Drawing Register - Default Data

Setup the drop down lists that are used within the Project Drawing Register, and in drawing register templates. NEW 4.8.5

ClosedGetting Started
Who can use it? Where is it?

Administrator

System Administrator

Default Data > Drawing Register

Tips:

What is the Drawing Register - Default Data?

The Drawing Register Default Data is used to setup the text that is available in the drop down lists for the fields Document Type, File Type, Size and Scale within the Project drawing register. The Drawing Register Prefixes is used to define which prefixes are available for use when assigning a drawing number to each item in the drawing register.

Why use Drawing Register - Default Data?

Setup the data available drop down lists in the project drawing register. This data is also used when creating transmittal documents for the project.

Actions available

ClosedAdd the Drawing Register Default Data

Setup the drawing register default data to populate the drop down lists within the project drawing register, and within the drawing register templates. The default data will also be displayed on transmittal documents created from using the project drawing register information. Follow the steps below to setup each type of drawing register default data, and learn what it is used for within the drawing register.

ClosedAdd a Document Type

Document Types are entered to group together similar documents within the drawing register and on transmittal documents. These can be the categories or types of documents that are entered in the drawing register. i.e. Mechanical, Architectural, Engineering etc.

Create a new document type by:

  1. Open Default Data > Drawing Register > Drawing Register Document Types List.
  2. Type into the 'Description' field next to the Add symbol .
  3. Tab out of the field.
  4. Save .
ClosedAdd a File Type

Create a list of the file types that are expected to be added to the drawing register. The Drawing Register entries are added to a project before the actual drawing file exists. Add the file type to the drawing register row to let the team know what sort of file should be created for the sub project. This information can also be shown on document transmittals that are sent to the client.

Examples of file types are: PDF, DOC, XLS, CAD etc.

Create a new file type by:

  1. Open Default Data > Drawing Register > Drawing Register File Types List.
  2. Type into the 'Description' field next to the Add symbol .
  3. Tab out of the field.
  4. Save .
ClosedAdd a Scale

Create scales that will used to be describe the drawing to be created for the project. i.e. 1:100, 1:200 etc.

Create a new scale by:

  1. Open Default Data > Drawing Register > Drawing Register Scales List.
  2. Type into the 'Description' field next to the Add symbol .
  3. Tab out of the field.
  4. Save .
ClosedAdd a Size

Add a size that will describe the intended paper size that should be used to print the drawing. i.e. A4, A3 etc.

Create a new Size by:

  1. Open Default Data > Drawing Register > Drawing Register Sizes List.
  2. Type into the 'Description' field next to the Add symbol .
  3. Tab out of the field.
  4. Save .
ClosedAdd a Drawing Register Prefix

Prefixes are used to create a drawing number within the Project Drawing Register. The drawing number is a unique number in the project for the drawing that is being created. Drawing Prefixes are used with the drawing numbering system defined within System Settings. Learn more about the Drawing Number System Settings and view examples of how the prefix and numbering is used.

Create a new drawing register prefix by:

  1. Open Default Data > Drawing Register > Drawing Register Prefixes List.
  2. Type the numbers or letters for the Prefix into the field next to the Add symbol .
  3. Type a Description of what sort of drawings will use this prefix.
  4. Select a office location, to define the geographical region that uses this prefix.
  5. Save .

Tips:

  • Make sure each of these default data options is setup before using the Project Drawing Register.
  • Make these fields mandatory, and define the drawing numbering rules within Document System Settings.
  • Once the prefix has been attached to a drawing register row, then the prefix cannot be edited. Instead create a new entry for the prefix you require to use on future drawing register rows. NEW 4.9.5
ClosedUse Undo to removed unsaved data

Click the Undo button and the list refreshes to only display the saved rows. The Undo button is found in the top toolbar for each of the default data functions.

Tip: To remove unsaved amendments of row, use the refresh button .

ClosedRefresh the list

Use the refresh button to remove any unsaved data from the list. This returns the list to display the current saved default data, removing any unsaved new or edited data from the list.

ClosedDelete a row
  1. Select the row in the list.
  2. Click the delete button in the toolbar.
  3. The list will update to show the row is deleted.

Tip: A row can be deleted if it has not been used in the Drawing Register. If it has been used within the Drawing Register, the system will warn you and then you can.change the row 'Inactive' to stop further usage.

ClosedChange a row to be inactive

If a row has been used in the drawing register or a drawing template it cannot be deleted. Make a row 'Inactive' to stop users from being able to select this entry in drop down lists when setting up new drawing registers.

