ProjectWise V8i Administrator
Client
(SELECTseries 2)
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.
AutoCAD is a registered trademark of Autodesk, Inc.
All other brands and product names are the trademarks of their respective owners.
Patents
United States Patent Nos. 5,8.15,415 and 5,784,068 and 6,199,125.
Copyrights
©2000-2010 Bentley Systems, Incorporated.
MicroStation ©1998 Bentley Systems, Incorporated. All rights reserved.
Instructor Set-Up
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.
Create a storage area: • Exton
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
• Important: Environments are imported during this course (pwclass.aam and Standard.aam). They must be imported into a database instance to which they have not been imported previously. If not, errors will occur and they will not
Table of Contents
Instructor Set-Up ____________________________________ iii Course Overview ____________________________________ 1 Course Description ____________________________________1 Target Audience_______________________________________1 Prerequisites _________________________________________1 Course Objectives _____________________________________1 Document Architecture ______________________________ 3 Module Overview _____________________________________3 Module Prerequisites __________________________________3 Module Objectives_____________________________________3 Introductory Knowledge ________________________________4 Questions ________________________________________4 Answers __________________________________________4 Document Information _________________________________4 Creating Documents ___________________________________5 Converting abstract documents _______________________5 Document ID’s_____________________________________6 Document preview _________________________________8 Extended Document Properties __________________________8 Security tab _______________________________________9 Attributes and More Attributes tabs ___________________9 File Properties tab __________________________________10 Workspace tab ____________________________________12 Components tab ___________________________________13 Departments _________________________________________13 Creating Departments_______________________________14 Module Review _______________________________________14 Questions ________________________________________14
ProjectWise Explorer Best Practices ____________________ 17
Module Overview _____________________________________17 Module Prerequisites __________________________________17 Module Objectives_____________________________________17
Introductory Knowledge ________________________________18 Questions ________________________________________18 Answers __________________________________________18 ProjectWise Explorer Networking _________________________19 Datasource display names ___________________________19 Navigating multiple sub-nets _________________________20 ProjectWise network configuration ____________________20 ProjectWise network registry entries ___________________23 Basic File Operations ___________________________________24 Document Check Out and check in_____________________24 The working directory _______________________________25 Delta file transfer __________________________________28 ProjectWise Applications________________________________31 Defining applications________________________________32 Working with existing applications_____________________36 Applications and file extensions _______________________37 User overrides for application actions __________________37 Module Review _______________________________________39 Questions ________________________________________39
Managing User Accounts _____________________________ 41
Module Overview _____________________________________41 Module Prerequisites __________________________________41 Module Objectives_____________________________________41 Introductory Knowledge ________________________________42 Questions ________________________________________42 Answers __________________________________________42 User Accounts ________________________________________42 Account Types ________________________________________43 Authentication ____________________________________44 Authentication for Logical accounts ____________________44 Authentication for Windows accounts __________________44 Using ProjectWise User Synchronization Service __________45 Single Sign On _____________________________________47 User IDs __________________________________________48 User Properties Settings ________________________________49 Default user properties ______________________________50 Settings categories _________________________________50 Working directory category __________________________51 General category___________________________________53 User Interface category______________________________55 Administrative category _____________________________59 Document category_________________________________61 Document List category _____________________________65 Folder category ____________________________________67 Message Folders category ___________________________68
Table of Contents
Custom Folders category ____________________________70 Global user lists category ____________________________72 Document Creation Conflicts category__________________73 Audit Trail category_________________________________78 Managed Workspace Profiles category _________________80 Project permissions category _________________________81 Establishing the Default user _________________________81 Modifying user properties ___________________________82 Modifying properties for multiple users_________________83 Secondary Administrative Accounts _______________________83 Deleting Users ________________________________________84 Group and List Membership _____________________________87 User groups _______________________________________87 User Lists _________________________________________90 Selecting users by group or list ________________________91 The Database User Account _____________________________91 Module Review _______________________________________92 Questions ________________________________________92 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
Allow and forbid restrictions__________________________116 Reserved restrictions________________________________117 Searching for Documents by Environment Attributes _________118 Attributes Properties Dialog _____________________________120 General tab _______________________________________120 Value tab _________________________________________121 Editing tab ________________________________________125 Extra Values tab____________________________________125 Environment and Attribute User Properties Settings __________125 User Interface-> Attribute Form _______________________126 User Interface-> Search Form _________________________126 Module Review _______________________________________127 Questions_________________________________________127
