Professional Documents
Culture Documents
Client
(SELECTseries 2)
TRN013280-1/0003
Trademarks
AccuDraw, Bentley, the “B” Bentley logo, MDL, MicroStation and SmartLine are registered
trademarks; PopSet and Raster Manager are trademarks; Bentley SELECT is a service
mark of Bentley Systems, Incorporated or Bentley Software, Inc.
All other brands and product names are the trademarks of their respective owners.
Patents
Copyrights
The course needs the following items as part of the datasource. The datasource
should be created using the template so it has all the delivered USTN example
files. Those files are used in this course.
General:
• Make sure that the students can get to the class data set folder. They will be
adding these folders and files to the datasource.
• MicroStation/J is used in the integrated applications module.
• In the spatial module, students set the datasource up so spatial features can
be used. If the instructor desires, and has their own datasource set up so
spatial features can be used, they can demonstrate that:
Sub-folders, which may be project folders, are displayed on the background
map in their true geographic location
Double clicking on a sub-folder opens it. A background map displays a smaller
area representing its true geographic area of interest, such as the area
represented by a project
All the documents in the folder are displayed on a folder’s background map
Double clicking on a document opens it, just like using the list tab.
You can explain the symbology that is assigned by default, the symbology
legend, and the View > Geospatial options.
Execute a search using spatial search criteria
Environments ______________________________________ 93
Module Overview _____________________________________93
Module Prerequisites __________________________________93
Module Objectives_____________________________________93
Introductory Knowledge ________________________________94
Questions ________________________________________94
Answers __________________________________________94
Environment Overview _________________________________94
Defining Environments _________________________________95
Using existing database tables ________________________96
Using new database tables ___________________________97
Creating environments by importing script files __________99
Interfaces ____________________________________________99
Creating an Interface _______________________________99
Labels and prompts_________________________________102
Fixed pick-lists _____________________________________103
Using format strings ________________________________105
Providing default values _____________________________105
Dynamic pick-lists __________________________________106
Triggered updates for environment attributes ___________107
Required fields ____________________________________108
Modifying Property Column Properties ____________________111
Deleting Environments _________________________________112
Attribute Sheets_______________________________________112
Adding and removing attribute sheets __________________113
Defining Document Codes_______________________________113
Setting up document code restrictions _________________116
Course Description
This course presents the ProjectWise Administrator application. It focuses on the
options available to administrators from within the application, as opposed to
those things done externally through database manipulation.
Target Audience
This course is recommended for the following audience:
• Administrators who need to understand how ProjectWise relates to the
management of projects and documents
• Those who require the ability to set up and manage a datasource.
Prerequisites
• Participants should have a basic familiarity with ProjectWise Explorer and an
understanding of network management.
Course Objectives
After completing this course, you will be able to:
• Understand document architecture
• Set up and maintain a datasource
• Implement ProjectWise Web Server
Module Overview
This module discusses the concept of a ProjectWise document and the techniques
used to store document records in the datasource. As those familiar with the
ProjectWise Explorer client know, he terms document and file may appear
interchangeable, but they really represent different concepts.
Module Prerequisites
• Familiarity with the ProjectWise Explorer client
Module Objectives
After completing this module, you will be able to:
• Decipher document information
• Create documents
• Understand extended document properties
• Create departments
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 When a file is uploaded from a file system into ProjectWise, it becomes a
“document”. What is the ProjectWise definition for a document?
2 When a team member wants to edit a document, they can check it out.
When they perform a check out, where is the document placed?
3 What is a simple definition for a datasource?
Answers
1 The ProjectWise definition for a document is, essentially, a record in the
database. It is an item in a ProjectWise folder, which is either an electronic
file, or a placeholder for an electronic or hard copy file that is not stored in
ProjectWise.
2 When a team member performs a check out, the document is placed into
a working directory on their system and the database record for the
document is marked accordingly.
3 Each datasource represents a working area. When ProjectWise is
launched, the available working areas, or datasources, are displayed. Each
datasource is associated with a separate database and one or more
storage locations.
Document Information
Within ProjectWise, the term document refers to a row in the ProjectWise
datasource. This row includes attributes such as:
Document Name, Document Description, Document ID, Document Creator,
Document Application, Document File Name, Document Version, Document
Status
mandatory, but most are optional. Most importantly, a document does not have
to have a file associated with it. In other words, the Document File Name field is
one of the optional fields.
Creating Documents
The procedure for creating documents varies depending on the source. In some
cases, there is no existing document and a new one is created. In other cases, a
seed or template file is used. Alternatively, a file is created outside of ProjectWise,
and then must be imported. In each case, there are multiple methods for
accomplishing the task.
You can create an abstract document using the Document >New or New
command from the right click menu. There is no file associated with this type of
document, so it is of limited value. Abstract documents may serve as placeholders
for documents yet to be created, or may serve to index legacy paper documents.
Since there is no file associated with this document, there is no need to set the
Application field.
file was imported into ProjectWise as a new document, the metadata on the
existing document record is not transferred to the new record. In addition, the
new document must have a different name than the old, because names must be
unique within the folder.
Deleting the old document prior to importing the new one is not a good option
because the existing metadata would be lost. The best method is to convert the
existing abstract document to a document with a file.
Document ID’s
Every document is assigned an identification number within ProjectWise.
Document ID’s are said to be globally unique, and are thus often referred to as
GUID’s. Globally unique ID’s are system generated strings that are never
duplicated. Even though the Document Name, or File Name can be changed, the
GUID remains constant throughout the life of the document.
ID’s are for system use only, and are not typically exposed to the user. The
administrator does not have the ability to assign or manipulate document ID’s.
While not useful to users, it is sometimes advantageous for administrators to view
GUID’s. This property is not displayed in the standard document properties dialog,
so special steps must be taken in order to view it.
convenient than opening the document properties dialog each time you need to
see additional properties.
Document preview
In ProjectWise Explorer, the document view’s columns are useful to access
additional document information. There may be times when a user would like to
view even more information. In this case, the preview pane can be used to display
more properties for a single document. Users can select the columns to display
within the preview pane using its View option menu, this way it can show a
different view than the document list.
You might expect that each folder would be represented in the datasource by its
own table. However, that would require ProjectWise to create a new table in the
database each time a folder was created. This would result in a constantly
changing database schema, which is not desirable. ProjectWise tracks the folder
to which a document belongs as a column in the documents table. This way
searches are quick because only a single table is searched.
This method works well for storing standard document metadata. These fields are
pre-defined by ProjectWise and are not subject change during implementation. In
addition to the standard document fields, ProjectWise also maintains tables for
folder and document security. Information stored in these tables is linked back to
their respective documents using the document GUID. Once again, these tables
are pre-defined by ProjectWise and are not subject to change during
implementation.
Security tab
This tab provides the tools to establish security at the document level. This
includes settings such as which users are allowed to read, write to, or delete the
file. It also includes settings to determine which users can read or write document
metadata. Lastly, it provides a tool to change ownership of a document. If used,
these tools build an access control list for each document. This information is
stored in the document security table.
While this is a powerful feature, it can be quite time consuming to build an access
control list for each document. In addition, if security changes were required,
each document would need to be individually modified. Therefore, many
administrators prefer to establish security at the folder level, rather than at the
file level.
The term environment refers to a set of extended document attributes, and the
table in which they’re defined. Importing an environment import creates a table
in which to store additional data, but does not create an interface to gain access
to the data. If a user selects the Attributes or More Attributes tab for a document,
there is no interface.
The More Attributes tab is used to display additional attributes when there are
too many to display on the Attributes tab. This tab is also defined by the
administrator, using the ProjectWise Administrator application.
Note: Note that the appearance of the File Properties tab is determined by the user
properties setting User Interface -> Show file properties.
Extracted file property data displays on the File Properties tab on the respective
document's properties dialog, and can be searched on in ProjectWise Explorer's
Search dialogs.
Set up a special account for extractions whose user properties setting General ->
Use access control is off, and who has other appropriate user properties settings
set. For File Properties extractions, the user account specified must have
Document Read and Document Write access, and the user properties setting
Document -> Modify must be set.
You can configure extension mapping rules as necessary on the File Type
Associations tab. For file property extractions, as long as the files being processed
are structured COM storages, file properties are extracted successfully, regardless
of any non-standard file extensions, and no configuration on this tab is necessary.
For example, a Microsoft Word document with the extension ABC, rather than
DOC, will still be extracted successfully. However, you may want to use the File
Type Associations tab to prevent documents of certain file types from being
processed.
Note: When the Extraction enabled option is off, no scheduled extractions will occur
and no manual extractions can start.
Manual extractions
Starting extractions manually will not cancel any upcoming extractions you have
scheduled; after you manually start an extraction, the next extraction will occur as
regularly scheduled.
the File Type Associations tab. Click Apply, and then OK. Right click the File
Property Extraction icon again and select Start Processing Now.
File properties can be extracted from files that are structured COM storages, such
as:
Microsoft Projects
Though these were the file types tested with file properties extractions, you can
extract file properties from other file types that are structured COM storages.
There is no limitation on the extensions for files that are structured COM storages.
For example, a Microsoft Word document having the extension ABC, rather than
DOC, is still extracted successfully unless, of course, you create an extension
mapping rule that prevents files with that extension from being extracted.
Hint: Download msgflt.msi, an iFilter for Outlook, from Microsoft and install it on the
server so ProjectWise understands what an e-mail message is. Now you can
perform file extractions on e-mail messages so you can do full text searches on
their contents.
Workspace tab
This tab is used assign an unmanaged workspace profile or various managed
workspace settings. Configuration settings blocks and workspace profiles are
discussed in conjunction with integrated applications.
Components tab
This tab is used to review all components included in the document. They are
listed, assuming components have been extracted from this document and a
component index has been generated. The components are categorized by class.
Departments
A Department is simply a built-in attribute to help define document ownership.
ProjectWise Explorer provides an interface to set this field, but does not use the
field directly. This attribute is most useful to provide logical information for users
when searching for documents. When creating new documents, there is no
method to automatically set the correct department. Users are required to select
the appropriate Department value when entering data in the New Document
dialog.
As the administrator, you will build the list of Departments that is presented to
users. The term department already has meaning for most organizations. In order
to optimize use of Departments in ProjectWise, you should use this field to
represent existing departmental structures when they exist. Some examples
might be office locations, disciplines, project names, or divisions within the
organization.
Creating Departments
Departments are created using ProjectWise Administrator, in the New
Department Properties dialog.
Care should be taken to assign the proper department to each new document as
it is created. Existing documents can be modified so that their Department is
correct.
ProjectWise does not use the Department field directly, so there are no
consequences from leaving this field blank. It is provided as a means by which to
search for documents.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 What is an abstract document?
Module Prerequisites
• General knowledge about ProjectWise Explorer
• Knowledge about document architecture
Module Objectives
After completing this module, you will be able to:
• Understand ProjectWise Explorer networking
• Understand basic file operations
• Define ProjectWise applications
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is your working directory?
2 How do you maintain your working directory?
3 What do the two icons that are associated with each document tell you?
4 Where do you choose the types of information you want to see about
documents or folders?
5 What is on the Attributes More Attributes tabs?
6 What is a workspace profile?
7 What is an Interface?
Answers
1 The area to which ProjectWise copies the files that you work with.
2 Use the Local Document Organizer or the check in and purge commands.
3 The first icon indicates the general permissions and status for the
document. The second icon indicates the document’s type and its
associated application.
4 Select View > Manage Views to open the Create View dialog.
5 Use Attributes to track document information, search for documents, or to
enter information in the title blocks of designs.
6 These define the location of a MicroStation workspace that exists on a
local or network drive outside of ProjectWise.
7 An interface is a predefined arrangement of a document’s attributes in the
properties dialog’s Attributes and More Attributes tabs.
Once the datasource list has been retrieved, users can log in. The log in process
and all subsequent communication between the ProjectWise client and
integration server takes place using TCP port 5800. The server can be configured
to use other ports if necessary, but this is rarely required. Regardless of the port
choice, the port must be open bi-directionally between the client and server for
ProjectWise log in to succeed.
If the Display Name field is populated, it will take precedence and the datasource
list is returned to the client in the format DisplayName.
Note: If two servers use the same display name, users see the name twice in their
datasource list and won’t be able to tell them apart.
The downside is that network broadcasts are considered chatty, and are
discouraged by many network administrators. More specifically, broadcasts
generate significant traffic on the network because the request is sent to every
It is primarily used to establish a TCP connection from the client to one or more
servers. Typically, you use this dialog to connect the client to remote servers, but
you can also use it to establish a TCP connection to a local server, and then block
the client from broadcasting UDP requests, thus improving performance on the
client system.
The User Datagram Protocol, UDP, is a connectionless protocol that runs on top of
IP networks. ProjectWise internal Domain Name System information can be
retrieved from any server within a subnet using the UDP protocol. By default,
ProjectWise clients request ProjectWise DNS information using the UDP protocol
from ProjectWise Gateway Services and ProjectWise Integration Servers that are
situated within the same subnet.
Whether or not you turn on Prevent UDP on the Datasource Listing tab, your
server’s datasources will always display in ProjectWise Explorer if your
ProjectWise Integration Server happens to be on the same system as your
ProjectWise Explorer client. However, when you do turn on Prevent UDP on the
Datasource Listing tab, your server's datasources will not display in the
datasource list of the ProjectWise Log in dialog that opens when you launch
integrated applications from the desktop, or when you open the Export Wizard or
the Import Wizard. In those cases, you can still log in to the datasource by
entering the servername:datasourcename in the Datasource field.
When this option is not checked, UDP is not prevented. When it is grayed,
the setting is inherited from other configuration settings. It must be solid
to prevent UDP.
5 Click OK to close the dialog.
6 Exit ProjectWise Explorer, and then re-launch it.
The datasource list should now be empty because your ProjectWise
Explorer client is no longer requesting the datasource list. The server is still
listening for UDP requests on port 5799, but this client is not sending out
any requests.
This simulates an environment where the ProjectWise client and server are on
different sub-nets. The challenge now is to configure ProjectWise Explorer to find
the server again. There are three methods for accomplishing this task.
• Do nothing. Require users to enter the server name each time, logging in by
key-in.
• Use the Gateway Service as the method of publishing datasource lists to
clients, the default.
• Use the ProjectWise V8i Network Configuration Settings dialog to specify the
server.
Note: To prevent UDP globally, on the General tab, check the Prevent UDP for DNS
and Listing check box.
Log in by key-in
In order to use this method, the user must enter data into the datasource name,
user name, and password fields in the login dialog. The datasource display name
cannot be used, since it does not contain the server name. The datasource name
should be entered in ServerName:DatasourceName format.
This may seem cumbersome for users. However, ProjectWise remembers the
most recent datasource name, so users will only have to enter this once unless
multiple datasources are in use.
Just as this tool allows you to disable the broadcast feature, it also enables the
administrator to identify the ProjectWise Integration Server. Once the
ProjectWise Explorer client knows the identity of the Integration Server, it no
longer needs to broadcast to find it.
Note:
• The name field is for a descriptive name that may contain any character string.
Take advantage of this, using a meaningful name to make maintenance easier.
• In the Host/IP fields on the DNS Services and Datasource Listing tabs, in the
respective fields, enter the Name and IP address of the computer on which
the ProjectWise server containing name resolution information is installed.
• The default listener port used for TCP connections is 5800. You only need to
enter a port number on the DNS Services and Datasource Listing tabs if the
default listener port has been changed in the dmskrnl.cfg file of the
Integration Server or Gateway Service to which you are connecting.
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\Windows\ErrorMod
e=2
This registry setting applies to all processes running on the machine. No system
level error dialogs will pop up on the system, however, the errors are written to
the system log. This is a recommended setting on server machines. The system
will log exceptions on client machines without notifying you through a modal
dialog.
7. When file transfer is completed, the file is verified for completeness and the
conversation with the storage area system is terminated.
8. The ProjectWise Explorer then sends a message to the ProjectWise Server
indicating a successful check out.
9. The ProjectWise Server completes the operation by executing a database
transaction, changing the document status from Going Out to Checked Out.
10. Finally, the ProjectWise Server executes one last database transaction.
This transaction writes a record of the document, user, system, time, and date
of the check out.
The check in process is the reverse of the check out. The only significant
difference is that when the document is being checked in, the temporary status is
set to Coming In.
Going Out and Coming In are also legitimate values for document status, but only
temporarily. If a document appears to be permanently in either status, it indicates
a transfer problem. The administrator will need to contact the user owning the
document and decide on the best course of action.
Within ProjectWise, document names need not be unique unless they are in the
same folder. So, folder A could have a document named readme.html, as could
folder B. In this case, what would happen if a user attempted to check out both of
those documents at the same time? To prevent one from overwriting the other,
ProjectWise Explorer creates sub-folders under the working directory matching
the physical folder names on the server. Assume for the moment that the working
directory is set to C:\pw-wrkdir.
In the example, if the user checked out both readme.html files, the local working
directory would look like:
C:\pw-wrkdir\dms00050\readme.html
C:\pw-wrkdir\dms00051\readme.html
When both files are checked back in, the local working directory would look like:
C:\pw-wrkdir\dms00050
C:\pw-wrkdir\dms00051
Note: By default, the local copy of each file is removed when the document is
checked back in, however the sub-folders are not.
For each master MicroStation or AutoCAD document you check out, an XML file is
created in the working directory. This file lists all the master document's
references, and records all reference-related changes to the master document.
When users select Check In or Update Server Copy, the changes documented in
the XML file are saved to the logical set in the database. If users free the master
document, changes documented in the XML file are discarded and not saved to
the database. Each XML file will have the name of the master file prepended to
the file name. For example, master1.dgn.fileinfo.xml, master2.dwg.fileinfo.xml.
The working directory is configured as a per-user setting and should be unique for
each user. The administrator has the option to pre-set this configuration for each
user, and to determine if the user is allowed to change it. The administrator can
access the settings for any user from ProjectWise Administrator. The user can
access just those items the administrator allows them to change from ProjectWise
Explorer.
Note:
• If two users are sharing a client system, they should not share working
directories. Each user should have a unique working directory.
• Working directories can be set to network drives, although there is no
advantage to doing so. Performance is better when working directories are
local.
• When a user checks out a document, the document can only be worked on
from the requesting client system. This holds true even if their working
directory is set to a network drive. A user may not check out a drawing on one
system, and expect to work on it from another.
Warning:
• Administrators should take care to check in all files and purge all copies if a
client system will undergo a node-name change. Once the name is changed,
the user cannot check in files that were checked out prior to the name
change.
• Users should not work on files directly from the working directory using
Windows Explorer. Users should not attempt to maintain the working
directory from Windows Explorer. For the most part, ProjectWise maintains
A document must be checked out by the user prior to being opened for
modification. The user can open a document in two steps, Check out and then
Open, or simply Open the document in a single operation. In the event that the
user chooses Open for a document that is not checked out, ProjectWise will check
out the document and then open it. By default, the Open command is executed
when the user double clicks a file. Similar to the working directory, this setting can
be changed in the user’s settings.
Delta File Transfer takes two copies of a file, typically one on the file server and
one in the user's working directory, and compares them. Based on the
comparison, ProjectWise determines what portions of the file are different, takes
those sections of the file, and sends them to the location of the other copy of the
file. Once there, the changed portions are applied to the second copy of the file
and once again the two copies are compared to be sure they match exactly. DFT
works when ProjectWise Explorer or integrated applications are used. The overall
process is based on a commonly used approach called RSYNC.
Hint: Watch CPU and disk activity on your main ProjectWise file servers to ensure
that you are getting the best possible performance from DFT.
To help you evaluate the benefits of DFT, there is a Benchmark Wizard for testing
DFT in your environment. This Wizard is run from a user's machine, typically at a
remote office, and can either run a standard set of files or a list of files you
provide. The Wizard is delivered with the ProjectWise V8i Administrator
installation, and requires a ProjectWise V8i datasource to which to connect. The
wizard file name is dftbmwiz.exe. The wizard will walk you through the process.
If you are running this test against a new datasource created using the
ProjectWise Administrator, DFT is on by default. If you are running this test against
an existing, upgraded datasource, you must first activate the Delta File Transfer
datasource setting.
The Delta file transfer benchmark tool creates example files in the selected
storage area, runs a test check out and check in on them, and then displays
statistics about the transfer.
When using AutoCAD 2007, files are essentially re-written every time a user
performs a Save. This affects the Delta File Transfer implementation.
Server settings
Delta File Transfer happens when users perform normal ProjectWise operations.
Users continue to open and edit files the way they always have, only the
experience is faster.
One item that Administrators need to consider for the best performance is the
use of the user setting “Leave local copy on Check in”. Enabling this setting causes
ProjectWise to leave a copy of files that have been checked out and then checked
back in in the user's working directory. This means the next time a user copies the
file out, there is already a local copy of the file that DFT can use to do its
comparisons.
DFT is not likely to provide significant advantage to users that are working on files
over a local high-performance LAN, however, it is also not likely to cause any
performance degradation. However, if the users on the LAN are consistently
working with very, very large files, the time taken to compare the files may cause
some performance degradation compared to simply sending that whole file over
the high performance LAN.
For every ProjectWise Integration Server, Caching Server, and Gateway Service,
delta file transfer is enabled by default. To disable it on a particular server, open
that server’s (\Program Files\Bentley\ProjectWise\bin) dmskrnl.cfg file. In the
[DFT] section, add the line enabled:false.
Datasource settings
The option Enable Delta File Transfer in the Network category on the Settings tab
of the Datasource Properties dialog is enabled by default. This enables delta file
transfer for all ProjectWise Explorer clients connected to this datasource. When
this option is enabled, you must also enable the user setting of the same name for
each user you want to benefit from delta file transfer.
The option Compress client/server request data enables data compression for all
ProjectWise Explorer and Administrator clients connected to a datasource. When
this option is enabled, you must also enable the user setting of the same name for
each user you want to benefit s data compression.
ProjectWise Applications
The Applications list in ProjectWise Administrator should contain a list of the
programs users commonly use to open documents. When the datasource is
created, the Applications list is automatically populated based on the applications
defined in the file appinfo.xml, which is in the \ProjectWise\bin directory. You can
modify the Applications list to add new applications, delete applications your
users do not use, or modify the definitions of existing applications.
Many of the application definitions in the delivered appinfo.xml file are fully
configured, so depending on the applications you use, you may not need to do
any additional application configuration.
When a ProjectWise application contains at least one extension, and files having
that extension are initially imported into ProjectWise Explorer, those new
documents are automatically associated to the ProjectWise application. For
example, if an application called MicroStation has the extension DGN assigned to
it, then importing a DGN file into ProjectWise Explorer automatically associates
that new ProjectWise document to the application MicroStation. Documents that
already existed in ProjectWise when their respective application was created will
have to be manually associated on the document's properties dialog.
Defining applications
A ProjectWise application is just a label. Most people tend to use the name of the
program that will run from the client systems as the application name. This is not
mandatory and there is no validation for a name.
Once the application is named, you must define several additional items.
• The icon to display in ProjectWise Explorer for this type file
• The executable to use to open this type file
• Optional: the executable to be used to view this type file
• Optional: the executable to be used to redline this type file
• Optional: the executable to be used to print this type file
• Optional: extensions to be mapped to this application during import
operations
Type the name, add file extensions, and set the icon to display on the General tab.
Extensions are only used during file import operations and may be omitted.
Establish the executable used to modify, view, redline, and print the file on the
Actions tab. Each executable defined here should exist on each client. In addition,
the executable can be defined using a hard coded path, a relative path, or
program class name. The program class name is the preferred method because it
uses the Windows registry to locate the designated executable. Not all desktop
applications create registry entries for program class, so those applications need
to be defined using one of the path options.
In these exercises, the default application for html files is overridden by the new
application.
Note: Do not enter the dot in the extension, only the characters.
Action associations determine what program launches when a user tries to open,
markup, view, or print a document associated to an application. To fully define the
application in the exercise you would add other action associations for redline, if
needed, and for printing. With the configuration defined as it is, users can view
and edit files of this type, but cannot print from ProjectWise Explorer, and they
can’t redline.
For example, when DGN documents are associated to the ProjectWise application
called MicroStation, you can set MicroStation as the default program to open
DGN documents, ProjectWise Navigator as the program to redline DGN
documents, and Bentley View as the program to view DGN documents. Then
when a user opts to open, redline, or view documents associated to MicroStation,
the appropriate programs launches if it’s installed and opens the document. If the
program is not installed or cannot be found, the user is given an option to
manually select the correct program.
You can only create one View, Redline and Print association type for each
application. However, you can create as many Open associations as you need for
each application, and then set one as the default. For example, if you open the
properties for the existing application MicroStation, you see that there are two
associations for the Open action. The first Open action is the default and is
associated to Bentley MicroStation and the second is associated to MicroStation
V7. This way you can easily switch which program is the default for opening
MicroStation documents.
To identify a particular program, you can specify either its registry class name, or
the actual directory path to the program executable.
You can copy applications between datasources. In the document view, select the
Applications that are to be copied, right click, and then select Copy.
In the target datasource, click on Applications in the console tree, right click, and
then select Paste. The key to this operation is to select Paste from the left pane. It
is not available in the document view.
The ProjectWise administrator creates the configuration for the Application once,
and the results are stored in the ProjectWise datasource. Applications are
associated with each document in ProjectWise to govern their behavior.
In the previous example, the files in question were manually assigned to the
application. This was necessary because the files were imported into ProjectWise
prior to creating the Application. When the Application definition exists prior to
document import, they are assigned to the documents automatically. Automatic
assignment is based on the extensions entered into the Application definition.
You could allow the user to override the global action or define multiple open
actions for the application. In this case, the user would open the document using
Open With, rather than Open. When using Open With, all Open actions are
presented in a list from which the user selects their favorite.
Hint:
• When possible, make application names descriptive and use version names in
the Application name. Example: MicroStationV8i, AutoCAD2007, etc.
• When working with multiple versions of applications, create multiple
Applications in ProjectWise, for example, MicroStationJ, MicroStation V8i.
This allows the user to track files by version rather than by extension.
• When defining application actions, the Description field is mandatory. This
value is presented to the user when Open With is selected.
• For multi-purpose files (tif, jpg, txt, etc.), use generic Application names. For
instance, bitmap files could use an Application named Image, rather than
Adobe Photoshop.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 When ProjectWise Explorer launches, it attempts to discover any
ProjectWise Servers on the network by sending out a broadcast on the
network. What port is used?
2 If you fail to specify a display name when creating a datasource, what do
users see when they log in to ProjectWise Explorer?
3 True or False: If two servers use the same display name, users see the
name twice in their datasource list and won’t be able to tell them apart.
4 What is the purpose of the ProjectWise V8i Network Configuration
Settings dialog?
5 True or False: If two users are sharing a client system, they should not
share working directories. Each user should have a unique working
directory.
6 When defining ProjectWise applications, what is an action association?
Module Overview
In order to access ProjectWise, each user needs an account. An account uniquely
identifies them, and forms the basis for assigning privileges and user preferences.
All user preference information is stored in the database and is associated with
the user’s ID. Document and folder access is based on the user’s ID. This module
discusses the set up of user accounts, including all the options available.
Module Prerequisites
• Knowledge about ProjectWise Explorer’s interface
• Knowledge about document architecture
Module Objectives
After completing this module, you will be able to:
• Understand and create different account types
• Define user properties settings
• Manage users
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is an abstract document?
2 If you fail to specify a display name when creating a datasource, what do
users see when they log in to ProjectWise Explorer?
3 By default, the user that is logged in to ProjectWise Explorer is the owner
of new files and folders. Where do you change that?
Answers
1 A document that has no file associated to it.
2 The datasource list is returned to the client in the format
ServerName:DatasourceName.
3 Using the Manager option in the Process Bulkload File portion of the tool.
User Accounts
A ProjectWise user is a person with an account in the datasource. Each user
account, at a minimum, consists of a unique log in name and password, and
various user properties settings and privileges. When you create a user account,
the account is active immediately and the user automatically receives a set of
user properties settings and privileges based on the currently defined default user
properties settings for that datasource.
All user accounts for a datasource are listed under the Users icon in ProjectWise
Administrator. The Users list displays the general properties for each user, plus
whether or not the user is currently connected to the datasource, regardless of
the ProjectWise module from which they are connecting.
will display in most user dialogs instead of the name. An e-mail address is
required only if you are sending system messages through an external e-mail
system.
Note: If you do not set a password, the system will automatically set the user’s
password to their log in name.
Account Types
There are Logical, Windows, and Windows synchronized account types. Do not
confuse account types with user roles, as user roles are determined by privileges
and access rights. Account types refer to how the account is stored in ProjectWise
and how the user logs in.
• Logical accounts are those whose user name and password are stored in the
ProjectWise database, along with their ID, name, description, and password.
The user name and password for a logical account are stored in the
ProjectWise datasource. You can change the password for logical user
accounts. To create these accounts, after entering the user name, a
descriptions and an e-mail address if desired, set the Type to Logical in the
Security section of the General tab of the New User Properties dialog. Enter a
password, and then verify it.
• Windows accounts are those whose user name and password are not stored
in the ProjectWise database, but are created using the user name and
password credentials of an existing Windows domain account. For Windows
user accounts, password verification, or authentication, is done by the
operating system itself.
When a user has is logged in to the operating system using their Windows
account they can log in to datasources in ProjectWise Explorer automatically,
without providing credentials, using single sign on.
To create these accounts, after entering the user name, a descriptions and an
e-mail address if desired, set the Type to Windows and then type the
Windows domain to which the user belongs.
• Windows synchronized accounts also use the user name and password from
existing Windows domain or Active Directory accounts. Unlike regular
Windows accounts, the ProjectWise User Synchronization Service manages
Windows synchronized accounts.
Note: The “Account is disabled” option on the General tab lets you create users and
then decide whether they can access the datasource. This lets you disable users
who are not active without deleting the account in case it is needed later. This
is also handy if you Free someone’s documents. Enable this option for that user
so that, if they worked on the documents offline, they must contact an
administrator before resuming work. They can be forewarned that their offline
work will be overwritten by the server copy when they log in.
Authentication
Using Windows accounts minimizes an administrator’s efforts to maintain user
accounts. Users typically prefer Windows accounts as well, because they do not
have to maintain a separate ProjectWise password. To understand how this is
possible, it is necessary to discuss the ProjectWise authentication process and
explain the transactions that occur between ProjectWise Explorer, ProjectWise
Integration Server, and the datasource when a user attempts to log in.
You might expect that the password field in the database for this user would be
empty. In this case, ProjectWise needs to store the ID from the Windows user
database corresponding to the user. Rather than have another column in the table
for this purpose, ProjectWise stores the user’s domain security ID, SID, in the
password field.
ProjectWise allows the log in without ever storing the user’s password. Further,
when the user changes their Windows password, they can log in to ProjectWise
immediately using the new password.
Note: Note that if a user’s Windows account is disabled, they cannot log in to
ProjectWise, even if synchronization has not been run. Windows accounts are
always validated against Windows.
The ProjectWise User Synchronization Service has two parts; the ProjectWise
User Synchronization Service Administrator and the ProjectWise User
Synchronization Service Engine. Both can be installed on the same system, or they
can each be installed separately.
There are two folders in which all User Synchronization activity and status is
displayed. They are under the Windows Security System icon in ProjectWise
Administrator.
• View the results of a synchronization in the Recent Synchronization Results
folders.
• The User Synchronization Service folder contains a folder for Synchronized
Accounts and one for Ignored Accounts. Right click User Synchronization
Service and select Properties to specify which User Synchronization Service
installation to use, the administrative user account you want the User
Synchronization Service to use, how and when accounts will be synchronized,
and how the User Synchronization Service will handle ProjectWise accounts
that cannot be synchronized with their respective Windows accounts.
