Autodesk® Buzzsaw User’s Guide January 2008
© 2008 Autodesk, Inc. All Rights Reserved. Except as otherwise permitted by Autodesk, Inc., this publication, or parts thereof, may not be reproduced in any form, by any method, for any purpose. Certain materials included in this publication are reprinted with the permission of the copyright holder. Trademarks The following are registered trademarks or trademarks of Autodesk, Inc., in the USA and other countries: 3DEC (design/logo), 3December, 3December.
Contents Buzzsaw . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1 Chapter 1 Welcome . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Chapter 2 Accessing Your Site . . . . . . . . . . . . . . . . . . . . . . . . . 5 Chapter 3 Read Chapter 4 Getting Started . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Me . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 System Requirements . . . . . . . . . Logging In, Logging Out . . . . . . .
Using Drag and Drop . . . . . . . Using the Standard Toolbar . . . . Using the Project Selection Bar . . Using the Shortcut Bar . . . . . . Using the Project Team Directory . Chapter 6 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 . 33 . 36 . 37 . 39 Site and Project Administration . . . . . . . . . . . . . . . . . .
Chapter 8 Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157 Folders . . . . . . . . . . . . . . Adding a New Folder . . . . . . . Deleting a Folder . . . . . . . . . Working Folders . . . . . . . . . Downloading a Folder . . . . . . Recovering a Folder . . . . . . . Updating a Folder . . . . . . . . Adding a Link to a Folder or File . Using Properties . . . . . . . . . Chapter 9 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Compare Drawings . . . . . . . . . Update a Drawing . . . . . . . . . Edit an Existing Drawing . . . . . External References (Xrefs) . . . . . . . . External References Overview . . . Uploading External References . . Downloading External References . Chapter 10 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207 . 208 . 209 .
Step 2: Select Project Members . . . . . . . Step 3: Assign Project Members to a Role . Step 4: Business Processes . . . . . . . . . Step 5: Manage Information Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 . 262 . 263 . 269 Chapter 17 Global Collaboration . . . . . . . . . . . . . . . . . . . . . . . 273 Chapter 18 Dashboard Chapter 19 Forms Setup . . . . . . . . . . . . . . . . . . . . . . . . . . .
Deleting a Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329 Chapter 22 Working with Reports . . . . . . . . . . . . . . . . . . . . . . 331 Overview . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331 Viewing, Printing, Saving and Exporting Reports . . . . . . . . . . . . 337 Chapter 23 Working with Submittal Packages . . . . . . . . . . . . . . . . 339 Overview of the Submittal Package Submittal Log . . . . . . . . . . . Submittal Packages Tab . . . . . .
File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388 Flattened file path . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388 Folder . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388 Form Link . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388 Group(s) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 388 Issued Item . . . . . . . . . . . . . . . . . . . . . .
Using the File Properties General Tab . . . . . . . . . . . . . Download Folder Dialog box . . . . . . . . . . . . . . . . . Recover File . . . . . . . . . . . . . . . . . . . . . . . . . . Ownership Dialog Box . . . . . . . . . . . . . . . . . . . . . New Notification Dialog Box . . . . . . . . . . . . . . . . . New Notification Dialog Box . . . . . . . . . . . . . . . . . Automatic Notification File Types . . . . . . . . . . . . . . . Daily Summary Time Dialog Box . . . . . . . . . . . . . . .
New Group Wizard: Step 2 Select Members . . . . . . . New Group Wizard: Step 3 Project Memberships . . . . Select Group Dialog Box . . . . . . . . . . . . . . . . . Add Project Members Dialog Box . . . . . . . . . . . . Add to Project Dialog Box . . . . . . . . . . . . . . . . Activity Log List Options Dialog Box . . . . . . . . . . Print Activity Log . . . . . . . . . . . . . . . . . . . . Save Activity Log . . . . . . . . . . . . . . . . . . . . . Add Information Page Dialog Box . . . . . . . . . . . .
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Buzzsaw 1
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Welcome 1 The Buzzsaw on-demand collaborative project management solution helps your organization centralize building design and construction-related documents, simplify communication, and streamline collaboration so you can successfully execute projects based on timely decision and accurate information. The Buzzsaw application runs in a web browser or as a stand-alone executable. Once you've downloaded the software, it's easy to create, organize, and access projects from anywhere in the world.