Importing Legacy Documents __________________________ 129
Module Overview______________________________________129 Module Prerequisites___________________________________129 Module Objectives _____________________________________129 Introductory Knowledge ________________________________130 Questions_________________________________________130 Answers __________________________________________130 Non-interactive Import _________________________________130 The BulkLoad tool __________________________________130 The Bulkload dialog _________________________________131 Process Bulkload File options _________________________132 Interactive Import _____________________________________134 The Wizard Manager ________________________________134 Advanced Document Creation Wizard __________________135 Importing without a wizard___________________________139 Completing the Process _________________________________140 Using the Scan References and Link Sets wizard __________140 Working with link sets _______________________________147 Module Review _______________________________________150 Questions_________________________________________150 Document Indexing __________________________________ 151 Module Overview______________________________________151 Module Prerequisites___________________________________151 Module Objectives _____________________________________151 Introductory Knowledge ________________________________152 Questions_________________________________________152 Answers __________________________________________152 Extraction Process Overview _____________________________152 Supported file types ________________________________153 How it works ______________________________________153 ProjectWise Orchestration Framework Service ___________155
Server requirements ________________________________155 Configuration______________________________________156 Thumbnail Extraction___________________________________157 Automatic extractions _______________________________159 Manual extractions _________________________________160 Full Text Extractions____________________________________161 Indexing Service architecture _________________________162 Process stages _____________________________________163 Choosing a folder for the Microsoft Catalog______________163 Enabling full text indexing ____________________________168 Querying the Microsoft Catalog _______________________169 Full text searches from ProjectWise Explorer_____________170 Processing Non-standard File Types _______________________171 Processing AutoCAD Documents __________________________173 File Property Extraction _________________________________174 Monitoring Extraction Processes__________________________178 File Extraction User Properties Settings ____________________179 User Interface category______________________________179 Module Review _______________________________________180 Questions_________________________________________180 Audit Trail _________________________________________ 181 Module Overview______________________________________181 Module Prerequisites___________________________________181 Module Objectives _____________________________________181 Introductory Knowledge ________________________________182 Questions_________________________________________182 Answers __________________________________________182 Enabling Audit Trail for a Datasource ______________________182 Datasource settings_________________________________182 Routinely logged events _____________________________184 Freeing documents and Audit Trail _____________________185 Audit Trail review __________________________________186 Deleted documents _________________________________186 Additional datasource settings ________________________187 Audit Trail Maintenance ________________________________188 Truncating the Audit Trail ____________________________188 Datasource statistics ___________________________________191 Audit Trail User Properties Settings________________________192 Module Review _______________________________________194 Questions_________________________________________194 Access Control ______________________________________ 195 Module Overview______________________________________195 Module Prerequisites___________________________________195 Module Objectives _____________________________________195
Introductory Knowledge ________________________________195 Questions_________________________________________196 Answers __________________________________________196 Access Control Overview ________________________________196 Security Permissions ___________________________________197 The Object Security Hierarchy ____________________________198 Folder security _____________________________________198 Assigning security to a folder _________________________199 Folder permissions _________________________________201 Document security _________________________________202 Document permissions ______________________________202 Organizing object security____________________________203 Inherited folder security _____________________________205 Security and Document Processors ____________________205 Establishing default security __________________________206 Document level security _____________________________208 Workflow Security _____________________________________210 Implementation____________________________________211 Working with Workflow-Based Security ____________________213 Real _____________________________________________213 Workflow _________________________________________213 Folder____________________________________________214 Security Datasource and User Properties Settings ____________214 User properties setting ______________________________214 Datasource properties setting_________________________215 Module Review _______________________________________215 Questions_________________________________________215 ProjectWise Workflows ______________________________ 217 Module Overview______________________________________217 Module Prerequisites___________________________________217 Module Objectives _____________________________________217 Introductory Knowledge ________________________________218 Questions_________________________________________218 Answers __________________________________________218 Workflow Overview ____________________________________218 Creating and Modifying States ___________________________219 Creating states_____________________________________219 Modifying a state___________________________________220 Creating and Modifying Workflows________________________220 Messaging Services ____________________________________222 Creating a message agent ____________________________222 Non-workflow related events _________________________223 Workflow related events_____________________________223 Workflows in ProjectWise Explorer ________________________225 Assigning a workflow to a folder_______________________225
