Ticking this check box will automatically populate Segment 3 of Number field with the Revision Number.
• Auto Populate Title:Ticking this check box will automatically populate the Title field with a value that is a concatenation of the data entered into the Name and Revision Number fields.
  
  For example if you had a value of ACME in the Name field and 001 in the Revision Number field the value that would be automatically populated in the title field would be: ACME - 001
• Canceled Reason: If the revision has been canceled, Proliance may provide additional information here: 'Obsolete' indicates that someone manually canceled a revision in the Accepted state. 'Superceded' indicates that Proliance canceled the accepted revision because someone has accepted another revision in the same series. You cannot change this reason.
  Note: No cancellation reason is shown if the revision being canceled is not in the Accepted state.
• Comments: Type a brief description about the revision.
• Current State:Indicates the current workflow state of the revision.
• Discipline: Select the discipline or trade affected by the revision. Examples of disciplines include: Architectural, Civil, Electrical, or Mechanical
• Drawing Classification: Select a drawing classification code that best describes this drawing/submittal.
• Submittal Classification: Select a submittal classification code that best describes this drawing/submittal.
• Due Date: Specify the date when the drawing or submittal is expected to be due. You can synchronize this due date with a drawing package's if this drawing is added to a package.
• Has Change Marks: Has Change Marks indicates whether the file attached to this document has had annotations (also known as 'Change Marks)' applied using the Brava file viewer supported by Proliance.
  
  Open the attached file with the Brava Viewer if you wish to review these annotations.
• Most Recent Revision: The latest revision number in a document series can be set for drawings and submittals, regardless of when it was created in Proliance.
• Name:

  Type a string of characters that collectively identifies all revisions of a particular drawing or submittal. 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 drawings/submittals within the workspace.

  Proliance does not allow more than one 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 revisions with the same name to the new name.

• Notes:Type any additional notes about the revision or about the item being represented by the revision.
• Number:

  Type a string of characters that uniquely identifies this revision, 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 "Editing the Number Format" in the Proliance Local Admin online help.

  Note: By default, the third Number segment of a drawing or a submittal is the same as the System Revision Number. You cannot edit this. However, if your system administrator has configured the third segment in the document template, then it will be editable and Proliance will not prepopulate it with the System Revision Number.

• Package Type:Select a package type code that best describes this drawing/submittal.
• Purpose:Select the purpose of the revision. Examples of purposes include: Preliminary, Information, Tender, Construction, As Built, or Closeout.
• Received Date:Specify the date when the drawing or submittal is 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 User Revision Number is required.
• Specification Section:Select a specification code that best describes this drawing/submittal.
• Title:

  Proliance automatically creates a title by combining the following information:

  [Name] - [Revision Number]

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

  You cannot edit the title.

• Managing Company:Click the Magnifying Glass icon to select the company responsible for managing the particular drawing or submittal. 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 drawing or submittal. The manager contact must have a security role that grants him or her full permissions to drawings or submittals. 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.

• Managing Contract: Click the Magnifying Glass icon to select the contract that describes the management of the drawing or submittal.

• Source Company: Click the Magnifying Glass icon to select the name of the company responsible for providing the content of the drawing or submittal. 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 package. The Source Contact must have a state of Active.

• Source Contract: Click the Magnifying Glass icon to select the contract that provides source details for the drawing or submittal.

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 contract 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 online help.

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

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 the areas or zones affected by the revision. 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 revision. 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, then click Remove Line(s).