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      Drawings2CM User Guide 1.1.7
      • 03 May 2024
      • 10 Minutes to read
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      Contents

      Drawings2CM User Guide 1.1.7

      • Updated on 03 May 2024
      • 10 Minutes to read
      • Contributors
      • Print
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      • PDF
      Article Summary

      AUTHENTICATION

      The Drawings2CM application uses Azure AD authentication to validate the user’s credentials. Users will be required to enter their Microsoft 365 login details to sign into the application. The user's 365 login will need to be populated on their Content Manager profile so that the authenticated user can connect to Content Manager, this is done using the alternate login field.
      CM Location

      LAUNCHING THE APP

      Note

      If this is your first time launching the application your browser may be blocking the sign-in pop-up. Check for this icon in the top right of your browser and allow the pop-up.
      2022-05-03_17-04-57.jpg

      1. Open a web browser and navigate to the Drawings2CM address
      2. Sign in using your Microsoft Account. This account must belong to the Microsoft Tenant used during the installation of FYB Drawings2CM
        2021-08-10_12-32-43.jpg
      3. After a successful sign-in, the app will load
        2022-08-17_11-49-57.png

      DROP-DOWN MENU

      The drop-down menu allows you to navigate to different areas of the application, each navigation item is explained below. Further detail can be found under the corresponding heading throughout this document.
      2022-08-22_14-41-18.png

      NAMEDESCRIPTION
      HomeSearch for Drawings
      Advanced SearchAdvanced Search modal for searching for specific Drawings
      GPS SearchSearch for Drawings using Google Maps. This feature is only available if you have configured a Google Maps API Key.
      UploadUpload new Drawings
      Recent UploadsDisplays Drawings that have been registered to Content Manager in the last week
      FavouritesDisplays Drawings that you have favourited in Content Manager
      Sign outSign out of the application

      TOP-RIGHT MENU ITEMS

      2022-08-17_12-07-58.png

      NAMEDESCRIPTION
      AdminOpens the Admin page. Only Content Manager Administrators, Record Managers or whitelisted users have access to this page
      AboutOpens the About window
      HelpOpens the Drawings2CM User Manual in Document 360

      HOME PAGE

      2022-08-17_11-49-57.png

      The Home Page allows for searching for the latest versions of Drawings across Content Manager using the search bar.

      Drawings can be searched via their:

      • Title
      • Record Number
      • URI
      • Drawings Number
      • Drawing Type
      • Asset ID
      • Bay ID
      • Project ID

      SEARCHING FOR DRAWINGS

      To search for Drawings:

      1. Enter a search term into the search bar
      2. Either press the ENTER key on your keyboard or click the magnifying glass icon
        2022-08-17_12-14-00.png
      3. The Search Results Page will be displayed

      ADVANCED SEARCH

      The advanced search lets you search by combining metadata.

      1. Select the Advanced Search heading from the Drop-down Menu Navigation
        2023-11-16_15-50-31.png

      2. Select either Match all Results or Match any results

      3. Enter your search criteria
        2023-11-16_15-51-24.png

      4. Select Search to run your search

      5. Your search results will be displayed
        2023-11-16_15-52-48.png

      SEARCH RESULTS PAGE

      The search results page is displayed when a search is performed in Drawings2CM.
      2022-08-17_12-25-37.png

      NUMBERNAMEDESCRIPTION
      1FiltersFilter options for refining the current search data. The filter options shown match the Metadata Fields selected by your System Administrator
      2Total ResultsThe total number of results returned from a search
      3Tag DrawingCheckbox for tagging a drawing
      4Favourite IconIndicates if a Drawing has been favourited. Clicking the start will either add or remove a Drawing from the favourite Records
      5Filter ToggleShows/Hides the Filters section
      6DrawingDrawings returned from the search. Each column is populated with the Drawing's respective metadata. Clicking a Drawing row will open the Drawing View Page
      7Search BarThe search bar for specifying new searches. the placeholder value is the current search query
      8Search ButtonClick the search button to execute a new search
      9Metadata ColumnsThe metadata columns are specified in the Admin Console. Each column header is clickable to sort the Drawings alpha-numerically
      10Review DrawingsClicking this will open the Review Drawings modal. One or more Drawings must be tagged first
      11Share DrawingsClicking this will open the Share Drawings modal. One or more Drawings must be tagged first
      12Download DrawingsClicking this will open the Download Drawings modal. One or more Drawings must be tagged first
      13Send TransmittalClicking this will open the Send Transmittal modal. One or more Drawings must be tagged first
      14Create ProjectClicking this will open the Create Project modal.
      15Edit StatusDisplays the current edit status for the drawing (either Checked In, Checked Out or Final). This column is always shown

      REVIEW DRAWINGS

      POWER AUTOMATE FLOW

      Drawings can be tagged to be reviewed via the Review Drawings modal.