Identifying folder/document workflow and state _________228 Changing states ____________________________________229 Workflow related messages __________________________230 Working with Workflow-Based Security ____________________231 Real _____________________________________________231 Workflow _________________________________________231 Folder____________________________________________232 Workflow Datasource and User Properties Settings___________234 User properties settings _____________________________234 Datasource settings_________________________________234 Module Review _______________________________________235 Questions_________________________________________235 Integrated Applications ______________________________ 237 Module Overview______________________________________237 Module Prerequisites___________________________________237 Module Objectives _____________________________________237 Introductory Knowledge ________________________________238 Questions_________________________________________238 Answers __________________________________________238 Multiple MicroStation Versions ___________________________238 MicroStation Reference Management _____________________241 Creating sets ______________________________________242 Reference location _________________________________244 References without file extensions_____________________245 Dynamic View support ______________________________245 In place reference activation__________________________246 Reference user properties settings _____________________247 Versioning to Manage the Design Process __________________249 Versioning datasource and user properties settings _______250 Datasource settings_________________________________250 User properties settings _____________________________251 Configuring MicroStation Workspaces _____________________252 Unmanaged Workspaces_____________________________253 Workspace profiles and web parts _____________________256 Managed Workspaces _______________________________257 Creating individual configuration settings blocks __________261 Dynamic project configuration ________________________263 Variables to Exclude From Copy Out____________________265 Applying CSBs in ProjectWise Administrator _____________265 Applying CSBs in ProjectWise Explorer __________________265 Configuring a User’s Personal Workspace _______________266 AutoCAD Workspace Profiles_____________________________267 MicroStation Title Blocks ________________________________267 Creating MicroStation attribute exchange rules___________268 Placeholder tags ___________________________________270
Attribute exchange rules_____________________________271 Establish update conditions __________________________272 AutoCAD Title Blocks ___________________________________273 MicroStation Link Sets __________________________________274 Selecting the correct link set source ____________________276 AutoCAD Sheet Set Manager Integration ___________________276 AutoCAD Session File Manager ___________________________277 Other AutoCAD Integration Features ______________________277 Integrated ProjectWise Navigator _________________________278 Configuration______________________________________278 Marking up documents with ProjectWise Navigator _______279 Related document markups __________________________279 i-model Composer Integration ___________________________280 Configuration______________________________________280 Microsoft Office Integration _____________________________281 Registry strings ____________________________________282 Attribute Exchange for Microsoft Office Documents _______283 Adding new custom properties________________________285 Exporting and importing attribute mappings _____________287 Module Review _______________________________________288 Questions_________________________________________288 Managing Projects ___________________________________ 289 Module Overview______________________________________289 Module Prerequisites___________________________________289 Module Objectives _____________________________________289 Introductory Knowledge ________________________________289 Questions_________________________________________289 Answers __________________________________________290 Defining Projects ______________________________________290 Project strategy ____________________________________291 The one-to-many definition __________________________291 Define a template project folder structure_______________292 Establish storage areas ______________________________292 Add new users _____________________________________293 Create security groups ______________________________293 Copying the template project to the new project _________294 Applying the security schema _________________________294 Backup and restore procedures _______________________294 Full back up one-to-many project definition _____________297 Export command line options _________________________298 Module Review _______________________________________300 Questions_________________________________________300
Spatial Management _________________________________ 301
Module Prerequisites___________________________________301 Module Objectives _____________________________________301 Introductory Knowledge ________________________________302 Questions_________________________________________302 Answers __________________________________________302 Spatial Management ___________________________________302 ProjectWise Explorer’s Spatial tab _____________________302 Working with Coordinate Systems ________________________303 Defining Spatial Symbologies_____________________________305 Working with Background Maps __________________________307 Creation __________________________________________307 Static CAD Layers___________________________________307 Dynamic CAD layers_________________________________308 DPR Layers ________________________________________308 Scanning for Spatial Locations ____________________________310 Associating applications to metadata scanners ___________311 Scanning using ProjectWise Explorer ___________________312 Creating spatial location files _________________________313 Loading spatial location files __________________________314 Using the Spatial Tab ___________________________________315 Drawing spatial locations ____________________________315 Spatial Searches _______________________________________317 Module Review _______________________________________319 Questions_________________________________________319