Single Sign On
When single sign on is enabled for a datasource, a user with a Windows account
in a datasource, and who is currently logged in to the operating system as that
user, can double-click a datasource in ProjectWise Explorer and be automatically
logged in without being prompted for a user name and password. For single sign
on to work in ProjectWise Administrator, the user with a Windows account must
also be a member of the Administrator group.
To bypass this automatic log in a user can select Datasource > Log in as.
It is not necessary to restart the ProjectWise Integration Server service for this
change to take effect.
Hint: There can be a [dbo#] section for as many databases as you are using. When
using multiple versions of an Oracle database, identify the latest version first so
ProjectWise loads its .dll first.
For more information, see the on-line Help topic Enabling / Disabling Single Sign
On for a Datasource.
Note: For single sign on to work when using ProjectWise Administrator, a user must
also be a member of the Administrator group.
User IDs
Similar to document and folders, each user in ProjectWise receives a unique ID
that won’t be duplicated. The user name may change, but the user ID remains
constant. A document is owned by the user whose ID is 5, rather than the user
whose name is John.
Note: Note that when no password is specified, it is set to the same value as
the user name.
3 Click OK.
If a user does gain access to the Administrator application, they still cannot log in
unless they have administrative rights. A ProjectWise administrator grants
administrative rights to other users by including them in the Administrator group.
The new user account is successfully created, but no additional settings were
specified. You saw this when you logged in for the first time and were prompted
to select or create a working directory.
When you created this user, only the minimum required fields were populated. All
other settings are inherited from the default user. Before creating many users, you
should configure the Default user’s settings to the needs of a specific project or
your organization. Taking the time to get the default user’s settings correct in the
beginning saves you work in the future.
The administrator should define important settings for the user and, in most
cases, not allow them to change them. The working directory is one such setting.
new user, they inherit settings from the default user. To define the default user,
open the Users Properties dialog from the Users item in the console tree.
Create this user first with the settings appropriate for most users. After creation,
other users’ properties can be adjusted for their role.
Note: Be sure that you select Users in the console tree to configure the default
user, not a user name in the list view.
2 Double click on Working Directory to expand it and display the available
settings.
The first item listed is “Allow user to change working directory”. Each
category has a similar setting, and it always appears first in the list. If
enabled, the category is available for the user to change from ProjectWise
Explorer. If disabled, the category will not appear in ProjectWise Explorer.
Settings categories
The following information is presented as a reference. You can refer to this
information as you further define user properties settings.
When enabled, a user can select or change their working directory in ProjectWise
Explorer after selecting Tools > Options. When un-checked, the user cannot
modify the assigned directory.
Hint: It is usually best to disable this setting so there is no confusion for users and no
data loss.
Path selection
Double click the icon to open a navigation dialog. Highlight the directory you want
to set as the working directory and click OK. ProjectWise will recreate the storage
area structure as required, below the specified path.
It is mandatory that each user have a distinct working directory. An easy way to
accomplish this is to include the user name in the working directory path.
ProjectWise provides access to system variables that let items like user names be
specified in the default user properties settings.
When you are setting a default working directory for the user in ProjectWise
Administrator, you need to expand this setting, select the folder icon, select the
little thing to the right of it (an empty text field), and wait for the field to become
editable. Then you can set what you want the user's default ProjectWise Explorer
working directory to be. You can enter plain text, a variable, or both. The value
you enter should specify the path to and including the folder name you want the
user to use. Note that if you specify a drive that does not exist on the user's
computer, then the user will simply be prompted to select another location for
the working directory.
To include the user name in the path, add the string $USER.NAME$, case
sensitive, to the end of the path. As each new user is created, their user name is
substituted for the string in the working directory setting.
C:\pw-wrkdir\$USER.NAME$
Had this setting been in effect, user1’s working directory would have been
defined automatically as C:\pwclass01-wrkdir\user1.
You can use any or all of the following variables to help create a unique working
directory folder name for your users:
• $User.Name$ - the user's ProjectWise username
• $User.Descr$ - the user's description
• $User$ - the user's number in the datasource. For example, if you were the
fifth user to be created in the datasource, then your user number would be 5
If multiple datasources are in use, it is also a good idea to include the datasource
name or abbreviation in the working directory path. A suggested standard for
working directory names is as follows.
C:\pw-wrkdir\datasourcename\username
Hint: This standard is for multiple datasources as well as multiple users on a single
client system.
Used to preset the user's working directory when using ProjectWise Web Parts.
The user's working directory will be created automatically on their computer
when they first log in to the datasource through ProjectWise Web Parts. If it
cannot be created in the specified location for any reason, then the user will be
prompted to set their own working directory upon logging in. The user can always
change the location of their working directory by selecting Tools > Working
Directory from the Content web part, however, changing the location of the
working directory from Web Parts does not change the value set for this user
setting in the datasource. If the user changes their working directory using Tools >
Working Directory from the Content web part, but then uses Web Parts from
another computer, the working directory on the new computer will be created
based on the value set for the user setting in ProjectWise Administrator.
In a new datasource, the default Web Parts working directory for every user is set
to:
To change a user's default Web Parts working directory, expand this setting, select
the default location displayed, then select it again and wait for it to become
editable. You can enter plain text, a variable, or both. The value you enter should
specify the path to and including the folder name you want the user to use. Note
that if you specify a drive that does not exist on the user's computer, then the
user will simply be prompted to select another location for the working directory.
You can use any or all of the following variables to help create a unique working
directory folder name for your users:
• %LocalAppData% - this variable will be expanded to the user's local folder that
stores the data for local applications. For example, on Windows Vista this
would expand to C:\Users\[user.name]\AppData\Local
• %Datasource% - the name of the datasource the user is logging in to
• %User% - the user's ProjectWise username
General category
This category provides control of folder and document security for a user.
When enabled, ProjectWise Explorer displays the General settings category in the
Tools > Options dialog for this user. The user can modify these settings. When
disabled, the user cannot see the General settings category.
This setting controls how folder and document security affects a user. When
disabled, the user is immune to access control and will therefore have access to all
files and folders. Enable “Use access control” for the majority of users, and only
enable “Allow user to change general settings” for users with full administrative
access rights.
Hint: As an administrator testing and configuring security, you may find that a folder
has become invisible. If you cannot see a folder, open the user Properties dialog
in ProjectWise Administrator and disable the Use Access Control setting. Log
back in to ProjectWise Explorer and you will see the folder again.
When on, the user can only connect to ProjectWise through the ProjectWise Web
View Server; if they try to access ProjectWise from ProjectWise Explorer or from a
regular ProjectWise Web Server, they will not be permitted to log in. When this
setting is off, the user can access ProjectWise from ProjectWise Explorer and
ProjectWise Web Server as usual, and also the ProjectWise Web View Server if
desired.
Hint: Enable this so that users can control their own interface. However, if you allow
this, users have access to all settings in the category.
Edit Sets
When enabled, users can add documents to or remove documents from existing
flat document sets.
Edit versions
When enabled, the Edit button displays in the New Document Version dialog.
Users can either make a previous become the active document or to delete a
previous version.
If enabled, the progress of the file transfer displays whenever documents are
being moved.
This setting gives the user control over the Check Out/Open process when using
MicroStation or AutoCAD reference files. If enabled, the Selective Set Open dialog
opens when the user opens the parent document of a logical set.
This dialog allows the user to select which references in the set to open along
with the parent document. The user can also define whether selected references
are Copied or Checked Out. If the setting is disabled, all references are copied out
when the user opens the parent document of a logical set.
If Show always is enabled, the Local Document Organizer will open when you log
out of a datasource, whether you are in ProjectWise Explorer or an integrated
application. Users are prompted to check in all documents. If there are no
documents checked out, the dialog does not appear even if the setting is enabled.
The user can then use the Organizer dialog to Check In documents before finally
logging out.
If you enable Show in ProjectWise Explorer only, Local Document Organizer will
only open when you log out of a datasource from ProjectWise Explorer.
Hint: Enable this setting when you are working with applications that edit reference
files directly, such as Iras\B. Users will need to check out the raster reference
files so that Iras\B can edit them.
Display descriptions
Hint: Think about your project structure and naming conventions before enabling
this setting.
Right click and open the shortcut's Properties dialog and look at the Target field
on the Shortcut tab to see the link type. If the shortcut uses a URN link, you will
see the item's GUID. If the shortcut uses a URL link, you will see the datasource
path.
If enabled, the datasource opens to the folder that was active when the user last
logged out of the datasource.
If enabled, the File Properties tab displays on the document properties dialog.
This tab shows Windows file properties for the selected document.
Note: Windows file properties are an optional feature that must be enabled from
ProjectWise Administrator. This feature provides the ability to index
ProjectWise documents using attributes stored on the Windows file system.
There is no reason to display this tab in the document properties dialog unless
File Property Extraction is enabled for the datasource.
Note: Document thumbnails are an optional feature that must be enabled from
ProjectWise Administrator. This feature provides the ability to view documents
in the preview pane prior to opening the document. There is no reason to
display this item unless Thumbnail Extraction is enabled for the datasource.
If enabled, ProjectWise Explorer displays the Full Text tab on the Search by Form
dialog. This feature is used to search the datasource for documents containing the
specified text.
Note: Full Text Search is an optional feature that must be enabled from ProjectWise
Administrator. It provides the ability to search for documents based on text
within the documents. There is no reason to display this item unless Full Text
Indexing is enabled for the datasource.
Attribute Form
If enabled, users won’t be prompted to save changes made from the document
properties dialog. All changes are saved. If disabled, users are prompted to save
any changes.
Note: While this might seem like a desirable behavior, it removes the ability to exit
the dialog without saving changes. Another side effect of enabling this setting
is encountered when creating new documents. If a user selects New >
Document, uses No Wizard, partially fills out the form, then closes without
saving, the new document is saved anyway.
If enabled, the document properties dialog opens to the same page that was
active when it was closed. Useful for users who must fill in attributes. Useful for
administrators who often check security settings or the audit trail.
Search Form
If enabled, the Attributes tab displays when users open the Search by Form dialog.
If not, the Search by Form dialog opens to the General tab.
Administrative category
If this setting is enabled for a user other than the administrator, and they’re
logged in to ProjectWise Administrator, they can modify the settings in this
category. If the user is the administrator, this setting does not display.
This setting is for use with ProjectWise Web Server Components for Web Parts. It
simulates single sign on for users using Web Parts. When enabled, it authorizes
the user to request passwords for other users connecting to a datasource from a
Web Part, when those users are attempting to log in with their Windows domain
account. For this to work, you must also go to the system on which ProjectWise
Web Server Components for Web Parts is installed and specify that the user is the
delegate user.
Datasource
Enable this to use the recycle bin to hold items deleted from the datasource.
Storage Area
Create/Delete/Modify
When enabled, the user can create, delete, or modify storage areas for the
datasource.
When enabled, the user can see all properties of all storage areas in the
datasource. When disabled, the user can’t see the location of storage areas, and
can only see the name and description of storage areas.
Client Licensing
This setting lets the administrator specify how license usage is activated and
recorded for each user, once logged in to a datasource in ProjectWise Explorer or
ProjectWise Administrator.
When enabled, the ProjectWise client will activate and log its usage to the SELECT
Server that the ProjectWise Integration Server is configured to use.
When enabled, the ProjectWise client will activate and log its usage to the SELECT
Server that the computer on which the ProjectWise client is installed is configured
to use. The SELECT Server that the client is activating through can be configured
by using the License Management Tool that is delivered with ProjectWise Explorer
\ProjectWise\bin\licensetool.exe, MicroStation, or other Bentley software.
Network category
Note that the Network settings for an individual user only work if the respective
Network setting was enabled globally in the datasource.
This is in the Network category on the Settings tab of the datasource Properties
dialog.
When enabled, the user can change the default settings set for them under the
Network category.
Enabling this setting enables delta file transfer for this user. For delta file transfer
to work for this user, you also need to enable the datasource settings of the same
name, which enables delta file transfer for all ProjectWise Explorer clients
connected to this datasource.
Note: Delta file transfer improves performance when sending large files over
networks with high latency or low bandwidth connections, by only sending the
changes needed to update the file, rather than the entire file.
This user properties setting enables data compression for the user. For data
compression to work, the datasource setting of the same name must also be
turned on, which enables data compression for all ProjectWise Explorer and
Administrator clients connected to this datasource.
Note: Data compression improves performance over networks with high latency or
low bandwidth connections by compressing the data that is being sent to or
retrieved from the ProjectWise database. The data is decompressed when it
reaches its destination.
Document category
These settings control a user’s interactions with documents in ProjectWise
Explorer.
Hint: These settings act as a first level of security. If Document -> Create is disabled,
users cannot create documents anywhere in the datasource, even in folders
where they have full control.
When enabled, the user can change the default settings set for them under the
Document category.
Create
When enabled, users can create documents and also move and copy them to
other folders. When disabled, they cannot create documents, move them, or copy
them to other folders.
Modify
When enabled, users can modify documents and their attributes. When disabled,
all documents become read-only, regardless of the user’s read/write privileges
and the user can neither modify nor delete documents.
Hint: If Modify is enabled and Delete is disabled, you can have the right to modify
without having delete rights.
Delete
When Delete and Modify are both enabled, users can delete documents. When
Delete is enabled but Modify is disabled, or when Delete is disabled, users cannot
delete documents. When Delete is disabled, the user cannot move documents to
other folders.
When enabled, the Delete command is available in the main Document menu and
in the document list pop-up menu. When disabled, the delete setting is inactive.
Hint: If a user cannot delete documents, then they cannot move documents because
move is a copy/delete command combination.
Free
When on, the user can free documents they have checked out or exported.
When enabled, the Set Final Status command is available in the Document >
Change State menu. The user can set the final status of a document.
When enabled, the user can remove final status for a document. Find this
command on the Document > Change State menu. It is context sensitive and will
only be active after the user has selected a document that has been set to final
status.
Create Version
When enabled, the New Version command is available. Find this command on the
Document > New menu.
Change State
When enabled, the user can change the Workflow State of documents.
This setting only applies to freed documents. If enabled, freed documents are
stored in the user’s Windows recycle bin. Checked in documents are saved to the
server before being delete locally, so there is no reason to save them to the
recycle bin. If this setting is disabled, changes made to a freed document cannot
be recovered because the document is not saved to the server or the local recycle
bin.
During check in, by default documents are deleted from the user’s working
directory after the file has been successfully verified on the server. When this
setting is enabled, the local document copy (in the user’s working directory) is not
deleted, but retained to build a local cache of frequently accessed documents.
This holds true when the document is checked in from either ProjectWise
Explorer, or from an integrated application. When a user checks in a document
from the Organizer dialog, the action they select overrides the setting here for
Leave local copy on check in.
Hint: This setting can be used to improve performance and reduce network traffic.
Leave this on so delta file transfer sends only necessary information.
When enabled, the copy of the document in the user's working directory is
retained when the document is freed by choosing Document > Free in ProjectWise
Explorer. When a user frees a document from the Organizer dialog, the action the
user selects overrides the setting here for Leave local copy on free.
If enabled, and a local document copy exists, the local document copy is used
when check out is performed in the case where the local copy is found to be up to
date.
If a local document copy does not exist, it is retrieved from the server regardless
of the how this is set.
When this setting is disabled, the document is always retrieved from the server,
even if a local copy exists.
Hint: This setting can be used to increase performance, and reduce network traffic.
If enabled, and a local document copy exists, the local document copy is used
when copy out is performed, in the case where the local copy is found to be up to
date.
If a local document copy does not exist, it is retrieved from the server regardless
of the State of this setting.
When this setting is disabled, the document is always retrieved from the server,
even if a local copy exists.
Hint: This setting can be used to increase performance, and reduce network traffic.
When on, the user can turn on or off the Shareable setting for any V8 DGN
document they have access to, through the document properties dialog in
ProjectWise Explorer. This setting is disabled if document sharing is not enabled at
the datasource level in ProjectWise Administrator.
When enabled, users can change settings for the Document List.
Show subfolders
Hint: In order for this setting to be useful, users should display Name as the first
column in the view.
Double click on Double click action and a selection list appears. Select the action
that double click should initiate in the ProjectWise Explorer. The default is to
check out and open the document.
Refresh display
These settings determine when the contents of the application window are
refreshed.
By Command
Hint: This setting may be useful when working with a large database, as removing
automatic refresh results in a faster response.
After Operation
If enabled, the application window refreshes after the entire operation on the
documents is complete. For example, if a user checks out a number of
documents, their status and icon do not change in the document list until all
documents are checked out.
During Operation
If enabled, the application window refreshes after each item in the operation is
processed. For example, if the user checks out a number of documents, the status
and icon of each one changes in the document list as each document is checked
out.
Show Tooltips
When enabled, tooltips are displayed when the user's mouse hovers over
individual cells in ProjectWise Explorer's document list.
When enabled, all versions of a document are displayed in the document list.
When off, only the latest version of a document displays.
Folder category
These settings control the user’s interactions with folders in the ProjectWise
Explorer.
When enabled, this user can change the settings for the folders.
Create
When enabled, the Create command is available to the user in the Folder menu or
in the datasource’s console tree pop-up menu. When disabled, the user cannot
create folders.
Modify
When enabled, the user can modify folders. For example, they can change the
Workflow/State, folder privileges. When disabled, the user cannot modify or
delete folders.
Hint: The absence of Modify rights prevents the user from deleting folders as well as
modifying them. The user can have modify rights without delete rights, if
Modify is enabled and Delete is disabled.
Delete
When enabled, the Delete command is available in the main Folder menu and in
the datasource console tree pop-up menu. When disabled, these settings are
inactive. When Delete is enabled and Modify is enabled, users can delete folders.
When Delete is enabled and Modify is disabled, or when Delete is disabled, users
cannot delete folders.
Hint: Disabling Delete for folders does not prevent the deletion of documents within
the folder. To make sure that the user does not accidentally delete documents,
you should also disable the Delete setting in the Document category.
When enabled, and when the Modify setting for folders is enabled, the Workflow
& State tab displays in the Folder Properties dialog. Access to this tab enables the
user to select a different Workflow to apply to the folder, or to change the
Workflow State of documents in the folder.
When enabled, the Documents folder and all of the folders in the datasource are
not displayed. When disabled the folders display normally.
Hint: This setting is useful to hide the folder structure from users. Queries will still
retrieve the documents to which users have access, but the structure
containing them will not be available.
When enabled, the user can change their default settings for the Message folders
category.
Turn this setting on only if you do not want ProjectWise Explorer to automatically
check to see if you have a new message from another ProjectWise user, sent
through ProjectWise Messenger.
When enabled, ProjectWise Explorer displays the Global Folders folder, Inbox and
Sent items for this user. This appears as an additional item in the console tree.
Create
Modify
Hint: Disabling Modify prevents users from deleting Global folders as well as
modifying them, however, they can have modify rights without delete rights if
Modify is enabled and Delete is disabled.
Delete
When Delete is enabled and Modify is enabled, the user can delete Global folders.
When Delete is enabled and Modify is disabled, or when Delete is disabled, the
user cannot delete Global folders.
Move
When enabled, the user can drag and drop a personal folder to a new location
within the Message folder.
Access items
Modify items
When enabled, the user can add items to and remove items from the Global
folders.
Hint: These types of folders are useful for simplifying complicated folder structures.
However, users must be aware that if they delete something here, they are
deleting the actual folder or document.
When enabled, a user can change the settings for Custom folders.
Private folders are the user’s own private file structure. Global folders are set up
for all users to access. Other user’s folders are the private folders of other users.
There are settings that expand when you double click these items.
Create
When enabled, and the Private, Global, or another user’s folder is selected in the
console tree, the Create command is available in the Folder menu and in the
console tree pop-up menu. This allows users to create new personal folders.
Modify
When enabled, and a folder previously created in the Private Hierarchies, Global
Hierarchies, or Another Users Hierarchies folder is selected in the console tree,
the Properties of the folder may be modified by selecting Properties from the
Folder menu or the datasource console pane pop-up menu. When disabled, users
cannot modify the properties of a folder.
Delete
When enabled, and a folder previously created in the Private Hierarchies, Global
Hierarchies, or Another Users Hierarchies folder is selected in the console tree,
the Delete command is available in the Folder menu and in the console tree pop-
up menu allowing users to delete the folder.
When disabled, the Delete setting does not display and the user cannot delete a
folder. An error message displays, indicating that the user has insufficient
privileges to complete the action if Delete is pressed.
Move
When enabled, and a folder previously created in the Private Hierarchies, Global
Hierarchies, or Another Users Hierarchies folder is selected in the console tree,
the folder can be moved, using drag and drop to an alternative position within the
Private Hierarchies, Global Hierarchies, or Another Users Hierarchies folder.
If the drag and drop method is used and the user tries to move a Personal folder
to the Global Hierarchies folder, or to a user in the Hierarchies of other Users
folder, the folder is copied, not moved. The user must have sufficient privileges in
the target folder.
When disabled, an error message displays, indicating that the user has insufficient
privileges to complete the action.
When enabled, and a Personal folder previously created in the Private Hierarchies
Folder is selected in the console tree, the Add Folder..., Add Document..., Add
URL... commands display in the Folder menu, and in the console tree pop-up
menu allowing the user to add items to and remove items from the personal
folders.
When disabled, the settings do not display and the user cannot add or remove
items. An error message displays, indicating that the User has insufficient
privileges to complete the action if the drag and drop method is used to add an
item.
See Items
When enabled, the Global Hierarchies or other users private hierarchies folders
display in the Custom Hierarchies folder for this user. When disabled, the folders
do not display.
When enabled, the user can change the default settings set for them under the
Global user lists category.
When enabled, the user can create, modify or delete items in the address book in
ProjectWise Messenger.
When enabled, the user can create, modify or delete users from an access user
list.
Document Creation Conflicts settings are divided into three categories. Each of
these items expands to display additional settings when double clicked.
Default Action
When enabled, a user can change the settings for the Default Action.
Action
Skip a document:
When enabled, the Select an action dialog does not display, and the actions
selected by the administrator are automatically carried out.
These settings are used when Create a new version is selected as the default
action when a duplicate is found. They give options for the action to be taken
when a document creation conflict occurs and the option to create a new version
is selected. For instance, if the Define Version Rules dialog displays, the user can
select options for the new document version.
When enabled, this user can change the settings for Default version rules.
Double clicking this item opens a dialog where you may specify a format string for
the version that is automatically created.
You can enter the format that you want to use, or click the browse button and the
Define Format dialog appears.
In this dialog, you can define the variable to be used when a version needs to be
created.
When enabled, the Define version rules dialog does not display and the actions
(apply file name of the source document, etc.) selected by the administrator are
automatically carried out.
These settings are used when Create a new document is selected as the default
action. They give various options about the action to be taken when a document
creation conflict occurs and the option to create a new document is selected.
When enabled, a user can change the settings for Default Document Creation
Rules.
Change name:
When enabled, if a new document is created using the Create a Document dialog,
users can add a prefix to the current name of the document. Every document in a
folder must have a unique document and file name.
When enabled, if a new document is created using the Create a Document dialog,
users may add a suffix to the current name of the document. Every document in a
folder must have a unique document and file name.
Name Format
Double click to open a field where you can access the Enter Format dialog, which
works the same as the Version String Format dialog.
Double clicking will open additional settings, which are the same as those for the
Document name format rule.
Double clicking will open additional settings. Double click the first one to open a
field where you can access the Enter Format dialog, which works the same as the
Version String Format dialog.
When enabled, the Define document rules dialog does not display, and the
actions selected by the administrator are carried out. For example, add a prefix to
the old name.
When enabled, this user can change the settings for the Audit Trail.
Reports
When enabled, the Reports item displays under the Audit Trail category, allowing
the user to determine which reports will display.
When enabled, the user can include the user’s own actions in the Audit Trail
report.
When enabled, the user can include other users’ actions in the Audit Trail report.
This functionality is found on the Users tab of the Audit Trail Customize Report
dialog in ProjectWise Explorer.
Comments
When enabled, the user can change the settings for Comment usage.
When enabled, users are prompted to enter comments when creating new
versions of documents.
When enabled, users are prompted to enter comments when changing the State
of documents.
When enabled, users are prompted to enter comments when setting final status
on documents.
Require comment
When enabled, the user will not be allowed to carry out the action without
entering comments.
Delete Rights
When enabled, the user can change the settings for Delete Rights.
When enabled, the user can delete audit trail records from the database. The
Clear Audit Trail item is added to the Folder and Document menus for that user.
When enabled, the Audit Trail tab displays in the document properties dialog.
When enabled, the Audit Trail tab displays in the Folder Properties dialog.
The user can change the default settings set for them under the Managed
Workspace Profiles category. This does not include the Export relative path errors
handling option.
The user can change the default settings for the Export relative path errors
handling setting.
The Workspace tab of the Folder or document properties dialog has Managed and
Workspace Profile options for Workspace Type. When this setting is disabled, only
the Workspace Profile setting is available.
When enabled, the Personal Workspace tab displays on the user Properties dialog
in ProjectWise Explorer.
You can choose to prompt the user, fail on error, or ignore invalid relative path
errors.
The user can change the default settings for Project Permissions.
The user can create projects by selecting Folder > New Project, and can turn a
regular folder into a project by selecting the folder and selecting Folder > Upgrade
to Project.
The user can change a project's project type, and also modify a project's
properties.
2 In the User Interface category, make sure the following are set, and leave
all defaults as is:
You can also select all the users that belong to a particular group or user list by
right clicking the Users icon and selecting Select Users by Groups / Lists. In the
dialog that opens, select a group or user list, and then click Select. All of the users
who are members of that group or user list are automatically selected in the Users
list. User groups and lists are discussed later in the module.
The new account has been created and added to the Administrator group. This
user can access the ProjectWise Administrator application and perform all tasks
with the exceptions listed previously.
2 Right click Users in the console tree and select New > User.
3 On the General tab, enter the following:
Name: test1
Description: test1 user
Type: Logical
Password/Confirm Password: test1/test1
4 Click OK.
5 Minimize ProjectWise Administrator.
Deleting Users
Deleting a user account is a simple, but permanent, operation. Once deleted, a
user account cannot be restored. Even recreating a user by the same name will
not restore the user. Remember that the constant item for user accounts is the
user ID. When a user account is deleted, the user ID is not returned to the
available pool. In other words, the user ID will never be reused, so it is impossible
to create another user with the same ID.
Remember that document ownership is based on user ID’s. When a user account
is deleted, any documents owned by that user ID are transferred to the ID of the
user performing the delete operation.
In the following exercise, the test1 user is to be deleted. Before doing so, let’s add
several documents to the datasource using the test1 account.
This prevents the user from logging in while you decide how to process
the files they own. Unlike deleting the account, this action can be undone
if necessary.
Note: When a user is deleted, the user is also deleted from all groups to which the
user is a member.
The primary administrator account has special privileges and you cannot delete
this account. Secondary administrators can be deleted. However, if there is only
one user in an administrator group, that user cannot be deleted.
When an empty database is made available for use by ProjectWise, the New
Datasource Wizard creates ProjectWise tables in the specified database. In
addition, it creates the Administrator account and the Administrator group. This
account is the primary administrator account and is treated specially by
ProjectWise. It will always have a user ID of 1, and will have all privileges.
From this account, you may create additional accounts, both administrative and
end user. Take an existing user account and add it to the Administrator group to
create an administrator account. This method is typically used to delegate certain
administrative responsibilities to other users.
A user cannot log in to the ProjectWise Administrator unless they belong to the
Administrator group. Once a user is a member of the Administrator group, they
can log in to the ProjectWise Administrator and perform most administrative
functions. Two exceptions are that the new, secondary, administrator account
cannot affect the server’s use of the recycle bin, nor will it be able to create
storage areas. If necessary, the primary administrator can grant these privileges to
the secondary administrator using the Administrative category within user
Properties dialog. This category is only accessible from the ProjectWise
Administrator.
User groups
Similar to Windows, ProjectWise Groups are created to contain users who have
the same access requirements. A Group is simply a collection of users, and cannot
contain other groups. As you will learn in the chapter on Folder and Document
Security, security can be established at the User, Group, or User List level.
The Groups icon contains all of the user groups that exist in your datasource.
When the datasource is first created, the Administrator group is created by
default, and contains the administrative user account you named during
datasource creation. You can create a group in the datasource to group together
users who need the same access rights to folders and documents.
Hint: The existence of user groups also makes it easier when creating access lists and
mailing lists
Establishing groups is a two step process. First, create the group, and then add
users to the group.
Note: The following users and groups are used in other modules, so they must
be created.
1 In ProjectWise Administrator, log in using the primary administrative
credentials.
2 In the console tree, right click Users and select New > User.
3 Enter the following for the new user. For this class, be sure to add the
descriptions so they are in the database for future use.
Name: Drafter
Description: Drafter
4 Click OK to create the user and close the dialog.
5 Create the following two users:
Name: Engineer
Description: Engineer
6 Make sure these users have the right to change their working directory.
Modifying Groups
Select the group name in the document view, right click and select Properties.
Changes are made in the <groupname> Properties dialog.
Deleting Groups
To delete a group, select the name in the document view and click the Delete key
or, right click and select Delete.
User Lists
User Lists are similar to Groups, as they are logical groupings of entities within
ProjectWise. Where Groups can contain only users, User lists can contain any
combination of users, groups, and even other user lists, making them more
flexible. There are two types of user lists.
• Access User Lists are used to group together Users, Groups, and other User
Lists who need the same Access rights to folders, documents, etc.
• Mailing User Lists are used for the ProjectWise internal messaging system.
Creating a User List is a two part process, similar to creating a Group. First, the
User List Name, Description and Type are established. Second, the relevant
members (Users, Groups, and User Lists) are added to the List.
Note: The icons [preceeding names show whether the item is a user (single head) or a
group (double heads). You can filter either using the List items of type option at
the top of the dialog.
User Lists are modified and deleted by selecting the User List in the list view, then
right clicking and selecting Properties to modify or Delete to delete.
Next, click the Select button at the bottom of the dialog. The users in the
group or user list are highlighted in the right pane of the ProjectWise
Administrator.
There are options in the dialog that let you look for only those users who are
connected or only those whose accounts are enabled.
Note: Click the Export icon at the top of the Select Users by Groups / Lists dialog to
export lists to .txt or .csv files.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 Define a ProjectWise user.
2 What is the difference between a logical account and a Windows account?
3 With a Windows account, the password is not stored in the ProjectWise
datasource; however, the password field in the database is not empty.
What is stored there?
4 Why is it important to define a default user?
5 What can you do if a folder becomes invisible to you while you are
configuring security?
6 True or False: Moving documents is a copy/delete command combination.
7 Which user properties setting is useful to hide the folder structure from
users?
Queries will still retrieve the documents to which users have access, but
the structure containing them will not be available.
8 What can you do to minimize the effort spent administering ProjectWise
security?
Module Overview
An environment contains custom attributes that users can apply to documents.
This module discusses creating and applying environments.
Module Prerequisites
• Knowledge about ProjectWise Explorer’s interface
• Knowledge about document architecture
• Knowledge about user accounts
Module Objectives
After completing this module, you will be able to:
• Define and work with environments
• Create interfaces
• Modify property column properties
• Create attribute sheets
• Define document codes
• Understand settings in the Attributes Properties Dialog
• Adjust environment and attribute user properties settings
Jun-10 93 Environments
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What are the Attributes and More Attributes tabs in the document
properties dialog?
2 True or False: When you import files into an existing folder, you should not
designate an environment for the files you are importing into it.
3 Which user properties setting is useful to hide the folder structure from
users?
Answers
1 These tabs are the user’s means of accessing extended document
metadata.
