4.  Document Manipulation

Folder Menu

The folder menu is accessed from the main Menu pull downs in PWE.

OR

Highlight a specific Folder. Right Click to activate the folder menu shown below.

Screen shot

Key items under the folder menu:

  • New Folder - Creates a new subfolder. Fill out Name and Description. Parent location, Environment, and Storage are inherited from the current settings of the selected folder.
    Screen shot
  • New Project - Not currently used.
  • Open - An alternative to clicking on a folder.
  • Open in New Window - Opens the selected folder in a separate window. The feature can be used for folder content comparison and "drag and drop" operations.
  • Copy Out - Will create a copy of all files in the selected folder. The "Copy Out" function in PW creates a copy of the file in the "PW_Production" folder on your local hard drive. The function is used for GEOPAK and other design files that must be cached on a local directory for read-only access.
    IMPORTANT:
    Do not open the files located in the PW_Production folder.
    Use PW Explorer to check out files before opening, editing, modifying, and saving. Program files that are not completely integrated with PW should be managed using the Export and Import features.
  • Purge Copies - Purges file that were copied out of the highlighted folder. See Local Document Manager.
  • Purge Workspace - Not currently used.
  • Export - Exports highlighted folder and all contents. See Export and Import.
  • Upgrade to Project - Not currently used.
  • Copy and Paste - These commands work much like expected.
    To use, Right Click on the desired folder, select copy, Right Clickon the destination folder, and select paste.
    Screen shot
    Screen shot
  • [Alternate Copy and Paste] - Alternately, the "drag and drop" method can be used to Copy folders.

    Screen shot

    Note the Copy cursor with plus icon cursor contains a box with a plus (+) sign, which indicates a Copy operation.

    Or use the "drag and drop" method to Move folders.

    Screen shot

    Note the Move cursor icon cursor has the box only, which indicates a move operation.
  • Rename - Used to edit folder name and description.

    Screen shot

    The user must have sufficient privileges to create and edit subfolders. See Subfolders subsection or contact the PW Manger for further information.
  • Delete - Will delete the highlighted folder, including contents and all subfolders.
    IMPORTANT:
    The Delete action is irrevocable in ProjectWise because there is no delete folder or deleted items cache. Deleted files CANNOT be restored, thus use caution when performing delete operations.
  • Find - Activates the search function within the selected folder. See File Searches.
  • Properties - Will open the Folder Properties multi-tabbed dialog. Alternately, the dialog can be invoked by highlighting the folder and pressing the spacebar. See Folder and File Properties for details.

The ability to process commands under the Folder Menu varies according to user privileges. An error message, like the one below, will appear if privileges do not match the requested operation. Contact the PW Administrator with any questions.

Screen shot

Document Menu

The documents menu is accessed in PWE from the main Menu pull-downs,

OR

Highlight a specific Document and Right Click to activate the folder menu (shown below).

Screen shot

  • New
  • Open - Checks out and Opens file. An alternative method to Double Clicking on the file.
  • Open as Read-Only - Opens file for viewing by creating a copy of the file. Edits cannot be made. This feature is useful for many types of files. It allows the user to view the file while it remains available to others for check out and editing. Examples of feature uses include viewing another word document that you wish to copy portions from OR opening a MicroStation drawing to view past examples. The audit trail will show the file as "copied out" but more importantly the "File Updated" column will be unchanged. This feature is similar to closing a file without saving changes.
  • View - The view feature is not recommended because it opens a word pad-type viewer.
  • Check Out - Checks out a file without opening it, but locking it from other users.
  • Shared Check Out - Not currently used.
  • Check In - Will check the file back into the server. This action replaces the server file with the user-edited file. Once checked in, other users will be able to see edits and check out the file. After selecting Check In, the Check In Document dialog appears. "Enter Comment:" is the predominant field (shown below). Adding a comment helps users track document progress. Although an optional field, it is useful when performing critical updates or changes. These comments will be tracked in the audit trail shown in the Folder and File Properties section. Previous Comments are, as the name suggests, comments that the user made in the past.