ProductVersion Discussion Boardrd 4 | Chapter 1 Welcome
Accessing Your Site 2 There are two ways in which you can access your Buzzsaw site: by downloading the Buzzsaw software or through Buzzsaw Web Access. Software The Buzzsaw software gives you access to the following functionality: ■ Site and project administrative functions, such as creating a new member and viewing activity logs.
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Read Me 3 This document includes the most recent information supplementing the Buzzsaw documentation. Installation Notes Getting Started (page 13) Installing the Software The Buzzsaw client software downloads and installs automatically when you navigate to a Buzzsaw site with your browser. The time needed to install Buzzsaw depends on the speed of your Internet connection. Even on the slowest connections, the entire install process should take less than 20 minutes.
Verifying your Install Once the automatic installation has completed, the Buzzsaw login prompt should display. Enter the username and password assigned by the Site Administrator to login to your site. If you are unable to install or login please contact your Site Administrator or Buzzsaw Support. Version Information You can always determine which version you have running on your computer by viewing the About Box from the Buzzsaw help menu.
Viewing Microsoft Excel Files Microsoft Excel does not allow you to open two documents with the same name, even if they are in different folders. For example: 1 Select an Excel file in the tree view and click the View tab. The file is displayed in the details pane. 2 Right-click the same file in the tree view and select View in Window from the menu. This produces an error. This behavior is a limitation of Microsoft Excel.
Uploading fonts When uploading .dwg files Buzzsaw only finds fonts in the AutoCAD font directory. Microsoft Office XP and AutoCAD 2002 If you are using Office XP and AutoCAD 2002 (or earlier) you can not access your Buzzsaw site through Network places due to an Office XP related problem. Cimmetry Systems AutoVue Buzzsaw includes the integration of Cimmetry Systems AutoVue product. AutoVue is a view and mark up tool for DGN files and over 200 other file formats.
Proxy Settings Some proxies may not be configured to allow the Buzzsaw client to communicate with its server resulting in login failures. Configuring your proxy with Buzzsaw's address usually fixes this problem. Buzzsaw uses the standard HTTP and HTTPS ports for communication. If you continue to have problems logging into your Buzzsaw site through your proxy, please contact your Site Administrator or Buzzsaw Support.
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Getting Started 4 System Requirements There are several different categories of users that work with Buzzsaw. This section defines those categories and provides recommendations for system specifications based on what activities a member needs to accomplish during the member’s daily activities. These specifications are recommended starting points for all levels of users: adjust them according to your needs. These recommendations are assuming a fresh reboot with no other products running.
■ Broadband Internet connection (DSL, cable, or equivalent) Software Access System Requirements To make use of the Windows-based Buzzsaw client for the most basic file-transfer capabilities. Specifically if you would like the Windows-based application feel and are only transferring files.
■ VGA video display of 1024x768 (or higher) ■ Microsoft Internet Explorer 6.0 (or higher) ■ Broadband Internet connection (DSL, cable, or equivalent) See also: Viewers and Markups (page 241) Logging In, Logging Out Overview Access to files on a site requires a username and password. The login information verifies your identity within the system and maintains the security of your project files.
Logging Out To log out of your Buzzsaw session, click the Logout button on the title bar menu. (It is to the right of your member name.) Or, place your mouse pointer anywhere in the tree view, details view, or shortcut bar. Right-click and choose Logout. Logging In The Login option in the right-click menu enables you to access other sites that you are a member of. 1 With your mouse pointer in the tree view, details view, or shortcut bar, right-click and select Login from the menu.
You cannot access the site until the site administrator enables your member profile. See also: Changing Your Member Information (page 17) Accessing Your Site (page 5) Changing Your Member Information Use the Member Information dialog box to change your password and contact information, and create a security question for password assistance. You can modify your personal information at any time. 1 Click the Personal Information toolbar button, .