2 True. If you select a parent folder, it will already have an environment
assigned to it. In this case, it is not necessary, or recommended, to
designate an environment. Changing an assigned environment is not
recommended.
3 Hide folder hierarchy in user interface.
Environment Overview
ProjectWise provides a number of standard properties that you can use to classify
documents. These items include properties such as Document Owner (created
by), File Name, Application, and Department. These items are used internally by
ProjectWise, as well as by users, when searching for documents. They are
standard, and cannot be modified.
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Defining Environments
Each folder can have a different environment assigned to it, and it is specified at
the time a folder is created. All documents placed in the folder will have
additional items, or attributed fields, for classification that are defined by the
environment.
Since the environment provides a means of extending the default fields that are
stored for each document, rather than adding additional columns to the built-in
ProjectWise document table, each environment is stored in its own table. This
way the default ProjectWise table structure is fixed, and the custom fields are
stored in a separate table.
Defining Environments
There are four main steps to complete when setting up an environment.
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Defining Environments
A wizard takes you through the creation process. You can create environments
using existing database tables or by creating new database tables.
You can change these options after the environment is created in the
environment's properties dialog.
Click Next and on the Finishing New Environment page, click Finish.
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Defining Environments
This lets users search across environments by a single search condition when
“Look in this environment only” is disabled in the search dialogs. It also lets the
values from different environments display in a single column in the search
results.
When you want to reuse attribute names across multiple environments, the
attributes must have the same data type. You cannot have dwg_no as INTEGER in
one table and as CHAR in another table. They must also have the same character
set. You cannot have chkd_by as VARCHAR2 in one table and as NVARCHAR2 in
another table.
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Defining Environments
This is the maximum number of characters that will be stored for the
attribute. The allowable maximum depends on the kind of database the
datasource is using.
Note: VARCHAR and CHAR data types support unicode characters, except when the
underlying database is SQL Server 2000. The length specifier, in most cases, is in
bytes. Depending on the value of the NLS_LENGTH_SEMENTICS parameter in
Oracle 9i, the length indicator can be in characters. The wide character data
types, VARWCHAR and CHARW, all support unicode characters and the length
specified in each case represents the number of characters.
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Interfaces
Interfaces
An environment defines a list of attributes. An interface arranges the presentation
of those attributes to the user. Interfaces are created separately from
environments, and are used to arrange the display of some or all of the
environment's attributes. When an interface has been set up for an environment,
users in ProjectWise Explorer can see the attributes in that interface on the
Attributes and More Attributes tabs of the Document Properties dialog. When
multiple interfaces exist, users can select which interface to use as the active
interface by choosing Interface from ProjectWise Explorer's Tools menu.
Creating an Interface
During this process, you select which attributes to display, along with where and
how to display them. You can display all the attributes in the environment, or only
a subset. You can display certain fields as read-only so that users can see a value,
but cannot change it. You can create multiple interfaces for the same
environment, each presenting a different attribute layout.
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Interfaces
Hint: It may be cumbersome for users when multiple interfaces are implemented. If
multiple interfaces are required, it is best if they are intended for different
classes of users. You should try to avoid the situation where users have to
switch interfaces frequently.
You select the attributes from a particular environment that you want displayed in
each interface.
You see a list of all available interfaces. This lets you define different
interfaces for this particular environment if you want to do so. Different
interfaces can show different attributes for different types of users.
2 Expand the Bldg item.
You will see ‘Attributes’ tab and ‘More Attributes’ tab folders.
3 Click the ‘Attributes’ tab folder.
You are ready to design the Attributes tab for the Bldg interface for the
Bldg environment.
4 Right click in the document view and select Add Attributes.
5 Select the chkd_by, dwg_no, and dwg_type attributes and click OK to add
them to the form.
You are graphically designing the form that will appear in the properties
dialog on the Attributes tab. Each of the attributes can be moved by
clicking on it and dragging. You can resize by pulling the handles.
6 Click ‘More Attributes’ tab in the console tree.
7 Right click in the list view and select Add Attributes.
8 Select the attribute field1 and click OK.
9 Minimize ProjectWise Administrator.
The interface is functional and can be tested in ProjectWise Explorer.
4 In Windows Explorer, navigate to the Site Design folder in the class data
set, drag the files from that folder into the new ProjectWise folder, and
drop them.
5 In ProjectWise Explorer, open the first document in the \Site Design
folder’s properties dialog.
6 Select the Attributes tab.
You see the attributes you added to the interface.
7 After reviewing the Attributes tab, select the More Attributes tab.
8 Close the Document Properties dialog.
Hint: Changing the font causes an attribute to appear different from the
others. Use this feature to indicate and important or required field.
4 Change the Label text from dwg_no to Drawing No:
5 Click Apply, and then click OK.
You immediately see the changes.
6 Click the label and drag the right handle, resizing the label horizontally.
Click the center handles to resize vertically.
7 Click the input field to resize it so it is the same length as the label.
The Interface tab is only available on the Attribute Properties dialog when viewing
the attribute's properties from within an interface.
Use the check box on the Interface tab to hide an attribute if it will be used across
environments and you want to see it in some but not in others.
Hint: To use an & sign in the Label text field, enter two (Acme && Co. = Acme & Co.).
Fixed pick-lists
Next, you will build a pick-list from a fixed list of values you enter. A fixed list
implies that the list cannot be changed. This list can be changed by manually
editing the list in ProjectWise Administrator.
The attribute now appears as a pick-list. Before it can be used, you must configure
the expanded size.
3 In the Attribute Layout toolbar at the top, click the Center Horizontally
icon to move them over so you can expand the pick-list.
Hints:
• You can use the Ctrl key or drag the pointer to multi-select items on
the page.
• When you multi-select, one set of handles, the last set, will be bold.
This item is the master item. When you use the tools, everything
selected will move based on that item.
• If you want to hide labels, you can remove the Label text on the
Interface tab and just enter a space. You can also shrink them using the
handles. Move these items to a blank corner of the page.
• To the right side of the toolbar is the Tab Order icon. Click it to see the
order in which users will tab through the fields. You can move them
using the arrow icons to the right so the order is logical.
7 In the Default Value field, type Site, and then click Apply and OK.
8 Minimize ProjectWise Administrator.
Dynamic pick-lists
This exercise creates a dynamic pick-list using a query into the database. Before
testing this configuration, make sure that all ProjectWise users have valid user
descriptions.
Required fields
In some cases, you may want to force users to enter data into particular attribute
fields. To do this, enable the Required setting on the General tab of the attribute’s
Properties dialog. You cannot create required fields if any folders or documents in
the datasource are already using the environment.
Note: If using required fields, you must use the Document Creation Wizard when
creating new documents.
Hint: Use this feature sparingly, because entering data in required fields is time
consuming for users.
The following exercise demonstrates that a required field can present a problem
when creating new documents.
The new document was created without entering any data in the required field.
This is because the environment is currently set so that the row is not created
when the document is created. In the current configuration, the row is only
created when a user enters data.
When using required fields, you can’t create documents without using the
Advanced Document Creation Wizard. This wizard collects all data before
attempting to create the database records.
For the remainder of the module, you will remove the required setting for the
attribute.
• If Editable if final is set to Yes, the attribute value can be edited by users even
if a document is set to Final Status.
• If Required is set to Yes, when a user starts entering values for other
environment attributes, they cannot save their changes until they supply a
value for this attribute.
• If Unique is set to Yes, the value entered for this attribute cannot be entered
for any other attribute in this environment.
• If Access is set to Edit, the attribute value can be edited. If set to Read-only,
the attribute value can be viewed but not edited.
Note: To rearrange the order of these columns, or to hide some of them from display,
right click anywhere in the Attributes list and select View > Customize.
You can modify the properties of an attribute from the Attributes list, or from an
interface of which it is a part. If you modify the attribute in one place, the
properties will be updated in the other. To open an attribute's Properties dialog,
double click the attribute or right click the attribute and select Properties.
Deleting Environments
To delete an environment, it must not be associated with any folders, so the first
step is to locate all folders that have the environment metadata associated to
them. You can use the Search by Form to find these folders in ProjectWise
Explorer.
Attribute Sheets
When editing a document’s properties, on the Attribute and More Attributes tab
pages, there may be instances when you want to enter multiple values for the
same attribute. You can do this by creating one or more attribute sheets for the
selected document.
Before you can add an attribute sheet, the document to which you are adding the
sheet should have an environment row created in the environment table. If this is
not the case, Document > Attributes > Add Sheet will be disabled for the selected
document.
To delete an attribute sheet, select the document in the document list and select
Document > Attributes > Delete Sheet.
Warning: If you select a sheet and select Document > Delete instead of Document > Attributes
> Delete Sheet, you will delete both the original document and all the sheets
attached to it.
You can create a code by selecting existing attributes to create a serial number
that defines the fields that are used to create a document code. Using this
method, you can build a multi-part code. You can also create a code that uses a
single attribute to identify the document.
On the “Defining serial number” page, select the first attribute to be used in
the serial number, and then click Next.
On the “Selecting other code parts” page, add any other attributes you want
to be used as the serial number, and then click Next.
To define a placeholder, on the “Defining placeholder” page, enable “Yes, use
the following attribute to store generated document code”, select an attribute
from the list, and then click Next. This attribute will store the product of the
combined attributes you select to define the serial number. If the selected
item has no attribute field name in the environment table, you could use one
of the extra fields, extra_a, extra_b, extra_c, or extra_d. If not, enable “No, I
do not intend to use a placeholder”, and then click Next.
On the “Defining code formatting” page, set the attributes’ order, and the
symbol to use to connect them. A preview displays in the lower right. Enable
allow empty value so users can leave any of the document code fields that are
not automatically generated empty. Then click Next, and then Finish.
For example, if the document code consisted of the office code GBR, a project
code (EP1, EP2, etc.), a serial number and perhaps a sheet number, you might
create:
Allowed restrictions for GBR - EP1 # 0001 - 1000 and GBR - EP2 # 1001 - 2000
These would restrict document codes to numbers within the range 1 - 1000 for
documents relating to the Project EP1, and 1001 - 2000 for documents relating to
the Project EP2. All document codes would start with the office code GBR, and no
document codes would be allowed outside these two ranges.
If you wanted to reserve the codes GBR - EP1 #500 to #750 for another part of the
organization, you could apply a forbid restriction to these codes. Users would
then only be able to use the codes GBR - EP1#0001 to #499 and #751 to #1000 or
any numbers in the GBR - EP2 range of document codes and could therefore make
appropriate reservations if required.
Reserved restrictions
Restrictions can only be applied and removed by the administrator in ProjectWise
Administrator, but users can reserve document codes. Any user can apply or
remove these reservations, so reserved document codes cannot be reused until
the reservation is removed.
Following the example, you might want to add a document code restriction
relating to office GBR and project EP1, in which the range 900 to 1000 is reserved
for a specific use.
Simplified expressions are always interpreted by the set of rules, and are
transformed to fully qualified expressions at the search execution time. Following
are the basic value patterns and rules for interpretation.
Simple value:
In this case, the specified operator will be used in the expression. For example, if
you specify >value, then it transforms to $FIELD$>value It is worth to mention
that you may chose to use = and LIKE operators explicitly, when you do not want
the operator being picked by ProjectWise, depending on the presence of the * in
the value.
Operator only:
Some operators do not use values. In this case, you only provide an operator.
NULL is transformed to $FIELD$ IS NULL.
Quoted value:
When you supply a quoted value, it will be interpret as a value, without trying to
separate the operator. This is useful when the value coincides with the operator
name. For example, `NULL´ is transformed to $FIELD$=´NULL´.
For information about developing fully qualified expressions and about operators,
see the on-line Help topic Advanced Searches > Searching for documents by
environment attributes.
General tab
The Attribute Value section has four settings
• Unique: Enable this to ensure that any value entered is unique in the
environment.
• Required: Enable this to ensure that an attribute value is always entered. Use
this sparingly.
• Access: Select Edit so the attribute value can be edited. Select Read only so
the attribute value can be viewed, but not edited.
• Editable if final: Enable this to make the attribute available for editing if a
document is in Final State.
The Clear Attribute value when section settings control when the values of a
particular attribute are cleared during various operations.
• Copied inside document: Enable this to clear the value when the attribute is
copied inside a document. For example, if the attribute contains a sheet
number and needs to be copied for use with the next sheet, the value needs
to be cleared so it is ready for the next sheet number to be entered.
• Copied inside environment: Enable this to clear the value when the attribute
is copied inside an environment.
For example, if the attribute contains a document number and needs to be
copied for use with another document, the value needs to be cleared so it is
ready for the next document number to be entered.
• Copied or moved from other environment: Enable this to clear the value when
the attribute is copied or moved to another environment. For example, if the
value contained in the attribute is relevant only to the source environment,
the value needs to be cleared so it is ready for a new value relevant to the
target environment.
Value tab
This tab has three sections.
These settings determine how and when the attribute takes on values.
The Type item is used to specify a default value for the field. When a user creates
a new document, this value will appear without the user having to enter anything
in the field.
• None: The attribute will not have a default value.
• Fixed: Lets the administrator specify a constant (fixed value) that is the default
for the attribute. Users may override the default value, but the default value
will remain constant.
• Select: Lets the administrator enter a standard Structured Query Language
(SQL) SELECT statement in the field. Using this option, the default value can be
pulled from a table in the database. One such example would be:
select o_userdesc from dms_user where o_username = '$USER.NAME$'
This would result in the current user’s description entered as the default value
for the attribute field.
• System variable: Lets the administrator enter a valid system variable to serve
as the default value for the attribute. To see a list of valid system variables,
click the browse button by the value entry. One such example would be:
$DATE$
This would result in the current date entered as the default value for the field.
• Function: Lets the administrator to enter a function name within a DLL using
the browse button in the value entry. This item is typically used when custom
development work is being done using the ProjectWise SDK.
This section allows an administrator to set up rules that govern when the
attribute is automatically updated, and what value is inserted. It has the same
options as the Default value section to set the values.
Any field can be automatically updated when another defined field changes, or
when any field changes. The value updated can be a fixed value, the result of an
SQL SELECT statement, a value returned by a user defined function or a system
variable or project property. You can define multiple fields to trigger the
automatic update, so that the update occurs when any of the fields change, or
you can set the field trigger to update whenever the record is updated.
• The SELECT statements used to update a field or enter a default value will
usually contain a WHERE clause to limit the number of records returned to a
single value.
Suppose the environment contains the fields author, title, and date_of_birth.
It contains a table named authors, that has the fields name, title, and
date_of_birth for a number of authors. You might use a pick list in the author
field to select the author's name from the authors table by using the following
SELECT statement:
SELECT name FROM authors ORDER BY authors;
Having selected an author, you probably want to fill the title and
date_of_birth fields automatically from the authors table. You can do this by
making the author field a trigger field for the title and date_of_birth fields and
using the SELECT statements:
SELECT title FROM authors WHERE authors.name = '$EDIT#author$;'
and
SELECT date_of_birth FROM authors WHERE authors.name =
'$EDIT#author$;'
Note: This assumes that the name field in the authors table is unique.
The system variable $EDIT#field_name$ provides the means of specifying the
value of another field in the current record. When using this system value in a
SELECT statement, you must enclose it in single quotes”
'$EDIT#field_name$'
• You can also call a function when a field is updated. In this case, you enter the
name of the function and the name of the file containing it into the
parameters field.
For example, suppose you have another field in the environment table called
log_file and you have written a function called UpdateLogFile contained in a
dynamic link library update.dll. If you designate the log_file field's automatic
update source to be a function and enter the parameters
UpdateLogFile;update.dll, then the UpdateLogFile function is called when the
field is triggered.
• The value for an update can also be derived from a system variable or project
property. In this case, you enter the name of the system variable or project
property in the parameters field.
• Suppose the environment table contains the fields drw_date and chkd_by.
These fields can be automatically updated when any change is made to a
record by setting the trigger to update when the attribute record is changed
(the default value) and setting the source of update to System Variable. You
would enter the system variable $DATE$ as the parameter for the drw_date
field and $USER$ as the parameter for the chkd_by field.
This section lets the administrator generate pick-lists in association with the
Attribute. The pick-list can be generated using the same methods as described
previously for Default value with the exception of the Fixed method. Since this
method only produces one result, the fixed value, it is not relevant when creating
a list of values from which the user will select. In addition to the methods for
generating the pick-list, this section also has the following settings:
• Limit to list:
This option forces the user to select an item from the list, or to leave the item
blank. They cannot key in a value that is not in the list.
• Multiple selection:
This option will allow the user to select multiple items from the list you create.
Editing tab
This tab lets you control the display of the attribute and to control how it is stored
in the database table.
• Control Type determines whether the field is a check box, and edit field or a
multiline edit field. A multiline edit field is a word wrapping input box with the
scroll bar.
• Control Font lets you select a different font for each field from the option list.
• Control Font Size lets you establish the font size for each field.
• Format String lets you force text entered into the field to adhere to a specific
format. For instance, text entered by a user can be converted to upper case by
entering the format string UpperCase. Other values are LowerCase / date /
date,day. You can use C formats to format the value.
• Maximum Input String Length lets you limit text entered into the field to a
specified number of characters. Note, however, that the maximum string
length will not override the length of the field as defined in the database
table. The shorter of the two is applied to the field.
If enabled, users won’t be prompted to save changes made from the document
properties dialog. All changes are saved. If disabled, users are prompted to save
any changes.
Note: While this might seem like a desirable behavior, it removes the ability to exit
the dialog without saving changes. Another side effect of enabling this setting
is encountered when creating new documents. If a user selects New >
Document, uses No Wizard, partially fills out the form, then closes without
saving, the new document is saved anyway.
If enabled, the Document Properties dialog opens to the same page that was
active when it was closed.
If enabled, the Attributes tab displays when users open the Search by Form dialog.
If not, the Search by Form dialog opens to the General tab.
Note that these settings all fall under the User Interface Category. This category is
provided to group those items that users typically prefer to control themselves. It
is recommended that each user be allowed to change settings in this category.
Once you’ve experimented with these settings, you should modify the default
user’s properties to reflect the desired basic settings.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 Define an environment, explaining the relationship to a database.
2 Name the four main steps used to create an environment.
3 What is an interface?
4 When creating an interface, why would you use required fields sparingly?
5 What are attribute sheets?
6 What is a document code?
Module Overview
Perhaps the easiest way to import existing data, legacy documents, into
ProjectWise is to drag and drop it from Windows Explorer. However, there may be
situations where it is more convenient to import legacy data using a non-
interactive process. For flexibility, ProjectWise provides a number of methods for
bringing existing data into the managed environment. This module discusses
them.
Module Prerequisites
• Knowledge about ProjectWise Explorer’s tools
• Knowledge about document architecture
• Knowledge about environments
Module Objectives
After completing this module, you will be able to:
• Import documents interactively and non-interactively
• Scan for references and link sets
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is a MicroStation reference file?
2 What is the difference between a folder and a project in ProjectWise?
Answers
1 A file attached to another file so you can see the information it contains in
the context of the master file to which it is attached. Reference files are
used in MicroStation and AutoCAD to display information that is contained
in one design in another.
2 Both are containers for documents and other folders in the datasource.
Projects are a kind of super-folder that provide a single place to manage
and organize documents, data and resources related to a given real-world
project.
Non-interactive Import
ProjectWise's bulk-loading tools are used to identify and then simultaneously
import quantities of files and folders into ProjectWise.
In the ProjectWise Tools dialog, double click the Bulkload icon. You will log in to
the datasource where you want to load the data. Once logged in, the Bulkload
dialog appears.
The BulkLoad tool scans the file system and creates an ASCII file that specifies all
of the folders and files that you want to import into ProjectWise. Once this
bulkload data file exists, you can process the file using the Process BulkLoad File
tool, which imports the specified files and folders.
3 Select the class datasource and log in using the administrative credentials.
The Bulkload tool builds a bulkload data file that you can process immediately or
save and process when needed.
• The first field in the dialog lets you specify a file to record the bulkload list.
• In the Scan directory field, you will indicate the top level directory that you
want to scan. You can enter the path or browse to the directory.
• To filter file names, enter the file extension in the File filter text field. For
instance, if you want to limit the scan to Word files, enter *.doc.
• Enable Scan subdirectories to scan all the sub-directories of the directory
listed in the Scan directory field.
• Enable Only files to place all the scanned files into one ProjectWise folder. This
causes the bulkloader to ignore the existing directory structure. Do not enable
it if you want to preserve the directory structure.
The display in the Result portion of the dialog will vary based on the switches
selected. Once the results are correct, click Next to create the bulkload data file
and invoke Process Bulkload File tool.
2 Click Next.
The left pane shows the parent folder and sub-folders of the documents imported
from the bulkload file into ProjectWise. Folders are displayed in a hierarchy under
the parent folder.
When running this tool using the wizard, the data file created in the previous step
will automatically appear here. If running independently, you will browse to a
previously created bulkload data file.
• Use the Parent folder options to specify a folder to act as the parent folder for
the data. You can also select <none> to import the folder structure at the root
level. However, if you have chosen the Import Files Only option, you must
specify an existing folder.
• Since new folders are created, you must select an environment for the
documents from the Environment options.
• Since new folders are created, you must select a storage area from the Storage
options.
• By default, the user that is logged in is the owner of the new files and folders.
If you want to specify a different manager, use the Manager options to do so.
Hint: At this point, you may want to determine which of the recently imported DGN
or DWG files have references attached to them in ProjectWise Explorer using
the Scan for References and Link Sets wizard.
The Import and rename duplicates in the option in the Process Bulkload File
dialog is necessary only if you enabled Import Files Only. All files are imported into
the designated ProjectWise folder. In this case, there is the possibility for
duplicate file names.
Note: If you are importing at the root level, it is mandatory to select an environment
for the documents. However, if you select a parent folder, it will already have an
environment assigned to it. In this case, it is not necessary, or recommended, to
designate an environment. Important: Changing an assigned environment is not
recommended.
Note: Also, note that an object’s creator is its owner and their permissions can never
be changed or removed.
Interactive Import
The interactive method for populating metadata for documents is to drag and
drop files between the Windows Explorer and the ProjectWise Explorer.
Selecting Advanced Wizard here also ensures that if you attempt to create a
new document in an integrated application, the application will open the
Advanced Document Creation Wizard.
On the Select Target Folder page, you can expand the tree and select a folder in
which to place the document or documents.
In most cases, you will have already selected the desired folder in ProjectWise
Explorer before starting the wizard. If that is the case, this page is redundant. You
can hide this page in the future using the option in the Advanced Document
Creation Wizard Properties dialog.
Here you select a template on which the new document is based. This template
can be an existing ProjectWise document or an external file. When the wizard is
invoked from a drag and drop operation, the field will automatically populate with
the file that you are dropping into the target folder. When the wizard is invoked
using Document > New you are required to select a file, either ProjectWise or
external, to be used as the template.
If document code rules are in place for the selected environment, the Define
Document Code page opens. Select the required document code information and
select Show Advanced Generate Options to enter/select advanced options. Click
Next.
The next page is the Define Document Attributes page, which is equivalent to the
Attributes tab in the document properties dialog.
Here you enter any environment attribute information that is common to all files
being imported. This page is followed by the Define Secondary Document
Attributes page, which is equivalent to the More Attributes tab.
Next is the Document Properties page where you can give the source document a
name to use in ProjectWise.
By default, ProjectWise will enter the file name that precedes the file extension as
both the document name and the document description. The full file name is the
ProjectWise file name. You can change these values if required. You can also
select an application to which to associate the document.
If shareable documents is enabled for the datasource, and if you are creating a
new DGN document, you also have the option to Create the new document
shareable. If you are creating a new DGN document from inside MicroStation, you
also have the option to Check Out the new document as Shared.
The key option on this page is Apply selected options to succeeding documents.
Enabling this lets ProjectWise apply the information that you entered in the
wizard pages to the remaining documents that you dropped into the folder.
The wizard has now gathered all information required to create documents.
Note: If you were creating a single document, you might want to enable the Launch
associated application check box, which automatically opens the new file with
the associated application.
The Attributes and More Attributes pages of the wizard will show any
attributes defined for this environment.
3 In Windows Explorer, navigate to the \DragDrop1 folder in the class data
set, drag the files from that folder into the new ProjectWise folder, and
drop them.
You will use the Advanced Wizard.
4 On the Advanced Wizard Welcome page, click Next.
5 Make sure the DragDrop1 folder is selected and then lick Next on the next
two pages.
Now you see the environment’s attributes. You can set these now, or later
in the document’s Properties dialog. If attributes are common across files,
it makes sense to set them on import.
6 Enter the following Document Attributes, and then click Next:
Comments: Drag and drop method
7 Type the phone extension 2809, and then click Next:
8 Accept the default names, and then click Next.
9 Enable Apply selected options to succeeding documents.
10 Click Next, and then click Finish.
Selecting the Advanced Wizard option enables the Properties button in the
Wizard Manager dialog. Click it to open the Advanced Document Creation Wizard
Properties dialog, which provides access to default settings for the wizard.
The General options let you control when the Document Creation Wizard is
invoked.
The Wizard Pages options control whether users see selected pages when the
required information is already known.
From here, you can also select the default search method for the user. This
information is stored in the pwv8.brg file as a user preference.
If you set the default to No Default Wizard, each time a user attempts to find
documents, they are prompted to select which method to use, either the Search
Form or the Search Builder. The Search Form uses the same dialog used to display
document properties.
Using the Define Search dialog, you can use virtually any system or custom
attribute to find documents. This form is typically used by more advanced users
because more knowledge is required to create effective queries.
If you select No Wizard, when creating new documents using drag and drop, the
files are created immediately. You do not have an opportunity to enter any
attributes for those files, nor will you have any control over file names and
descriptions.
ProjectWise uses the term “set” to describe a grouping of master and reference
files. When users check a file out, the reference files used by that file can be
copied out at the same time.
ProjectWise Explorer’s Scan for References and Link Sets tool can be run on both
DGN and DWG files to manage reference relationships.
The first part of setting up the wizard is to identify any folders that need to be
scanned. You should include any folders to which CAD files were recently
imported. You’ll want to select all folders containing new CAD files, unless you are
sure the files have no references. There is no disadvantage to scanning a file that
doesn’t include references, other than the time required to perform the scan.
Once you have specified all folders, and optionally sub-folders, you can set the
scanner to search for certain application types. For example, you can set the
scanner to scan only the MicroStation and AutoCAD documents in these folders.
The second part is to determine how you want to search for the referenced
documents. You can do this using a Priority Search, a Proximity Search, or a
combination of the two.
Priority search
Proximity search
This process lets you easily set search criteria to find referenced files in folders
near (or the same as) the master document. You can do this using the Priority
search, but it can be cumbersome to define the search criteria. The Proximity
search provides options to search Current Folder, Parent Folder, or even a
specified number of folders above the Parent folder. In addition, all sub-folders
from the designated folders can be searched for referenced documents. use this if
you do not know where files are.
Combination search
You can enable both searching options. If you choose to use both Priority and
Proximity search algorithms, you’ll then specify which to use first. It makes sense
to do a Priority search and then Proximity. Note that if there are duplicate
matches, the search stops at the first match.
As the wizard is scanning all of the specified folders and documents it creates a
logical set for each master file, which shows the documents that are referenced
into that particular document.
You can use the wizard as often as you need. You may want to run it periodically
as documents are attached to and detached from master documents. However,
the most likely time to use the wizard is after importing quantities of files into
ProjectWise. This is true for files imported using either drag and drop or
ProjectWise's bulk-loading tools.
ProjectWise's Scan References and Link Sets wizard supports live nesting of
references in both MicroStation and AutoCAD. For each master file detected
during the scanning process, the file's nest depth is also obtained and stored in
the ProjectWise database.
Before you begin using the scanning wizard, make sure of the following.
• You are either an administrator or a user with Write and File write
permissions. This is necessary because the path to each referenced file must
be updated to point to the ProjectWise location for the file.
• ProjectWise Explorer must be installed with iDesktop support for
MicroStation.
• MicroStation or ProjectWise Navigator is set as the Scan Reference engine
under General Programs in the ProjectWise Administrator Application
category.
• All of the master and reference files that you want to scan are imported into
ProjectWise.
The Scan References and Link Sets wizard opens to a Welcome page, and you click
Next to continue.
On the Specify Scan Options page, choose to scan for master and referenced
documents, for DGN Link Sets, or for both.
The next page in the wizard lets you select the folders containing the files to be
scanned. Select the folders and individual documents you want to scan for the
presence of master documents. To add a folder to scan, click Add Folder, the open
folder icon. To add documents individually, click Add Documents, the sheet icon.
Enable the check box to the left of any item in the list you want to re-scan for any
newly attached or detached references. By default, check boxes for items added
to the list are automatically set. This means that ProjectWise will scan all
documents in that folder, creating new sets when necessary and updating any
existing sets that are found. When you clear an item's check box, ProjectWise will
bypass existing sets in that folder or document, and will only scan the documents
that are not already identified as master documents.
If this is the first time you are scanning a particular folder or group of folders, you
do not need to re-scan. However, you may want to re-scan if you know that
documents were referenced to, or removed from, existing logical sets. You can
select the check boxes individually, or click Check All to select all items in the list.
When you have added all of the folders and documents you want to scan for
master documents, you proceed to the next page to specify folder settings.
The Master Folder Settings page lets you include sub-folders of the selected
folders in the scan, and select the type of documents to scan. Enable the check
box to the left of any folder in the list to include that folder's sub-folders in the
scan. Again, you can either select the check boxes individually or click Check All.
From the Select Document Application Types option list, select the document
application types you want to scan. Only documents of the selected application
type are scanned. If no application type is selected, documents of all application
types are scanned.
When you have finished enabling sub-folder scans and selecting document
application types, you’ll proceed to the Priority Search page.
Priority search lets you select exactly which folders and the order in which
reference scan will look for attachments. Turn on Enable Priority Search and then
click Add Folder to select the folders you want to scan for reference documents.
Enable the check box to the left of any folder if you want to search its sub-folders
for references. To move folders up or down in the search order, select the folder in
the list and click the up or down arrow. The search is performed in the order that
the folders are listed, top folder first and bottom folder last.
Warning: If you have more than one file with the same name, ProjectWise will attach the first
one it encounters. It is critical to have the order of the priority search set correctly.
When you have finished with the Priority search page, you’ll proceed to the
Proximity search page. If Enable Priority Search is disabled on the previous page,
you have no choice but to configure a proximity search on this page.
The Proximity page can be used as an alternative, or in addition to, the Priority
search page. A proximity search tells the scanner to where to start the search. It
can be set to start in the folder found to contain master documents, the folder
just above that, or several folders above that. When you perform an Advanced
search that goes high in the folder structure and turn on the option to scan sub-
folders, you are ensuring that all neighboring folders of the selected folders are
included in the scan.
To include sub-folders in the proximity search, enable Search all subfolders for
References.
Select the Current Folder, Parent Folder, or specify the starting point for the scan.
If you select Advanced, specify how many folders above the current folder you
want to move before starting the scan.
When you have finished defining the proximity search, you proceed to the Search
Order page.
This page is used to set the order in which priority and proximity searches are
performed. This item will only be available if both types have been configured. If
both are configured, you can select Priority Only, Proximity Only, Priority then
Proximity, or Proximity then Priority. If you have only specified only one type of
search to perform, that type displays in the Search Order option list, and the
option is grayed out.
In the Log File Name text field, specify the path to and the name of an existing or
new log file. You can set the path by keying it in or you can browse to select a
location for the log file. If you type the name of a log file that does not exist, it is
created when the scan is initiated. If you select an existing log file, the contents of
the file are overwritten with the new scanning results.
The scan is ready to run. Clicking Next will bring you to the last page where
clicking Finish initiates the scan for master documents and their references.