      1. In the Search Results page, tag one or more Drawing(s)
        2022-08-17_14-59-34.png

      2. Click on the Review Drawings button
        2022-08-17_15-00-48.png

      3. The Review Drawings Modal will be displayed
        2022-08-17_14-53-14.png

      NAMEDESCRIPTION
      Requestor EmailThe email address of the person requesting the review
      Requestor NameThe full name of the person requesting the review
      Reviewer EmailThe email address of the reviewer
      CommentsComments for the review (optional)
      ReviewClicking this button will start the Adhoc Review Power Automate flow
      CancelCloses the Review Drawings modal

      CM WORKFLOW

      Click Review to initiate the Content Manager Workflow.
      2023-11-16_15-13-50.png

      Note

      The workflow is set in the Admin Console

      CM ACTION

      Click Review to initiate the CM Action.
      2023-11-16_15-18-56.png

      Note

      The action and responsible location is set in the Admin Console

      SHARE DRAWINGS

      To share Drawings:

      1. In the Search Results page, tag one or more Drawing(s)
        2022-08-17_14-59-34.png

      2. Click on the Share Drawings button
        2022-08-17_15-20-34.png

      3. The Share Drawings modal will be displayed
        2022-08-17_15-23-40.png

      NAMEDESCRIPTION
      Share links via emailThis will generate a new email with the tagged drawings generated as hyperlinks. 2022-08-17_15-27-14.png
      Share drawings via TeamsOpens the Send to Teams modal
      Copy to ClipboardCopys the tagged drawings as URLs to your clipboard

      SEND TO TEAMS

      This modal is displayed when the Share drawings via Teams button is clicked.

      2022-08-22_14-57-09.png

      NameDescription
      Select TeamDropdown displaying a list of Microsoft Teams that the user is a part of. Selecting a Team will populate the Select Channel dropdown
      Select ChannelSelect the channel for sharing the Drawings to
      Select FolderSelect a folder within the channel to send the Drawings to. If no folder is selected, the Drawings are sent to the root directory of the selected Channel
      Copy PDFThis option will send PDF copies of the tagged Drawings to the selected Channel within the selected Team
      Checkout OriginalThis option will send the electronic file of the tagged Drawings to the selected Channel within the selected Team. The tagged Drawings will be checked out in Content Manager
      SendClicking this button will send the Drawings to Teams
      CancelClick this button to close the Send to Teams modal

      DOWNLOAD DRAWINGS

      To download Drawings:

      1. In the Search Results page, tag one or more Drawing(s)
        2022-08-17_14-59-34.png

      2. Click on the Download Drawings button
        2022-08-17_15-41-50.png

      3. The Download Drawings modal will be displayed
        2022-08-17_15-43-35.png

      NAMEDESCRIPTION
      Download PDFDownloads a zip containing the PDF versions of the tagged Drawings
      Download OriginalDownloads a zip containing the electronic documents of tagged Drawings

      SEND TRANSMITTAL

      The Send Transmittal modal will allow users to tag and send Drawings to a Microsoft Teams Channel along with a Transmittal CSV document. Drawings sent to Teams are also checked out in Content Manager.

      1. In the Search Results page, tag one or more Drawing(s)
        2022-08-17_14-59-34.png

      2. Click on the Send Transmittal button
        2022-08-17_15-41-50.png

      2023-02-08_9-49-44.png
      2023-11-16_11-47-27.png

      NAMEDESCRIPTION
      Select TeamDropdown displaying a list of Microsoft Teams that the user is a part of. Selecting a Team will populate the Select Channel dropdown
      Select ChannelSelect the channel for sharing the Drawings to
      Select FolderSelect the folder within the Channel to transfer the Drawings to
      Designer EmailEmail address of the designer
      Team Owner ContactEmail address of the owner of the Team
      Expected Return DateThe date that the drawings are expected to return to Content Manager
      Map Team Fields (Optional)Specify the Content Manager fields you wish to map to Teams fields. See the Map Teams Field section for more info.
      SendSend the Drawings to Teams
      CancelCloses the Send Transmittal modal

      MAP TEAMS FIELDS

      To Map CM fields to Teams:

      1. Specify the Content Manager fields you wish to map to the Teams field
        2023-11-16_12-29-09.png

      2. Select the Teams Field
        2023-11-16_12-33-24.png

      3. The mapping is added to the table
        2023-11-16_12-29-48.png

      2023-11-16_10-18-09.png

      CREATE PROJECT

      The Create Project modal allows users to create a new project folder structure in Content Manager as well as Teams.

      If Drawings have been tagged, they will be alternatively contained within a Reference Materials folder in the Project Structure

      1. Click on the Create Project button
        2022-08-17_15-41-50.png

      2. The Create Project modal will be displayed

      2023-02-08_9-52-59.png
      2023-02-08_9-53-22.png

      NAMEDESCRIPTION
      Project TitleTitle of the project folder structure
      Project TypeDropdown for selecting the project type. Project Types are created/configured in the Admin Console
      Project IDId for the Project
      Document FolderThe folder that the tagged Drawings will be sent to when the Project is created in Content Manager and Teams
      Expected Return DateThe date that the drawings are expected to return to Content Manager
      Upload To TeamsIf enabled, the project folder structure will be created in the General Channel of the Selected Team
      Select TeamSpecify the Team to create a project in
      Send TransmittalIf enabled, a Transmittal CSV document will be generated for the tagged records
      CreateClicking this button will create the project on Content Manager as well as Teams (if enabled)
      CancelClicking this button will close the Create Project modal

      DRAWINGS VIEW PAGE

      Clicking on a Drawing in the Search Results will open the Drawings View Page
      2023-02-16_14-25-20.png

      The Metadata displayed in the left column is controlled in the Admin Console.
      The PDF rendition (if available) of the Drawing is displayed on the right.
      Clicking on a related Record will open the Drawings View page for that record.