ProjectWise Web Server ______________________________ 321
Module Overview______________________________________321 Module Prerequisites___________________________________321 Module Objectives _____________________________________321 Introductory Knowledge ________________________________322 Questions_________________________________________322 Answers __________________________________________322 SharePoint Implementation______________________________322 Configuring SharePoint services _______________________323 Creating a web application ___________________________325 Adding users ______________________________________326 Installing ProjectWise Web Server ________________________327 ProjectWise Web Server and Web View Server supports: ___328 Before installing____________________________________329 Configuring User Settings for Web Parts Users _______________333 Configuring Web Parts in a SharePoint Site _________________334 Standalone web parts _______________________________335 Usability enhancements for users______________________336 Connecting web parts to a datasource __________________336 Configuring Web Parts in a Non-SharePoint Site _____________339 Integrating with ProjectWise Publishing Server ______________342
Performance and port configuration ___________________342 Procedure ________________________________________342 Configuring Users' Systems ______________________________344 Design Compare_______________________________________346 Module Review _______________________________________347 Questions_________________________________________347 ProjectWise Maintenance ____________________________ 349 Module Overview______________________________________349 Module Prerequisites___________________________________349 Module Objectives _____________________________________349 ProjectWise Administrator Specific ________________________349 Datasource names__________________________________349 DFT benchmark tool ________________________________350 ProjectWise Explorer Specific ____________________________351 Importing export files from earlier versions ______________351 Scan for References after converting a pre-8.1 datasource __351 Vista users disable protected mode in IE ________________352
Module Review Answers _____________________________ 353
Document Architecture _________________________________353 Questions_________________________________________353 Answers __________________________________________353 ProjectWise Explorer Best Practices _______________________354 Questions_________________________________________354 Answers __________________________________________354 User Accounts ________________________________________355 Questions_________________________________________355 Answers __________________________________________355 Environments _________________________________________356 Questions_________________________________________356 Answers __________________________________________356 Importing Legacy Documents ____________________________357 Questions_________________________________________357 Answers __________________________________________357 Document Indexing ____________________________________358 Questions_________________________________________358 Answers __________________________________________358 Audit Trail____________________________________________359 Questions_________________________________________359 Answers __________________________________________359 Access Control ________________________________________360 Questions_________________________________________360 Answers __________________________________________360 ProjectWise Workflows _________________________________361 Questions_________________________________________361
Answers __________________________________________361 Integrated Applications _________________________________362 Questions_________________________________________362 Answers __________________________________________362 Managing Projects _____________________________________363 Questions_________________________________________363 Answers __________________________________________363 Spatial Management ___________________________________363 Questions_________________________________________363 Answers __________________________________________364 ProjectWise Web Server ________________________________364 Questions_________________________________________364 Answers __________________________________________365
Course Overview
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
Document Architecture
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
While this list is not all-inclusive, it is representative of the type of information maintained for each document. Some of the fields are visible to the user, while others are for internal use and are not exposed. In addition, a few fields are
Creating Documents
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.
New documents have been created using three different methods. • Drag and drop from Windows Explorer
• New document with no file associated • New document with a file associated
During that process, ProjectWise completed the following steps:
• Created a new row in the datasource using the file name as the document name
• Set the document creator field in the new row to the current user
• Set the document created date field in the new row to the current time and date
• Copied the file to the storage area designated for the folder, and then added that information to the file name field in the new row
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.
Converting abstract documents
In the case where a document is converted from paper to electronic media, it is quite possible that metadata was already entered into ProjectWise. If the image
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.
How to convert an existing abstract document:
First, in ProjectWise Explorer, select the document and press the space bar to open the document properties dialog. In the File section, click Advanced and select Import.
Navigate to the location of the document you want to associate to the abstract document and select it. The file name is inserted into the File Name field. The Document Name and Description remain the same. The Application is determined based on the file’s extension.
Click Save, and then Close.
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.
By creating a custom view, ProjectWise Explorer can display any sub-set of document attributes as columns within the document view. This is also more
Creating Documents
convenient than opening the document properties dialog each time you need to see additional properties.