Progress displays in the wizard. When the scanning is finished, you are presented
with a summary of what occurred in the scan. If you specified use of a log file,
select Yes to view it or No. If you did not specify a log file, click OK.
4 Check the box next to the Drawing folder and select MicroStation as the
Application, and then click Next.
5 On the Priority search page, add the Refscan folder to the list of folders to
search for references.
6 Check the box by the Refscan folder to search its sub-folders, and then
click Next.
7 Leave Enable Proximity Search disabled, and then click Next.
8 In the log file field, enter C:\temp\refscan.log, click Next, and then click
Finish.
You receive a message at the end, indicating the number of documents
scanned and the number of references found.
Hint: You can search the log file for the word “error” to find file with missing
references.
9 Close the log file and refresh the view in ProjectWise Explorer.
When you refresh the view, note the icon has changed for all but one of
the files in the \Drawings folder. This new icon indicates that these files
have reference attachments.
MicroStation link sets are supported in ProjectWise. A link set is a group of links to
other files, models, references, or saved views that can be stored in a DGN file or a
DGN library. In MicroStation, the Link Set dialog is used to create and manage link
sets, and the Project Explorer dialog is used to create the actual links. In
ProjectWise Explorer, link sets and their links display in the Link Sets tree under
the project in which the link set exists. Any link sets that exist in folders that are
not in any project are displayed in the main Link Sets tree, which is a sub-folder of
the Documents root folder.
Link sets are created in ProjectWise automatically when you create link sets in
MicroStation in existing ProjectWise documents, or when you run the Scan for
References Files and Link Sets wizard on newly imported DGN files that contain
link sets. In ProjectWise Explorer, link sets and their links display in the Link Sets
tree under the project in which the link set exists. Any link sets that exist in
documents that are not in any project are displayed in the main Link Sets tree,
under the Documents root folder.
If ProjectWise is not aware of link sets in a project, then that project will not have
a Link Sets tree. If there is no awareness of link sets existing in folders outside of
any projects, the main Link Sets tree will not display.
You can expand any Link Sets tree to display all the link sets in that ProjectWise
project, and the specific links in each set. Since link sets are stored in ProjectWise
documents and contain links to other ProjectWise documents, right clicking an
item in the Link Set tree is the same as right clicking a document in the document
list and therefore opens the same right-click menu. The options enabled on this
menu depend on what your user properties settings and permissions are for the
selected link set or linked document.
Note: Links sets and links cannot be created, changed, or explicitly deleted in
ProjectWise Explorer. You must use MicroStation to perform these tasks.
However, if you use ProjectWise Explorer to delete a DGN document that
contains a link set, the link set also will be deleted.
Link sets come from one of three sources. When you are using ProjectWise
Explorer to check out link sets and DGN files containing link sets, it is important
that you select the correct source in the Link Sets dialog.
If you plan to change a link set, it is easiest to use Selected File as the source of
the link set. After you select a DGN file and check it out in exclusive or shared
mode, the Check In icon in the Link Sets dialog is available. You can check in
changes to the link set or update the server copy at any time.
Select Active File if you want to check out a link set but do not need to save any
changes to it until you check in the DGN file or update the server copy, you can
use Active File as the source of your link set. Note that the Check In icon in the
Link Sets dialog is gray and is unavailable. When you are using link sets in the
active file, you cannot check in changes to the link set at this point because the
link set resides in the open DGN file, which is not being checked in yet. If you
make changes to a link set in the active file, they cannot be saved until you select
File > Update Server Copy or check in the DGN file.
If Configured Libraries is the source of your link set, you will be unable to modify
the link set at this point. This functionality is the same as if you were using only
MicroStation to open the link set.
If you have the link set's DGN document checked out, a blue upward arrow, the
Check In icon appears. Clicking the small arrow to the right of this icon lets you
select whether to check in the DGN document or to just update the server copy
and keep the document checked out.
If you have the link set's DGN file open but it is not available to be checked in, the
Check In icon is gray and is unavailable.
If you have the link set's DGN document open and someone else has checked it
out and made changes to it, a green downward arrow, the Check Out icon,
appears. Clicking the small arrow on the right side of this icon lets you check out
the DGN file or refresh the local copy.
If you have the link set's DGN file open in read-only mode, the Check Out icon is
gray and is unavailable. All other icons are unavailable too.
Note: If the link set is stored in the configured DGN libraries, an additional icon does
not appear in the icon bar. All other icons on the icon bar are unavailable. You
cannot edit link sets unless you are in the DGN library in which they are
created.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 When should you use the Bulkload tool?
2 True or False: You must run a bulkload data file right after you create it.
3 By default, the user that is logged in to ProjectWise Explorer is the owner
of new files and folders. Where do you change that?
4 True or False: When you import files into an existing folder, you should not
designate an environment for the files you are importing into it.
5 When using the Advanced Wizard, the key option on the Create a
Document page is Apply selected options to succeeding documents. What
does it do?
6 What are the results when you import documents using no wizard?
7 After importing any MicroStation or AutoCAD files, you may want to
determine which of the recently imported files reference other
MicroStation or AutoCAD files, and create a relationship in the
ProjectWise datasource accordingly. How do you do this?
Module Overview
Rather than using information entered manually by a user, advanced document
indexing techniques use document content to index ProjectWise documents.
Where metadata-based searches use information about the file, these techniques
use information found in the file. These searches can be used in addition to, or in
combination with, the metadata search capabilities provided by ProjectWise. This
module discusses how to use indexing processes and how to use the data.
Module Prerequisites
• Knowledge about ProjectWise Explorer’s interface
• Knowledge about document architecture
• Knowledge about user accounts
Module Objectives
After completing this module, you will be able to:
• Understand the extraction process
• Extract thumbnails, full text, and file properties
• Process non-standard file types
• Monitor processing
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What are the Attributes and More Attributes tabs in the document
properties dialog?
2 True or False: When you import files into an existing folder, you should not
designate an environment for the files you are importing into it.
3 Which user properties setting is useful to hide the folder structure from
users?
Answers
1 These tabs are the user’s means of accessing extended document
metadata.
2 True. If you select a parent folder, it will already have an environment
assigned to it. In this case, it is not necessary, or recommended, to
designate an environment. Changing an assigned environment is not
recommended.
3 Hide folder hierarchy in user interface.
Each of these refers to data stored in the document’s file. In order to search this
information quickly, it must be extracted from the file and stored in the
ProjectWise database.
Not all of the items listed are found in each file type.
• Image files (.tif, .jpg) do not typically contain searchable text.
• Some, but not all, PDF files contain searchable text.
• File property extraction depends on attributes added to the file by the native
application. Each application vendor provides a different list of file properties.
• Not all file types include thumbnail previews.
• Some file types that do contain thumbnail previews do not adhere to the
Structured Store standard and require the native application to view the
thumbnail.
How it works
For each document processor, you can do the following.
• Enable or disable extractions.
When an extraction starts, the extraction engine inspects the datasource for
documents to process. The first time you run an extraction on a datasource, all
documents in the datasource are candidates for processing.
During document inspection, the extraction engine filters out the documents it
will not process based on any extension mapping settings you configure, and
queues the rest of the documents for processing.
You set the number of documents that will be processed. When those documents
have been processed, the extraction engine sends the next set of documents to
be processed, and then the next set, until all queued documents have been
processed.
• If you have scheduled extractions, this process occurs until all documents
queued for processing have been processed, or until the schedule runs out of
time, whichever happens first. If all documents are not processed during a
scheduled extraction, the remaining documents will be processed during the
next scheduled extraction.
• If manually starting extractions, the extraction engine will only process the
number of documents you have set to be processed at a time. The next time
an extraction starts, whether by schedule or manually, the extraction engine
processes any documents still marked for processing from a previous
extraction, and inspects the datasource for any new or updated documents
requiring processing.
To reprocess documents that have already been processed, you must mark the
folders containing them for reprocessing. You can mark as many folders as
necessary; once marked, the documents in those folders will remain queued for
processing until they have been successfully processed.
The Orchestration Framework divides each file extraction process into multiple
stages. Rather than one large process that either succeeds or fails, the process is
divided into many smaller steps. This way a file extraction can resume where it
left off in the event of a server reboot, rather than having to start over at the
beginning.
Server requirements
The default configuration calls for all file extraction processes, with the exception
of the actual Microsoft full text index, to run on the ProjectWise Integration
Server. This places significant additional load on it. Before enabling these
extraction processes, care should be taken to ensure that sufficient server
resources are available.
To offset the need for additional server resources, ProjectWise provides the
capacity to schedule extraction processes using the ProjectWise Orchestration
Framework Service. Using this tool, the administrator can configure extraction
processes to run during time periods when the server is not heavily loaded. The
downside of this approach is that the indexes will not be updated as quickly, and
subsequent searches may produce incomplete results until the indexes are
updated.
Exact hardware requirements will vary based on many factors. Full text,
thumbnails, and file property indexing are each enabled or disabled on a per-
datasource basis. DGN indexing (a subset of Component Indexing) is more
granular, and can be configured to index specific files, folders, and saved search
results.
If the ProjectWise Integration server does not have sufficient resources, you can
run extraction processes on a separate server. (Distributing those processes to
additional systems is outside of the scope of this course.)
Configuration
Configure the full text, thumbnail, and file property indexing features from
ProjectWise Administrator. Assuming that all prerequisites were met, the
ProjectWise Administrator will add a Document Processors item at the bottom of
the console tree. Within that configuration category, you will find items for
Thumbnail Extraction, File Property Extraction, and Full Text Indexing. The process
for configuring each of these features includes the following common steps.
• Enable and disable the extraction on a per-datasource basis.
• Specify a ProjectWise user account that will have proper access privileges to
all documents. Exact privileges vary depending on the extraction process.
Hint: You may want to create a ProjectWise user account specifically for this
purpose.
• Specify performance tuning parameters.
• Specify the schedule for updating the index.
• Specify non-standard file extensions and how to handle them.
In addition to these common steps, file property extraction and full text indexing
provide configuration items specific to the particular extraction process.
Thumbnail Extraction
The thumbnail extraction process extracts the thumbnail image from the file, if
one exists, and then stores it as a binary object in the ProjectWise datasource.
The Orchestration Framework divides the thumbnail extraction process into the
following stages, or queues.
• Scheduling: This process checks the datasource for documents that should be
scheduled for extraction. This includes any new, recently modified, or deleted
documents
• File retrieval: Since all extraction processes run on the Integration Server, this
process is responsible for obtaining a temporary copy of each scheduled
document from its storage area.
• Thumbnail extraction: This process is responsible for scanning the file, and
extracting the thumbnail image when it exists in the file.
• Thumbnail storing: This process is responsible for storing the thumbnail in the
ProjectWise datasource, and linking it to the document.
It is important to understand that thumbnails are being extracted from the file,
and are not generated by ProjectWise. Since ProjectWise is only extracting pre-
existing thumbnails, a good test is to view a file’s thumbnail from Windows
Explorer prior to extracting it in ProjectWise. If a thumbnail displays in Windows
Explorer, it should also display in ProjectWise Explorer. It is not necessary to have
the native application for a file type installed on the ProjectWise server.
Typically, thumbnails are generated by the desktop application as the user exits
the file and saves changes. As modified files are checked in to ProjectWise, the
previously extracted thumbnail may no longer be up-to-date. For ProjectWise to
display up-to-date thumbnails, the extraction process must be run on a regularly
scheduled basis.
Remember that this account should have privileges to access all documents, and
that the specific privileges vary depending on the extraction process. At this point,
no security schema is in effect, so all documents are accessible to all users.
Automatic extractions
Exercise: Enabling thumbnail extraction for the datasource
1 Return to ProjectWise Administrator, expand Document Processors, right
click on Thumbnail Extraction in the console tree and select Properties.
2 On the General tab of the Properties dialog, set the following:
Extraction enabled: Enabled
ProjectWise User: Extraction User
Password: <enter password>
3 Select the Scheduled Updates tab.
The Run radio button should be enabled. When it is, each block you click in
the grid will become run time. If Sleep is enabled, each block you click is
non-run time.
4 In the schedule grid, enable a period of time that includes the day of this
class by dragging the pointer across the blocks.
To remove the color from the blocks, enable the sleep radio button and
click the block.
5 Set “Check for updated documents every (minutes)” to 2.
6 Click OK.
Thumbnail extraction is now enabled.
7 Open the Windows task manager and select the performance tab to
monitor the process.
8 When you see the heavy CPU usage at two minutes, select \Document
Indexing\MS-V8\CB1.dgn in ProjectWise Explorer to verify that the
thumbnail is displayed.
Once thumbnail extraction has completed, the process will hibernate until
there are documents needing to be updated. Based on the configuration
Note: To clear a time slot that is currently scheduled to run extractions, select Sleep,
and then select all the filled in day/time cells, changing them back to not filled
in.
Manual extractions
How to manually start thumbnail image extractions:
Right click the Thumbnail Extraction icon and select Properties. Enable
Extraction enabled and enter the extraction user’s name and password.
Configure any extension mapping rules, and then click OK. Right click the
Thumbnail Extraction icon again and select Start Processing Now.
Hint: The Datasource Properties dialog’s Statistics tab lets you see the number of
files processed during extractions. Look for Thumbnails, Full Text, or File
Properties in the Categories column.
It is recommended that you set up a special account for extractions with the user
properties setting General -> Use access control off, and Document Read access.
It is important to understand that the actual text index is stored in the Microsoft
catalog, rather than in the ProjectWise database. When queries are executed, the
Microsoft Index server produces the file list. ProjectWise Integration Server then
filters the file list before sending it back to the user. This filtering is based on the
user’s access rights, and any other criteria entered by the user. This allows you to
combine traditional metadata-based search criteria with full text search criteria.
This would be a more effective search than simply searching for all documents
containing the word “detail”.
Due to the architecture, the Microsoft Indexing Server must be started at all
times. It is not mandatory for it to be installed on the same system as the
ProjectWise Integration Server. The Microsoft Indexing Server and its
corresponding catalog can be installed on any available system. However, when
the indexing server is installed on any system other than the ProjectWise
By default, all other processes supporting the full text index feature are installed
on the ProjectWise Integration Server. If sufficient hardware resources are not
available to the integration server, these components can be deployed to other
servers.
Process stages
The full text indexing process is divided into the following distinct stages, or
queues. A dedicated process in memory services each queue. Unlike thumbnail
extraction, where the flow is linear, the full text indexing process may branch,
depending on the file type.
• Scheduling: This process checks the datasource for documents that should be
scheduled for extraction. This includes any new, recently modified, or deleted
documents.
• File Retrieval: Since all extraction processes run on the Integration Server, this
process is responsible for obtaining a temporary copy of each scheduled
document from its storage area.
• Text Extraction: At this point, the process branches, depending on the file
type. If the file type is natively supported by the Microsoft Index server, then
the text extraction queue is responsible for scanning the file and extracting
the text into the XML file.
If the file is a DGN or DWG file, the file is added to the MicroStation processor
queue. When a document is processed by the MicroStation processor queue,
the file is scanned to generate a corresponding XML file. Once this file is
created, the document is re-queued into the Text Extraction queue as a native
file type.
• Index Update: This process is responsible for updating the Microsoft
ProjectWise Catalog to include the new (or modified) XML file. There are no
links from the ProjectWise datasource record to the Microsoft ProjectWise
Catalog.
When you install ProjectWise Indexing Service, or when you install ProjectWise
Integration Server with Full Text Indexing enabled, ProjectWise sets the default
location for the text index catalog to "C:\Documents and Settings\All
Users\Application Data\bentley\index-storage". As you run text extractions,
ProjectWise copies out the documents from the datasource and stores them in a
local folder on the ProjectWise Integration Server computer. Then for each
document that gets processed, ProjectWise creates a proxy file, which contains
the text extracted from the document. The default location for these text index
proxy files is "C:\Documents and Settings\All Users\Application
Data\bentley\index-storage\Data".
If you need to have these items stored in a different folder or on a different drive,
then the recommended solution is to preset where these items will be, before
installing ProjectWise Indexing Service or ProjectWise Integration Server.
How to preset the location of the text index catalog and the text index proxy
files:
1.Open the Windows Registry Editor on the computer on which you are about
to install ProjectWise Integration Server or ProjectWise Indexing Service.
2.Create the following registry key:
HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File
Processing
3.Under that key, create a string called FtrIndexCatalogDir, and for its value
enter the path to the folder in which you want the text index catalog to be
created and maintained. For example, D:\ProjectWise-Full-Text-Index-Storage.
4.Under the same key, create a string called FtrIndexDataDir, and for its value
enter the path to the folder in which you want ProjectWise to store and
maintain the text index proxy files. For example, D:\ProjectWise-Full-Text-
Index-Storage\Data.
5.(ProjectWise Integration Server computers only) Under the same key, create
a string called ExtractionTempDir, and for its value enter the path to the folder
in which you want ProjectWise to temporarily store the files downloaded for
extraction. For example, D:\ProjectWise-Extraction-Temp-Directory.
6.Close the Windows Registry Editor.
It is possible to move the folder after enabling full text indexing, but it is
preferable to do so beforehand. Possible reasons for moving the catalog are as
follows.
• Not enough estimated space on the C: drive for the XML files, although the
default location is typically sufficient for the ProjectWise Catalog.
• It is a policy not to store application data on the C: partition.
Note: When you create a new directory, the original directory can be removed if the
full text indexing process isn’t enabled. Once enabled, the directory will contain
data and that data must be moved too. It is much easier to designate a new
directory prior to enabling full text indexing.
so that it points to the folder you just copied the existing catalog.wci folder to
(in this example, "D:\Bentley\index-storage").
8.In the Registry Editor, for 32-bit operating systems, find the registry key
HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File
Processing
or
For 64-bit operating systems, find the registry key
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au
tomated File Processing
9.Under that key, modify the value of the FtrIndexCatalogDir string so that it
points to the folder you just copied the existing catalog.wci folder to (in this
example, "D:\Bentley\index-storage").
10.Close the Registry Editor.
11.Restart the (Microsoft) Indexing Service and the ProjectWise Orchestration
Framework Service.
If you need to move just the text index proxy files
1.On the ProjectWise Integration Server computer, stop the ProjectWise
Orchestration Framework Service.
2.On the ProjectWise Indexing Service computer, stop the (Microsoft)
Indexing Service.
3.On the ProjectWise Indexing Service computer, open your Windows Registry
Editor.
4.For 32-bit operating systems, find the registry key
HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File
Processing
or
For 64-bit operating systems, find the registry key
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au
tomated File Processing
5.Under that key, look at the path specified in the FtrIndexDataDir string. This
is the path to the folder where your text index proxy files currently live (for
example, "C:\Documents and Settings\All Users\Application
Data\Bentley\index-storage\Data").
6.In Windows Explorer, create a new folder where you want to copy the
existing proxy files to (for example, "D:\PW-text-index-proxy-files").
7.In Windows Explorer, go to the folder where your existing proxy files live,
and copy them to the new proxy files folder you just created.
Note: If the catalog.wci folder is in the same folder as your existing text index
proxy files, leave it alone for now. If you need to move the catalog, use
the procedure above called, "If you need to move the full text index
catalog".
8.In the Registry Editor, find the key
HKEY_LOCAL_MACHINE\SYSTEM\CurrentControlSet\Control\ContentIndex\C
atalogs\bentley_index\Scopes and delete all values under it.
9.Under the same key, create a new string value, and for the name, enter the
path to the new text index proxy files folder (in this example: D:\PW-text-
index-proxy-files). Set the value of this string to ,,5
10.In the Registry Editor, for 32-bit operating systems, go back to the registry
key HKEY_LOCAL_MACHINE\SOFTWARE\Bentley\ProjectWise\Automated File
Processing
or
For 64-bit operating systems, go back to the registry key
HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\Bentley\ProjectWise\Au
tomated File Processing
11.Under that key, modify the value of the FtrIndexDataDir string so that it
points to the new text index proxy files folder (for example: D:\PW-text-index-
proxy-files).
12.Close the Registry Editor.
13.Restart the (Microsoft) Indexing Service and the ProjectWise Orchestration
Framework Service.
You can use the ProjectWise Integration Server as your Indexing Service, or you
can select any other system in the list. If the system you want to use is not listed,
you can click Register to register it. The system you select to register must either
have ProjectWise Indexing Service or ProjectWise Integration Server with Full Text
Indexing is installed.
Once full text indexing has completed, the process will hibernate until it detects
that there are documents that need to be updated. Based on the configuration
specified in the previous example, ProjectWise will check every two minutes to
see if there are new, modified, or deleted documents.
6 Click Search.
You will see a list of documents containing the specified text. Note that the
file names do not match the ProjectWise document name. These are the
actual XML files, and are formed using the ProjectWise Document GUID as
the name and the extension DMSINDEX.
7 Close the Computer Management console.
This verifies that the Microsoft Indexing Server is functioning properly.
• The full text index is not stored in the ProjectWise datasource, so database
size is not affected.
• Full text searches are not case sensitive.
• When processing DGN and/or DWG files, only the master file is processed.
Documents having reference files will only be indexed against the text in the
master file.
• It is not necessary to provide a license for the MicroStation installation on the
ProjectWise Integration Server.
The file CB14.sht is a MicroStationV8 file, yet it was not processed by either of the
extraction processes enabled thus far. In order to process this file, the .sht
extension must be registered with each of the extraction processes.
Extension: sht
Process the files as if they have the following extension: Enabled and enter
dgn in the input field
4 Click OK.
5 Set the Scheduled Update period to occur in the current time period.
When you are done, you may want to change this.
6 Click OK to close the dialog.
At this point, the configuration changes are in effect and any new sht files
are processed at the next regularly scheduled interval.
Existing .sht documents will not be included in the process because they have
already been processed. More specifically, these documents are marked in the
database as having been processed, even though nothing was extracted from
them. For the sake of efficiency, ProjectWise will not repeatedly queue files for
extraction processes, only to discover that it isn’t configured for the file type. In
order to force the document to be processed again, you must do one of the
following.
• Check the files out, and then back in
• Mark the entire folder for re-processing
In this example, there are only three files that need to be re-processed. It is easy
to check them out and back in. Remember, you are not required to make any
changes to the file. ProjectWise clears the up-to-date flags for all indexes as the
documents are checked in.
3 Right click and select Check Out from the pop-up menu.
4 Once checked out, select all the documents again.
5 Right click and select Check In from the pop-up menu.
Once the files are checked in, they are processed at the next regularly
scheduled interval.
6 When processing is complete, select each of the files to verify that the
thumbnails have now been extracted.
You should also verify that the sht file extension was correctly configured for full
text indexing.
AutoCAD files are not recognized by the Microsoft Indexing Server, so full text
indexing requires special configuration. In addition, AutoCAD files are not
registered with Windows as being associated with MicroStation, so the extraction
process will not send these files to the MicroStation extraction engine by default.
The easiest way to provide full text indexing for AutoCAD files is to register them
as non-standard MicroStation file types. This process is the same as previously
explained for .sht files. In this case, it is only necessary to register the extension
for full text indexing properties, not thumbnail extraction.
Application: <any>
Extension: dwg
Process the files as if they have the following extension field: Enabled and
type in dgn
4 Click OK.
The new rule appears in the list.
5 Click OK.
The configuration changes are immediately active, but will only affect new
documents.
Extracted file properties data displays on the File Properties tab on the respective
file's Document Properties dialog in ProjectWise Explorer, and can be searched on
like any other property from ProjectWise Explorer's Search dialogs.
Some of the Windows metadata may not be useful in ProjectWise, so you may be
tempted not to import this information. However, there are many reasons why it
may be advantageous to import key Windows metadata fields.
• When existing documents are imported into ProjectWise, the document
created date is the date the file was imported into ProjectWise. ProjectWise
does not maintain a file created date. Therefore, the date the file was actually
created is inaccessible from ProjectWise. With file property extraction, you
can maintain both.
• MicroStation has custom metadata fields for Title, Subject, Keywords, Edit
Time, etc. However, this information cannot be used in the Windows Find
Documents dialog. Extracting this data into ProjectWise makes it searchable
and potentially reportable.
Once file property extraction has completed, the process will hibernate until it
senses that there are documents needing to be updated. Based on the
configuration specified, ProjectWise will check every two minutes to see if there
are new, modified, or deleted documents.
When the first file of each new type is processed, ProjectWise establishes a place
in the datasource to store the custom attributes associated with the file type. This
can be reviewed by selecting the Property Sets item from ProjectWise
Administrator.
You see a composite list of all attributes found under this heading for all
document types.
4 Select Link Dirty?
5 From the right click menu, select Properties.
This is an example of an item that is used internally by some application. It
is most likely of no value to ProjectWise users.
6 Enable Do not extract, and then click OK.
7 In the console tree, select Summary Information.
8 In the document view, right click Date Created and select Properties.
This is an example of an item that you may want to move to the top of the
list.
9 To do this, enter a number that is less than any current order number, for
example, 900, in the Order Number field and click OK.
These changes are a sample of the many configuration possibilities. An
administrator should further define the File Property Sets to remove all
unwanted attributes, and then reorder the remaining items.
The reordering operation is effective immediately. You can confirm this by viewing
any document’s file properties from ProjectWise Explorer. The Do not extract
setting is effective immediately, but will have no effect on documents already
indexed. To see the effects of this setting on existing documents, you will have to
force them to be updated.
More about file property extraction:
• For file property extraction, the specified user account needs Read, File Read,
and Write privileges. In addition, the user properties setting Document ->
Modify must be enabled.
• File properties are stored in the ProjectWise datasource. The exact impact on
the database size is proportional to the number and size of the properties
extracted.
• File property extraction is limited to file types supporting the COM Structured
Store concept. This includes MicroStation V8, but not MicroStation/J or
earlier. It also includes common Microsoft formats such as Word, PowerPoint,
and Excel. It does not include text, html, AutoCAD, or common raster formats.
• It is recommended that the administrator import one file from each type and
allow the file property extraction to run. Afterwards, the Property Sets are
populated with all attributes found in any of the document types. You can
then modify the list as appropriate for your organization.
• Use of the Do Not Extract item causes the attribute field to be removed from
the properties dialog. It is not necessary to use the Hidden setting in
combination with Do Not Extract to hide the item.
• The Hidden setting should be used when you want to extract an attribute but
do not want to display it to the user.
• It should not be necessary to establish extension mapping rules for file
property extraction. All Com Structured Store file types should be recognized
regardless of their extension.
You are now ready to monitor the full text indexing process. Right now, there are
no documents that need to be updated. You’ll mark the entire folder structure for
re-processing.
Navigate to, and select, the desired folder, and then click OK. In the Mark
Folder Documents for Reprocessing dialog, enable Include subfolders, and
then click OK.
After completing these steps, the up-to-date flag for full text indexing for all
documents will have been cleared. Therefore, all documents are processed at
the next regularly scheduled update.
Return to the Automation Service Administrator and watch for items to
process through the queues.
Note: If you license MicroStation on the Integration Server, it will use the license
when indexing. It is best not to make a license available on the server so that
this does not happen.
Note: You can start processes at any time by selecting the item in ProjectWise
Administrator, and then choosing Start Processing Now from the right click
menu.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 What must be installed to install any of the document processors?
2 When you create a user account for the extraction user, which user
properties setting should be disabled?
3 When you extract full text, where is the actual text index stored?
4 Where does the Indexing Service run?
5 True or False: When processing DGN and/or DWG files, only the master
file is processed. Documents having reference files will only be indexed
against the text in the master file.
6 What must you do to force documents to be processed again?
7 Which of the following can you extract from AutoCAD files with no
additional configuration?
Thumbnails
Full text
File properties
8 Name two ways to monitor extraction processes.
Module Overview
The Audit Trail feature allows the system to track and record all access to
documents. It stores all document access data in the ProjectWise datasource.
Since it has the potential to track all access of all types and for all documents, this
feature can quickly accumulate large amounts of data. For this reason, Audit Trail
is disabled by default. In order to take advantage of it, it must be enabled on a
per-datasource basis. This module discusses its implementation and use.
Module Prerequisites
• Knowledge about ProjectWise Explorer’s interface
• Knowledge about document architecture
• Knowledge about user accounts
Module Objectives
After completing this module, you will be able to:
• Enable Audit Trail for a datasource
• Perform Audit Trail maintenance
• Retrieve datasource statistics
• Set Audit Trail User properties settings
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is an abstract document?
2 What is a GUID?
3 Where do you set datasource properties?
Answers
1 A document that has no file associated to it.
2 Every document is assigned an identification number within ProjectWise.
Document ID’s are said to be globally unique, and are thus often referred
to as GUID’s.
3 In the datasource properties dialog. Right click a datasource and select
Properties from the pop-up menu to open it.
Datasource settings
The Audit Trail datasource settings are divided into categories as follows.
• Document: This category provides access to all settings regarding document
transactions.
• Folder: This category provides access to all settings regarding folder
transactions. In addition, some document transactions roll-up to the folder.
Each of these categories contains global settings for the datasource. These
settings are in effect for all users and, once established, are seldom changed.
Access them by selecting Properties for the datasource itself in ProjectWise
Administrator.
Log Modify
Log Delete
6 In the Document Set and User categories, leave all settings disabled.
7 In the Truncating category, leave the default setting, “Keep all records”,
enabled.
8 Click OK.
Audit Trail is now enabled for the datasource. From this point forward, all
events enabled in the exercise will be logged in the datasource.
By default, users are prompted for additional comments each time an event
occurs. It is the administrator’s option to accept this behavior or modify it so that
event logging is completely transparent.
In any case, where a document has been checked out but no changes were made,
the user should opt to Free the document rather than checking it in. There are
several advantages to this.
• The file is marked as checked in, but not transferred back to the server. This
saves network traffic and increases performance.
• If Require Comment is enabled, the user will not have to enter comments
because the Free command is not eligible for comments, even though the
event is tracked in the Audit Trail.
• A user may have made changes to a file but they need to revert it back to the
state it was in before they checked it out. In this case, they can Free the
document and then check it out again.
Hint: Delimited text files are useful for importing into other applications such
as Microsoft Excel.
3 Close the Document Properties dialog.
Deleted documents
In addition to document access records, you can use the Audit Trail to determine
who deleted a document, and when, by displaying the Audit Trail for the folder.
Hint: Since a folder Audit Trail can involve large amounts of data, not all users should
be granted the ability to view this tab. Frequently viewing a folder Audit Trail
with many transactions can have an adverse effect on performance.
If these are enabled, an entry is added to the audit trail log whenever a user logs
in or out of this datasource.
Keep records for specified period specifies how long you would like to keep the
audit trail records. Double click the first hourglass to set how many days, months,
or years to keep the records. Double click the second hourglass to set how many
additional hours, minutes, and/or seconds to keep the records.
Keep specified number of records specifies how many records you want to keep in
the audit trail at one time. Once the specified number is surpassed, the oldest
records will be deleted until the number of records is reduced to the maximum
again. When this setting is on, audit trail truncation runs every hour on the
Integration Server when the server has idle time.
Keep all records if enabled, all records in the audit trail will be kept.
If move truncated records into secondary table is on, the audit trail records, when
purged from the main audit trail table in the database, will be moved to the table
specified. If off, then audit trail records will be permanently deleted when they
are removed from the main audit trail table. To specify the secondary audit trail
table to use, turn this option on and click the pencil icon. In the dialog that opens,
enter a name for the secondary audit trail table and click OK. If the table does not
already exist in the database, it will be created as necessary when the records
expire.
either to limit the total number of records, or to limit the amount of time they are
kept.
This setting lets you specify the time period for keeping Audit Trail records.
The time can be specified in Days, Months, or Years. With this setting in effect,
individual records are truncated, or discarded, when they are older than the
specified time. Double click the icon in the input field under the option to open
the Enter Period dialog.