      ACTIONS

      NAMEDESCRIPTION
      DownloadOpens the Download Drawing Modal
      2022-08-17_16-46-04.png
      Edit DrawingOpens the Drawing in the default program in edit mode. The drawing is checked out and is checked in once the program is closed
      2022-08-17_16-50-13.png
      View DrawingOpens the Drawing in the default program in read-only mode
      2022-08-17_16-51-43.png
      Update DrawingLaunches the Update Drawing modal
      2022-08-17_16-54-40.png
      Show all versionsOpens the Search Results page showing all the Record versions for the Drawing
      2022-08-17_16-56-13.png
      Show in Google MapsOpens Google Maps to the location of the Drawing in a new tab. The GPS Record field must have a value for this feature to work.
      2023-02-16_14-27-25.png

      UPDATE DRAWING MODAL

      The File uploaded is initially attached as a new annotated rendition on the Record.

      2022-08-17_16-58-44.png

      NAMEDESCRIPTION
      File Drop areaDrag and drop the updated drawings file. This file will be added to the Drawings Record as a new version
      Requestor EmailThe email address of the person requesting the update
      Requestor NameThe full name of the person requesting the update
      Reviewer EmailThe email address of the reviewer
      New StatusThe new Drawing status to be set for the Drawing after it has been approved for update
      CommentsComments for the update (optional)
      UpdateClicking this button will start the Redline Update Power Automate flow
      CancelCloses the Update Drawings modal

      CM WORKFLOW

      Click Update to initiate the Content Manager Workflow.
      2023-11-16_15-13-50.png

      Note

      The workflow is set in the Admin Console

      CM ACTION

      Click Update to initiate the CM Action.
      2023-11-16_15-18-56.png

      Note

      The action and responsible location is set in the Admin Console

      The GPS Search page allows for searching for Drawings via their GPS Location. It is accessed via the main hamburger menu in the top right.

      Note

      This feature is only enabled if a Google Maps API Key has been configured in the Admin Console

      2023-02-16_14-50-24.png

      SEARCHING FOR DRAWINGS NEAR AN ADDRESS

      1. Enter an address into the search bar and select the auto-complete suggestion
        2023-02-16_14-57-32.png

      2. Specify a radius for Drawings2CM to locate drawings near the address, and click on the Search button
        2023-02-16_14-58-48.png

      3. Drawings2CM will draw a radius around the specified address and will drop Markers at the location of the Drawings within the given radius.
        2023-02-16_15-00-54.png

      4. Click on a Marker to view the metadata of the drawing
        2023-02-16_15-02-39.png
        2023-02-16_15-02-28.png

      5. Clicking on the View button will open the Drawing in the Drawings2CM View page in a new tab
        2023-02-16_15-02-28.png

      SEARCHING FOR DRAWINGS NEAR YOUR CURRENT LOCATION

      1. Click on the Current Location button
        2023-02-16_15-05-52.png
      2. Consent to the browser knowing your current location by clicking Allow
        2023-02-16_15-08-58.png
      3. Drawings2CM will locate Drawings near your current location using the specified Radius
        2023-02-16_15-12-22.png
      4. The radius can be increased or decreased before doing a Current Location search by using these fields
        2023-02-16_15-14-18.png

      UPLOAD PAGE

      The upload page is used to upload new Drawings to Content Manager and is accessed via the main hamburger menu in the top right.
      2022-08-17_17-03-24.png

      The fields displayed on the upload form are taken from the Drawings Record Type. Fields marked with an * symbol are mandatory.

      To upload Drawing(s):

      1. Drag and drop one or more files into the File Drop area
        2022-08-17_17-06-44.png

      2. Fill in the mandatory fields

      Note

      If the Title is left blank, the file name will be used as the title

      1. Click Upload
        2022-08-17_17-08-44.png

      2. Once the uploads are complete, the Upload Summary page will be displayed
        2022-08-17_17-11-23.png

      MANUAL RECORD NUMBERING

      If the record type selecte has manual Record Numbering, a record number must be supplied on upload.

      SINGLE FILE UPLOADS

      Fill in the field below with a Record Number that matches the pattern before clicking the Upload Button.
      2024-03-27_8-56-00.png

      MULTIPLE FILE UPLOADS

      Fill in all mandatory fields then click the Upload Button. The Record Number Modal will appear with a Record number field per file uploaded. All fields must be filled in.
      2024-03-27_8-50-00.png

      FAVOURITES PAGE

      This page displays the user's favourite drawings and is accessed via the main hamburger menu in the top right.
      2022-08-17_17-13-44.png

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