Exercise: Viewing object and folder ID’s
1 Launch ProjectWise Explorer, log in as the administrative user.
2 Create a new root level folder named Document Indexing.
3 In Windows Explorer, navigate to the \Document Indexing folder in the class data set, drag the sub-folders from that folder into the new ProjectWise folder, and drop them.
4 Select View > Manage Views.
5 In the Manage Views dialog, click New.
6 Name the view Identification.
7 On the left side of the dialog, expand the Basic Columns category.
8 Scroll to File Size and double click to add it to the list.
9 Double click Object Id to add it to the list.
This Id shows the order in which items are added to the datasource.
10 Collapse Basic Columns and expand the Folder Columns category.
11 Double click Folder Id to add it to the list.
Although a GUID is a complicated string that is rarely of direct use, the folder ID is the number used to identify the physical folder in the storage area, a dmsXXXXX number, and can be quite useful.
12 Click OK, and then click Close.
13 Set the View to Identification and click the Document Indexing folder. You see the order in which the folders were added to the datasource and also the dms folder ID.
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.
Extended Document Properties
ProjectWise automatically stores a standard set of attributes for every document. Those properties are accessed on the General tab of the document properties dialog. Standard properties for all documents within the datasource are stored in a single table.
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.
To provide flexibility, ProjectWise also allows extended document attributes. The document properties dialog has tabs for accessing this metadata.
Exercise: Review the document properties dialog
1 Right click on a file in the open folder and select Properties.
2 Note the tabs contents.
3 Log out of the datasource and exit ProjectWise Explorer when you are done.
Extended Document Properties
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.
Attributes and More Attributes tabs
These tabs are the user’s means of accessing extended document metadata. The administrator is responsible for defining additional tables in the database to store this information. Once the tables are defined, the administrator then creates a user interface, a form, that will appear when users select either the Attributes or More Attributes tabs.
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.
File Properties tab
This tab provides user access to the properties of the file as stored on the file system. Windows provides a means to store file attributes at the operating system level. This feature is used primarily by applications like Microsoft Word,
MicroStation, and AutoCAD to store information such as a file’s author, the last date printed, etc.
There is very little consistency between applications as to what is stored. Some applications store information that is useful to users here, while others store information that is only useful to the program itself. Some applications don’t store any information at all.
An administrator must configure ProjectWise to display the items that will be meaningful to the user.
Note: Note that the appearance of the File Properties tab is determined by the user properties setting User Interface -> Show file properties.
Running file property extractions
You can configure file property extractions to start automatically based on a schedule, and to run for a specified interval of time. If you need to run an extraction before the next extraction is scheduled to occur, or if no extraction schedule is defined, you can also manually start the extraction.
Extended Document 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.
How to enable and schedule file property extractions:
In ProjectWise Administrator, in the console tree, expand the Document Processors icon. Right click File Property Extractions and select Properties. On the General tab, enable the Extraction enabled check box. Then, select the user account that the document processor will use for copying out the documents and updating their processing status, and then enter their password. On the Scheduled Updates tab, select Run and in the time table, click all the day/time cells during which you want extractions to run. Click Apply, and then OK
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.
How to manually start file property extractions:
In the File Property Extraction Properties dialog, General tab, enable the Extraction enabled check box, select the user who will run the extractions, and enter their password. Configure extension mapping rules as necessary on
the File Type Associations tab. Click Apply, and then OK. Right click the File Property Extraction icon again and select Start Processing Now.
The number of documents processed when you manually start an extraction is determined by the number you set in the Max documents processed in a single pass field on the General tab of the Full Text Indexing Properties dialog. Once that many documents are processed, the extraction is over.
Supported file types for file property extractions
File properties can be extracted from files that are structured COM storages, such as:
Microsoft Word documents Microsoft Excel spreadsheets
Microsoft Power Point presentations Microsoft Projects
Microsoft Visio drawings MicroStation V8 DGN files
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.
Departments
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. A component is an asset or item that is important to your business. Users in the plant industry, for example, might consider components to be equipment or process lines. Users in the building industry might consider components to be walls, doors, and windows.
