Form/Standard Form - 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. You can click on the title to view the accepted revision. If nothing is shown, it means that you are either currently viewing the accepted revision, or no revision within the series has been accepted yet.
• Creation Date: The date when the form/template form was created. You cannot change this date.  
• Current State: Indicates the current state of the form/template form.
• Latest Revision: Indicates the title of the most recent revision of the form within the series. You can click on the title to view the latest revision. If nothing is shown, it means that you are currently viewing the most recent revision.
• Name: The name of the form / standard form. You can edit this in the Details section.
• Title: The title of the form / standard form. 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.

Note: Like all other project-related user interface elements, the Projects section is hidden if no projects currently exist in the workspace.

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 form or standard form.

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 form or standard form:

• 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 form/standard form. 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. 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 Attached date and File Size are displayed when the document is saved. No File Size is shown for URL references.

• Classification Information: Five areas where you can enter a classification for this document. If you use assign a standard classification to your documents, you can use it to search or organize your documents according to these classifications.
• Classification Information Lookups: Select the user-defined values that define this document. These values are created from the Proliance Local Admin.
• Initiative: If this document was created in a workspace, this is the construction initiative to which the workspace belongs. If this document was not created in a workspace, you can optionally select a construction initiative name.
• Notes: An area to enter additional information on this document.
• Sub Project: The name for the specific portion of the workspace with which the document is associated. For example, the "Civic Center" workspace consists of five large buildings. Each building is a sub project.

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.

• Canceled Reason: If the revision has been canceled, Proliance may provide additional information here: 'Obsolete' indicates that a user manually canceled a revision in the Accepted state. 'Superceded' indicates that Proliance canceled 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 canceled is not in the Accepted state.
• Comments: Type additional comments about the form / standard form in general, or about the current revision.
• Current State: Indicates the current state of the form / standard form.
• Is Final: Applies only to Forms. Indicates whether this revision is the final revision for the stage. Only one revision in a series per stage can be marked as final. For example, a form appears in three stages. Each stage has two revisions of the form. There will be three revisions marked as 'final' - one for stage 1, one for stage 2, and one for stage 3. Proliance automatically flags the mostly recent Accepted revision in a stage to be the final revision. You cannot edit this flag.
• Is Summary Clip Required: Select Yes to indicate whether the summary clip must be completed prior to accepting each revision of this form / standard form. Select No to indicate that completing the summary clip is not necessary.
• Name:

  Type a string of characters that collectively identifies all revisions of a particular form / standard form. 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 forms / standard forms within the workspace.

  Proliance does not allow more than one form / standard form 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 additional notes about the form / standard form revision or about the file being represented by the revision.
• Number:Type a string of characters that uniquely identifies this form / standard form, 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.
• Purpose: Select the purpose of the form / standard form. Examples of purposes include: Preliminary, Information, Tender, Construction, As Built, or Closeout.
• 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.
• 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.
• Title:

  Proliance automatically creates a title by combining the following information:

  [Name] - [Revision Number]

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

  You cannot edit the title.

• Source Company: Click the Magnifying Glass icon to select the name of the company responsible for providing the content of the form / standard form. 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 form / standard form. The Source Contact must have a state of Active.
• Manager Company: Click the Magnifying Glass icon to select the company responsible for managing the particular form / standard form. This company must have a state of Active.
  
  The Manager Company is required in order to perform the Start Review workflow action.
• Manager Contact: Click the Magnifying Glass icon to select the user employed by the Manager Company who is responsible for the form / standard form. The manager contact must have a security role that grants him or her full permissions to forms or standard forms. 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 form / standard form's 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 the Proliance Local Admin on-line help.

This section is used to manage the summary clip for the form / standard form revision. Completing a summary clip may be required or optional, depending on the Is Summary Clip Required flag in the Details section. This flag requires data to be filled in prior to accepting each revision and includes the summary data in the workspace summary document.

For more information, see "About Summary Clips".

While in edit mode, you can do the following:

• To add a field within the clip, click Add Line and then type a title under Field Title. If you have opened the form in a workspace, type a value under Value.
• To delete a field within the clip, select its check box and then click Remove Line(s).

Note: Adding or deleting summary clip fields from a standard form does not affect forms already in use in a plan. If the standard form has been exported or imported to workspaces, modifying the summary clip from the Organization work area does not affect the copies in workspaces.