Hint: Think about the time at which you are setting this. If it is during an active
period of ProjectWise use, you may want to add 8 or 12 hours so the purge
occurs during an off period.
Rather than specify an expiration time value for audit trail records, this item lets
you limit the total size of the audit trail. This is accomplished by specifying the
number of records to keep. When the audit trail record count exceeds this value,
the oldest records are truncated until the number of records is within the
specified limit.
Enable this to keep all records. With this setting, all Audit Trail transaction data is
stored in the primary audit trail table in the database.
Note: By default, truncation moves at most 50,000 rows per hour to avoid
performance issues. This value can be modified per datasource using the
following SQL statement:
UPDATE dms_gcfg SET o_intval=newMaxValue WHERE o_paramno=147
This setting lets you transfer truncated records to a secondary audit trail table,
rather than discarding them. This setting can be used in combination with either
of the other truncation modes.
When records are moved to the secondary table, they can no longer be retrieved
through ProjectWise Explorer. This helps maintain a reasonable level of
performance without actually discarding the data. While not available through
ProjectWise Explorer, these records can still be viewed or reported on through
direct database access. When enabling this option it is necessary to specify a new
table name. It is not necessary to create the table. ProjectWise will create this
table for you, with the proper schema to store audit trail data.
Note: When audit trail truncation runs, if the move to the secondary table is
unsuccessful, ProjectWise will not delete the unmoved records from the
dms_audt table.
Datasource statistics
Since a ProjectWise administrator is often not a DBA, you can see statistics about
the datasource on the Statistics tab in the datasource Properties dialog. These
statistics can be exported in .csv, .xml, or .txt format. The statistics do not have
anything to do with the storage device, they only reflect information about the
database.
You can view various datasource statistics such as Number of Users, Maximum
Documents Per Folder, Items With Audit Trail, etc. The Statistics tab shows the
statistics of the datasource based on the last time statistics were updated. The
statistic update time is displayed in the bottom left corner of the tab. By default,
statistics are updated every 12 hours, but this can be changed through the
StatisticsFrequency setting in the Integration Server's dmskrnl.cfg file. You can
also manually update the statistics by clicking the Refresh button on the Statistics
tab. Refreshing statistics can take a few minutes for large datasources, during
which time you will be unable to use ProjectWise Administrator.
When enabled, this user can change the settings for the Audit Trail.
Reports
When enabled, users can see the Reports item in the Audit Trail category, letting
them determine which reports will display.
When enabled, users can include the user’s own actions in the Audit Trail report.
When enabled, users can include other users’ actions in the Audit Trail report.
This functionality is found on the Users tab of the Audit Trail Customize Report
dialog in ProjectWise Explorer.
Comments
When enabled, users can change the settings for Comment usage.
When enabled, users are prompted to enter comments when creating new
versions of documents.
When enabled, users are prompted to enter comments when changing the State
of documents.
When enabled, users are prompted to enter comments when setting final status
on documents.
Require comment
When enabled, users will not be allowed to carry out the action without entering
comments.
Delete Rights
When enabled, the user can change the settings for Delete Rights.
When enabled, the user can delete audit trail records from the database. The
Clear Audit Trail item is added to the Folder and Document menus for that user.
When enabled, the Audit Trail tab displays in the Document Properties dialog.
When enabled, the Audit Trail tab displays in the Folder Properties dialog.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 True or False: Users must enter comments for Audit Trail events to be
logged.
2 True or False: If Require Comment is enabled, users can’t use the Free
command.
3 Why might you want to limit the number of users who can view a folder’s
Audit Trail?
4 True or False: If you elect to move audit trail records to a secondary table,
you must first create the table in the database.
Module Overview
Access control is the means by which ProjectWise enforces security in the
datasource. It determines which users can see which documents and folders, and
what those users are permitted to do with those documents and folders. This
module examines the different types of access control and their application.
Module Prerequisites
• Knowledge about the ProjectWise Explorer’s and ProjectWise Administrator
interface
• Knowledge about document architecture
• Knowledge about user accounts
Module Objectives
After completing this module, you will be able to:
• Select an approach to access control
• Understand and implement object security and workflow security
• Set user and datasource settings related to access control
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 Within ProjectWise, each user has rights to perform particular operations
based on their user properties settings. Where are these rights defined?
2 Why is it important to define a default user?
Answers
1 These rights are listed in the Folder and Document categories of the user
properties settings.
2 When you create a new user, they inherit settings from the default user.
Create this user first with the most appropriate settings for most users.
While ProjectWise can handle complex security settings, fewer security settings
result in better performance when creating new folders or changing security
settings.
The various levels of access rights allow you to control access broadly, across all
states or folders, or narrowly by assigning rights according to each folder,
workflow and state. Regardless of where you set security, the method is basically
the same. You open the Properties dialog for the item, and on either the Folder or
Document Security tabs, add the users whose access permissions you want to
configure.
Within ProjectWise, each user has rights to perform particular operations based
on their user properties settings. These rights are listed in the Folder and
Document categories of the user properties settings.
The administrator typically assigns document and folder security. Users are rarely
given the right to change these settings. It is important to understand that these
settings apply to all folders and all documents within the datasource. If the
administrator were to take away document Delete rights for a user, that user
would not be able to delete documents in any folder in the datasource.
Security Permissions
• Use an object-based approach, also referred to as object security hierarchy if
your datasource is not workflow driven. In this approach, folder and
document permissions can be set for the entire datasource in ProjectWise
Administrator. Any folders, sub-folders and documents in ProjectWise
Explorer will inherit these permissions.
Then, at any level in ProjectWise Explorer, new permissions can be set which
the lower levels inherit. As each new level is created, it automatically inherits
the permission set from the previous level. This permission set can then be
edited and will become the object’s own permission set.
Note: A document that is not part of a workflow, and has no permissions applied, will
inherit its permissions from the folder it is in, then from any parent folder, then
from the environment if any, and then from the datasource. ProjectWise
searches for permissions from the bottom up.
state in the workflow, and what permissions each user has for folders or
documents in that state. For example, editors have read-only permission in
the Drafting state, but read/write in the Edit state.
When workflow#1 is assigned to a folder in ProjectWise Explorer, the folder
and document security you defined for it will be applied to the selected folder
and its documents.
With workflow security, the access control list for a document object is
determined by the current state of the document within the workflow. In
contrast to folder security, workflow security is a dynamic security model. The
access control list for a document changes as the document moves through
the states in the workflow.
Hint: Using the workflow-based approach, a document will inherit permissions from
top to bottom. Its workflow, its state, then any parent folder’s workflow and
state, then the document folder’s workflow and state.
Think of folder security as a static security model. With this model, the ACL for any
given object (folder or document) remains constant throughout the life cycle of
the object. In other words, the ACL for any given document will not change unless
an administrator explicitly changes it.
Folder security
In order to complete these exercises, additional folders are needed.
3 Navigate to the Security Project folder in the class data set and copy the
sub-folders to the ProjectWise Explorer folder, including sub-directories.
4 In ProjectWise Explorer, right click the Security Project folder and select
Properties.
The Security Type item on both tabs shows the current security mode. The option
defaults to Folder when no Workflow has been assigned to the folder. When a
Workflow is assigned to the folder, it defaults to Real.
The Name pane is the access control list for the folder. This list can contain items
that are the folder’s own, or items inherited from the Object Security hierarchy.
Just above the access control list, the Inherited from field indicates if the security
is the folder’s own or if it is inherited from another folder.
When the access control list is empty, it indicates that no security schema has
been defined for this folder. That includes security explicitly assigned to the folder
or security inherited from a higher folder in the hierarchy. In this case, all users
have full access to the folder.
The Select Security Objects dialog lists all users, groups, and user lists defined in
the datasource. The icons differ for the various object types.
• A single head represents an individual user.
When you click the Add button, the List items of type option list lets you filter the
security objects to display one of these types. Then you can select the individual
or group that needs access to the folder.
When you select a name in the access control list, you can enable or disable
permissions in the right pane.
Hint: If you shift between the display filters, you will lose your selections. Always
click OK to add the selections first.
As soon as you add a security object to this dialog, any users not included in the
access control list are denied access to the folder. When a user has no access to a
folder, they cannot even see the folder in ProjectWise Explorer’s datasource list.
Note that the contents are open to search. So if the folder to which a user has no
access contains text documents, and they execute a search for *.txt, they will find
the documents.
The following example shows the same datasource for two different users. An
administrator sees the folders on the left. A drafter sees the folders on the right.
The drafter does not see the \Borders folder.
The following images show the security schema for the\BSI400 folder. It can be
seen by everyone, and the sub-folders have inherited the permissions. Note the
Read permission for the Everyone user. This is good if there is no sensitive
material in the folder. Anyone can at least review documents.
The Management user group was given additional Write and Create subfolders,
permissions. The administrative user has Full control.
Hint: Always include the Everyone group when developing a security schema. Adding
Everyone with Read privileges insures that all users can at least see all folders.
Folder permissions
Folder permissions work as follows.
• With Full control, users can perform every folder function.
• With Change permissions, users can change folder permissions.
• With Create subfolders, users can create sub-folders.
• With Delete, users can delete folders.
• With Free, users whose user setting Document -> Free is on can free
documents that are checked out or exported by other users.
• With Read, the folder is visible.
• With Write, users can modify folder properties.
• With Change Workflow State, users whose user setting Document -> Change
State is on can change the states of documents.
• With No access, the user has no access to the folder.
If a user is a member of more than one group, then their cumulative rights are the
most permissive. The exception to this rule is the No access permission. If any one
Note: Remember to take the user’s rights, as defined in their user properties settings,
into account. If a user does not have Folder-Delete rights, they cannot delete a
folder, even if they are listed in the access control list as having Delete access
for a folder.
When you apply security to a folder that has sub-folders, a dialog appears. It
offers two options.
• Apply changes to this folder only: This option applies the new security setting
to the currently selected folder. Sub-folders that inherit security from this
folder will inherit the new security automatically. Sub-folders that have
explicit security of their own are unchanged.
• Apply changes to this folder and subfolders: This option applies the new
security setting to the currently selected folder and to all of its sub-folders.
Both sub-folders with inherited security and sub-folders with explicit security
will inherit this security. Explicit security is removed from the sub-folders and
is replaced by inherited security.
To achieve true inheritance, select the first condition. Sub-folders that already
inherit from this folder will inherit the new security automatically. Those with
security set explicitly for them are left alone. If you select the second option, the
new security will be applied to the parent folder and all sub-folders. Explicit
security on those sub-folders is removed and replaced with the new schema.
Document security
Document security functions like to folder security. The difference is in the
permissions you can assign to documents in a folder. These are set on the Security
tab of the document properties dialog. The controls are the same as those on the
folder properties dialog’s Project\Folder Security tab.
Document permissions
The basic document permissions are the same as folder permissions.
They are full control, change permissions, delete, read, write and no access.
However, there are two additional permissions.
• File Read: Users can open the file associated with the document in Read-only
mode.
You can copy out the document, but not check it out.
• File Write: users can modify the file associated with the document. You can
check out the document, make changes, and check it back in.
With regular Read permission, users can see the document in ProjectWise
Explorer and see its properties in the properties dialog. They cannot see the
content of the file. With regular Write permission, they can see the document in
ProjectWise Explorer and modify its properties in the properties dialog. They
cannot modify the content of the file.
With File Read permission, users can see the document in ProjectWise Explorer
and see its properties in the properties dialog. They can also open the file read
only. With File Write permission, they can see the document in ProjectWise
Explorer and see its properties in the properties dialog. They can also open it, and
modify its content.
When you actually apply the security in the folder properties dialog, you use the
spreadsheet as a guide. Typically, the Everyone group becomes the baseline group
and only groups that need permissions other than those assigned to Everyone are
granted. In this example, you might opt not to add the design group because its
permissions are the same as that of Everyone.
settings as indicated in the matrix. So, when you are done with that
folder’s settings, enable the Apply changes to this folder and subfolders
radio button and click OK.
Groups in the top row horizontally and the directory structure listed vertically
In the previous exercise, the user named Drafter was not explicitly given
permissions to access any folders. However, the Drafter user is a member of the
Design group, so the user is granted permissions accordingly. Had the Drafter user
not been a member of Design, then they would have been granted permissions
because they belong to the Everyone group.
When a new sub-folder is created under a folder where a security schema exists,
it will inherit security from the parent folder.
If you modify the permissions for a folder using inherited security, the
modifications override the inherited security for the folder. The folder then has its
own explicitly defined security and no longer inherits from the folder higher in the
hierarchy. In this case, Inherited from changes to none.
You can create individual users for each of the respective extraction processes, or
you can create a single user for all processes. If you have a single user, be sure to
grant that user sufficient folder and document access rights to run all extraction
processes.
Since the root level folder in ProjectWise Explorer has no parent folder, security
cannot be inherited. In order to establish default security for root level folders, it
is necessary to configure Folder and Document Security for the datasource. This is
done in ProjectWise Administrator.
Exercise: Define default folder and document security for the datasource
1 In ProjectWise Administrator, right click the class datasource and select
Properties.
2 Select the Folder Security tab and click Add.
3 Select the Administrator group and Everyone and click OK.
Note: Default security will affect all folders in the project that do not have their own
security. This includes folders created before establishing the default security
schema.
In the previous examples, security was applied at the folder level, yet the schema
applied to both folders and documents. Note that, even though the schema
applied to both folders and documents, it is still thought of as folder security
because it is defined at the folder level.
You now see all three documents. The Project Manager user has read,
write, document read, document write, and delete privileges to the first
document. However, documents 2 and 3 are read-only since their security
was not modified. Security for these two documents is still inherited from
the global datasource permissions.
5 Log out of the datasource, and then log in as the administrative user.
6 Open the Properties dialog for the Manholes 1 of 5.pdf.
7 Select the Security tab.
8 In the access control list, select Everyone.
The Remove button is now active because their permissions were
modified.
9 Close the document properties dialog.
Note:
• In the previous example, the Remove button was inactive until at least one
change had been made to the document’s security. At this point, the
document has its own security, and it can be modified by anyone with Change
permissions.
• Other documents in the folder continue to inherit permissions from the
hierarchy.
• New documents in the folder will inherit permissions from the hierarchy.
• Document level permissions should only be used in instances where one
document in a folder needs a different access control list from the others.
Routine use of this technique is discouraged because it can be cumbersome to
maintain.
Workflow Security
When designing folder security for workflow, keep in mind that the folder’s state
will change less dynamically than the documents in the folder. It can be
disconcerting when folders appear and disappear as the documents move
through states.
ProjectWise combines the security applied directly to folders and documents with
the security assigned through workflow. This is called Real security. For an
administrator, this combination can get very complex, and should be carefully
planned prior to implementation.
Implementation
The simplest method of working with Real security is to separate it from folder
security. When using Folder Security, you should assign security (both folder and
document security) to the folder. Assigning security at the document level can be
cumbersome to maintain and should only be done where necessary.
Important: When using Workflow security, you should assign only state-based
security to documents. It is possible to assign state-based security to a folder, but
this can cause folders to disappear and reappear based on their state. The folder
security is static, and is not dependant on workflow states. The document security
is dynamic, and is dependent on the current workflow state for each document.
Right click on Workflows in the console tree and select New > Workflow to open
the New Workflow Properties dialog. This is where you give the workflow a name
and an optional description.
Right click a Workflow and select Properties to open its properties dialog.
You can start assigning permissions now, even before adding any states. These
permissions serve as the defaults. Once states are added, they will inherit from
the default security for the workflow. It makes sense to add all of the Groups,
Users, or User Lists that you will need as users progress through the states. This
lets you only go through the Add process once.
You can optionally assign permissions to the members of the access list. You
should do this for the Administrator group, since their security is not likely to
change during the different states. You can assign permissions for the other
groups, but you will have to modify those to reflect the permissions for the
various states.
Assign the most restrictive permissions as a baseline from which to start. Then
modify the permissions as you add States. Once again, a security matrix should be
used to assist with assigning rights.
To add states to a workflow, expand the structure under workflows in the console
tree and select the desired workflow. Right click and select Add State. In the
Select States to Add dialog, select the states that you want to use in the Workflow.
You can use the Shift or Ctrl keys to select multiple states. The order in which they
are selected doesn’t matter, as they are initially listed in alphabetical order. Order
them correctly using the arrows that appear in the upper right corner of the
Administrator dialog.
You can refine the security of the state by selecting it, right clicking, and opening
its properties dialog. This dialog works like those for folder and document
security, but you cannot set the security type at the top. Under most
circumstances, you will want to assign the security on the Document Security tab.
Real
When the Real (Workflow & Folder) security type is selected, the Workflow and
State option lists are enabled on the security tabs of the document and folder
properties dialogs.
The Workflow option list contains all available workflows defined in the
datasource. The state option list displays all States in the selected workflow.
The Add and Remove buttons are hidden and you cannot change permissions. You
must switch the Security Type to Folder or Workflow to make modifications.
The Real (Workflow & Folder) Security Type provides a read-only view of the
combined security settings. For example, a user can have environment
permissions, which override their workflow permissions. Setting the Security Type
to Real (Workflow & Folder) will display what that user’s permissions really are.
Workflow
When the Workflow security type is selected, the Workflow and State option lists
are also enabled.
The Name list contains the objects that could be inherited from the workflow or
from the workflow state, as defined in ProjectWise Administrator. A folder with its
own workflow/workflow state permission settings does not have inherited ones.
This lets you manage the workflow security hierarchy.
A state inherits its security settings from its workflow state permissions or from its
workflow if either, or both, are defined in ProjectWise Administrator, or, from its
Workflow if defined in ProjectWise Explorer.
If the inherited settings are modified, they become the workflow state’s own
permissions. The modified permission settings are assigned to the folder in the
selected workflow and state.
This means that they are valid only when the folder is in the selected state in that
workflow. Remember that when all documents in a folder are moved to the same
state, the folder is considered to be in that state.
States within a workflow can have their own permission settings. If the <Default>
state option is used, all states within the workflow without their own settings will
use the permission settings defined for the default state.
Folder
When the Folder security type is selected, the Workflow and State option lists are
disabled and folder security is displayed.
The Name list displays the objects that could be inherited from the parent folder.
A folder with its own permission settings does not have inherited ones so you can
manage the ProjectWise security hierarchy.
Once again, Real security is displayed by default, and it is not possible to modify
the security in this mode. In order to modify security you need to select either the
Workflow or Folder types.
This setting, in the General category on the Settings tab of the user properties
dialog, controls how folder and document security affects a user.
When disabled, the user is immune to access control and will therefore have
access to all files and folders. Enable “Use access control” for the majority of
users, and only enable “Allow user to change general settings” for users with full
administrative access rights.
Hint: You may find that a folder has become invisible. If you cannot see a folder, open
the user properties dialog in ProjectWise Administrator and disable the Use
Access Control setting. Log back in to ProjectWise Explorer and you will see the
folder again.
This setting, on the Settings tab of the datasource properties dialog, includes the
following options:
• Default: When selected, this setting has no effect on document delete rights.
Users can delete documents based on their document user properties settings
and the document access control defined for the folder.
• Admin Only: When selected, no users other than members of the
Administrator group can delete documents.
• Owner: This option has the options Folder Owner and Document Owner.
Folder Owner restricts document deletion to the owner of the folder.
Document Owner restricts document deletion to the owner of the
document.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 Explain the reason for stating that security in ProjectWise is exclusive.
2 True or False: If rights are removed at the user level, they cannot be given
back at the folder level.
Module Overview
ProjectWise workflows have two primary functions. The first is to track
documents’ progress and send notifications. The other is to allow the security
schema for a document to change based upon its life cycle. This module discusses
creating and applying workflows.
Module Prerequisites
• Knowledge about the ProjectWise Explorer and ProjectWise Administrator
interfaces
• Knowledge about user accounts
• Knowledge about access control
Module Objectives
After completing this module, you will be able to:
• Create workflows and states
• Apply states to workflows
• Create a message agent
• Work with workflows and folders in ProjectWise Explorer
• Work with workflow-based security
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is the workflow-based approach to access control?
2 Explain the reason for stating that security in ProjectWise is exclusive.
Answers
1 With workflow security, the access control list for a document object is
determined by the current state of the document within the workflow.
The access control list changes as a document moves through the states in
the workflow.
2 When a datasource is first created, no access control settings are
configured, therefore all users you create will have access to all folders and
documents in the datasource. It is only when some users are explicitly
given permissions to certain items that other users are excluded from
accessing those items.
Workflow Overview
Workflows are created in ProjectWise Administrator and are applied to folders
and projects in ProjectWise Explorer. Workflows contain states, which are the
phases or milestones you want all of your documents to have or go through.
For example, you might want all of your documents to have a Draft phase, a First
Review phase, a Revisions phase, and a Final phase. You create a workflow and
then create a state for each phase. You then assign the states to the workflow. In
ProjectWise Explorer, the workflow is assigned to a folder. All documents at the
root of the folder are automatically placed in the first state in the workflow.
Typically, only certain users will have access to each state in a workflow. When a
user is finished creating a draft document, they place the document in the next
state of the workflow. Then users with access to that next state will have access to
the document. The process goes on until the work is complete. Workflows
provide an electronic approval process that can be documented through the Audit
Trail.
Before creating a workflow, you should outline the states you want to include.
Workflows and states are created independently from each other. You can create
an empty workflow to which you will add states later, or you can create states and
then create the workflow that will contain them. Once a state exists, it can be
used across multiple workflows in the same datasource.
States are similar to ProjectWise applications or interfaces. They are labels for
functionality used elsewhere in ProjectWise. States can be used in more than one
workflow. However, they cannot be used more than once in a single workflow. A
state cannot be deleted if it is associated with a workflow.
Click on the States icon in the ProjectWise Administrator console tree to view
previously defined states in the document list.
Creating states
When creating states, the order isn’t important. Order becomes important when
adding them to a workflow.
Issued/Issued
Modifying a state
To change the name or description of a state, right click the state and select
Properties. Change the name and description on the General tab.
You can modify existing workflows by adding or removing states. However, such
modifications will not be reflected in folders where the workflow is already
assigned. To see the new state structure you must detach and then reassign the
workflow.
While you can use workflows as part of a security schema, it is not mandatory to
define security through the workflow mechanism. You can implement workflows
simply to provide notifications to designated users as documents move through
their life cycle.
You can optionally assign permissions to the members of the access list.
You should do this for the Administrator group, since their security is not
likely to change during the different states. You can assign permissions for
the other groups, but you will have to modify those to reflect the
permissions for the various states.
5 Apply security to the workflow, according to the following matrix.
Note that FC indicates Full control, FR File Read permission, R Read
permission, CWS Change Workflow State.
6 Right click the workflow, select Add State, and add the following states,
using the arrows to adjust the order:
Preliminary
Design
Review
Issued
7 Right click each state, select Properties, select the Document Security tab,
and then apply security according to the following matrix. Groups are in
the top row, horizontally, and the states are listed vertically.
Messaging Services
Messaging services are used to notify users when a particular event occurs for a
document. One such event would be when a document changes state within a
workflow. Other events include:
• Document check out or check in
• When a document is exported
• When a document changes version
• When the server copy is updated
You can choose to attach a document to the message. If you enable Attach
Document on the Defining the messaging agent page, you will have a link to the
document attached to the message if the message is a ProjectWise message. If
the message is an e-mail message, the document itself is attached to the
message. In the case of e-mail messages, the ProjectWise address to the location
of the document will also be displayed in the e-mail.
To create the message agent, invoke the New Messaging Agent Wizard and
complete the pages up to the Specify Command type and Sending time page.
Select Document State change to send a message when documents either enter
or exit the specified state(s). When you are specifying a State-based action you
can choose to send the message when the document leaves the current state, or
when it enters the new state.
The next page is where you select the workflow and state to which the messaging
agent will apply. In this case, you don’t select a folder because the messaging
agent will apply to all folders using the assigned workflow. Clicking Add opens the
Select Workflow State dialog where you select a workflow, and a state in that
workflow to associate with the messaging agent. A message is sent when a
document enters or leaves that state, depending on the selection on the previous
page.
In the following exercise, you will create a messaging agent to send a message to
the Design group when a document in the Project Workflow enters the Review
state.
5 On the Specifying Message Sending Mode page, set the following, and
then click Next:
Note: Messaging is per document. If you package 50 documents for review and they
all change state, 50 e-mail messages are sent.
When you assign a workflow to a folder or project, all documents at the root of
the folder or project inherit the assigned workflow and are automatically placed
in the first state defined for that workflow. Existing subfolders or subprojects do
not inherit the workflow assigned to their parent folder or project, however new
folders or projects you create will automatically be assigned the same workflow
as its parent folder or project.
The Workflow option list contains all the workflows defined for the datasource.
When the Workflow & State tab first opens, the option list’s text field is empty,
unless the folder has already been assigned a workflow.
After a workflow is selected, the current folder’s workflow displays in the option
list’s text field. The workflow and its states can be expanded to list the Documents
in each State. The folder’s documents display in the first state of the workflow.
When assigning a workflow to a folder, an Alert prompts you to confirm that you
want to change the folder’s workflow. You are notified that doing so will result in
all documents being moved into the first state of the workflow. Click OK to assign
the workflow to the folder.
The security for this folder is inherited from the datasource global
permissions. You will find that changing the state does not affect the
folder permissions.
9 Click the Document Security tab.
The security is set to Real. The Project workflow includes document
security. Therefore, the security access control list will vary based on the
selected state.
10 Highlight the Design group.
Note the permissions for the Design group when the State is set to
Preliminary.
11 Change the State from Preliminary to Issued and highlight the Design
group.
The access control list confirms that the Design group has different access
permissions for documents in different states.
12 Click OK to close the Folder Properties dialog.
4 Select the Document Security tab and highlight the Administrator group.
Once again, the security type is set to Folder and the permissions for the
Administrator group are inherited from the datasource global permissions.
In the previous examples, all security was inherited from the global datasource
permissions. If necessary, you can assign folder permissions to the individual
folders, overriding the global defaults.
Changing states
Document state can be changes within the workflow from ProjectWise Explorer’s
Document menu or right click menu.
Since the plotplan.dgn document was moved to the review state, the project
manager user will have a message waiting, indicating that there is a document
ready for review.
Real
When the Real (Workflow & Folder) security type is selected, the Workflow and
State option lists are enabled on the security tabs of the document and folder
properties dialogs.
The Workflow option list contains all available workflows defined in the
datasource. The state option list displays all States in the selected workflow.
The Add and Remove buttons are hidden and you cannot change permissions. You
must switch the Security Type to Folder or Workflow to make modifications.
The Real (Workflow & Folder) Security Type provides a read-only view of the
combined security settings. For example, a user can have environment
permissions that override their workflow permissions. Setting the Security Type
to Real (Workflow & Folder) will display what that user’s permissions really are.
Workflow
When the Workflow security type is selected, the Workflow and State option lists
are also enabled.
The Name list contains the objects that could be inherited from the workflow or
from the workflow state, as defined in ProjectWise Administrator. A folder with its
own workflow/workflow state permission settings does not have inherited ones.
This lets you manage the workflow security hierarchy.
A state inherits its security settings from its workflow state permissions, or from
its workflow if either or both are defined in ProjectWise Administrator, or from its
Workflow if defined in ProjectWise Explorer.
If the inherited settings are modified, they become the workflow state’s own
permissions. The modified permission settings are assigned to the folder in the
selected workflow and state.
This means that they are valid only when the folder is in the selected state in that
workflow. Remember that when all documents in a folder are moved to the same
state, the folder is considered to be in that state.
States within a workflow can have their own permission settings. If the <Default>
state option is used, all states within the workflow without their own settings will
use the permission settings defined for the default state.
Folder
When the Folder security type is selected, the Workflow and State option lists are
disabled and folder security is displayed.
The Name list displays the objects that could be inherited from the parent folder.
A folder with its own permission settings does not have inherited ones so you can
manage the ProjectWise security hierarchy.
Once again, Real security is displayed by default, and it is not possible to modify
the security in this mode. In order to modify security you need to select either the
Workflow or Folder types.
Administrative FC FC FC FC
Everyone R R R, FW R, FW
Management R R, FR C, R, W, FR, FW R, FR
Review the permissions for the Management group in the table. Note that
the first state in which the Management group has Create permissions is
the Review state.
5 Click OK in the Error Information dialog.
The Project Manager user was unable to create a new document because
the folder itself is still in the Preliminary state. Remember that the folder
will take on the state of the document at the lowest state in the workflow.
When the last document moves to the next state, the folder moves to that
state.
In this example, the folder is still in the Preliminary state, but the Project
Manager user doesn’t obtain create privileges until the folder reaches the
Review state.
Change State: When enabled, users can change the State of a document, provided
they have permission to change the document in question. In order to change the
state of a document, they must have Document Write (not File Write)
permissions.
Change State: When enabled, users can assign a workflow to a folder, or change
the Workflow if one is already assigned. They must also have Write permissions to
the folder to do this.
Datasource settings
ProjectWise provides datasource level settings to control document creation
permissions in the context of Workflow document security.
Documents
• Creation in workflow
Put created document into first Workflow State having create permission:
When a user creates a document, the document is assigned to the first State
in the Workflow where the user has create privileges. For example, if a user
has read/write privileges to State 1 and read/write/create privileges to State
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 What is a workflow?
2 What is a state?
3 Name the events on which you can base a messaging agent.
4 Where are workflows assigned to folders?
5 True or False: When you assign a workflow to a folder or project, all
documents at the root of the folder or project inherit the assigned
workflow and are automatically placed in the first state defined for that
workflow.
6 What is Real security?
Module Overview
ProjectWise provides an extensive set of tools for using MicroStation in a
managed environment. Unlike typical desktop applications, applications like
MicroStation place different demands on a content management system due to
features such as reference files. In addition, these applications often rely on
external data, commonly referred to as workspaces, profiles, or data sets.
Working with these documents using traditional networking techniques often
leads to problems due to the complex relationships between files.
Module Prerequisites
• Knowledge about the ProjectWise Explorer and ProjectWise Administrator
interfaces
• Knowledge about MicroStation workspaces
• Basic MicroStation skills (view controls, element placement)
• Knowledge about MicroStation tag elements
Module Objectives
After completing this module, you will be able to:
• Manage multiple MicroStation versions
• Understand MicroStation reference management
• Use versioning to manage the design process
• Configure MicroStation workspaces/AutoCAD workspace profiles
• Integrate MicroStation/AutoCAD title blocks
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is a reference file or Xref?
2 What is a MicroStation workspace?
3 What is a tag/block
Answers
1 A file attached and displayed with the active file for printing or
construction purposes.
2 A custom MicroStation environment or configuration. It lets you define
your resource locations and project settings.
3 Non-graphical attributes that may be attached to elements drawn in
designs.
This technique is equally valid with other applications where multiple file versions
are in use.
13 Click OK twice.
The new Application is functional. Normally you would add additional Action
definitions but they are omitted now for brevity.
Note: Files CB1.dgn through CB3.dgn are MicroStationV8 files. Files CB4.dgn
through CB6.dgn are MicroStationV7 files. Once properly set up in
ProjectWise, the Application field provides a convenient reminder as to
which version of MicroStation should be used to edit each file.
Creating sets
Exercise: Attach references
1 Continuing in ProjectWise Explorer, double click P1.dgn.
2 From MicroStation’s File menu, select References.
3 In the References dialog, select Tools > Attach.
4 In the ProjectWise Attach Reference dialog, make sure the application is
set to MicroStationV8, navigate to the Integrated MicroStation folder, and
select E1.dgn.
This completes the reference attachment. You will now see equipment
elements in the piping file.