See also: Logging In, Logging Out (page 15) Using the Member List (page 18) Setting Preferences (page 19) Using the Member List The Member List provides a consolidated list of site and project member information for those projects that you are working on. The toolbar buttons are available to you according to your permission level. All functionality available through the toolbars are also available through the right-click menu. To view the Member List: 1 Click the Member List toolbar button, List window.
NOTE As Site or Project Administrators add new members or new member information, the information in the Member List is updated to reflect the latest additions or changes. If you have been working in Buzzsaw for a while, click the Refresh button to see the most current member list data. ■ Use the Options button to Manage Columns Dialog Box (page 423). To use administrator tasks: ■ Edit and delete members using the toolbar buttons. ■ Enable and disable members using the toolbar buttons.
automatically opened, when you drag and drop, and selection of a default drawing viewer. You can also choose which viewer to use for specific file types. Setting preferences can save time, depending on your work style and how frequently you use drawing files. Preferences can be changed at any time. General tab 1 From the Tools menu, choose Preferences. The Preferences dialog box is displayed.
automatically opens, enter the new time in the Drag and drop hover open time field. Project Creation — Select what you would like to happen after adding a new project. That is, always start the Project Setup wizard; always ask first if you want to go through the Project Setup Wizard; or never start the Project Setup wizard. See Project Setup (page 259) for more information. This option only affects Buzzsaw Professional Professional users.
2 In this tab you can select which viewer you want to use to view various file types. For example you can choose to view DWF files using Design Review. The different file types are listed at the top of the dialog box. Select a file type and then select the viewer that you want to view that file type with. You can add additional viewers by clicking the Add Viewers button. You can download other viewers from the Autodesk website http://www.autodesk.com/viewerinfo.
that determines whether or not external references will be scanned for when downloading a drawing. Scanning files can be a time-consuming process if the files are large and if you are downloading multiple files. Thus, you have the option to choose when your drawings are scanned. Viewing DWF Files — Select Published Drawings at the top of the dialog box. In the View with drop-down list, select a viewer to use when viewing DWF files. Buzzsaw defaults to the viewer that is installed on your computer.
2 For each type of email select the corresponding options (not all options are available for all email types): ■ Display Send Options — if selected for a particular email the Send Options Dialog Box (page 427) is displayed before the email is sent. If in the Send Options dialog box you select the "...do not show send options" then you can only turn that dialog back on by re-visiting this tab and selecting the Display Send Options checkbox.
See also: Viewers and Markups (page 241) Downloading External References (page 214) Send Options Dialog Box (page 427) Collaborative Work Environment There are a myriad of project tracking tools that allow you to streamline project processes throughout design and building cycles. You can publish drawings, solicit and collect feedback, and track all revisions and file histories and follow all project-related activities.
Copying a Project URL Rather than tell site and project members how to navigate to a specific project folder or file you want them to see, you might want to use a simpler method: the Copy URL command. You can use this feature to email a project URL to members of your choosing, who can then click the link you provide to navigate directly to the folder or file you specify. You can also make project folders or files available to non-members.
2 Right-click and select Copy Public URL from the menu. Or, select Copy Public URL from the Edit menu. 3 Create a new email message by clicking the Mail icon on the toolbar or by clicking the Mail button on the standard toolbar, then choosing Send Email. 4 With your cursor in the body of the email, choose Edit, then Paste from the Mail window drop-down menu. You can now send the public project URL to anyone you wish.
Web Folders When naming objects (that is, a project, folder, file, or form log) bear in mind that if users are using Web Folders, there are further naming restrictions. A name that is acceptable in the thick client (that is, projectpoint.exe ) may not be acceptable in Web Folders. The thick client allows high bit ASCII characters that are not valid for Web Folders. Because of this you may see some differences in how objects are accessed.
Navigating the Workspace 5 Navigation Tools It's easy to navigate throughout Buzzsaw. Features are organized in different regions in the main window based on their purpose. You can navigate to any component with a click of the mouse. ■ The title bar menu at the top of the details view allows you to create and view project data, and team directories. If available, forms and reports can also be accessed from this menu.
tasks from this menu. The menus only display information that you have access to. ■ The Using the Project Selection Bar (page 36) provides a list of all projects you have access to in your site. Use the Browse window to select the project you want to work with. ■ The Buzzsaw bar provides a way to get to the tasks and activities you use most often. ■ The tree view contains a hierarchical list of all the files in the site or the currently selected project.
