Drawing Register Copy

Create the Project Drawing Register by copying drawings from drawing templates, budget templates, sub project templates, existing sub projects, or by copying files from the project folder. NEW 4.8.5

ClosedGetting Started

Setup required before use

 Who can use it? Where is it?

Drawing Register

Drawing Templates

Budget Templates

Sub Project Templates

Drawing Register Default Data

Documents System Settings

User

Assistant Project Manager

Project Manager

Director

Administrator

System Administrator

 Projects > Documents > Drawing Register >Copy Drawings

Tips:

What is Drawing Register Copy?

Copy or import drawings into the project drawing register, to quickly setup the drawing details required for a new project/sub project.

Use one of the following copy methods:

  1. Drawing Templates - Drawing details that can be added to any Sub Project.
  2. Budget Templates - Add the drawings required for a certain budgeted task to any Sub Project.
  3. Sub Project Templates - Add the drawings that are commonly required for a Sub Project or Phase.
  4. Existing Projects - Copy the drawings from an existing Sub Project.
  5. Project Documents - Use the files within the Project Document Library to create drawing register entries and have the link to the project document automatically created to the copied row.
  6. Duplicate drawing NEW 4.8.8 - Copy an existing drawing row to another sub project. Keep the existing link to the project file, and create a new drawing version all in the one copy action. This can be helpful when moving a drawing from one phase to another which often requires a prefix change for the drawing number.

In all the drawings copy methods you can update the template details shown in the grid, before the drawing row is added to the register. Update the details on any template row, and it will be automatically checked to be copied into the register.

Why use Drawing Register Copy?

Quickly create the drawing register by copying the details from a template, existing project or the project documents folder.

Actions available

When using each of the import drawings methods select:

  1. Which Sub Project the drawings should be imported to.
  2. What Drawing Number Prefix should be used for the copied rows. This prefix is used if no prefix is specified in the copy template and '-From Sub Project-' is shown on the template row.
  3. If Duplicated Numbers and Titles will be auto corrected as part of the copy. Duplicated drawings will be assigned the next available number for the prefix, and the duplicated titles will have a number added in brackets at the end of the duplicated drawing title.
    Example: Drawing 'First Floor Plan' with the Drawing Number A-013 already exists in the register. The next available number for this drawing prefix is A-044. If drawings copy is selected with this option enabled, then a new drawing will be created with the drawing number A-044 assigned and the drawing title of 'First Floor Plan (1)' applied.
ClosedDrawing Templates Copy

Drawing Templates save you time in setting up the initial drawing register for a Project by allowing you to copy generic drawing register details into any Project. The drawing details copied from the template can be amended in the Drawing Register after the copy is complete.

ClosedCopy from a Drawing Template by
  1. Open the Project > Documents > Drawing Register Tab
  2. Select the Copy Drawings button in the toolbar.
  3. The Drawings Template Tab displays all available template rows that can be added.
  4. Select which Sub Project you want to add drawings to.
  5. Select the Default Drawing Prefix.
  6. Check the box for each drawing row you want to add.
  7. (Optional) Update any of the drawing details for each checked row. i.e. change the scale or type a new title.
  8. Save.
  9. The drawings added can now be updated in the Drawing Register if required.
ClosedSelect All

Add all the drawings shown in the template by pressing the Select All button shown in the toolbar. Or deselect all the drawing rows marked for copy by pressing the None button .

Tips:

  • Sort the list of drawing templates by clicking on any of the column headings.
  • Setup the Drawing Template data for all staff to copy into the Drawing Register within Default Data > Drawing Register > Drawing Templates.
  • Update any drawing template row and it will be automatically checked and included in the drawings copy.
ClosedBudget Templates Copy

Budget Templates allow you to add all the drawings into the Project Drawing Register that are required to complete a certain commonly budgeted project task. The same budget template can be copied to multiple Sub Projects in the drawing register, and the drawing details and numbering can be amended in the register after the copy is complete. Only Budget templates which have drawing rows saved are shown in this copy feature .

ClosedAdd drawings using budget templates by
  1. Open the Project > Documents > Drawing Register Tab
  2. Select the Copy Drawings button in the toolbar.
  3. Select the Budget Templates tab.
  4. Select the Sub Project that the drawings will be added to.
  5. Select the Default Drawing Prefix.
  6. (Optional) Select a Budget Template Type to restrict the budget templates shown in the bottom panel.
  7. Select a Budget Template.
  8. Check the box for each drawing from the template that you want to add to the Drawing Register.
  9. (Optional) Update any of the drawing details for each checked row. i.e. change the scale or type a new title.
  10. Save.
  11. The drawings added can be amended in the Drawing Register if required.
ClosedSelect All

Add all the drawings shown in the template by pressing the Select All button shown in the toolbar. Or deselect all the drawing rows marked for copy by pressing the None button .