Make a row inactive by:

  1. Selecting the row in the list.
  2. Uncheck the 'Active' box.
  3. Save .

Tip: A row can be deleted if it has not been used in the Drawing Register.

ClosedUsing the list filter

The drawing register default data lists automatically display all 'Active' rows. Use the list filter to view inactive rows.

The list filter options are:

  1. AllClosedBoth active and inactive rows are shown in the list.
  2. ActiveClosedOnly Active rows are shown in the list. This is the default list filter.
  3. Not ActiveClosedOnly Inactive rows are shown in the list.

Tip: Inactive rows are already in use within the Drawing Register, and therefore cannot be deleted.

ClosedExport the list to MS Excel® or a Synergy report

Export the data from any list view in either MS Excel® format or using Synergy reports. Use the Synergy report option if you want to create a PDF file with the list data, or email the list data to a Synergy staff member or contact.

ClosedExport the data to MS Excel®:
  1. Right mouse click in the list.
  2. Choose 'Export to MS Excel®' from the menu.
  3. A new MS Excel® file will open with the list data and column headings shown.
ClosedExport the data to Report:
  1. Right mouse click in the list.
  2. Choose 'Export to report' from the menu.
  3. The report window will open to allow you to:
    1. Save as a PDF file using the save button in the top toolbar, then selecting PDF from the menu.
    2. Email the report by using the 'Email' button in the bottom toolbar, and selected a staff member or Synergy contact to send the file too.

Columns available

ClosedColumns in Document Types List
  1. DescriptionClosed Enter up to 100 characters to describe the type of document that will be added to the drawing register. I.e. Engineering, Mechanical, Structural etc. The document type description populates drop down lists within the drawing register.
  2. ActiveClosedActive rows are available for use in the drawing register, and is the default value for a new row entered. Make a row inactive to stop it being used in the drawing register.

Tip: Learn how make the document type field mandatory for entry in the drawing register in Documents System Settings.

ClosedColumns in File Types List
  1. DescriptionClosed Enter up to 100 characters to describe the type of file that will be added to the drawing register. I.e. CAD, PDF, DOC, XLS etc.The file type description populates drop down lists within the drawing register.
  2. ActiveClosedActive rows are available for use in the drawing register, and is the default value for a new row entered. Make a row inactive to stop it being used in the drawing register.

Tip: Learn how make the file type field mandatory for entry in the drawing register in Documents System Settings.

ClosedColumns in Prefixes List
  1. PrefixClosedEnter a prefix of up to 20 characters to be used within the drawing register.The prefix is shown at the start of the drawing number, when automatically numbering the documents for a sub project within the drawing register. I.e. Prefix could be a letter to represent the type of work, such as M for mechanical, or E for electrical. More complex prefixes may also have a number included to represent the year, or another internal department number such as M2013.
  2. DescriptionClosedEnter a description of what this drawing prefix will be used for within the drawing register.
  3. OfficeClosedSelect which office location will use this drawing prefix. The office location is for information only, and is used for reporting and grouping items entered into the drawing register.
  4. ActiveClosedActive rows are available for use in the drawing register, and is the default value for a new row entered. Make a row inactive to stop it being used in the drawing register.

Tip: Learn how to define the prefix divider character, and automatic numbering rules in Documents System Settings.

ClosedColumns in Scales List
  1. DescriptionClosedEnter up to 100 characters to describe the scale of the drawing that is to be created. I.e. Metric scale ratios: 1:100, 1:200, 1:5000 etc. The scale description will to populate the drop down list within the drawing register.
  2. ActiveClosedActive rows are available for use in the drawing register, and is the default value for a new row entered. Make a row inactive to stop it being used in the drawing register.

Tip: Learn how make the scale field mandatory for entry in the drawing register in Documents System Settings.

ClosedColumns in Sizes List
  1. DescriptionClosedEnter up to 100 characters to describe the size of the paper required to print the drawing. I.e. CAD, PDF, DOC, XLS etc.The size description populates drop down lists within the drawing register.
  2. ActiveClosedActive rows are available for use in the drawing register, and is the default value for a new row entered. Make a row inactive to stop it being used in the drawing register.

Tip: Learn how make the sizes field mandatory for entry in the drawing register in Documents System Settings.

Want to learn more?

Looking for more help? Try reviewing the following Default Data topics: Concept Link IconView Topics

Or try reviewing the following Drawing Register topics:Concept Link IconView Topics

 

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