The title bar displays the site or project name above the folder tree. To the right of the project or site name the menu items, Project Information, Reports, Forms, Folders, and Project Setup are displayed. Menus The following menus are displayed in the Buzzsaw title bar: Site Level: ■ Site Information — displays the Information Pages (page 151) that you have access to at the site level. ■ Folders — switches to folder view.
■ Site Setup — only available if you are a site administrator. Displays the Step 5: Manage Information Pages (page 269) setup page. Project Level: ■ Project Information — displays the Information Pages (page 151) that you have access to at the project level. ■ Reports (page 337) — displays the reports that you have access to at the project level. ■ Forms (page 312) — displays the forms that you have access to at the project level. ■ Folders — switches to the folder view.
3 Release the mouse button to drop the item in place. TIP Use the tree view to navigate through the project hierarchy. Click the + and - to reveal subfolders contained within each parent folder (similar to the Windows Explorer tree view) NOTE New project files inherit their permission lists from the folder in which they are stored. To learn more about permissions, see Permission Levels (page 130).
Click the button on the toolbar that corresponds with the option that you want to use. Buttons adjoined by downward-pointing arrows open a menu. See the table below for more information about each button. The accessibility of many of the toolbar options depend on the type of file you select and your assigned permission level. Toolbar Button Description Allows you to move backwards to the previously view. Back Allows you to move forwards through previous views.
Toolbar Button Description Copies the selected item to the clipboard. It is deleted from its original location after you've pasted. Cut Copies the selected item to the clipboard. Copy Pastes the item from the clipboard. Paste Deletes the selected item(s). Delete Creates a comment which is attached to the selected file. Add Comment Reply to Com- Enter reply text to selected comment. Not available to those with View or List permission.
Toolbar Button Refresh Refresh Report Properties Description Updates the project hierarchy. Use this command to make certain that the contents displayed are up to date with those stored on the server. For example, if another member added a file to the site after you logged in, that new file will not be listed in the project files list until you refresh the hierarchy or log out and log in again. Refreshes the information page or report that you are viewing.
1 Click the arrow to the right of the Project field and then click Browse to open the Select Project window. 2 Select a project from the window and click OK. The content of the project you select is displayed in the hierarchical tree view. To see all the projects to which you have permission, click the arrow in the Project Selection Bar and select the gray, site icon.
Icon Description Gives the Project Administrator quick access to frequently used administrative tasks and activities, including adding members and groups to a project and accessing a log of all project-related activities. Available to Site and Project Administrators. Displays a hierarchical tree view and a details view (similar to Windows Explorer) of all the folders and files in the project. This is the main working area.
Using the Project Team Directory The Project Directory provides a complete list of all project members (automatically updated as members are added) which is available to everyone assigned to the project. You can view and sort directory information in a number of different ways, including by last name, first name, company, work city, and home city. To access the Project Directory click the Project Information menu and then select Project Directory.
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Site and Project Administration 6 Archiving Site, Project, and Folder Contents The ability to archive site, project, or folder contents provides administrators with a convenient way to transfer a complete copy of files to a local computer system. The Archive command is most often used when a project is closed out or when there is a need to free space on your site.
NOTE When archiving a site, project or folder, any email associated with the contents is not archived. To archive site, project, or folder contents: 1 In the tree view, select the item you want to archive. 2 Right-click and choose Archive from the menu. The Save As dialog box appears. ■ Use the Save in: field drop-down menu to select the target location on your local computer for the selected content. ■ Use the File name: field to name the folder in which the file(s) will be archived.
Cloning is different from copying in that cloning a project or folder replicates the attributes of the project (the project members and their permissions). Copying merely duplicates the data (the folder structure and files). With cloning you can choose to clone the data, but the main purpose is to replicate the attributes. Through cloning you can also save a form log configuration. Cloning a form log saves the routing rules and who is able to participate in the form log in the cloned project.