Tips:

  • Sort the list of drawings shown in the copy screen by clicking on any of the column headings.
  • Setup the Budget Templates to use in the Drawing Register using Practice > Budget Templates.
  • Update any budget template row and it will be automatically checked and included in the drawings copy.
ClosedSub Project Templates Copy

Use Sub Project Templates Copy to add the drawings that are commonly required for the selected Sub Project. Only Sub Project Templates which have drawing rows saved are shown in this copy feature .

ClosedAdd drawings from a Sub Project Template by
  1. Open Project > Documents > Drawings Tab.
  2. Select the Copy Drawings button in the toolbar.
  3. Select the Sub Project Templates tab.
  4. Select the Sub Project that the drawings will be added to.
  5. Select the Default Drawing Prefix.
  6. Select the Sub Project Template name in the list to view the drawings.
  7. Check the box for each drawing you want to add into the Drawing Register.
  8. (Optional) Update any of the drawing details for each checked row. i.e. change the scale or type a new title.
  9. Save.
  10. The drawings added can be amended in the Drawing Register if required.
ClosedSelect All

Add all the drawings shown in the template by pressing the Select All button shown in the toolbar. Or deselect all the drawing rows marked for copy by pressing the None button .

Tips:

  • Sort the list of drawings shown in the copy screen by clicking on any of the column headings.
  • Setup the Sub Project Templates to use in the Drawing Register using Administration Tools > Sub Project Templates List.
  • Update any sub project template row and it will be automatically checked and included in the drawings copy.
ClosedExisting Projects Copy

Copy the drawing details from an existing Sub Project when the drawings or work required is similar. Only Projects and Sub Projects which already have drawing register rows entered are shown.

ClosedAdd drawings from an existing Sub Project by:
  1. Open Project > Documents > Drawings Tab.
  2. Select the Copy Drawings button in the toolbar.
  3. Select the Existing Projects tab.
  4. Select an existing project name within the top panel on the left. (Click F4 to sort the list on Project Name.)
  5. Select an existing sub project name from the bottom panel on the left.
  6. Select the Sub Project that the drawings will be added to.
  7. Select the Default Drawing Prefix.
  8. Check the box for each drawing that you want to add to the Drawing Register.
  9. (Optional) Update any of the drawing details for each checked row. i.e. change the scale or type a new title.
  10. (Optional) Click the Rest drawing numbers button to assign a new drawing number as part of the copy process. The numbers that were assigned in the existing project will be removed.
  11. Save.
  12. The drawings added can be amended in the Drawing Register if required.

Tips:

  • Press F4 to toggle the Project listed from being sorted on Project Number to Project Name.
  • Sort the list of drawings shown in the copy screen by clicking on any of the column headings.
  • Update any existing projects drawing row and it will be automatically checked and included in the drawings copy.
ClosedSelect All

Add all the drawings shown in the template by pressing the Select All button shown in the toolbar. Or deselect all the drawing rows marked for copy by pressing the None button .

ClosedProject Documents Copy

Use this method if the drawing or document file already exists in the Project Document Library or the Project Folder. Copy the details of the Controlled or Uncontrolled documents, to populate the drawing register for a Sub Project.

Copying the drawing details from a project document will automatically set up the 'link to the project document'. This allows the drawing and document to be sent on a transmittal after selecting the drawing version.

ClosedAdd documents to the drawing register by
  1. Open Project > Documents > Drawings tab.
  2. Select the Copy Drawings button in the toolbar.
  3. Select the Project Documents tab.
  4. Select the Sub Project name that the drawings will be added to.
  5. Click the 'Browse for project documents ' button to look for the files to add as a new drawing row.
    1. Select the project folder that the files are saved within.
    2. Click add for the file(s) you want to add to the drawing register.
    3. Browse to the next folder that you want to add files from. Add additional files required in the drawing register.
    4. Repeat until you have added all the required files to the 'Selected documents' list in the right panel.
    5. (Optional) Search and add extra project document by typing a keyword in the top right corner and press enter. Click Add for each file in the search results you want to include in the register.
    6. Click the 'Select' button once all the required files are shown in the 'Selected documents' list.
  6. In the drawing register copy window, select the Default Drawing Prefix in the top right corner or select the prefix on each Project Document row.
  7. If the Document Type, File Type, Size, or Scale is mandatory select this from the drop down list on the document row.
  8. Save.
  9. Repeat for each additional project document that is required.
  10. The drawings added can be amended once added into the Drawing Register if required.
ClosedSelect All

Add all the drawings shown in the template by pressing the Select All button shown in the toolbar. Or deselect all the drawing rows marked for copy by pressing the None button .

