Project Document Sets activity center

15 minutes
7 months ago

Project Document Sets Activity Center

Use this activity center to manage your document sets. Use the Tasks panel to add, edit, rename, and delete a document set, as well as send, and compare a document set. You can also publish document sets to Info Exchange.

The following list shows all available tasks.

Document Sets

Create a New Document Set

Click to open the Create Document Set dialog box to add a new document set to this project.

Create a Report

Click to open the Create a Report dialog box to select the type of document set log report to create.

Return to Parent Document Set

This task appears when you have a document subset open.

Click to return to the main document set.

Selected Document Set

The following list shows all available tasks in alphabetical order. The tasks that appear depend on which category you select from.

Browse Subsets

This task appears if the document set has subsets.

Click to list the subsets of the selected document set.

Compare Contents to > A Folder

Click to open the Select Folder dialog box to choose a project folder to compare to the selected document set. After you choose the folder, the Compare Results window opens with the results.

Compare Contents to > A Document Set

Click to open the Select Document Set dialog box to choose a document set to compare to the selected document set. After you choose the document set, the Compare Results window opens with the results.

Compare Contents to > A Record Copy

Click to open the Select Record Copy dialog box to choose a record copy to compare to the selected document set. After you choose the record copy, the Compare Results window opens with the results.

Copy

Click to open the Copy Document Set dialog box to copy the contents and properties of the selected document set to a new document set, which will be named Copy of Original Document Set Name. You can then edit it as you would any other document set.

Create a Record Copy

This task appears if there are no record copies for the selected document set.

Click to open the Create Record Copy dialog box to create a record copy of the contents of the selected document set and save it to your network in a .ZIP file. You can then use Project Center’s features (such as search) on this .ZIP file as you would any other file. The record copy is added to the Record Copies activity center.

Create a Report

Click to open the Create a Report dialog box to create a report for the selected document set.

Delete

Click to delete the selected document set.

Deleting a document set does not delete or modify the source files that are in the document set. The Project Center document set only points to the source files.

Email > Send Link

Make sure the recipient is a Project Center user before using this task.

Click to open an email message in Microsoft Outlook containing a link to the selected document set. The recipient can click the link to go directly to the document set in Project Center.

Email > Send and Log a Transmittal

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send the document set and its contents in an email message and create a transmittal for it.

Email > Send with Options

Click to open the Send Files to Email Recipients dialog box to select which files in the document set to send in an email message.

Info Exchange > Transfer Only

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer the document set and its contents to Info Exchange.

Info Exchange > Transfer and Log a Transmittal

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer the document set and its contents to Info Exchange and create a transmittal.

Info Exchange > Create Shared Folder

Click to open the Create Shared Folder dialog box to publish the contents of the document set as an editable folder to Info Exchange that can then be updated and added to at any time by internal and external project team members.

Modify

Click to open the Modify Document Set dialog box to add and remove folders and files from the document set.

Modify Shared Folder

This task appears only if the document set has already been published to Info Exchange using the Info Exchange > Create Shared Folder task.

Click to open the Modify Shared Folder dialog box to modify and republish the selected document set and some or all of its files to your Newforma Info Exchange Server. It can then be updated and added to at any time by internal and external project team members.

Publish

Click to open the Publish Files dialog box to print or create a .PDF of all of the files in the document set at once.

Record Copy > Create New

This task appears if there is a record copy for the selected document set.

Click to open the Create Record Copy dialog box to create a record copy of the contents of the selected document set and save it to your network in a .ZIP file. You can then use Project Center’s features on this .ZIP file as you would any other file. The record copy is added to the Record Copies activity center.

Record Copy > View All Related

This task appears if there is a record copy for the selected document set.

Click to open the Related Record Copies activity center to view all record copies of the selected document set.

Record Copy > Compare to Record Copy

This task appears if there is a record copy for the selected document set.

Click to compare the selected document set to one of its record copies. The Compare Results window opens, showing the comparison.

Related Items >

See the Related Items Tasks topic for information.

Repost Expired Shared Folder

This task only appears if the file transfer expired on Info Exchange, which means that the record copy .ZIP file was deleted on the Info Exchange Server.

Click to transfer the record copy .ZIP file back to Info Exchange so external users can access it again.

Review Related Action Items

Click to open the Related Action Items activity center to view action items related to the selected document set.

Review Related Markup Sessions

This task appears only if the selected document set contains a file with a related markup session.

Click to open the Related Markup Sessions activity center to view information about and preview any markup sessions for files in the document set.

Shared Folder > View Transfer History

Click to open the File Transfer form to view the transfer history of the shared document set.

Shared Folder > Add or Remove Recipients

Click to open the Modify File Transfer Recipients dialog box to select the project team members to whom you want to give access to file transfers that have been transferred via Info Exchange (or to remove access), and to send them an email notification message regarding the transfer.