■ The same folders, logs, and sub-projects as in the original project, with the same permissions, as the original project. ■ The same roles and workflow types associated with the original project, with the same project members associated with each. Forms are not cloned. Note that even though roles are cloned, specific member assignment to those roles are not. For example, if Sue is assigned the role of Lead-Engineer in the source project, the destination project will not receive Sue.
See also: Project Setup (page 259) Step 1: Define Project Data (page 260) Locking and Unlocking Permission Sets (page 138) Granting Anonymous Public Access Through the public-access feature, Administrators can permit anyone to view certain folders and files within a project. This allows you to share information without requiring that the intended readers supply a username and password. In addition, people with which you wish to share project details need not be Buzzsaw users.
Once (public) is assigned to a project, people can access that project by taking the following steps: ■ Click the public URL received in an email from another project member or Administrator. ■ Enter (public) in the Username field of the Login dialog box (no password is needed). ■ Add ?public to the end of the project URL in the Address field of a Web browser; for example, http://projectpoint.buzzsaw.com/client/yoursitename/foldername?public.
Administrators: It's a good idea to group your public project data into one folder. For example, if you wish for people to have access to only one file but you have assigned (public) to the project folder containing that file, people logging in as (public) — or adding ?public to your project URL in their Web browser — will be able to see other files in the folder, depending on the permission level you assign to (public).
Copying a Project URL (page 26) Permissions (page 130) Converting Project and Standard Folders Overview Site Administrators can save time by converting standard folders to project folders and vice versa at any level of the tree view hierarchy. For example, if the contents in a standard folder have grown to a point that it's difficult to manage, you may want to convert the standard folder to a project folder and then rename it as needed.
3 In the tree view, select the project or folder you want to convert. 4 Right-click and then select Convert to Project or Convert to Folder from the menu. 5 The converted folder or project appears in the hierarchical tree view. The converted item is automatically selected. 6 Rename the folder as desired.
■ General tab — see General Tab (page 56) for more information. ■ Members tab — see Members Tab (page 58) for more information. ■ Groups tab — see Groups Tab (page 110). ■ Companies tab — see Companies Tab (page 113). ■ Attributes tab — see for Attributes Tab (page 67) more information. ■ Permissions tab — see Permissions Tab (page 71) for more information. ■ Form Links tab — see Using the Form Links Tab (page 176) for more information.
Ownership of a Project, Folder, or File Available only to administrators. When a project member creates a folder or adds a file to the project, that member automatically has ownership of that item. This applies even if an administrator changes that member's permission level to view access. That is, the member can still edit that item. Administrators, however can change the ownership of an item. 1 Use the Project Selection menu to select a project, folder or file. 2 Right-click and choose Properties.
The statistical data that is available to you provides a convenient way to perform regular project maintenance. For example, if you find that deleted projects, folders, or files appear in the statistics list, you can quickly select the name of the item, right-click, and then choose to permanently delete it, thus reducing your storage. The statistics tab can be an invaluable took in evaluating how your site storage is being used.
■ Administrator username(s) assigned to the selected project(s). The username is the same as the login name. NOTE Information on the contents of your Recycle Bin is also included in the Statistics tab view. How to save site or project statistics to a file: 1 In the Statistics tab view, click the Save Statistics button. To choose the location on your computer where the statistics will be saved, click the Browse button and navigate to the desired directory. 2 When you are finished, click OK.
Command What it does Delete Removes the selected item from the list (item is placed in the Recycle Bin and flagged with a trash can icon). You can permanently remove it from the system from the Recycle Bin. If you want to permanently remove items from the system directly from the Statistics list, hold down the SHIFT key, right-click, and then choose Delete. A confirmation dialog box is displayed before deleting the file from the server.
Site Administrator Tasks About Site Administration Overview When a site is created it is assigned one administrator. This administrator can add project members, who can also function as administrators if they are given the proper permissions. If you are the administrator, log into your site using the username and password supplied to you. Once you are logged in, you can add site members and projects. It is easier to add all members at the site level first and then create the projects.
Permissions (page 130) General Tab To view the General tab, click the Site Administration icon in the shortcut bar; the General tab is the first tab. Use the Site Administration General Tab to view the following aspects of your site: Site Properties View site properties such as: ■ Site name ■ Site URL address ■ Date the site was originally created Users View the number of users in the site who are enabled, disabled and the maximum number of enabled users in the site.