Component indexing involves the identification and classification of components within documents, the creation of an index that specifies the location of those components in their respective documents, and optionally, the extraction and importation of component data. Using ProjectWise Automation Service, components are extracted from DGN documents in the datasource. Using ProjectWise Class Editor, components are mapped to tables in the database for persistent storage.
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.
Exercise: Adding Departments
1 Log in to ProjectWise Administrator as the administrative user.
2 Right click Departments in the console tree and select New > Department.
3 In the New Department Properties dialog, type the following, and then click OK:
Name: Marketing
Description: Marketing Dept.
4 Create two more departments: Construction/Construction Dept. Admin/Administrative Support
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
Module Review
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.
ProjectWise Explorer Best
Practices
Module Overview
This module examines how ProjectWise Explorer works in some detail. This will help you to develop best practices.
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
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.
Warning: Never directly delete the directories or files created by ProjectWise from Windows Explorer.
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.
ProjectWise Explorer Networking
ProjectWise Explorer Networking
When ProjectWise Explorer launches, it attempts to discover any ProjectWise Servers on the network by sending out a broadcast on the network. This broadcast is in the form of a UDP protocol request on port 5799. ProjectWise Servers on the network listen for these requests, and respond by sending back their respective datasource lists.
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.
Datasource display names
When the datasource is added to the server, fields are provided for the Name and a Display Name. If the Display Name is omitted, the datasource list returns to the client in the format ServerName:DatasourceName.
If the Display Name field is populated, it will take precedence and the datasource list is returned to the client in the format DisplayName.
How to change a display name:
In ProjectWise Administrator right click the datasource and select Properties. Enter the desired Display Name. Click Apply, and then OK to close the
datasource Properties dialog. If users are logged in to ProjectWise Explorer they must Refresh to see the new name.
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.
Broadcasting for the datasource list is a convenient feature because it lets ProjectWise Explorer find the server without requiring configuration. If a new server were brought online, client systems would automatically detect it and request its list of datasources.
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
system on the network. In addition, most routers block broadcasts, so this method is limited to finding servers on the same sub-net.
Navigating multiple sub-nets
In many corporate networks, the ProjectWise Integration Server and Explorer client will not be on the same sub-net. In this case, the broadcast method will likely fail to produce a datasource list because the router connecting the sub-nets will not allow the broadcast packets to pass from one sub-net to the other. In these configurations, ProjectWise must provide another means of obtaining the datasource list. In addition, many network administrators prefer to limit network broadcasts in order to make their networks run more efficiently. ProjectWise provides a number of alternate network modes so it can function in most any network environment.
ProjectWise network configuration
Once ProjectWise Explorer is installed, the ProjectWise V8i Network item appears in the Control Panel. This tool is used to configure the networking aspects of the ProjectWise Explorer client application.
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.
ProjectWise Explorer Networking
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.
Exercise: Disabling datasource list broadcasts
1 Open the Control Panel.
2 Double click the ProjectWise V8i Network item.
3 Select the Datasource Listing tab.
4 Click the Prevent UDP check box in the lower left corner until it contains a check mark.
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
ProjectWise Explorer is able to log in to a datasource, even when no datasources appear in the list. The datasource list is strictly a matter of convenience so users don’t have to remember the datasource name.
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.
Exercise: Log in to a datasource by key in
1 In ProjectWise Explorer, select Login from the Datasource menu.
2 In the Data Source field, enter: [MachineName:Datasource].
3 Enter the administrative user name and password and click Login. 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.
Using ProjectWise V8i Network configuration
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.
Exercise: Identifying the server for datasource lists
1 Open the Control Panel.
2 Double click the ProjectWise V8i Network item.
3 Select the Datasource Listing tab.
4 Enter the following:
Name: myServer
ProjectWise Explorer Networking
Port: [leave blank]
5 Click Add, and then click OK to close the dialog.
6 Open ProjectWise Explorer and note the datasource list.
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. Using the Network Configuration Settings tool makes maintaining the
configuration is easier. If the server’s datasource configuration changes, those changes are automatically detected by the ProjectWise Explorer client
application.
In addition, the ProjectWise V8i Network Configuration Settings dialog stores configuration information in the Windows Registry. When client-side changes are necessary, they can easily be implemented by importing new or modified registry keys.