Tips:

  • Update any project document row and it will be automatically checked and included in the drawings copy.
  • Search for a project file in the entire project folder using the browse for project documents window. Type the keyword in the search field in the top right corner and press enter to run the search.
  • Sort the list of project documents shown by clicking on the column headings. Try sorting on the folder column if you know where the drawing is stored in the Synergy directory.
  • If using Synergy Foundation, all documents will be shown as part of the Uncontrolled document library. Upgrade to Synergy Enterprise to use the Document Management module.
ClosedDuplicate Drawing NEW 4.8.8

Copy an existing drawing row to a different sub project or phase to show the progress of the drawing. This is commonly required to moved the drawing from the 'Design' phase to the 'Construction Documentation' phase. When duplicating the drawing row you can keep the link to the current project file and create a new transmittal version. Duplicate the drawing row by:

  1. Open the Project > documents > Drawing Register tab.
  2. Highlight the drawing row that you want to copy.
  3. Select the Duplicate button in the toolbar.
  4. Change the Sub Project. i.e. Change from Schematic Design to Construction Documentation.
  5. Update the Prefix. i.e. Change from WD (Working Drawing) to CD (Construction Documentation).

Click the image above to see the sub project and prefix that requires updating.

  1. (Optional) Change the drawing number, update the client reference number for the file, and alter the drawing title.
  2. (Optional) Add a note about the progress of the file.
  3. The currently linked drawing of the file in the project directory is shown.
  4. (Optional) Check the 'Create Version' box and enter the drawing version number sequence to be used. I.e. Type 1 to use the 1, 2, 3 sequence, or A to use the A, B, C sequence.

Click the image above to see the updated drawing details and the version being created.

  1. Save.
  2. Repeat for each drawing that needs to be copied to the new phase or sub project.

Tip: Use the duplicate drawing feature to be able to quickly move a set of drawings from one sub project to another. In most cases on the only sub project and prefix are changed when using this copy method.

Tabs available

Review what each of the section of the copy tabs are used for, and learn more about what columns are displayed.