Click the Empty Recycle Bin button to purge any files that you have deleted from your site. Specify who can empty the Recycle Bin (thus permanently deleting files from the site). By default all users can permanently delete files that they own or have administrator permissions to. As a Site Administrator, you can specify if all users, site administrators, or project administrators can permanently delete files.
Following is an example of how this might work: Autodesk has set the minimum client version to 7.0.10, but the last released version is 7.1.25. You can set the minimum version to 7.1.25, 7.0.10, or something in-between. When members do upgrade they will receive the latest version that Autodesk has released. This may be a newer version than what you have specified as the minimum. This is okay — members can use a version that is newer than what you have required, but they cannot use a version that is older.
Create a new member Create a new member if you have New Member privileges. See Creating a New Member (page 89) for more information. Edit a member Click the Edit toolbar button, information. . See Editing a Member (page 94) for more Delete a member Click the Delete toolbar button, , to delete the member from the site. Add a member to a company 1 Select a member and right-click. Choose Add to Company. The Select Company dialog box is displayed. 2 Select a company and click OK.
an employee leaves your company. Disabling the member prevents him or her from being added to projects but the member can still be searched on in the Find window. If you need to find files that this member added or updated, you will be able to do so if the membership is disabled. If the membership is deleted you can not search for these items using the members name. Disabled users do not count toward the site's maximum number of users. To enable a disabled member, click the Enable toolbar button, .
Notify members of a change to their membership To notify a member that they have been added or removed from a project, or that their permission level has changed, click the Send Email toolbar button, . See also: Creating a New Member (page 89) Editing a Member (page 94) Importing and Exporting Members (page 100) Groups Tab The Groups tab is used by site and project administrators to add, edit, or delete groups.
assigned permission level. The default permission is View. For more information see Permissions (page 130). Once a site level group has been created the group can be added to any project. Project level groups can only be added to the project that the creator has administrator rights to. When creating groups, it helps to keep the following thoughts in mind: ■ Private and hidden groups are effective ways to maintain confidentiality.
NOTE When a project level group is deleted from a project it is also deleted from the site. These steps will remove a group from the site. 1 In the Buzzsaw bar, click the Site Administration icon. 2 Click the Groups tab and select a group. 3 Right-click and choose Delete Group. To remove a group from a project go through Project Administration ➤ Project Members. Right-click a group and choose Remove.
To remove a group from a project go through Project Administration ➤ Members. Right-click a group and choose Remove. See also: Editing a Group (page 128) Creating a Group (page 102) Private and Hidden Groups (page 128) Companies Tab The Companies tab is accessed through Site Administration. It displays a list of companies that have been added to the site, the date the company information was last updated and by whom. Adding companies to your site enables you to associate a member with a company.
Add members to a company Once a company has been created you can associate members with that company. This is helpful if you want to organize members by company. 1 Select a company and right-click. Choose Add Members from the menu. 2 Select the members in the Available list and click Add. 3 To remove a member from the company, select the member in the Selected list and click Remove. 4 If the member you want to add to the project does not exist, click the Add New Member button.
The file must be a CSV (comma separated value) file with one header line (the contents of which are ignored) and must be UTF-8 encoded. Columns should be separated by a comma and column headers should be in double-quotes. Here is an example of what a CSV file looks like prior to import: These column headers correspond to the fields in the Company Information tab in the New/Edit Company dialog box. After importing your CSV file, it is these fields that will be populated.
■ "Address2" ■ "City" ■ "County" ■ "State" ■ "Postal Code" ■ "Country" ■ "Toll Free" ■ "Main Telephone" ■ "Main Fax" ■ "Website" ■ "Comment" Export companies You can export the companies and the associated information to a CSV file. 1 To export a company, select a company in the list and click the Export toolbar button. 2 Click the Browse button and select a file on your hard drive. 3 Click Save. 4 Click OK. The companies are exported to the file you specified.