ProjectWise network registry entries
The server-side MicroStation engine used for processing DGN/DWG files displays a system level modal dialog in the event of a system level error. If this occurs, MicroStation will pause and prevent jobs using the engine from completing. To suppress the display of this modal dialog, set the following registry key:
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.
Basic File Operations
ProjectWise stores all files on servers in specifically designated folders known as storage areas. When properly implemented, storage areas are not accessible to users from Windows Explorer. In order to view or modify a file, the file must be transferred to the local client system and placed into a temporary directory. This directory is known in ProjectWise as the working directory. Since users don’t have direct access to the files on the server, they must request access to the file through ProjectWise. This way, ProjectWise implements access control to prevent unauthorized access to files, and to prevent two users from modifying the same file.
Document Check Out and check in
Users must check out files in order to work on them or copy out files in order to view them. The check out process can be initiated different ways. The user may select a file and then select Check Out from the Document menu, or double click the file. By default, double clicking initiates the Open command, which is an implied check out since the file must be checked out before it can be opened. Finally, the user may already be in an application and select File > Open in order to retrieve a new document. In any case, the following process takes place, although most of it is transparent to the user.
1. The ProjectWise Explorer sends a message to the ProjectWise Server, asking to check out the specified document.
2. The ProjectWise Server retrieves all pertinent database records in order to decide if the user should be allowed to check out the document. At a
minimum, this would include the status of the document (is it already checked out to someone else?), and the access control list for the document.
3. Assuming the user is allowed access to the document, the ProjectWise Server executes a database transaction, changing the document status to Going Out.
4. The ProjectWise Server then determines the storage area for the specified document. This information is sent back to the client.
5. The client then initiates a conversation with the system hosting the storage area, indicating the file to send.
6. The file is then transferred from the storage area to the user’s working directory, and placed in a sub-folder of the same name as that of the folder on the server (dmsXXXXX).
Basic File Operations
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.
The working directory
The ProjectWise working directory is a temporary location where files are placed when checked out by ProjectWise Explorer. As files are transferred to and from the server, ProjectWise creates sub-folders under this directory for each involved ProjectWise directory.
While users work with directories by their name, ProjectWise maintains a
numerical ID for each directory. Folder ID’s typically start with the number 50 and increment upward. The first folder created, folder A in this case, will have ID=50, folder B will have ID=51, and so on. Within the storage area, the physical storage folder for A is dms00050, and the physical location for B is dms00051.
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.
Exercise: Changing the working directory user properties setting
1 In ProjectWise Explorer, select Tools > Options.
2 Select the Settings tab.
3 You see the Working Directory item.
This means the user can change the working directory.
4 Click Cancel to close the dialog.
5 Log out in ProjectWise Explorer.
6 In ProjectWise Administrator, click on Users in the console tree.
7 Double click the administrative user in the list view.
Basic File Operations
9 Double click the Working Directory item.
10 Disable Allow user to change working directory and click OK.
11 Log in to ProjectWise Explorer using the administrative credentials, and then and select Tools > Options.
12 Select the Settings tab.
Since you can no longer change the Working Directory setting, it is removed.
13 Click Cancel to close the dialog.
14 Exit ProjectWise Explorer.
Exercise: Returning the working directory user properties setting
1 In ProjectWise Administrator, double click the administrative user in the list view.
2 Select the Settings tab in the Properties dialog.
3 Double click the Working Directory item.
4 Enable Allow user to change working directory and click OK.
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
this directory automatically. ProjectWise Explorer provides tools for advanced users to manage this directory if they must.
• Users should not change their working directory unless all documents are checked in and all copies purged. At this point, the directory is empty and can be deleted.
• Thought should go into establishing a standard for working directories. You must plan for a location that provides storage drive space. In addition, if you don’t allow users to change the setting, and inadvertently set it to a non-existent drive, the user cannot log in.
• If multiple datasources are in use, it is also a good idea to include the
datasource name or abbreviation in the working directory path. Therefore, a suggested standard for working directory names is:
C:\pw-wrkdir\datasourcename\username
This standard provides for multiple datasources as well as multiple users on a single client system. In addition, ProjectWise provides a mechanism to make it easy to define this path as a default for all users.
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
Delta File Transfer, or DFT, can improve file transfer performance when using ProjectWise Explorer over a WAN connection by only sending the parts of a file that have changed over the network.