ClosedFields shown for all copy tabs
  1. Add to Sub ProjectClosedSelect the Sub Project that the drawings will be created for. Sub Projects are shown in this drop down list if the status is Proposal or Active.
  2. Default Drawing PrefixClosedThis defaults to the 'drawing register prefix' selected on the Sub Project > General Tab. Select a prefix from the drop down list, if a different drawing prefix should be used for the items being copied. The prefix selected will be used if no prefix has been entered on the drawing template row and '-From Sub Project-' is shown.
  3. Auto correct duplicated numbers and titlesClosedIf this option is checked then when the drawing number or title already exists in the drawing register, a new unique number or title will be automatically assigned to the drawing. When the number or title already exists the drawing copy process will assign the next available number for the drawing prefix, and the drawing title will be updated to include a number at the end of the drawing title name. If this option is unchecked then the drawing number or title will need to be changed in the grid of the drawings copy screen before save is allowed of the selected drawings.
ClosedDrawing Templates Tab
  1. Column DetailsClosedThe information shown in the columns is taken from Default Data > Drawing Register > Drawing Templates. Learn more about each of the columns in the Drawing Template.
  2. AddClosedCheck the box next to each drawing that you want to add. The drawing will be added for the Sub Project selected at the top of the window.
ClosedBudget Templates Tab
  1. Budget Template Types PanelClosedA budget template type is used to group together templates of a similar category. Choose a type within the 'Budget Template Types' panel, and the 'Budget Template' panel will have a filter applied to only show budget templates for the type selected. If 'All' is chosen, all the budget templates that exist are shown within the 'Budget Templates' panel.
  2. Budget Templates PanelClosedThe budget templates for the select 'Budget Template Type' category chosen are shown. Select a template in the 'Budget Templates' panel list, and the columns are updated to show the drawing details from that template.
  3. Column DetailsClosedThe information shown in the columns is taken from Practice > Budget Templates > Drawings Tab. Learn more about each of the columns in the Budget Templates.
  4. AddClosedCheck the box next to each drawing that you want to add. The drawing will be added for the Sub Project selected at the top of the window.
ClosedSub Project Templates Tab
  1. Sub Project Templates PanelClosedSelect a sub project template to update the drawings panel to display the linked rows to be copied into the select Sub Project. All Sub Project Templates are shown in this panel.
  2. Column DetailsClosedThe information shown in the columns is taken from Administration > Sub Project Templates > Drawings Tab. Learn more about each of the columns in the Sub Project Templates
  3. AddClosedCheck the box next to each drawing that you want to add. The drawing will be added for the Sub Project selected at the top of the window.
ClosedExisting Projects Tab
  1. Project PanelClosedSelect a Project to update what Sub Projects are listed in the Sub Projects Panel. Click the F4 key to change the sort from Project Number to Project Name.
  2. Sub Projects PanelClosedThe sub projects for the Project selected in the Projects Panel are shown. Select a Sub Project to see the linked drawings that exists to copy them into the Drawing Register.
  3. Column DetailsClosedThe information shown in the columns is taken from the Project > Drawings tab for the selected Sub Project. Learn more about each of the columns in the Project Drawings Tab.
  4. AddClosedCheck the box next to each drawing from the existing project that you want to add. The drawing will be added for the Sub Project selected at the top of the window.
ClosedProject Documents Tab
  1. AddClosedChecked next to each project document that will be added as a drawing. The drawing will be added for the Sub Project selected at the top of the window. These drawings are selected using the 'Browse for project documents' window.
  2. PrefixClosedThe prefix column defaults to be 'From selected sub project'. This will then apply the prefix from the Sub Project > General Tab to all the documents added. The prefix can be updated after the row has been added to the Drawing Register if required.
  3. NumberClosedThe number defaults to Auto, which indicates that the drawing will get the next available number in the sequence for the selected prefix. The number can be updated after the row has been added to the Drawing Register if required.
  4. TitleClosedThe title defaults to the name of the project document file. Type into this field if you want the Drawing Register Title for the file to be different to the actual file name.
  5. Document TypeClosedThis column defaults to blank. Select the document type category from the drop down list before adding the row to the drawing register. This step is mandatory if the System Settings for Documents require this field to be populated within the Drawing Register. Learn more about System Settings for Documents.
  6. File TypeClosedThis column defaults to the file extension of the file shown from the Project Folder. (Optional) Select an alternate file type from the drop down list before adding the row to the drawing register. This field is mandatory if the System Settings for Documents require this field to be populated within the Drawing Register. Learn more about System Settings for Documents.
  7. SizeClosedThis column defaults to blank. Select the size from the drop down list before adding the row to the drawing register. This step is mandatory if the System Settings for Documents require this field to be populated within the Drawing Register. Learn more about System Settings for Documents.
  8. ScaleClosedThis column defaults to blank. Select the scale from the drop down list before adding the row to the drawing register. This step is mandatory if the System Settings for Documents require this field to be populated within the Drawing Register. Learn more about System Settings for Documents.
  9. FolderClosedThe Sub folder within the Project Folder is shown. This is the location where the file is saved. The folder column will be blank if the file is saved in the root location of the Project folder.
  10. Library LocationClosedDisplays if the file listed is located in the Controlled or Uncontrolled document library. If using Synergy Foundation, all documents will be shown as part of the Uncontrolled document library. Update to Synergy Enterprise to use the Document Management module.
  11. NoteClosedThis field defaults to blank. Type a note about the document which will be copied into the drawing register.
ClosedDuplicate Drawing Window NEW 4.8.8

This is opened from Drawing Register List using the Duplicate button . This feature allows you to copy one drawing at a time to a new sub project and update the prefix. The following fields are shown:

  1. Sub ProjectClosedThe current sub project for the drawing is shown. Select the sub project that the drawing row will be copied to.
  2. PrefixClosedThe current prefix of the drawing is shown. Select the new prefix to be applied to the copied row.
  3. NumberClosedThe current number of the drawing is shown. Optional to change the drawing to have a new number, or set it to -1 (minus one) and the text Auto is shown to automatically assign the next number in the sequence for that prefix to the drawing row.
  4. Client #ClosedThe current client reference number for the drawing is shown. Optional to adjust the number shown if the client has provided a new number when the drawing moved from sub project A to sub project B.
  5. TitleClosedThe current drawing title that describes the drawing work is shown. Optional to adjust the title to be different on the copied row.
  6. NoteClosedThe current note that describes the work completed to date for the drawing is shown. Update the drawing note for the copied row if required.
  7. File LinkedClosedThe linked file that will be used for the copied row is shown. This file is stored within the project directory and is shown as read only information on this duplicate drawing window.
  8. VersionClosedBy default a new version is not created. To create a new version as part of the copy check the 'create version' box and enter the version number to be used. i.e. Enter A to start a A.B, C sequence for this drawing row, or leave it to the default 1 to use a 1, 2, 3 sequence for the copied row.

Want to learn more?

Looking for more help? Try reviewing the following Drawing Register topics: Concept Link IconView Topics

Or try reviewing the following Document topics:Concept Link IconView Topics

 

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