The available attributes can be applied to members (page 89) or companies (page 64), although not all attributes can be applied to both companies and members. The attributes, Company Type, Rating, Trade, MWDBE, Project Type, and Service can be applied to companies. The attributes, Preferred Contact Method, Rating and Trade, can be applied to members. Buzzsaw comes with default attributes that cannot be deleted. These attributes can be renamed but you cannot add new attributes.
Hide/Display attribute values To hide values: Right-click a value and choose Hide. Use the SHIFT or CTRL key to make multiple selections. Hiding a value prevents it from being seen when creating or editing a member or a company. The values available when completing those tasks is dependent on which values you choose to hide or not hide. Hidden values cannot be applied to Creating a New Member (page 89) or Companies Tab (page 113). To display values: Right-click a value and choose Display.
1 Right-click an attribute and select Edit. 2 In the Edit Attribute dialog box click the Import toolbar button. 3 Click the Browse button to select a file. 4 Click OK. The attribute values are imported. Export attributes and values You can export attributes or attribute values to a CSV file. To export attributes: 1 To export an attribute, select an attribute in the list and click the Export toolbar button. 2 Click the Browse button and select a file on your hard drive. 3 Click Save. 4 Click OK.
To export attribute values: 1 Select an attribute in the list and click the Edit toolbar button. The Edit Attribute dialog box is displayed. 2 Click the Export toolbar button. 3 Click the Browse button and select a file on your hard drive. 4 Click Save. 5 Click OK. The values are exported to the file you specified. See also: Companies Tab (page 64) Members Tab (page 58) Permissions Tab The permissions tab is accessed through Site and Project Administration.
View Projects and Administrators The Projects and Administrators view displays all Site and Project Administrators and the projects for which they administer. Projects for Project Administrators are listed in the Project column. Individual projects are not listed for Site Administrators since they have permission to all projects. Instead, the word "All" is listed in the projects column.
codes. Once you have selected a member and project, right-click and select a new permission: These changes are not applied until you click the Apply button. Then, a confirmation dialog box is displayed. To let members know that you have changed their permission, select the Notify affected members by email check box in the Verify Change Permissions window. Change all member's permission for one project To change permissions for all the members in one project, select the project row and right-click.
See also: Groups Tab (page 61) Members Tab (page 58) Security Tab (page 79) Activity Tab The Activity Log tab is used to filter and view site or project data. The Activity Log is available only to site administrators. You can control what is listed by choosing from a series of "filters" that show or hide information according to what you want to view. For example, you can view a broad array of all site information or narrow the information by restricting the Date, Users, Actions, or Types fields.
Using the Activity Log (page 145) Statistics Tab The Statistics tab is a useful maintenance tool for Site and Project Administrators. You can quickly view important statistics for all the projects on your site (or those for which you have Project Administrator permission). The statistical data that is available to you provides a convenient way to perform regular project maintenance.
■ Number of files contained in the selected project(s) ■ Number of versions contained in the selected project(s) ■ Number of markups contained in the selected project(s) ■ Number of comments in the selected project(s) ■ Number of members in the selected project(s) ■ Version limit in the selected project(s) ■ Administrator username(s) assigned to the selected project(s). The username is the same as the login name.
Project administrators can view the limit for a specific project by looking at the General Tab (page 104) for a specific project. To edit default settings for all projects: To set the default size limits for all projects within a site, click the Edit Defaults button. Changing the default size limits affects all projects created after changing this setting. Once the default limits have been changed all projects created after have the new size limit.
Project Size limit: To change the size limit for a project select Unlimited or enter a new number. Size limit notifications: Choose who should receive a warning notification and/or a notification when the project has exceeded its size limit. The recipient can be site administrators, project administrators, or project members. NOTE You can use this option to edit the size limit for multiple projects by selecting multiple projects in the existing projects list.
After you have saved the Limits tab information to your hard drive you can print the file. You can also print by clicking the Print toolbar button, , while viewing the Limits tab window. Only selected rows are printed. If you have not selected any rows, then nothing is printed. NOTE Your printer settings may need to be adjusted in order to fit all the information onto one page.