7 Repeat the process to attach the structural file S1.dgn, with the logical
name Structural.
8 Exit MicroStation, checking the file in.
4 Select Tools > Options, and click the Settings tab in the Properties dialog.
5 Expand the User Interface category.
6 Enable Show Selective Set Open dialog, and click OK.
7 Double click P1.dgn.
The Select Reference Documents dialog appears. By default, ProjectWise
will copy out the references as the master file is checked out so that
MicroStation can find all the members of the set.
8 Click OK.
In MicroStation, you see all files are present.
9 Exit MicroStation.
10 Click Cancel to keep the file checked out.
Reference location
One of the most common problems with reference file management occurs when
moving or deleting files that are referenced by others. ProjectWise provides tools
to handle these situations.
2 Click the Advanced button in the File section and select Rename.
Many of the workflows involved with dynamic views involve multi-document sets,
where a change to something in a master file, such as a section marker or
annotation, will automatically update the graphics in a reference file.
To use this feature, open a master file with references from ProjectWise. Right
click on an element that is in a reference or right click the file name in the
References dialog and select Activate. In integrated MicroStation, activating a
reference checks it out from ProjectWise. If the file is already checked out to
another user, the activating user is presented with a dialog explaining why the
reference cannot be activated.
Once a reference is activated, the position of the graphics on the screen is not
changed, but the graphics that are not part of the activated reference are changed
to grey so you can see the editable elements. When edits are complete, you must
deactivate.
Deactivation
Deactivate, on the References dialog’s pop-up menu and the Reset pop-up menu,
and Release Lock, on the Reset pop-up menu, are two very different operations.
When users activate a reference, they must first open it for write access, blocking
any other users from modifying that document while they are working on it.
Deactivating the reference does not check the document back in. It remains
checked out, but it is editable.
• The reason that deactivate does not automatically release the lock is that
once the lock is relinquished, it is not possible to undo changes. If a user is
actively working on 3 files, moving from one to another using activation, it
makes sense to hold the locks until they decide they are ready to release
them.
When the user deactivates, the view context returns to the master file, and
the master file is editable again. A user can then activate another reference in
the set, make necessary edits, and return to the master file. Any number of
reference files can be activated and deactivated during a session. When the
master is checked back in, the check in dialog shows the master file and all the
files that are checked out through the activation and deactivation processes.
• You can check activated or deactivated files back into ProjectWise from within
the MicroStation session, before checking the master file back into
ProjectWise. Use the Release Lock entry on MicroStation’s right click menu.
The only sense in which Deactivate and Release Lock are similar is that
Release Lock requires that you first Deactivate the reference you are releasing.
The Release Lock menu item appears only if the Element Selection tool is
selected, the selected element is in a reference, and that reference was or is
currently activated for in-place editing during the current session.
The Release Lock command opens the check in dialog, letting a user check in,
update the server copy, or free the document from within the MicroStation
session.
Organizations that will use this functionality should consider reviewing the usage
of the PW_CHECKINOPT variable. This variable controls the visibility of the check in
dialog. It may be desirable not to show the dialog, automatically checking files in.
When this setting is enabled, the Select Reference Document dialog appears each
time a user attempts to check out a document that has reference files. It informs
them which reference files are attached and lists their status.
A user’s local working directory is cleaned out automatically when files are
checked in. The downside of this is that it causes reference files to be copied out
repeatedly, even if they haven’t changed. The administrator can change this
behavior on a per-user basis.
4 When MicroStation launches, click the tank on the left so that handles
appear around the tank.
5 Click the color tile in the Attributes toolbar at the top of the application
window and change the color to 7 by clicking that tile.
7 From MicroStation’s File menu, select P1.dgn in the history list at the
bottom.
8 Click OK in the Select Reference Documents dialog.
9 Check E1.dgn in.
Note the color of the large tank. This shows the version of E1.dgn that
P1.dgn now references. Within ProjectWise, reference linkages always
point to the most recent version of a document.
10 Exit MicroStation, checking the file in.
Datasource settings
Open the Properties dialog for the Datasource in ProjectWise Administrator to
access these settings. Select the Settings tab in the Properties dialog.
Versions
• By default, new documents have their version string set to null. Enabling
Generate version string for first document version lets you specify a version
string for new documents.
• By default, document versions will increment using alphabetic characters (A,
B, C, etc.). Enabling Use Numeric Version strings lets you specify a numeric
versioning sequence.
• By default, new document versions are placed into the first state of the
workflow, assuming the user has permission to do so. Enabling Put created
version into first workflow state having create permission lets you specify that
the new version will be created into the first state where a user has create
permission.
• By default, documents that have versions cannot be moved to a different
folder. Enabling Document having versions can be moved lets you override
this.
• Use active version in flat sets controls the default status of the new Always
Use Active Version check box that now appears in the Set Contents window in
ProjectWise Explorer, whenever a document is added to a flat document set.
When this datasource setting is on, the check box in ProjectWise Explorer will
be on by default when a document that has no versions, or the active version
itself, is added to a flat document set. When this setting is off, the check box in
ProjectWise Explorer will be off by default.
This determines whether a user has the privilege to use the Edit Version button in
the New Version dialog.
Determines whether a user has the privilege to use the New Version command.
There are two types of workspace profile, which are stored in separate folders
under the Workspace Profiles item in the console tree.
• The Unmanaged folder contains all the workspace profiles in the datasource.
You can create workspace profiles that define the location of MicroStation
workspaces or AutoCAD profiles by right clicking the Unmanaged folder and
selecting New > Workspace Profile.
• The Managed folder contains all the configuration settings blocks defined in
the datasource, divided by category.
A configuration settings block is a MicroStation configuration variable and its
corresponding values, in ProjectWise. They can be created or imported.
You can right click one of the categories and select New > Configuration
Settings Block to create individual configuration settings blocks for each
category manually. Right click the Managed folder and select Import Managed
Workspace to import your entire workspace to be completely managed by
ProjectWise.
Note: If both configuration settings blocks and workspace profiles are applied to the
same document, workspace profiles will take precedence.
Unmanaged Workspaces
Unmanaged workspaces, or workspace profiles, define the location of a
MicroStation workspace that exists on a local or network drive, outside of
ProjectWise. In AutoCAD, profiles are used to store drawing environment settings.
This profile is stored in the system registry, and can be exported to a text file with
the extension *.arg.
Once a workspace profile exists, you or the user can assign the profile to any
folder in the datasource in ProjectWise Explorer, through the folder's Properties
dialog. Documents inherit their folder's workspace profile, so that when a user
opens a MicroStation or AutoCAD document from a folder that has a particular
workspace profile assigned to it, MicroStation or AutoCAD opens with the settings
defined in the folder's profile.
Customize properties on the MicroStation User Settings tab. You can filter the list
of users by selecting a user group. You can select a user from the list and enter the
appropriate information for the .ucf and .pcf files, and the appropriate user
interface folder. Repeat to configure workspace settings for additional users.
When finished, click Apply, and then OK.
7 Click the browse button, next to the User Configuration File Name field.
8 Select pwise.ucf from the \users sub-folder and click Open.
9 Click the browse button, next to the Project Configuration File Name field.
11 Click OK.
These files define standard configuration items such as levels, text styles,
dimension styles, etc. When this workspace is active, those configuration
items are pre-defined so the user doesn't have to worry about them, and
standards are met.
4 Exit MicroStation, checking the file in.
5 Open Standards.dgn’s Properties dialog.
6 Click the Workspace tab.
Note that the document’s Workspace Profile is set to p1200. It is possible
to assign a workspace profile at the document level if you want.
Note the inherited from information in parenthesis next to the profile
name (WkspExample). This indicates that the workspace profile is not
assigned directly to the file, but is being inherited from the folder
Workspace Example.
7 Close the document properties dialog.
Note: MicroStation does not deliver the DPR.PLT driver that the ProjectWise
Publishing Server needs to generate the DPR file. ProjectWise Publishing Server
does.
Managed Workspaces
Using the Workspace Import Wizard in ProjectWise Administrator, you can import
your entire MicroStation workspace into ProjectWise where it can be fully
managed. The process of importing your workspace using the Workspace Import
Wizard involves a few steps.
1. Import the variables and their values from your workspace's .cfg and .ucf
files into ProjectWise, thus creating configuration settings blocks.
2. Import your workspace files and folders into ProjectWise. Though you can
do this using the Workspace Import Wizard in ProjectWise Administrator, you
can also do this by dragging the content into ProjectWise Explorer.
3. Import data to ProjectWise that is specific to MicroStation users and
projects.
4. Take the new configuration settings blocks and replace the hard-coded local
paths with the new ProjectWise paths.
On the Please review configuration file settings page, click Import. When the
import is finished, click Next. You should now open the newly created
configuration blocks in ProjectWise Administrator to verify the import. When
done, click Next. The End of Action page always lets you move on to the next step
in the workflow, or you can close the wizard.
the Local File System list. Then, in the ProjectWise list, select the target folder.
Once you select a folder in both lists, click the Map button.
Now click Validate. Select an item in the list on the left to see the status of the
item in ProjectWise. If there are problems, you can remove items by
unchecking them and then clicking Remove Unchecked Items. Alternatively,
click Resolve to upload all missing or mismatched items to ProjectWise. If
there is nothing to resolve, just click Finish.
Now click Validate. Select an item in the list on the left to see the status of the
item in ProjectWise. Here again, you can items folders if needed, or click
Resolve to upload all missing or mismatched items to ProjectWise. If there is
nothing to resolve, just click Finish.
• %if
• %else
• %elif
• %endif
• %error
• String
• CSB
• CSB by mask
• ProjectWise Document
• ProjectWise Folder
To use CSB by mask, the mask is a wild card expression and any CSB that matches
that expression will be included. The CSB Mask will scan for CSBs in all levels;
currently there is no way to limit the mask to a certain level.
Note: When testing for ProjectWise objects, the directive must be broken up in
separate lines to create the conditional statement.
Note: To use Configuration Settings Block By Mask, the mask is a wild card expression
and any configuration settings block that matches that expression will be
included. The Configuration Settings Block Mask will scan for configuration
settings blocks in all levels; currently there is no way to limit the mask to a
certain level.
This variable is used in conjunction with _DGNDIR in a CSB to get the project
moniker of the DGN file being opened. Since this discovery happens when the file
is launched, relative paths can be used with the assurance that the correct
definitions will be applied.
When a dgn file is opened, the project is discovered, assigned as part of the
_USTN_PROJECTROOT variable using DMS_PROJEC T, and then the relative paths are
processed.
Object, the list only shows configuration settings blocks explicitly assigned to
this folder. When set to Object & Inherited, the list shows all configuration
settings blocks assigned to this folder whether explicitly assigned, or inherited
from a parent folder above.
To assign a configuration settings block right click the name and select Add
Association. If a dialog opens, it means there are configuration settings blocks
of the type in the datasource. Select a settings block and click OK. Click OK to
close the Properties dialog.
Once assigned, the configuration settings block is also assigned to any documents
in the folder, as well as any sub-folders. You can apply a configuration settings
block to individual documents on the Workspace tab of their properties dialog.
If this is the only place that contains managed workspace data, the managed
workspace will be ignored so as not to interfere with workspace profiles settings.
These settings do not have any effect on workspace profiles. These configuration
variables will be applied after variables in all other configuration blocks are
processed. This is the configuration block where any changes in the variables
made from the MicroStation workspace configuration dialog will be stored.
In the Name field of the New variable dialog, enter a name for the variable.
This example will configure _USTN_PROJECTSROOT, so you would type that in the
Name field and click Add.
In the Edit Value dialog, select the Operation type '=' – Assignment' and the
Value type ProjectWise Explorer Folder. Click the Browse, to the right of the
Value field, select the target folder, and then click OK. Click OK to exit the
dialogs.
blocks in a design with values entered into the ProjectWise document properties
dialog.
Prior to using this feature you must determine which design fields will be
populated, and then establish mapping from their respective ProjectWise
properties. As MicroStation text elements do not have unique IDs, it is not
possible to use text elements as placeholders, so ProjectWise Attribute Exchange
uses MicroStation tag elements.
The first thing you must do is create a tag set in MicroStation with a name with a
maximum length of 6 characters in lowercase. Then create tags with a maximum
length of 30 characters in lowercase that represent the fields you want to display
in your title block. You will then likely create a cell from this tag.
1. Create the Attribute Class. This item is the name of a MicroStation tag set, with
a maximum length of 6 characters in lowercase. This must match the name of the
tag set exactly.
2. Create the attributes for the class. These are the names of the tags contained
within the tag set with a maximum length of 30 characters in lowercase. This must
match the name of the tag set exactly.
4. Establish the conditions for update. These conditions can be changed at any
time depending on the action to be performed.
2 Create a new root level folder named Attribute Exchange using the
pwclass environment, and then assign it the p1200 workspace profile.
Note: If you have not imported this environment, find it in the class data set
folder.
Type: Plant
5 Click Save.
6 Close the document properties dialog.
Placeholder tags
Exercise: Prepare the placeholders
1 Double click A101.dgn to open the file.
2 Select File > References from MicroStation’s main menu bar.
3 In the References dialog, select Tools > Attach.
4 Attach border.dgn from the Attribute Exchange folder with the logical
name border.
5 Close the References dialog.
6 Zoom In on the title block.
7 Select Utilities > Key-in to open MicroStation’s Key-in browser, type the
following, and then press Enter:
ac=pwtb
This activates the cell named titleblock for placement. This cell was
created to hold tags from the pw tag set.
8 Move the pointer until it snaps to the lower right corner of the inner
border and enter a data point, a left mouse click, to place the cell at this
location.
The cell pwtb contains only a point element that will not print. The
placeholders are MicroStation tag data attached to the point element.
In the Tag Sets dialog, you see a tag set named pw, containing the tags that
match the attribute classes you mapped. These hold the data.
10 Select File > Save Settings.
11 Exit MicroStation, checking the document in.
The attribute list updates to show just those attributes that are part of the
pwclass environment.
10 Select the approvedby attribute, click OK, and then click Next.
11 Click Next, and then click Finish.
You have established the mapping for the approvedby attribute.
12 Repeat the process to map the remaining attributes.
Hint: For best performance, it is recommended that you enable just the first
option.
2 Close the Properties dialog.
The attribute exchange is now completely configured. You are ready to test the
exchange using MicroStation. Note that the same techniques apply to AutoCAD
and Microsoft Office Applications.
Hint: Enter ti and press the space bar, followed by m and the space bar, rather
than typing the entire command.
The ProjectWise document properties dialog appears. Now you can make
any required changes and both ProjectWise and the design will update at
the same time.
4 On the General tab, change the Description to First floor plan. ON the
Attributes tab, change approvedby to Manager.
5 Click Save, and then Close.
You see the updated field in the title block.
6 Exit MicroStation, checking the file in.
Note: Blocks can contain one, or a number of tags. When defining the block,
remember that the active settings for elements apply to each placed attribute,
and these settings will be reproduced when Attribute Exchange takes place.
When you import or create DGN files containing link sets in ProjectWise, you must
scan for references and link sets to make ProjectWise aware of any existing link
sets.
Selected File: If you plan to change a link set, it is easiest to use Selected File as
the source of your link set. After you select a DGN file and check it out in exclusive
or shared mode, the Check In icon in the Link Sets dialog is available. You can
check in changes to the link set or update the server copy at any time.
Active File: If you want to check out a link set but do not need to save any changes
to it until you check in the DGN file or update the server copy, you can use Active
File as the source of your link set. Note that the Check In icon in the Link Sets
dialog is gray and is unavailable. When you are using link sets in the active file,
you cannot check in changes to the link set at this point because the link set
resides in the open DGN file, which is not being checked in yet. If you make
changes to a link set in the active file, they cannot be saved until you select File >
Update Server Copy or check in the DGN file.
Configured Libraries: If this is the source of your link set, you will be unable to
modify the link set at this point. This functionality is the same as if you were using
only MicroStation to open the link set.
Users work with the Sheet Set Manager as they normally would, and ProjectWise
is in the background. Documents that are checked out are indicated by a lock
symbol added to the file icon. The Details section lists the individual to whom the
documents are checked out.
All information presented in this dialog is in the context of the current session,
and will change from working session to session. Users can navigate the content
in the Session File Manager, locate the file in the ProjectWise Explorer tree
hierarchy, open, check in and out, update server copy, and free. You can display
properties, the audit trail, any reference hierarchy or a thumbnail preview of
selected file.
The display in the session file manage can be filtered to only show Checked out,
Copied Out, or exported files. The reference file hierarchy can also be filtered to
include or exclude the display of referenced images, overlays, or inserts. A display
filter is provided to temporarily restrict the display to files that meet the display
filter criteria.
The session file manager is supported in AutoCAD 2004 or higher. Session file
manager requires .NET Framework 2.0, which is delivered with AutoCAD 2007 and
on. If you have an AutoCAD 2004 or higher installed but you do not have .NET
Framework 2.0, you will need to install it.
Configuration
ProjectWise Explorer Integration
The ProjectWise Passport you have for ProjectWise Explorer will automatically
work for your installation of ProjectWise Navigator.
If you want to use the default settings, you do not need to set up anything further
since ProjectWise Navigator and ProjectWise integrate automatically. If you want
to change settings, do so in the application’s Properties dialog.
Desktop integration
When you launch ProjectWise Navigator from the desktop, integration with
ProjectWise Explorer is turned off by default. To turn on desktop integration, an
administrator must modify the PW.CFG file delivered with ProjectWise Navigator.
#PWDIR=C:/Program Files/Bentley/ProjectWise/
Becomes:
# Define "PWDIR=ProjectWise Explorer install path" here to enable
desktop
# integration. Otherwise, ProjectWise integration is enabled only
for launches
# from PW Explorer.
PWDIR=C:/Program Files/Bentley/ProjectWise/
Make sure that the path reflected here is the path to the ProjectWise Explorer
install on the system. Then, save the file.
The new overlay document is opened in ProjectWise Navigator, and the reviewed
document is attached as a reference to the overlay document. (You can verify this
by opening the References dialog in ProjectWise Navigator.) Note that when the
overlay document first opens in ProjectWise Navigator, it is not yet stored in
ProjectWise, it only exists in the temporary local folder. To save it to ProjectWise,
you need to select File > Save or File > Save As in ProjectWise Navigator.
There is an option on ProjectWise Explorer’s right click menu, Set > Show Markups
that works the same as the Set > Show References command.
Explorer, you can select the reviewed document again and select Document >
Markup.
You can search for and find all the overlay documents that were created from a
single reviewed document.
If the selected DGN or DWG document does not have any overlay documents,
a message appears stating “No Documents Found.”
You can also find the reviewed document from which a particular overlay
document was created.
Configuration
ProjectWise Explorer Integration
The ProjectWise Passport you have for ProjectWise Explorer will automatically
work for your installation of ProjectWise Navigator.
If you want to use the default settings, you do not need to set up anything further
since ProjectWise Navigator and ProjectWise integrate automatically. If you want
to change settings, do so in the application’s Properties dialog.
Desktop integration
All design files that can be opened in MicroStation can be published to an i-model.
You can also combine several published i.dgn files into a single, protected file.
When launching integrated i-model Composer from the desktop or Windows Start
menu, the ProjectWise Log in dialog opens first. Within integrated i-model
Composer, you use the ProjectWise File Open dialog to open files form the
datasource and, when you save, you see the ProjectWise Save As dialog so you
can save back into the datasource.
Registry strings
There are registry strings that can be set to affect Microsoft Office integration and
related behavior.
Check-in
Simple check-in
When simple check-in is enabled and you close a checked out document, the
standard ProjectWise Check In dialog is replaced with a simple confirmation
dialog that prompts the user to “Check in closed document?” They can then click
Yes or No.
Under that, create a string called SimpleDialog, and set the value to True. In the
same location, create a string called ShowConfirmation, and set the value to True.
Automatic check-in
When automatic check-in is enabled and you close a checked out document, the
document is automatically checked in without any prompting.
Note: See the on-line Help topic Microsoft Office Integration to find the registry
location for each application.
The integrated File > Save command in Office applications only saves a changed
document locally, in the users working directory. They must Check In or Update
Server Copy in order to save the changed document to ProjectWise.
To have File > Save prompt users to Check In or Update Server Copy in one of the
integrated applications, set the value of the Default string to Enable in the
appropriate registry key.
See the on-line Help topic Microsoft Office Integration to find the registry location
for each application.
Disabling integration
In Office 2007, in the application itself, click the Microsoft Office button, click the
<application> Options button at the bottom, and then click Add-Ins. Click Go next
to (Manage) Comm Add-ins and turn off the ProjectWise add-in.
You can also open the Windows Registry Editor and remove the ODMA32 subkey
for each integrated application. See the on-line Help topic Microsoft Office
Integration to find the registry location for each application.
This is done using the Custom Properties option in Microsoft Office Word and
Excel, macros installed as part of iDesktop Integration for Word and Excel, and the
Attribute Exchange Rules template file idattr.ini, which is located in the \Program
Files\Bentley\ProjectWise\templates directory. It is typically imported into the
datasource during datasource creation.
Importing this file populates the Attribute Exchange Rules > MS Office Attribute
Support object in ProjectWise Administrator. There are BuiltinProperties and
CustProperties attribute classes for Microsoft Excel and Word documents. Each
class contains a list of ProjectWise attributes that can be inserted into Word and
Excel documents that are stored in ProjectWise.
Before you can insert a ProjectWise custom property into a document, you must
initialize the document so that the ProjectWise custom properties defined in the
delivered Attribute Exchange Rules template are available for insertion.
If you open the advanced Properties dialog in Word or Excel and click the Custom
tab, there is a list of custom properties you can use. When you click Update
Document inside a ProjectWise document, the attributes in the delivered
CustProperties attribute class populate the Custom tab. You can use these, or
create your own attribute class and add attributes that match the MS Office
delivered properties.
Inserting a ProjectWise custom property as a text field will insert the current
value of the selected property into a document. If there is no current value, then
the text field will be blank. For example, if you insert the Folder_Description
property and the document's folder has no description yet.
However, since that text field is linked to the Folder_Description property, once a
value is defined for that property in ProjectWise, then the field will be updated in
the document next time you click Update Document on the Office application’s
ProjectWise tab.
You must do this for each Word or Excel document so you can insert any
available custom properties.
6 Exit Word, saving the changes and checking the file in.
An attribute name must match the custom property name within an Office
document, much like a title block attribute must match a tag set name.
9 In the name field type Drawn By, leave the Type set to Text, type any text
for the value, and click Add.
The value field must have at least a placeholder in it. If it is just a
placeholder, make sure not to click Update ProjectWise on the
ProjectWise tab or the placeholder will populate ProjectWise.
10 Click OK to close the dialog.
11 Click the ProjectWise tab at the top of the application window and click
Update Document.
12 Return to the (Advanced) Properties dialog, select the Custom tab, and
scroll to the custom attributes.
Values have been updated with those you entered on the Attributes tab of
the document’s Properties dialog in ProjectWise Explorer. If you clicked
Update ProjectWise, the Attributes tab would have been populated with
the values in this document.
Note: When you are modifying custom property values from inside the document,
make sure you do not click Update Document before you click Update
ProjectWise. If you do, then any changes you made through the Custom tab will
be overwritten with the current values from the datasource.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 True or False: You can create a ProjectWise Application for multiple
product versions. For example, one for MicroStation V8 XM Edition and
one for MicroStation V8i.
2 Why would you enable the Show Selective Set Open dialog option for
users?
3 Why would you use versioning?
4 What is the difference between an unmanaged workspace profile and a
configuration settings block?
5 If both configuration settings blocks and workspace profiles are applied to
the same document, which will take precedence?
6 What are the steps for creating attribute exchange rules?
7 Where do you import attribute mappings?
Module Overview
There are best practices that will make ProjectWise administration easier and help
your users work most effectively.
Module Prerequisites
• Knowledge about the ProjectWise Explorer and ProjectWise Administrator
interfaces
Module Objectives
After completing this module, you will be able to:
• Define projects based on site requirements
• Backup and restore projects
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is a storage area?
2 True or False: A user can log in to multiple databases simultaneously.
Answers
1 The physical folder where all the documents in the datasource exist.
2 True.
Defining Projects
When you create a new project you must first determine an organization’s needs
and structure the project accordingly. In many cases, multiple projects are
contained within one database instance. In this case, a ProjectWise project is
created as a folder structure within an existing database, with appropriate
Environments, security and Workflow. This is known as a one-to-many project
definition. One database instance contains many projects. The alternative is a
one-to-one project definition where each ProjectWise project is contained in a
new database instance. It is possible to use both project types on one ProjectWise
server, so project structure can be optimized.
Small engineering firms with small to mid-size projects can easily adopt either
definition. Large engineering organizations often work on large projects where
project lifecycles are defined in years rather than months. Projects of this
magnitude often include tens or hundreds of thousand documents. In this case, it
may be advantageous to adopt the one-to-one project model.
In the case of an organization with multiple sites, there may be multiple active
projects at each location, yielding hundreds or even thousands of projects
company wide. A likely strategy for an organization of this type would be to
implement the one-to-many model, creating a ProjectWise database instance for
each site. Then, each project at a particular site would be created as a folder
structure within the respective database instance.
If there is a requirement to turn over the entire ProjectWise database at the end
of the project, it would make sense to contain this type it in a database by itself so
the entire database can be turned over at the end of the project.
Project strategy
Within an existing database, the process of creating a new project involves the
following steps.
• Create a template project folder structure.
This need be done only once, but will likely be refined over time. This project
structure will serve as the starting point for each new project.
• Establish storage areas.
• Add new users as required.
• Create necessary security groups.
• Copy the template project folder structure to the root folder for the new
project.
• Apply the security model as required.
It is recommended that each major project be stored in its own storage area.
Though not mandatory, this practice provides centralized storage for the new
project, while separating project files from other projects. ProjectWise storage
areas can be created on any node on the network on which the ProjectWise
Distribution Service or ProjectWise Integration Server is running.
In most cases, the majority of employees will already have accounts within the
ProjectWise database. These will exist from previous projects or from
synchronization with the Windows domain controller. However each project could
include outside contractors who require access to the project. Any required new
accounts should be created at this time in order to add them to the project
master group.
At this point, it is appropriate to establish a security schema for the new project.
You would typically start from the security schema for the template folder and
note the differences. In order to make the new project's root folder visible, it is
recommended that a master group be created for the new project, and that all
team members be added to this group. The new project will only be visible to
those ProjectWise users who have membership.
Through inheritance, all sub-folders will become visible when the group privileges
are applied to the root folder. For this reason, the group is applied to the project
AFTER copying the template project. At this point, you only need to create the
group and add appropriate team members. Furthermore, the security schema
associated with the master project group should provide minimal privileges
(specifically, the privilege to Read folders) for the group. Additional groups are
required to assign more permissive privileges within the project.
For instance, only the Civil group gets Create and Modify privileges for the
Sitework sub-folder. In this case, a Civil Group is created with those privileges, and
later be applied to the Sitework folder. In some cases, it may be advantageous to
apply group security to the template project so that this security schema is
propagated to each new project. This saves work, as you don’t have to assign
these groups to the project sub-folders every time a new project is created.
Within some organizations, it is conceivable that most of the security schema
could be applied to the template project.
When in doubt however, you should wait and apply the security schema after
creating the new project folder structure. Only experience will expose the best
strategy for a particular organization. Remember though, that the master group
for the project should always be applied after creating the sub-folders.
You can now copy the template project into the new root folder. This is done from
ProjectWise Explorer. Be sure to log in to the datasource with sufficient privileges
to perform the operation. Once logged in, follow these steps.
1. Select the template project in the folder hierarchy.
2. Select Copy from the right click menu.
3. Select the root folder for the new project. This folder will typically be
created under the root (Documents) in the datasource console tree.
4. Select Paste from the right click menu and a dialog with options for the copy
process appears. On the General tab, enable all options.
5. On the Advanced tab, enable Copy Folder Workflow, Copy Access Control,
and Exclude Source Folder. You may also want to enable Take Ownership, in
which case you (or whomever you are logged in as) will become the owner of
the new folders. If you would like to see the hierarchy update during the copy
process, enable Update GUI on each operation.
6. Click Copy to start the process.
The new project structure is created and all that remains is to apply the security
schema. This may be quite involved, depending on the complexity of the project,
the number of folders, the number of project participants, and the nature of the
project. By implementing inherited security, you can minimize the security
management burden. You need to, at a minimum, apply the master group to the
root folder, allowing all sub-folders to inherit the security defined for this group.
At this point, you are ready to assign additional groups and privileges to tune the
folder privileges as required for the project. You also need to assign document
privileges per the security guidelines of the project. This process should be well
thought out prior to starting, and remember to use inheritance where possible.
Once you have completed the additional security measures, your project is ready
for use.
The process for this archive type differs depending on the project definition in
use.
Note: These storage areas may all be on the ProjectWise Integration Server or
may be distributed on the network to systems running the ProjectWise
Distribution Service.
5. When complete, restart the ProjectWise Integration Server service.
Full restore
Incremental restore
In many cases you will need to selectively restore files, rather than the entire
database. The file will most likely exist, but was damaged, or there is a need to
revert to an earlier version. To restore a single file, complete the following
procedure.
1. Log in to the ProjectWise Explorer and view the properties of the document
in question.
2. Note the File Name (as opposed to the Document Name).
3. Restore this file from the backup media to a temporary folder. Do not
restore the file to the ProjectWise storage area for the folder.
4. Return to the ProjectWise Explorer, and view the properties of the
document in question again.
5. In the Properties dialog, General tab, click Advanced and then select
Remove to delete the existing file.
6. Click Advanced again, and select Import.
7. Browse to the temporary folder (where the document was restored) and
select the file to attach the restored file to the original document record.
8. Click OK and then save the changes to the document.
9. Close the properties dialog.
This method is sufficient, provided that file names are unique within your project.
If the file you are searching for might exist in multiple folders within the backup,
you'll need to obtain the Folder Identifier in order to retrieve the correct file from
the backup media. Files are stored in storage areas under folders named per the
folder ID, not the folder name.
One of the benefits of this approach is that folder names may be changed without
adverse effects to the project. To restore a single file in a case when the file name
isn't sufficient to uniquely identify the document, use the following procedure.
1. Log in to the ProjectWise Explorer and select View > Choose Columns.
2. Create a new view called Admin. You'll only need to do this the first time.
3. Add columns to the new view for Document Name, File Name, Folder
Name, and Folder Identifier (Folder Id). You may add other columns as
needed.
4. Close the View Editor dialog box.
5. Browse to the document in question and note the Folder Id column. It
should be a number, such as 184.
6. The folder to look in on the archive media is named for the Folder Id in the
format dmsXXXXX, where the Folder Id will replace XXXXX. Note that it will be
five characters long and preceded by leading zeros as needed to maintain the
five character requirement. In the example, the folder name would be
dms00184.
7. Note the File Name (as opposed to the Document Name).
8. Restore this file from the correct folder on the backup media to a
temporary folder.
If the one-to-many project definition is in use you must decide if the entire
database, all projects, or a subset of the database. selected projects, should be
backed up.
If the entire database is to be backed up, refer to the previous procedure for full
back up.
If selected projects are to be backed up, use the ProjectWise Export Wizard for
backing up the metadata. Prior to starting the backup process you must prevent
users from checking out files by restricting access to the database. Using this
method the ProjectWise Integration Server service cannot be stopped or the
Export Wizard can’t log in. It is suggested that access to the project be limited by
IP address filtering. Do this in ProjectWise Administrator under the general
settings for the datasource. Once this is done, the process for performing a full
backup on a selected project using the ProjectWise Export Wizard is as follows.
1. Create a temporary folder in which to store the exported files prior to
committing to backup media.