Shared Folder > Resend Notification Only

Click to open the Resend File Transfer Notification dialog box to select the recipients to resend an email message containing download instructions to.

Shared Folder > Change Access Level

Click to open the Modify File Transfer Access on Info Exchange dialog box to edit who can access the selected file transfer from Info Exchange.

Shared Folder > Expiration and Reminder Settings

Click to open the Edit Expiration and Reminder Settings dialog box to edit the reminder settings for the selected file transfer from Info Exchange.

Remove from Info Exchange

Click to remove the file transfer from the Info Exchange Server. The information about the file transfer still appears in this activity center and in Info Exchange, but space is saved by removing the actual file transfer file contents. External team members see the transfer information in their log, but can’t download it.

Synchronize Contents

Click to open the Synchronize Contents dialog box to edit the settings for the selected published document set, including who can access it, reminder settings, and removal, and then synchronize it to your Newforma Info Exchange Server. These are the same options as are available in the Transfer to Info Exchange Options tab.

See Related Item Tasks panel.

See File Tasks panel.

See Email Tasks panel.

Project Document Sets

This section lists the document sets in the current project. Right-click on a document set for a list of tasks you can perform, including modifying, emailing, or publishing the document set.

Category drop-down list

You can filter the list of document sets by choosing a filter from the drop-down list, including all, active, or inactive document sets. The number of document sets for each filter category is indicated in parentheses next to the category.

Click to toggle between showing document sets for all users or only your document sets.

Filter All Columns

You can filter by any text that appears in any of the columns. For example, if you know the name (or part of the name) of the document set that you are searching for, enter at least part of the text in this field. The list updates automatically as you type. For example, if the document set you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only document sets that have the number 30 somewhere in one of the columns.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

 

Columns

All columns are listed here. Right-click on any column header to list or de-list columns. Click the icons for more filtering options.

Name

The name of the document set.

Status

The status of the document set.

Team Members

Project team members who are part of this document set.

If the document set has any related items, the icons appear here.

This column is a text version of the icons in the Related Items column. The text will appear in reports.

Created By

The project team member who created the document set.

Date Created

The date on which the document set was created.

Last Modified By

The project team member who last modified the document set.

Date Modified

The date the document set was last modified.

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the document set.


Description tab

This tab displays the text in the selected document set’s Description tab (from the Modify Document Set dialog box).

 

Contents tab

This tab lists the files and sub-document sets in the selected document set. Right-click on an item for a list of tasks you can perform, including comparing and adding files to other project items.

The number in parentheses indicates the number of files that are included in the document set.

You can drag and drop files to and from this activity center.
You can use Ctrl-C, Ctrl-V, and the Delete key to copy, paste, and delete files.

Document sets update dynamically. When you add a folder to a document set, the files in that folder are added to the document set. If you add new files to that folder in Windows Explorer in the future, the files are automatically added to the document set.

Use this tab to add files and subsets to the selected document set, view attached files, set the file order, and remove files. For example, if you create a document set for a drawing, you can use this tab to add the drawing and other related files to the document set.

List All Files from Subsets

If the document set has subsets, mark this checkbox to include the files in the subsets in the list.

Set Order

Click open the Set Document Order dialog box to set the order in which the files are listed in the document set.

Add Subset

Click to open the Create Subset dialog box to add a document set within the selected document set.

Add Folder

Click to open the Select Folder dialog box to add the contents of a folder to the document set.

Add Files

Click open the Add Supporting Documents dialog box to locate and attach files to the document set.

Share with External > Yes

Click to allow the selected files to be shared with external project team members through Info Exchange.

Remove

Click to remove the selected supporting file from the document set.

 

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

 

Email Log tab

This tab lists all email messages associated with the selected document set. When any user files an email message from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here. You can also drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

Double-click an email message to open it in Microsoft Outlook or the Project Center Email Viewer. From there, you can reply to or forward the message.

The number in parentheses indicates the number of email messages filed in the document set.

Add

Click to open the Add Email Messages dialog box select an email message to add to the current document set.

Remove

Click to remove the selected email message from the document set.

 

This tab lists all related Project Center items for the selected document set.

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current document set.

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current document set.

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current document set.

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current document set.

Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new CM item and link it to the current document set.

Click to open the Create Web Link dialog box to enter a web link and automatically relate it to the selected Project Center item. After it is created, the Relation Type column will indicate Web Link, and users can double-click on it to open the website.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected document set. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a document set.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item’s icon is added to the other item’s Related Items column and tab.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a document set).

The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a document set).

 

Change Log tab

This tab displays a history of the actions taken on the selected document set, including when it was created, modified, who was involved, and any details.

 

To access this activity center

Click Document Sets from the Activities list or from the Project Home activity center.