    Screen shot

  • Free - Useful but should be used with CAUTION. This option allows the user to check in the document without saving any changes. Freeing a document is useful when you open the wrong document and you do not wish to have the modified date stamp altered.
    IMPORTANT:
    No changes will be saved when "Free" is selected.
  • Copy Out - Creates a copy of the selected file. The "Copy Out" function in PW creates a copy of the file in the "PW_Production" folder on your local hard drive. The feature was intended for GEOPAK and other design files that must be cached on a local directory for read-only access, such as the GPK file and referenced drawings. Many files are managed with GEOPAK, which copies them out automatically.
    IMPORTANT:
    Do not open ProjectWise files located in the PW_Production folder. Use PW Explorer to check out files to open, edit, modify, and save. Program files that are not completely integrated with PW should be managed with the Export and Import features described in subsequent sections.
  • Redline - Not currently used.
  • Import - Imports highlighted files. See Export and Import.
  • Export - Exports highlighted files. See Export and Import.
  • Update Server Copy - Updates the server file with the current file checked out by the user. This can be a useful tool in that it allows users to see updated files when the file is checked out and being edited by another user. Periodically "Updating Server Copy" also backs up the master file with current edits.
  • Purge Local Copy - Removes the file that is copied out.
  • Purge Workspace - Not currently used.
  • Copy - Copies a document to a desired location using a wizard.

    Select "No Wizard" and click OK.

    Screen shot

    Using the Advance Wizard during the copy operation works much like using a template to create a document.

    The Copy Document dialog has three areas:

    1. Source Document: the highlighted document is the default document to be copied OR choose another by pressing the "Select" button and navigating to the desired document.
    2. Copy Options: always check Copy File and Copy Attributes to avoid errors. Copy Document Versions box is available only when versions exist.
    3. Destination Document: the current folder by default. Press the "Select" button and navigate to the desired location for the document copy. Be sure to provide the Document Name, Description, and File Name.
      IMPORTANT:
      The "document name" must match the "file name" exactly.

    Select OK to complete the copy command.

    Screen shot

  • [Alternate Copy] - Use the drag-and-drop method to copy files.

    Screen shot

    Note the Copy cursor with plus iconcursor contains a box with plus (+) sign. This indicates a copy operation.

    Select "No Wizard" and click OK.

    Screen shot

    Screen shot

  • Move - Moves a document to the new desired location. This feature works just like copy, without any wizards.

    The Move Document dialog has three areas:

    1. Source Document: the highlighted document is the default document to be moved OR choose another document by clicking the "Select" button and navigating to it.
    2. Move Options: always check Move File and Move Attributes to avoid errors. The Move Document Versions box is available only when versions exist. Version should be moved when moving the active version.
    3. Destination Document: the current folder is the default. Press the "Select" button and navigate to the new desired location. You can rename the document at this time. If you change the document name, be sure to fill out the Document Name, Description, and File Name.
      IMPORTANT:
      The "document name" must match the "file name" exactly.

    Select OK to complete the copy command.

    Screen shot

  • [Alternate Move] - The drag-and-drop method can be used to move files.

    Screen shot

    Note the Move cursor iconcursor has the box only, indicating a move operation.

    Select "No Wizard" and click OK.

    Screen shot

    The following changing popup is then displayed. Note the document is first copied, then deleted from the original location folder.

    Screen shot

    Screen shot

    Screen shot

  • Rename - Changes the Name, Description, and File Name.
    IMPORTANT:
    The "document name" must match the "file name" exactly. The tool can be used to accomplish this easily.

    The Description can be changed as often as needed to maintain useful information for all users.

    Screen shot

  • Delete - Deletes highlighted document(s).
    IMPORTANT:
    The Delete action is irrevocable in ProjectWise because there is no delete folder or deleted items cache. Deleted files CANNOT be restored, thus use caution when performing delete operations.

    Screen shot

  • Modify - Not used.
  • Add Comment - Allows the addition of comments without opening and changing the document.

    Screen shot

  • Set - See File Sets.
  • Send To
    • Printer - Copies out and opens documents, then prints using the default printer. Select OK if the default program is correct.

      Screen shot

    • Mail Recipient - Opens Outlook Send Mail dialog with highlighted document(s) as attachments.

      Screen shot

    • Mail Recipient As Link - Opens an Outlook Send Mail dialog with a link to the highlighted document(s). The blue text below is a link to the document. The link, when clicked, will open the document folder.

      Screen shot

      Alternatively, to mail the actual path, highlight the path in the PW Address bar, Right Click and select "Copy."

      Screen shot

      In your email message or document, Right Click and select Hyperlink.

      Screen shot

      Insert Hyperlink dialog appears; enter Ctrl+V to paste the location string. Note the "Text to display" field at the top will be the same as the Address field. Click OK.

      Screen shot

      The message or document will have a link along with the address text as the link. This allows users to see the actual path.

      Screen shot

    • Messenger - Not used.
  • Copy List To - Not often used. It allows the attributes shown in ProjectWise Explorer to be exported to a CSV file. It works on single or multiple files.
  • Attributes - Not used.
  • Change States - See Workflows and States.
  • Properties - See Folder and File Properties.

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