2. In ProjectWise Administrator, record all storage area definitions used by this
project, including system hostname or IP address, and folder name.
3. Select Start > Programs > Bentley > ProjectWise V8i > Tools > Export Wizard.
4. Log in to the datasource as Administrator.
5. You’ll want to select all environments used by the project in question. Select
those environments, or select ALL if you're not sure, and then click Next.
6. Choose to export documents From Selected Folders with subfolders and
then select the root level folder for the project in question.
Note: You can select multiple folders to include all documents for the project.
7. Enter a script file path and name using the temporary folder created earlier.
If desired, enable Log to File and enter a log file name.
8. Select Export to continue.
9. Click Finish.
At this point, the Export Wizard will export all Folders, files, metadata,
application definitions, Environment definitions, etc. required to restore this
data at a future date. This project can then be imported into this or any other
datasource, using the ProjectWise Import Wizard. The Export Wizard does not
export users and associated group membership, Workflow States, or security
schema(s).
Warning: The script file created by the export process is critical as it contains
all the metadata mentioned above. This file will be required should
the need arise to restore this project using the Import Wizard.
Once the export Wizard has finished, the script file and the actual document
files are in the temporary folder specified in the script file. The files are in a
sub-folder named files000.
You can now move the contents of the temporary folder to the offline media
of your choice. Once this has been accomplished, you will then need to
remove the IP address filter from the database to allow general access again.
It should be noted that this second procedure could also be used in the one-to-
one project definition. The advantage of using this method is that all files are
copied to the temporary folder automatically, rather than the administrator
having to copy them from each storage area. The disadvantages are:
• Users, Groups, Security and Workflow schemas are not captured by this
method. Therefore the user performing the import would own all files and
folders.
• Only the most recent version of a document is backed up.
As an alternative to running the GUI version of the Export Wizard you can run the
export routine from a command line. This allows the process to be automated,
using Windows Scheduler for instance. When running from the command line,
the exporter provides additional options to include Workflow definitions, Saved
Searches, Applications, and Departments. It does not, however, apply the
Workflow to the folders upon import. In addition, since there is no GUI, you will
not be able to select specific folders. The export process will be limited to
exporting all folders (and their respective documents), or no folders. For this
reason, this method is not practical when using the one-to-many database model.
Note: For a complete list of command line options, see the ProjectWise Explorer on-
line Help files.
A project that was backed up using the ProjectWise Export Wizard can be restored
using the Import Wizard. The project can be imported into any ProjectWise
datasource, not just the original. Assuming the ProjectWise datasource already
exists, the process for restoring a project is as follows.
1. Restore necessary files from backup media to a temporary folder structure.
2. If necessary, restrict access to the datasource by establishing IP address
filter(s). It should not typically be necessary to do this.
3. If necessary, use the ProjectWise Administrator to create any necessary
storage areas for the project.
4. Select Start > Programs > Bentley > ProjectWise V8i > Tools > Import Wizard
and log in to the datasource as the Administrator.
5. On the first wizard page, enable all settings (Environments, Applications,
Departments, Folders, and Documents).
6. The second wizard page pertains to pre-existing folders. If you are
importing the data into a new datasource it should not be necessary to enable
these options.
7. On the third wizard page, select a default storage area and starting folder
for the project to be imported. You may select an existing folder or choose to
set the starting folder to ROOT.
8. In most cases, you’ll want to choose Set starting Folder to ROOT unless you
have already created a new root folder for the project.
9. On the next page, you’ll provide the name or browse to the script file
restored to the temporary folder.
10. Click Import to start the process.
When complete, close the Message window, and then close the Import
Wizard.
Note: You may receive warnings if the project is being imported into a ProjectWise
datasource that contains other projects. These warnings occur when the
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 In the case of an organization with multiple sites, there may be multiple
active projects at each location, yielding hundreds or even thousands of
projects company wide. What is a good strategy for handling a situation
like this?
2 True or False: It is recommended that each major project be stored in its
own storage area.
3 True or False: The master group for the project should always be applied
after creating the sub-folders.
Module Overview
You can set up spatial parameters in ProjectWise Administrator that allow users to
relate data on a geographically correct basis.
This module shows you how to set up a datasource to use spatial features and
how to use spatial features to work with documents based on their geographic
location, rather than using a hierarchical list.
Module Prerequisites
• Knowledge about the ProjectWise Explorer and ProjectWise Administrator
interfaces
• Knowledge about coordinate systems and background maps
Module Objectives
After completing this module, you will be able to:
• Work with coordinate systems
• Defining spatial symbologies
• Work with background maps
• Scan for spatial locations
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 What is a coordinate system?
2 What is a background map?
Answers
1 A two-dimensional, planar coordinate system in which x measures
horizontal distance and y measures vertical distance. Each point on the
plane is defined by an x,y coordinate.
2 A background map is a backdrop, a key map that allows the user to locate
a spatial location in a geographical environment.
Spatial Management
Any ProjectWise document or folder can be associated with a geographical
location. These let you locate the associated document or folder on a background
map that is displayed in ProjectWise Explorer.
Identifying spatial locations can be helpful for locating facility assets and related
information by using locations. You could also locate projects or folders and their
contents based on their geographic locations.
background map that is used is usually published from a server, so it may take few
seconds the first time you access a folder associated with a given map.
Background maps are added to the datasource by an administrator. You select the
right background map for your project from the options at the top of ProjectWise
Explorer. The map displays inside the Spatial Navigator on the tab.
The toolbar at the top has display options and map navigation tools. Select View >
Show Symbology Legend to add the legend shows the meaning of the different
symbologies used in the Spatial view that is currently applied to the background
map.
These symbologies show where documents, folders, and sub-folders are located
on the map.
The reference coordinate system is used to compare objects that are in different
coordinate systems. Both objects will be re-projected into the reference
coordinate system before comparison. Therefore, the reference coordinate
system must be chosen carefully so that all other coordinate systems have a valid
transformation path to it.
Custom coordinate systems can be created using Bentley Map and can then be
added, as required, to the ProjectWise re-projection engine manually.
Attributes
Once added you will see the following attributes for each coordinate system.
• The Alias is the name that will be used to represent the coordinate system in
the user interface. When a new coordinate system is created, the Key Name is
automatically used as the alias. The icon preceding the row shows which is the
reference coordinate system using a yellow datasource symbol.
• The Key Name is the unique identifier that represents the coordinate system
in the re-projection engine.
• The Type column shows where the coordinate system came from.
• The Scan Action is the action that is stored for the Spatial Location Scan tool.
The tool uses this action to streamline the scanning process.
Ask means that, when this coordinate system is found in a document, it will
be presented to the user for approval.
Use means that when this coordinate system is found in a document, it will
automatically be used.
Note: Note that the automatic use of a coordinate system only happens if
there is only one coordinate system that matches for a document. If
multiple coordinate systems match a document, they will all be listed so
you can choose.
• Replace By is used when the Scan Action is set to Replace. It shows the name
of the coordinate system that replaces the current one in the Spatial Location
Scan tool.
The reference coordinate system is used to compare objects that are in different
coordinate systems. All objects are re-projected using the reference coordinate
system. Therefore, the reference coordinate system must be chosen carefully so
that all other coordinate systems have a valid transformation path to it.
Right click the CS and select Delete. Coordinate systems that are used by at least
one spatial location cannot be deleted.
The View Name field is where you type the name of the View that will display in
the Symbology Legend in ProjectWise Explorer.
The Documents, Folders and SubFolders Symbology tabs are where you define the
symbology used to display the spatial locations of documents, folders, or sub-
folders.
• Color opens the Color dialog where you select the outline color of the
geometry used to represent a spatial location.
• Weight specifies the outline weight of the geometry used to represent a
spatial location.
• Fill Color opens the Color dialog where you select the color that fills the
geometry used to represent a spatial location.
• Fill Color Transparency may vary from 0% to 100%. 0% means no transparency
at all, while a value of 100% is complete transparency in the selected color.
Hint: Use of some transparency is best so that information behind the areas
can be seen.
• Points determines whether Windows or ProjectWise icons display. When
Windows Icon is selected and you click Select Pins, a dialog opens for you to
select a Windows icon. When ProjectWise Icon is selected and you click Select
Pins, a dialog opens for you to select a ProjectWise icon.
• Tooltips and Texts Attributes determine the text that will display in the tooltip.
Show application icon in tooltip displays the icons at the left of the tooltip text.
This option is only available for the default document symbology and it is the
same icon that is displayed in the document list.
Options on the General Settings tab are used to control the display of tooltips,
highlight color, and text.
Once symbologies are defined, set the Spatial view in ProjectWise Explorer to the
desired view. Select View > Symbology Legend to see the legend.
2 Use the scroll bar to access tabs for Document, Folder, and SubFolder
symbology. Select colors by clicking the tiles and make sure the Fill color
transparency is set to a high value.
3 You can also select an icon to represent the symbology type.
4 Click OK when you are done, saving the changes.
Many background maps can be defined, but only one will be the reference
background map. The reference background map is displayed by default when no
specific map is assigned to a folder. It is also displayed in the search dialogs. It
should therefore be general enough to be used to represent all spatial locations
stored in the datasource.
Creation
Proper creation of background maps results in better overall performance.
Background maps should be simple enough that spatial locations are easily
visible.
Set Scale Range and Extent values properly so that only the necessary information
displays when required. This ensures that only necessary tiles of information are
sent to the client. You should also avoid using many different layers with raster
attachments as it decreases overall performance.
When you choose Add Static CAD Layer in the Edit map layer settings dialog, the
Choose a document for a layer dialog opens and you can navigate to the location
of the document you want to use.
When using the background map for spatial navigation the background map layer
DPR file is downloaded to client system. It might take some time to download the
DPR file, depending on the size.
To use dynamic CAD layers in background maps the Publishing Engine has to be
installed and its address configured in the datasource spatial settings tab. To
modify the Background Map Publishing Engine address, right click on the
datasource, select Properties, and then select the Spatial tab to specify the
address. Use this when the background map may change.
Dynamic CAD layers are not downloaded to the client system, but streamed
instead. There is no DPR file pre-generated. On first access, or after actual file,
used as a source for the layer is modified, there is a DPR file generated and
cached. Dynamic layers tend to be slower that static layers.
DPR Layers
You can also choose an existing .dpr (Digital Print Room) file, created using
InterPlot, as a source for a background map. When you choose Add DPR Layer in
the Edit Map Layer Settings dialog, the Choose a document for the layer dialog
opens and you can navigate to its location.
Note: Avoid attaching a raster from Imaging Server with Raster Manager and then
using the DGN file to create a background map as this results in poor
performance.
Room) file, a DGN file which MicroStation will publish to a DPR file, or a
file that ProjectWise Publishing Server will publish to a DPR file. In this
case, the file is Peterborough.dgn.
2 In ProjectWise Administrator, right click the Background Maps icon and
select Create Background Map.
3 In the Background Map Settings dialog, name the map Peterborough,
select the coordinate system you added, and then click Add Layer.
4 Click the arrow next to the URL field and select Add static CAD layer.
Use this option to select a design file from which a DPR file will be created
and then published. For this option to be enabled, MicroStation must be
installed on the ProjectWise Administrator computer.
5 Navigate to \Spatial\Peterborough.dgn, select it and click Open.
A progress dialog indicates that a DPR layer is being created. The PLT file
used in the generation of background maps is mapplot.plt, located in the
\Program Files\Bentley\ProjectWise\bin\v89 folder. You can modify this
file in any text editor as necessary, if you want to change how your maps
are generated.
6 Click OK when done.
Next, select the folder where the map definition file will be stored in
ProjectWise.
7 Continuing in the Background Map Settings dialog, Click Browse next to
the Folder field and save the file to the \Spatial\dgn folder.
8 Click OK, and then click Save.
9 Right click on the background map and select Set as Reference.
The map set as the reference map has an addition to its icon.
Note: It is strongly suggested that you use the reference coordinate system for
the reference background map.
In the Background Map Settings dialog, you specify the coordinate system for the
map. It is important that the coordinate system be set correctly. When the
background map is displayed in the Spatial Navigator, all spatial locations drawn
over it will automatically be reprojected into this coordinate system. All layers of
the map must be projected in this system.
Layers are all the documents that compose the map background and are
displayed in the Spatial Navigator. Layers can be modified using the Add, Remove
and Edit buttons. Use the arrow buttons to change the order of the layers. Layers
are displayed in the order they are listed.
Note: The first layer must always be displayed and must be large enough to
accommodate all the other layers.
The bounding box is the total extent of the layer in the background map’s
coordinate system. The bounding box is used to determine when a layer is part of
the current view in the Spatial Navigator. When a new document is selected, the
bounding box will automatically be extracted from the file if possible. Leave all
fields set to 0 if you always want the layer to be displayed.
The Scale range is used to determine the zoom ranges at which the layer should
be displayed. The numbers represent a view width, in the background map
coordinate system. Use 0 to specify an unlimited range in one direction. Set both
fields 0 if the layer should always be displayed.
The MicroStation scanner uses MicroStation to scan DGN documents. It uses the
DGN's total extent as spatial location, and can optionally obtain a coordinate
system if there is a type 66 element, GeoGraphics coordinate system information,
in the DGN.
The Raster scanner can open most raster file formats. It uses the raster's clip
shape as spatial location if there is one, otherwise it will use the raster extent. A
coordinate system can be obtained if the raster contains GeoKeys like a geoTiff,
for example.
The ESRI scanner uses ESRI ArcObjects to scan ESRI file formats. It uses the file
extent as spatial location, and can extract the coordinate system if there is one.
Each scanner requires that some software be installed in order for them to run. All
software listed is not required in order for the tool to work correctly. For example,
those that do not have ESRI ArcMap installed will not be able to scan ESRI files,
but if you have MicroStation installed, you can scan CAD files without problems.
• The MicroStation Scanner requires that MicroStation V8i be installed.
• The ESRI Scanner requires that ArcMap 8.x be installed if users wish to extract
extent and coordinate system information from ESRI files.
2 Click Cancel.
In order to scan a file with the Spatial Location Scanning tool, you must have Write
and File Read privileges to the document in question. Also, the status of the
document must be checked in for the scanning process to work. If a document is
ignored by the scanning process, it will not be specified in the log file. However,
the log file information clearly underlines the access and status constraints.
To launch the Spatial Location Import tool, select Tools > Scan Spatial Locations in
ProjectWise Explorer. The Spatial Location Scanning dialog opens to guide you
through the scanning process. The Welcome Page briefly describes the tool.
3 Click the Add folders icon, navigate to and select the \Spatial\dgn folder,
and then click OK.
4 Click Next and check the check box preceding the folder you just added,
and select the MicroStation V8 application.
5 Click Next, enable the Extract Location Only radio button, select your
coordinate system, and then click Next.
6 Enter a log file name and click Next.
Browse if you want to place the file somewhere other than the root
\Program Files\MicroStation folder.
7 Click Start Scan.
8 Click OK in the Summary dialog and then click Exit.
The Spatial Location File Creation tool is an MDL application, launched within
MicroStation, to extract the geometries from a DGN file and store them in the SLF
file.
To add these geometries, the file names in the index file must exist in the
directory specified in the ‘Search in’ field. Default file extensions can be
specified in case the file names in the index file do not include file extensions.
If the geometries contained in the index file represent folders, no options
have to be set. When launched, all valid geometries extracted from the index
file are added to the SLF as ProjectWise folder geometries without further
validation.
define the next vertex, and so on, until the polygon is complete. Finally, reset,
and then click OK. Click Save, and then click Close.
Realistically, files would most likely represent portions of an overall project, and
the background map would represent the area of the entire project.
Spatial Searches
You can search by spatial location using the Search by Form’s Spatial tab. This tab
is the same as the Spatial tab in the document properties dialog. You can define
the source that you want to search.
• Using Custom, the spatial location can be drawn using the Edit button. You can
select the background map you want to search, and then use the tools to
draw an area to find documents in that area. It can also be extracted from a
spatial location file (using the Load SLF button), or calculated (using the
Calculate button).
If you set the source to Custom, you can search by coordinate system.
How to search for documents using spatial criteria from inside MicroStation:
First, click the Search icon in the ProjectWise File Open, Select Document, or
Open dialogs. Then, in the Define Search dialog, select Spatial in the Criterion
Type list and Spatial Location in the Property/Environment list. Next, click the
browse button (...).
If the active file is a ProjectWise document with a spatial location and a fence
is defined, enable Use MicroStation Fence to use the fence’s extent as the
search area criterion. If no fence is defined, use the available editing tools to
define the area to be used as the search criterion. Once the area is defined,
click OK.
Finally, click the Add Criteria button, and click OK to launch the search
operation.
Note: If the Use MicroStation Fence option is always disabled when defining spatial
search criteria, it is because either the active MicroStation document does not
have a spatial location in ProjectWise, or there is no fence defined in
MicroStation. If there is no fence defined, adding a fence in MicroStation
should fix the problem. If a fence is defined and the toggle is still disabled, a
spatial location should be assigned to the document in ProjectWise to enable
this feature.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 What is a spatial location?
2 How can you add a coordinate system to the Add Coordinate Systems
dialog?
3 When does automatic use of a coordinate system happen?
4 Why do you establish a reference coordinate system?
5 Why is it important to set the coordinate system correctly in the
Background Map Settings dialog?
6 What document privileges must you have to scan a file with the Spatial
Location Scanning tool?
Module Overview
SharePoint is a platform for collaboration and the development of Web-based
business applications with Windows SharePoint Services. This module discusses
implementing web parts and installing and deploying ProjectWise Web Server.
Module Prerequisites
• Knowledge about Windows Explorer
• Some knowledge about Windows Server
• Knowledge about MSDE or Microsoft SQL Server
• Knowledge about Windows SharePoint Services
Module Objectives
After completing this module, you will be able to:
• Install Windows SharePoint Services 3.0 on a Windows 2003 Server
• Install ProjectWise Web Server
• Deploy ProjectWise Web Server
• Configure web parts in SharePoint and non-SharePoint Sites
• Integrate with ProjectWise Publishing Server
• Configure Users’ Systems
• Use Design Compare
Introductory Knowledge
Before you begin this module, let's define what you already know.
Questions
1 True or False: SharePoint can be used with an Oracle database?
2 2. True or False: SharePoint must be installed on Internet Information
Services (ISS) 6.0?
Answers
1 False.
2 True.
SharePoint Implementation
When installing Windows SharePoint Services on a web server, install the latest
Windows updates, specifically .Net and any Service Packs. It is also recommended
that you back up your web server before doing so.
Note: Selecting the Basic Installation option will automatically install MSDE to
your web server and install SharePoint. Users who want to use their
existing Microsoft SQL Server installations should select the Advanced
option.
4 Click the Server Type tab and enable the Web Front End option.
Note: Administrators are responsible for choosing the proper security settings
for their SharePoint installation. Using NTLM or Kerberos is also
acceptable for the use of ProjectWise Web Parts or StartPoint.
The next dialog lets you review the configuration settings of your Windows
SharePoint Services installation.
8 Click Next.
The Windows SharePoint Services 3.0 wizard will implement SharePoint.
Note: If this server is a member of the server farm you must use iisreset /
noforce.
8 Once IIS is restarted, return to Internet Explorer and click “Create Site
Collection” in the center of the page.
11 Use administrator for both User names to identify the Site Collection
Administrators, and then click OK.
12 Once the new top level site has been created, click http://pwstartpoint/
sites/projectx and bookmark this page in your favorites.
Adding users
Now that the new team site has been created you add Domain Users to the team
site. The SharePoint server must be on an active Domain in order to accomplish
this. Also, Simple Mail Transfer Protocol must be installed on the server.
2 In the Users and Permissions column, select the People and Groups
option, click New and Add Users.
You can add a domain group. For example, you can type Bentley\Domain
Users and click the Check Name icon. This will add the domain group
Domain Users to your SharePoint site. You can also add specific Domain
accounts to the team site.
3 Enable “Give users permissions directly” and the Contribute permission
check box, and then click OK.
4 Click the Home tab to return to the start page.
ProjectWise Web Server and Web View Server is a single installation. Once
installed, you can deploy either ProjectWise Web Server, which allows normal
access to the datasource, or ProjectWise Web View Server, which provides read-
only access to the datasource. Once deployed, you set up a website containing
ProjectWise Web Parts, which is the interface for ProjectWise Web Server and
Web View Server. Each web part provides a piece of ProjectWise functionality to
the user, and can be placed anywhere on the site. Once you arrange the web parts
and connect them to the datasource, all a user needs to do is point their Internet
Explorer browser to the website, and they are connected to the datasource. As
the user works in ProjectWise Web Parts, the server you have deployed
Regardless of which server you deploy, the web parts that get delivered are the
same. What changes is the availability of some of the functionality in them. For
example, if you deploy ProjectWise Web Server, then the users who connect to
that site will get basic ProjectWise functionality such as document check out /
check in and document / folder create. If you deploy ProjectWise Web View
Server, the ability to check out a document, or create anything new in the
datasource, is turned off. Also, when you deploy Web View Server and set up Web
Parts, no ProjectWise Passport usage is reported in SELECTserver for the Web
Parts users who connect to that site.
Note: You can deploy ProjectWise Web Server or ProjectWise Web View Server to any
available virtual server on the computer (SharePoint or non-SharePoint) as long
as neither ProjectWise Web Server nor ProjectWise Web View Server is already
deployed to it.
Note: SharePoint lets you extend a web application to another IIS website, however
this is not supported by ProjectWise Web Server and Web View Server.
Note: If you intend to use ProjectWise Publishing Server with ProjectWise Web Server
and Web View Server, for better performance consider installing ProjectWise
Web Server and Web View Server on a different computer than ProjectWise
Publishing Server.
Note: If you need to install a ProjectWise language pack, it is recommended that you
do so after installation of ProjectWise Web Server and Web View Server, but
before deployment of ProjectWise Web Server or ProjectWise Web View
Server.
Before installing
• Be an administrator of the computer.
• Make sure a 32-bit Windows Server 2003, a 64-bit Windows Server 2003, or a
64-bit Windows Server 2008 is installed.
• If using Windows Server 2003, make sure Internet Information Server (IIS) 6.0
is installed. or If using Windows Server 2008, make sure Internet Information
Server (IIS) 7.0 is installed.
• Make sure Windows Installer 4.5 is installed (available from ProjectWise
Server Setups, if necessary).
• Make sure .NET Framework 3.5 SP1 is installed (available from ProjectWise
Server Setups, if necessary).
You can either install .NET Framework 3.5 SP1 yourself prior to installing
ProjectWise Web Server and Web View Server, or you can let the ProjectWise
Web Server and Web View Server installer launch the .NET Framework 3.5
SP1 installer for you. (If no version of .NET Framework is installed, or if an
earlier version is installed, then the ProjectWise Web Server and Web View
Server installer will prompt you to install .NET Framework 3.5 SP1.)
• For Windows Server 2008 make sure the following Roles are installed:
Windows Authentication, ASP.NET, Default Document, and Default IIS. Or, for
Windows Server 2003 computers) Make sure that ASP.NET v2.0.50727 is
installed, and that its status is set to Allowed, under Web Service Extensions in
IIS Manager.
If the required version of ASP.NET is not installed, the ProjectWise Web
Server Deployment Wizard or ProjectWise Web View Server Deployment
Wizard will install it for you. After the Deployment Wizard is finished, open
IIS Manager and make sure ASP.NET v2.0.50727’s status is set to Allowed.
• If you plan to deploy ProjectWiseWeb Server orWeb View Server to a
SharePoint virtual server, make sure you have either Windows SharePoint
Services 3.0 or Microsoft Office SharePoint Server 2007 installed.
3. When the License Agreement page opens, accept the agreement and
clickNext.
4. When the Destination Folder page opens, accept the default installation
location and click Next, or click the Change button to change the installation
location, then click Next.
When installing on 32-bit Windows Server 2003, the default installation
location is “C:\Program Files\Bentley\ProjectWise”. When installing on 64-bit
Windows Server 2003 or 2008, the default installation location is “C:\Program
Files (x86)\Bentley\ProjectWise”.
3. The Deployment Type page opens, displaying the virtual servers currently
available in IIS, and whether or not ProjectWise Web Server or ProjectWise
Web View Server is currently deployed to any of them. If you launched the
ProjectWise Web Server Deployment Wizard, select Deploy ProjectWise Web
Server and click Next. or If you launched the ProjectWise Web View Server
Deployment Wizard, select Deploy ProjectWise Web View Server and click
Next.
4. On the Virtual Server Selection page, select one or more virtual servers to
deploy ProjectWise Web Server or ProjectWise Web View Server to, then click
Next.
5. If the Site Update Required page opens, this means that one or more of the
virtual servers you selected to deploy to does not meet the minimum
requirements of ProjectWise Web Server or ProjectWise Web View Server.
Select the virtual servers you want to upgrade, then click Next. (ProjectWise
Web Server or ProjectWise Web View Server will not be deployed to any
virtual servers listed that you do not select.)
6. When the Custom Trust Policy page opens, select Automatically configure
trust level (recommended), then click Next. or
Select Do no configure trust policy - I will do it manually, then click Next. If you
select this option, a text file opens when you click Finish in the Deployment
Wizard. This text file contains the custom trust policy information for you to
manually add to your existing trust policy.
7. When the Select working directory page opens, you need to specify a
temporary working directory for each virtual server to which you are
deploying ProjectWise Web Server or ProjectWise Web View Server. When
finished, click Start.
8. When deployment is complete, click Finish.
9. If in step 6 you selected to manually configure the trust policy, a text file
opens when you click Finish. This text file contains the custom trust policy
information you need to add to your existing trust policy. For more
information, see your SharePoint documentation.
10. If during deployment you selected to update one or more of the virtual
servers to use ASP.NET v2.0.50727, then you should now open IIS Manager
and make sure ASP.NET v2.0.50727’s status is set to Allowed, under Web
Server Extensions.
Hint: If you ever need to rerun one of the deployment wizards go to the Windows
Start menu and select Programs > Bentley > ProjectWise V8i (SELECTseries 1) >
Web Server and Web View Server > ProjectWise Web Server Deployment
Wizard or ProjectWise Web View Server Deployment Wizard.
ProjectWise Web View Server is intended for casual Web Parts users who only
need read-only access to ProjectWise. The benefit of using ProjectWise Web View
Server is that ProjectWise Passport usage is not reported in SELECT Server when a
user logs in to ProjectWise, using Web Parts, through a ProjectWise Web View
Server. Therefore, if you have deployed ProjectWise Web View Server, and you
have users who will only be using ProjectWise Web View Server, then you should
turn on the user setting (in ProjectWise Administrator) called General - User can
only log in through Web View Server. (When this user setting is off, the user will
be able to log in to ProjectWise whether using ProjectWise Explorer, ProjectWise
Web Server, or ProjectWise Web View Server.)
To change the default Web Parts working directory for any user, expand the
ProjectWise Web Parts working directory setting, select the default location
displayed, then select it again and wait for it to become editable. The working
directory will be created automatically on a ProjectWise Web Parts user’s
computer on their first log in to the datasource through ProjectWise Web Parts. If
it cannot be created (because no value is defined in the setting here, or maybe the
path is invalid path, or for some other reason), then the user will be prompted to
select their working directory. The user can always change the location of their
working directory by selecting Tools > Working Directory from the Content web
part, however, changing the location of the working directory from Web Parts
does not change the value set for this user setting. If the users uses Web Parts
from another computer, the working directory on the new computer will be
created based on the value set for the user setting in ProjectWise Administrator.
Once connected, all users have to do is point their Internet Explorer browser to
the SharePoint team site and they will be automatically logged in to the
datasource using whichever log in method you have specified all web parts users
to use.
ProjectWise Navigation
This web part lets users browse folders, projects, custom folders, and saved
searches. The Navigation web part is typically used in conjunction with the
Content web part because when you navigate to and select things in the
Navigation web part, the contents display in the Content web part.
ProjectWise Content
The ProjectWise Content web part is where users access ProjectWise
documents. It shows documents at the root of the folder or project selected in
the Navigation web part, as well as search results.
Note: After adding the Content web part and connecting it to the datasource, you will
be prompted to install the ProjectWise Web File Transfer ActiveX Control,
which is required for file-based operations. Once installed, you will not be
prompted about this again.
ProjectWise Properties
Users use the ProjectWise Properties web part to view or modify the
properties of folders, projects, or documents selected from the Content web
part.
ProjectWise Search
New searches are configured and run from the Search web part, and the
results of the search are displayed in the Content web part. If the Content web
part is not present, a new window will open to display the search results.
Existing saved searches created and saved in ProjectWise Explorer are run
from the Navigation web part, and require the Content web part to display the
results.
Select the ProjectWise web parts you want to add to the selected zone, and
then click Add. Add parts to the other zone if desired. When you add the web
parts, they are not yet connected to a datasource. The next step is to connect
them.
If you only need to use the Content web part, you can add it and use it
independently also. If you are doing this, make sure the user setting Document
list-> Show subfolders is on before adding the Content web part and connecting to
a datasource. This lets you see projects and folders in the Content web part
without requiring the Navigation web part on the page. Modify the user setting
from either ProjectWise Explorer or ProjectWise Administrator.
If you only need to use the Search web part, you can add it to the page and use it
independently without adding any other ProjectWise web parts to the page.
Whenever you run a search and the Content web part is not present, a new
window opens to display the results of the search, if there are any.
This method uses one ProjectWise account for all connecting users.
list, select the ProjectWise datasource to which you want to connect. Finally,
disable the Use Windows Credentials (SSO) check box, enter a ProjectWise
user name and password and click OK. The account you use here can be a
logical account or a Windows domain account.
You, the administrator, are now logged in to the datasource with the selected
account. When another user points their browser to this SharePoint site, they
will be automatically logged in to the datasource with that same account.
In SharePoint, click Exit Edit Mode.
Note: After adding the Content web part and connecting it to the datasource, you will
be prompted to install the ProjectWise Web File Transfer ActiveX Control,
which is required for file-based operations. Once installed, you will not be
prompted about this again.
Using this method, you do not add the web parts first.
[Trusted Servers]
ProjectWise Web Server = 44.55.66.77
Hint: If you have installed ProjectWise Web Server on more than one system,
you can use subnet masking as described in the dmskrnl.cfg file to
include a range of IP addresses on this line.
Next, in ProjectWise Administrator, add your Windows domain users, and
then create a logical user account enabling their user setting Administrative->
Enable as delegate user.
Then, on the Web Server system, go to Start > Programs > Bentley >
ProjectWise V8i > Web Server and Web View Server > ProjectWise Web Server
Single SignOn Settings. Select your datasource, enter the user name and
password for the delegate user account, click Save Settings, and then click
Close. Still on the Web Server system, log in to the SharePoint site with a
Windows domain account that has administrative rights to that site. Make
sure this domain account exists in the ProjectWise datasource to which you
plan to connect the web parts.
In SharePoint, make sure the Windows domain users you added to
ProjectWise Administrator are added to the SharePoint site.
Now add the web parts to the page.
After that, in any ProjectWise web part, select Edit > Modify Shared Web Part.
A settings window for that web part opens on the right side of the screen. In
the Select web parts to connect section, check all the ProjectWise web parts
listed. From the Location list, select the ProjectWise datasource to which you
want to connect. Finally, enable Use Windows Credentials (SSO) and click OK.
You are now logged in to the datasource with the same Windows domain
account you used to log in to SharePoint. When another user points their
browser to this SharePoint site, they will be automatically logged in to the
datasource with their Windows domain account. In SharePoint, click Exit Edit
Mode.
This completes single sign on configuration for web parts. You do need to make
sure the users who plan to access web parts have the following Internet Options
configured in their Internet Explorer browser.
In the Internet Options dialog’s (Tools > Internet Options) Security tab, click
Custom Level. In the Security Settings dialog, scroll to the User Authentication
section and enable “Automatic logon with current username and password”. On
the Advanced tab, scroll to the Security section and enable “Enabled Integrated
Windows Authentication (requires restart)”. When you are finished, click Apply,
and then OK.
Once connected, all users do is point their Internet Explorer browser to this web
site and they will be automatically logged in to the datasource using their own
Windows domain account if you have connected web parts using single sign on, or
using the ProjectWise account you have specified all web parts users to use.
[Trusted Servers]
ProjectWise Web Server = 44.55.66.77
Hint: If you have installed ProjectWise Web Server on more than one system,
you can use subnet masking as described in the dmskrnl.cfg file to
include a range of IP addresses on this line.
Next, in ProjectWise Administrator, add your Windows domain users, and
then create a logical user account enabling their user setting Administrative->
Enable as delegate user.
Then, on the Web Server system, go to Start > Programs > Bentley >
ProjectWise V8i > Web Server and Web View Server > ProjectWise Web Server
Single SignOn Settings. Select your datasource, enter the user name and
password for the delegate user account, click Save Settings, and then click
Close. Still on the Web Server system, make sure you are logged in to the
system with a Windows domain account. Make sure this domain account also
exists in the ProjectWise datasource to which you plan to connect the web
parts.
Launch Internet Explorer and connect to the ProjectWise Web Server by
typing http://webserver:portnumber/default.aspx where webserver is the
name of the system on which ProjectWise Web Server is installed, and
portnumber is the port that the default web site is using. If you are testing this
from the same system on which ProjectWise Web Server is installed, you can
type http://localhost/default.aspx.
When the sample page opens, click the Login/Logout link in the upper right
corner of the page. Select all ProjectWise web parts to connect to this
datasource, and then select the ProjectWise datasource to which you want to
connect. Finally, enable Use Windows Credentials (SSO) and click OK.
You are now logged in to the datasource with the same Windows domain
account you used to log in to the system. When a user points their browser to
this web site, they will be automatically logged in to the datasource with their
Windows domain account.
You need to make sure the users who plan to access web parts have the following
Internet Options configured in their Internet Explorer browser.
On the Internet Options dialog’s (Tools > Internet Options) Security tab, click
Custom Level. In the Security Settings dialog, scroll to the User Authentication
section and enable “Automatic logon with current username and password”. On
the Advanced tab, scroll to the Security section and enable “Enabled Integrated
Windows Authentication (requires restart)”. When you are finished, click Apply,
and then OK.
If for testing purposes you have installed ProjectWise Publishing Server on the
same system as SharePoint, ProjectWise Publishing Server will not be able to use
port 8081 as it will already be occupied. If this is the case, change the ProjectWise
Publishing Server request port from 8081 to 8087 on the General Settings page of
the Administration Server (Programs > Bentley > ProjectWise Publishing Server >
ProjectWise Publishing Server Administration). Make sure you also specify the
server and request port accordingly in the datasource settings in ProjectWise
Administrator. After changing the port, on the ProjectWise Publishing Server open
a command prompt and type iisreset.
ProjectWise Publishing Server always runs on IIS's Default Web Site, whose
default port is 80. If the Default Web Site port has been changed, then when
specifying the location of your ProjectWise Publishing Server, you will also need to
specify the port after the server name, for example, http://
publishingserver:88.
Procedure
Following are the steps for integrating ProjectWise Publishing Server.
4. Make ProjectWise Publishing Server as the web viewer for all the applications
in the datasource associated with DWG and DGN documents.
How to make ProjectWise Publishing Server the web viewer for DGN and
DWG documents:
In ProjectWise Administrator, click the Applications icon, select an application
you have associated to DGN or DWG documents and select Properties. On the
Web viewing tab, set the Associated web viewer to ProjectWise Publishing
Server, click Apply and then click OK. Do this for all other applications that are
associated to DGN or DWG documents.
Click Next in the installer, accept the license agreement, click Next and then
click Install. Click Finish when the installer is done.
You will need to copy the RegisterDLLs.bat file and all the .cab files from the
\Program Files\Bentley\ProjectWise\Web\Resources\Installs directory on the
system on which ProjectWise Web Server is installed to those user’s systems.
Once copied, launch the RegisterDLLs.bat file remotely. This will copy and register
the ActiveX DLL’s, allowing the users to use the web parts.
• Turn off the popup blocker, since web parts sometimes needs to open items in
a new window. For example, if a user right clicks a folder and select Properties
when the Properties web part is not present, the properties of the selected
folder display in a new window.
Active X
For ActiveX controls to work properly in Internet Explorer, on the Internet Options
dialog’s Security tab, select Trusted sites, click Custom Level, and then make sure
the following are set in the Security Settings dialog:
Scripting:
Active Scripting = Enable
Allow paste operations via script = Enable
Scripting of Java applets = Enable
Downloads:
Automatic prompting for file downloads = Enable
Windows Vista
For copy outs to function properly when using Internet Explorer on Windows
Vista, on the Internet Options dialog’s Security tab, disable “Enable Protected
Mode”.
Design Compare
This utility lets users select two documents produced from MicroStation sources
in the Content web part and see changed, unchanged, added, or deleted graphics
that are different between them in the Publishing and Redlining web part.
Design compare detects changes in an element. A user must modify the element
by moving it, adding vertices, scaling or rotating it, or changing its color, weight,
style, or fill. The feature is not designed to detect changes in appearance that are
To run it, you must install and set up the ProjectWise Design Compare Utility that
is delivered with ProjectWise InterPlot Server. You can use the utility on a
SharePoint site on non-SharePoint site.
Find directions for set up in the online Help file under ProjectWise
Implementation > Web Server and Web View Server Configuration > Configuring
Design Compare.
Module Review
Now that you have completed this module, let’s measure what you have learned.
Questions
1 What operating system is required for Web Parts deployment?
2 True or False: Windows SharePoint Services works with Oracle.
3 What option must you select to install Windows SharePoint Services 3.0
on an existing SQL Server implementation?
4 True or False: ProjectWise Web Server and ProjectWise Web View Server
can both be deployed on the same system.
5 True or False: You can use the Navigation, Content, and Search web part,
you can add it to the page and use it independently without adding any
other ProjectWise web parts independently.
Module Overview
There are best practices that will make ProjectWise administration easier and help
your users work most effectively.
Module Prerequisites
• Knowledge about the ProjectWise Explorer and ProjectWise Administrator
interfaces
Module Objectives
After completing this module, you will be able to:
• Use the DFT benchmark tool
• Handle ProjectWise Explorer related issues
Datasource names
Datasource names only support characters that are valid for Windows directory
names.
If you are running this test against a new datasource created using the
ProjectWise V8i Administrator, DFT is on by default. If you are running this test
against an existing, upgraded datasource, you must first activate the Delta File
Transfer datasource setting.
placed in separate directories. After the test completes, various reports can be
viewed to show the file transfer performance increase.
After the test completes you have the option of saving the results for later review.
There is also an option to submit your results to Bentley for analysis.
Note: DFT technology is designed to provide better file transfer performance over
low-bandwidth/high-latency network links. It is possible that negative
performance results may occur when using DFT over high-speed LAN links. This
is a known shortcoming of any kind of differential file transfer algorithm.
Document Architecture
Questions
1 What is an abstract document?
2 It is not a good idea to delete an existing abstract document and import a
new one. Why?
3 What is a GUID?
4 What are the Attributes and More Attributes tabs in the document
properties dialog?
5 True or False: When the Extraction enabled option is off in the File
Property Extraction Properties dialog, no scheduled extractions will occur,
and no manual extractions can start.
Answers
1 A document that has no file associated to it.
2 Any existing metadata would be lost.
3 Every document is assigned an identification number within ProjectWise.
Document ID’s are said to be globally unique, and are thus often referred
to as GUID’s.
4 These tabs are the user’s means of accessing extended document
metadata.
5 True. When the Extraction enabled option is off, no scheduled extractions
will occur, and no manual extractions can start.
Questions
1 When ProjectWise Explorer launches, it attempts to discover any
ProjectWise Servers on the network by sending out a broadcast on the
network. What port is used?
2 If you fail to specify a display name when creating a datasource, what do
users see when they log in to ProjectWise Explorer?
3 True or False: If two servers use the same display name, users see the
name twice in their datasource list and won’t be able to tell them apart.
4 What is the purpose of the ProjectWise V8i Network Configuration
Settings dialog?
5 True or False: If two users are sharing a client system, they should not
share working directories. Each user should have a unique working
directory.
6 When defining ProjectWise applications, what is an action association?
Answers
1 The request is on port 5799.
2 The datasource list is returned to the client in the format
ServerName:DatasourceName.
3 True.
4 It is used to configure the networking aspects of the ProjectWise Explorer
client application.
5 True.
6 Action associations determine what program launches when a user tries
to open, redline, view, or print a document associated to an application.
User Accounts
Questions
1 Define a ProjectWise user.
2 What is the difference between a logical account and a Windows account?
3 With a Windows account, the password is not stored in the ProjectWise
datasource; however, the password field in the database is not empty.
What is stored there?
4 Why is it important to define a default user?
5 What can you do if a folder becomes invisible to you while you are
configuring security?
6 True or False: Moving documents is a copy/delete command combination.
7 Which user properties setting is useful to hide the folder structure from
users?
Queries will still retrieve the documents to which users have access, but
the structure containing them will not be available.
8 What can you do to minimize the effort spent administering ProjectWise
security?
Answers
1 A ProjectWise user is a person with an account in the datasource.
2 Logical accounts are those whose user name and password are stored in
the ProjectWise database, along with their ID, name, description, and
password. Windows accounts are those whose user name and password
are not stored in the ProjectWise database, but are created using the user
name and password credentials of an existing Windows domain account.
3 ProjectWise needs to store the ID from the Windows user database
corresponding to the user. Rather than have another column in the table
for this purpose, ProjectWise stores the user’s domain security ID, SID, in
the password field.
4 When you create a new user, they inherit settings from the default user.
Create this user first with the most appropriate settings for most users.
Environments
Questions
1 Define an environment, explaining the relationship to a database.
2 Name the four main steps used to create an environment.
3 What is an interface?
4 When creating an interface, why would you use required fields sparingly?
5 What are attribute sheets?
6 What is a document code?
Answers
1 The environment can also be called a table or schema. The fields in an
environment table are called attributes, or metadata. Think of an
environment as a table with a row in it for each document that uses the
environment. Each column in the row is an attribute.
2 1. Create the environment.
2. Add attributes. You can create all of the attributes as part of the
environment creation process, or you can create some during creation and
create the rest later.
3. Create an interface. New interfaces are automatically added to each
existing environment.
4. Add attributes to, and arrange them in, the interface.
3 An environment defines a list of attributes. An interface arranges the
presentation of those attributes to the user. When an interface has been
set up for an environment, users in ProjectWise Explorer can see the
Questions
1 When should you use the Bulkload tool?
2 True or False: You must run a bulkload data file right after you create it.
3 By default, the user that is logged in to ProjectWise Explorer is the owner
of new files and folders. Where do you change that?
4 True or False: When you import files into an existing folder, you should not
designate an environment for the files you are importing into it.
5 When using the Advanced Wizard, the key option on the Create a
Document page is Apply selected options to succeeding documents. What
does it do?
6 What are the results when you import documents using no wizard?
7 After importing any MicroStation or AutoCAD files, you may want to
determine which of the recently imported files reference other
MicroStation or AutoCAD files, and create a relationship in the
ProjectWise datasource accordingly. How do you do this?
Answers
1 When you want to import a large number of documents without
interaction at the desktop.
2 False. It can be processed immediately or saved and processed when
needed.
3 Using the Manager option in the Process Bulkload File portion of the tool.
Document Indexing
Questions
1 What must be installed to install any of the document processors?
2 When you create a user account for the extraction user, which user
properties setting should be disabled?
3 When you extract full text, where is the actual text index stored?
4 Where does the Indexing Service run?
5 True or False: When processing DGN and/or DWG files, only the master
file is processed. Documents having reference files will only be indexed
against the text in the master file.
6 What must you do to force documents to be processed again?
7 Which of the following can you extract from AutoCAD files with no
additional configuration? Thumbnails, Full text, File properties.
8 Name two ways to monitor extraction processes.
Answers
1 The ProjectWise Orchestration Framework Service.
2 On the Settings tab, expand the General category and disable Use access
control.
3 The actual text index is stored in the Microsoft catalog, rather than in the
ProjectWise database.
4 On the ProjectWise Integration Server.
5 True.
6 Check the files out, and then back in or mark the entire folder for re-
processing.
7 Thumbnails
8 The Windows Task Manager and the ProjectWise provides the Automation
Service Administrator.
Audit Trail
Questions
1 True or False: Users must enter comments for Audit Trail events to be
logged.
2 True or False: If Require Comment is enabled, users can’t use the Free
command.
3 Why might you want to limit the number of users who can view a folder’s
Audit Trail?
4 True or False: If you elect to move audit trail records to a secondary table,
you must first create the table in the database.
Answers
1 False. An event is logged whether users enter comments or not.
2 False. The user doesn’t have to enter comments because the Free
command is not eligible for comments, even though the event is tracked in
the Audit Trail.
3 Frequently viewing a folder Audit Trail with many transactions can have an
adverse effect on performance.
4 False. It will be created by ProjectWise when it is needed.
Access Control
Questions
1 Explain the reason for stating that security in ProjectWise is exclusive.
2 True or False: If rights are removed at the user level, they cannot be given
back at the folder level.
3 What is the object-based approach to access control?
4 When do you use it?
5 What is the workflow-based approach to access control?
Answers
1 It is only applied when some users are explicitly given permissions to
certain items that other users are excluded from accessing those items.
2 True. If rights are removed at the user level, they cannot be given back at
the folder level.
3 In this approach, folder and document permissions can be set for the
entire datasource in ProjectWise Administrator. Any folders, sub-folders
and documents in ProjectWise Explorer will inherit these permissions.
Then, at any level in ProjectWise Explorer, new permissions can be set
which the lower levels inherit. As each new level is created, it
automatically inherits the permission set from the previous level. This
permission set can then be edited and will become the object’s own
permission set.
4 If your datasource is not workflow driven.
5 A workflow security hierarchy. For example, say that workflow#1 has
stateA, stateB, stateC, and stateD. In ProjectWise Administrator, you set
workflow#1 so it is only accessible to certain users in the datasource. Then
you can decide which of those users have access to each state in the
workflow, and what permissions each user has for folders or documents in
that state.
ProjectWise Workflows
Questions
1 What is a workflow?
2 What is a state?
3 Name the events on which you can base a messaging agent.
4 Where are workflows assigned to folders?
5 True or False: When you assign a workflow to a folder or project, all
documents at the root of the folder or project inherit the assigned
workflow and are automatically placed in the first state defined for that
workflow.
6 What is Real security?
Answers
1 An ordered group of milestones through which a document passes on its
way to completion.
2 A milestone within a workflow.
3 When a document changes state.
Document check out or check in.
When a document is exported.
When a document changes version.
When the server copy is updated.
4 In the Properties dialog.
5 True.
6 The Real (Workflow & Folder) Security Type provides a read-only view of
the combined security settings.
Integrated Applications
Questions
1 True or False: You can create a ProjectWise Application for multiple
product versions. For example, one for MicroStation V8 XM Edition and
one for MicroStation V8i.
2 Why would you enable the Show Selective Set Open dialog option for
users?
3 Why would you use versioning?
4 What is the difference between an unmanaged workspace profile and a
configuration settings block?
5 If both configuration settings blocks and workspace profiles are applied to
the same document, which will take precedence?
6 What are the steps for creating attribute exchange rules?
7 Where do you import attribute mappings?
Answers
1 True. Do this using the Applications item in ProjectWise Administrator.
Change properties in an application’s Properties dialog or create new
applications.
2 So the Select Reference Documents dialog appears. Users can choose
whether to copy or check out references.
3 Often it is advantageous to return a document to a previous state during
the design process.
4 Unmanaged workspace profiles define the location of MicroStation
workspaces or AutoCAD profiles. A configuration settings block is a
MicroStation configuration variable and its corresponding values, in
ProjectWise.
5 Workspace profiles will take precedence.
6 Create an Attribute Class.
Create the attributes for the class.
Bind the attribute to a property type.
Establish the conditions for update.
Managing Projects
Questions
1 In the case of an organization with multiple sites, there may be multiple
active projects at each location, yielding hundreds or even thousands of
projects company wide. What is a good strategy for handling a situation
like this?
2 True or False: It is recommended that each major project be stored in its
own storage area.
3 True or False: The master group for the project should always be applied
after creating the sub-folders.
Answers
1 A likely strategy for an organization of this type would be to implement
the one-to-many model, creating a ProjectWise database instance for
each site. Then, each project at a particular site would be created as a
folder structure within the respective database instance.
2 True.
3 True.
Spatial Management
Questions
1 What is a spatial location?
2 How can you add a coordinate system to the Add Coordinate Systems
dialog?
3 When does automatic use of a coordinate system happen?
Answers
1 A geographical footprint. These let you locate the associated document, or
a folder, on a background map displayed in ProjectWise Explorer. Any
ProjectWise document or folder can be associated with a spatial location.
2 Use the Geospatial Extension or Bentley Map to edit the Coordinate
Systems Dictionary.
3 If there is only one coordinate system that matches a document. If
multiple coordinate systems match a document, they will all be presented
to the user.
4 The reference coordinate system is used to compare objects that are in
different coordinate systems.
5 When the background map is displayed in the Spatial Navigator, all spatial
locations drawn over it will automatically be reprojected into this
coordinate system.
6 Write and File Read privileges.
Questions
1 What operating system is required for Web Parts deployment?
2 True or False: Windows SharePoint Services works with Oracle.
3 What option must you select to install Windows SharePoint Services 3.0
on an existing SQL Server implementation?
4 True or False: ProjectWise Web Server and ProjectWise Web View Server
can both be deployed on the same system.
5 True or False: You can use the Navigation, Content, and Search web part,
you can add it to the page and use it independently without adding any
other ProjectWise web parts independently.
Answers
1 Windows 2003 Server.
2 False.
3 Click Advanced and select the Web Front End option.
4 True, as long as they are deployed to different virtual servers.
5 True.
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Access control
The method for controlling which users have access to documents and folders.
Access list
An access list is a type of user list that is used when you want to group together
users, groups and other access lists who need the same access rights to folders,
documents, and so on.
Action association
Active datasource
The datasource you have logged in to and are currently working in.
Address bar
The Address bar lets you know where you are in the datasource by displaying the
full folder path to and including the selected folder or document. ProjectWise
Explorer users can copy an address in the Address bar and paste it into an e-mail.
ProjectWise Explorer users on the receiving end of such e-mails can then copy the
addresses and paste them into their own Address bar in ProjectWise Explorer.
Application
Associations
General term for the relationships between icons and applications, file types
(extensions). For specific definitions see Action Association, Extension
Associations, Icon Associations, or Program Associations.
Attribute
Attribute exchange
Attribute exchange is the process by which tagged elements inside your files,
such as MicroStation title blocks, get automatically updated with ProjectWise
environment attribute values.
Attribute sheets
Audit trail
The mechanism for recording document and folder activity in the datasource.
The items tracked by an audit trail are specified in ProjectWise Administrator; the
audit trail itself is viewed in ProjectWise Explorer.
The act of verifying that the user name and password entered during log in
matches a user account in the datasource.
Auto-login
Auto-login lets a user log in to a datasource without having to enter their user
name and password.
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Background map
A background map is a backdrop, a key map that allows the user to locate a
spatial location in a geographical environment.
Broadcast
The term used to describe how ProjectWise Explorer and Web Server clients send
datasource list requests to the network. Any ProjectWise Integration Server or
ProjectWise Gateway Service in the network that receives the broadcast request
responds to the request accordingly. By default, ProjectWise Integration Servers
and ProjectWise Gateway Services receive broadcast information through port
5799.
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Caching
Check in
Check outs
Component
Component indexing
Component link
Comparison operators
Expressions (such as >, >=, <, <=) which allow you to compare values when
defining document search criteria.
Console
Coordinate system
Copies
Copy
Copy out
Created by
Custom folder
Custom folders can be thought of as “favorites” where you keep the documents
you are working on most often. These folders serve as an alternative to the
standard folder hierarchy, enabling one to quickly locate frequently used
documents. You can create your own personal custom folders, or if you are an
administrator, you can create global custom folders that all users to see and use.
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Data compression
Datasource
The collective term referring to the container of folders and documents, the
items defined for that container in ProjectWise Administrator, and the supporting
database.
Datasource list
Department
Distributed DGNs
The collective term for the functionality delivered in both ProjectWise V8 Athens
and integrated MicroStation V8 Athens that allows multiple users to export and/
or check out the same DGN document as shared, work on the document
simultaneously, and merge changes upon import / check in.
Document
Document code
Document set
A group of documents.
Documents root
The top level folder in any datasource, under which projects and folders can be
created.
Document list
In ProjectWise Explorer, the right side of the application window, in which the
selected folder's documents are displayed.
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Export
Export as shared
Extension association
External file
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The copying and storing of files from one server's storage area into another
server's cache, for the purpose of providing fast, local access to documents whose
files are stored on a remote server. Any ProjectWise Integration Server, Caching
Server, or Gateway Service running in Caching Server mode can be configured to
store copies of another ProjectWise server's files.
File name
Final status
Flat set
Folder
Footprint
See Geometry.
Free
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The server computer through which a request is routed on its way to its
destination. By configuring the [Gateway] section of a server's dmskrnl.cfg file,
you can instruct clients to send their requests, bound for one server, to another
server instead. The server now receiving these requests is referred to as the
gateway server. You can configure this gateway server to forward request directly
to their destination, or to another gateway server.
Geometry
Any spatial object will have an associated footprint displayed in the Spatial tab in
ProjectWise Explorer. In the present version, only polygons are supported.
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Icon association
Import
Inherit
Integrated application
Interface
Legacy integration
Link set
A link set is basically a group of one or more links to other files, models,
references, and/or saved views that can be stored in a DGN file or a DGN library. In
MicroStation, the Link Set dialog is used to create and manage link sets, and the
Project Explorer dialog is used to create the actual links. When DGN files
containing link sets are stored in ProjectWise, link sets and their links display in
ProjectWise Explorer in the Link Sets tree under the project in which the link set
exists. Any link sets that exist in folders that are not in any project are displayed in
the main Link Sets tree, which is a subfolder of the Documents root folder.
Local copy
A copy of a document that has been downloaded from the server, whether by
check out, copy out, or export.
Locale
The language that words display in, in ProjectWise windows and dialogs. The
default locale is English, but if you have a ProjectWise language pack installed, you
can change the locale.
Logical set
A DGN or DWG document that has other documents referenced into it.
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Mailing list
A mailing list is a type of user list that is used when you want to group together
users with e-mail addresses, groups, and other mailing lists, so users with e-mail
addresses can send and receive messages using Messaging Services in
ProjectWise Explorer. Mailing lists are also referred to as Global Address Books.
Managed workspace
Master document
Messaging Services
Messenger
Used to create, save, and open collections of administrative tools. MMC does not
perform administrative functions, but hosts tools that do. ProjectWise
Administrator runs inside the MMC.
At the bottom of most applications' File menu is a list of files that were recently
opened in that application. This is referred to as the most recently used (MRU)
list. When MicroStation is integrated with ProjectWise, the File menu MRU list is
also integrated with ProjectWise, so that you can quickly access a DGN document
recently opened from ProjectWise. Integration with the File menu MRU list in
other integrated applications is not yet supported. The address bar in the Open
dialog that appears in integrated applications also contains an MRU list. The
Address bar's MRU list displays all documents recently opened from ProjectWise,
not just those opened in the application you are working in.
Move
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Organizer
OR group
An additional page of search criteria, on either the Search Form or Search Builder
dialog. An OR group is used when you want to search on multiple values for the
same attribute.
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Pane
Parent document
Password
Permissions
The items that set what a user can and cannot do, when access control is used.
Placeholder document
A ProjectWise document that does not have an electronic file attached to it.
Preview pane
This type of search for references will only search selected folders, and they will
be searched in the order they are listed in the Scan for References wizard.
Privileges
General term for the settings that determine what you are allowed to do with
documents and folders and projects.
Program associations
The programs linked to and defined for use with the specified ProjectWise
applications.
Project
Projects are a kind of super-folder that provide a single place to manage and
organize documents, data and resources related to a given real-world project.
Projects can contain or reference saved searches, documents, folders,
subprojects, components, links to other sources of data, and so on.
A search that is defined to search for documents, where the starting point of the
search is the project in which the search itself is saved. When you copy a project-
aware saved search to another project, the search path of the new saved search is
updated to reflect the project it was copied to.
Project type
Project types are similar to environments, except that project types can only be
assigned to projects. Project types are created in ProjectWise Administrator, and
contain custom project properties. Once a project type is created in ProjectWise
Administrator and assigned to a project in ProjectWise Explorer, users can open
the Project Properties dialog and enter values for those custom project properties
on the Properties tab.
ProjectWise Administrator
The ProjectWise module that lets you create and manage datasources.
The portion of ProjectWise that lets you extract components from ProjectWise
documents, and then manage those components within ProjectWise.
The ProjectWise server module to install when you want to set up a storage area
on a computer other than the Integration Server computer. The ProjectWise
Caching Server cannot be installed on computers on which ProjectWise
Integration Server or ProjectWise Gateway Service is already installed.
The portion of ProjectWise that lets you identify a group of documents, have
them rendered using ProjectWise InterPlot Server, and then send the rendered
documents to another folder, another datasource, or if you have the proper
connectors, to another document management system. You can choose to send
copies of the original documents along with the rendered copies to the target
location, or you can choose to skip the rendering and simply use ProjectWise
Distribution Service as a way to copy documents from one place to another.
ProjectWise Explorer
The main client interface for ProjectWise, from which users can check out, open,
modify, and otherwise manage their ProjectWise documents.
The ProjectWise server module to install for datasource list publishing. The
ProjectWise Gateway Service cannot be installed on computers on which
ProjectWise Integration Server or ProjectWise Caching Server is already installed.
When the Full Text Indexing feature of ProjectWise Integration Server is installed,
ProjectWise Integration Server contains its own Indexing Service which maintains
the full text index catalog, accepts text extraction updates to the catalog, and
executes full text searches as configured and run from ProjectWise Explorer and
Web Parts. You can use the ProjectWise Integration Server's Indexing Service, or
you can install a devoted ProjectWise Indexing Service on another computer to
off-load work from the main Integration Server. ProjectWise Indexing Service
cannot be installed on a computer on which ProjectWise Integration Server is
already installed.
The primary server of ProjectWise, and is the server on which your datasources
are created. Every other ProjectWise module, whether it is a user client, an
administrative client, or another server, is said to be a client of the ProjectWise
Integration Server.
ProjectWise Messenger
ProjectWise Web Server Components for Web Parts is used to provide a web
browser interface for ProjectWise users. Web browser-based access to
ProjectWise is intended for casual users who are in remote, possibly low-
bandwidth locations. ProjectWise Web Parts can be set up in a Microsoft
SharePoint portal, or they can be configured on a computer without SharePoint.
Once you install and deploy ProjectWise Web Parts, there are five web parts that
you can add to your portal or web page.
Properties
The general term for all of the general and custom attributes which can define a
document, folder, or project.
Proximity search
This type of search for references will start the search with the top folder
selected, then will work its way down until all subfolders are searched.
Publish
When you select a document for viewing from Web Parts, that document is
converted to a format that is able to be displayed by your browser, and is said to
be published. DGN and DWG documents are published using ProjectWise
Publishing Server.
Purge
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Quick view
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Read-only
Refers to a document which can be viewed but not edited, or the permission
itself.
Redline
Redline document
Redlined document
References
To replace the local copy of a document with the latest copy of the document
from the server.
Register
Routed server
The destination of any client request, when that request is routed through
another server.
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A search that an administrative user has saved for other users to see and use.
A search that you have saved for personal use, which no other users can see or
use.
Saved search
When you save your search criteria, it becomes a saved search. When you create
a saved search, the search is run simply by clicking on the saved search, and the
results are displayed in the search results window. Saved searches are designed to
be reused and can be modified as needed.
Search
Can refer to both the act of finding documents and/or folders and projects, and
also the criteria used to find documents and/or folders and projects.
Security
Seed file
Server
The short form used to refer to the ProjectWise Integration Server. Also referred
to as the ProjectWise Server
server copy
The master copy of a document that is stored in the datasource's storage area.
Set
Shared files
The overall term referring to the ProjectWise capabilities that allow users to
check out or export documents as shared, and the integrated MicroStation
capabilities that allow users simultaneously edit documents that are checked out
as shared.
Single sign on lets ProjectWise users automatically log in to datasources using the
same account with which they are logged in to the computer. For a user to use
single sign on, that user must already have a Windows domain account in
datasource they are trying to log in to, and they must already be logged in to the
computer as that user. Then by choosing Datasource > Log in in ProjectWise
Explorer, the user will be automatically logged in to the selected datasource.
Snap-in
A tool that you can add to a console. ProjectWise User Synchronization Service is
an example of a snap-in, in ProjectWise Administrator.
Spatial location
Located in the Spatial pane, the Spatial Navigator displays documents and folders
spatial locations over a background map.
Spatial object
Any ProjectWise object that may be associated with a spatial location, for
example, folders and documents.
Spatial pane
The Spatial pane allows to view the selected document's spatial perspective. The
Spatial pane contains the Spatial Navigator, the Spatial Navigator toolbar and the
Symbology Legend.
Spatial search
Finds all spatial objects (for example, documents) that intersect with a search
area (most likely a minimum bounding rectangle (MBR) defined by the user). A
fast search would check the search area against the MBR of all documents. A
more extensive search would then reduce the result set further by checking the
geometries of the documents within the search area.
Spatial view
Used to specify how spatial locations will be drawn according to the attributes of
their associated documents.
Status
Storage area
The physical folder where all the documents in the datasource exist.
Subnet
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T
Transmission Control Protocol (TCP)
Trusted servers
For Distribution Service and Automation Service, the list of trusted servers must
be configured to include the IP addresses of all computers running Distribution
Service / Automation Service software, including Distribution Service /
Automation Service Administrator. For ProjectWise Web Server for Web Parts, the
only IP address you need to add to this list is that of the computer on which
ProjectWise Web Server for Web Parts is installed.
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U
Universal coordinate system (UCS)
Unmanaged workspace
A workspace profile.
To replace the server copy of a document with your modified local copy of the
document, without changing the document's checked out status on the server.
Up-to-date
When the local copy of a document matches the server copy of a document, the
local copy is said to be up-to-date.
User
User group
User list
There are two types of user lists you can create in ProjectWise Administrator —
access lists and mailing lists. Access lists are used when you want to group
together users, groups and other access lists who need the same access rights to
folders, documents, and so on. Mailing lists (also referred to as Global Address
Books) are used when you want to group together users with e-mail addresses,
groups, and other mailing lists, so users with e-mail addresses can send and
receive messages using Messaging Services in ProjectWise Explorer.
User settings
The settings for each user in the datasource, that control what a user can and
cannot do in ProjectWise, and to some extent the behavior of the user's
ProjectWise session.
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V
Version control (versioning)
View
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W
Web Parts
A ProjectWise user account which leverages its log in credentials from an existing,
valid Windows account. Unlike a logical user account, a Windows domain
account's password is not stored in the datasource. The ProjectWise Server
checks the user's operating system to verify that the user name and password
entered are valid in the domain.
Workflow state
Working directory
The file system folder on a user's computer into which documents from the
datasource are downloaded when performing a check out or copy out.
Workspace
Workspace profile