Password Requirements This section enables to you require members to create strong passwords. This means that passwords must adhere to certain rules. Requiring members to create strong passwords increases site security. These restrictions are optional and apply to members using the Buzzsaw software or PRODNAME Web Access (page 5)ss.
Login Select Login on the left. The following options are available: Enable Automated Password Assistance This option only applies to members using the Buzzsaw software. Select this option if you want site members to receive password assistance. That is, members can set-up a security question that allows them to request a new password. This works in the following sequence: 1 Member forgets password and clicks the I forgot my password button in the login dialog box.
■ Or, select the option that requires members to be re-enabled by a site administrator (page 107). Enable Remember this Password This option only applies to members using the Buzzsaw software. Selecting this option enables members to select the option, Remember this Password in the Log In Dialog Box (page 398). If you do not select this option then members will have to enter their password every time they log in.
Session time outs differ because that feature monitors a member's activity once the member has logged in. The member inactivity option monitors members who have not logged in to the site. This setting is optional and applies to members using the Buzzsaw software or PRODNAME Web Access (page 5)ss. 1 Select Member Inactivity on the left. 2 Select the number of days after which a member should be disabled.
4 Select an IP address in the list and click the Edit button. 5 Edit the address or select a different option. 6 Click OK. Remove IP Addresses Select an IP address in the list and click the Remove button. File Transfers Select File Transfers on the left. ■ If security or privacy is not an issue, select the Allow non-secure file transfers option. ■ If security or privacy is an issue, clear the Allow non-secure file transfers option.
Welcome Email Options Only available to site administrators. This dialog box is accessible through the Tools menu ➤ Welcome Email Options and from the Import Wizard — Send Email step. If you are using the ProjectPoint client embedded in Internet Explorer, then access this dialog box through the ProjectPoint menu. You can configure the welcome email to determine what is contained in the email.
Message — Enter the text that you want to be displayed in the body of the email. Use Default Subject and Message — Select this option to populate the Subject and Message fields with the default text. This option is selected by default. To customize the message, de-select the option. Advanced Options In the Advanced Options tab you can select to have links to various support elements, contact information and add attachments.
See also: Setting Preferences (page 19) Members Tab (page 58) Managing Site Information Pages Available to Site Administrators only. Information pages refer to dashboards as well as the page called "information page." All the pages that are listed in the Project Information menu are called Information pages. You can edit, add, remove, control access to, and control the display order, in Site Setup. Actions relating to project information pages are tracked in the Activity log.
If a member is given access to view an information page but does not have sufficient permission to see the page, then an error message will display when the member tries to view the page. If a project member does not have access to view any information pages, then the Project Information menu does not display in the title bar. You can control who has access to the information page, and when they view it. NOTE This is a powerful option. You can choose to restrict a member from seeing a dashboard.
Tracking Project Information pages in the Activity Log All actions pertaining to the management of Project Information pages are tracked in the Activity Log.
Click the Members tab and then click the New toolbar button. Use the following four tabs to create the new member's profile: General 1 From within the New Member dialog box click the General tab. 2 In the Identification section, enter a user name, first name, last name and email address for the new member. A password is automatically assigned to the member.
12 If you are finished creating the member click the Create button, otherwise click the Project Memberships or Groups Memberships tab to add the member to a project or a group. Member Profile In this tab you select the attributes that you want to be associated with the member. The attributes displayed in this dialog box come from the Attributes Tab (page 67). By applying attributes to a member you are categorizing the member, thus making it easier to search for the member by attribute name.
NOTE Use the tree view toggle to view the projects in a hierarchical list. This makes it easier to see where the project is in relation to the hierarchy. If you are changing a member's permission for a specific project it is helpful to see what sub-projects or folders are affected by the permission change. 4 Use the Membership column to see how the member was added to a project. That is, as an individual member or as part of a group.
permission level. This results in members having “assigned” permission and “actual” access to a project. ■ Assigned permission — refers to the permission level that was assigned to a member as an individual member. ■ Actual access — refers to the highest permission by which the member can access an item (file, folder, or project). This permission can be derived from either a group membership, or an individual project membership.
NOTE To create multiple site members without leaving the window, click Create as you complete an individual's record. The new record is completed, and you can continue to add additional members without leaving the Site Administration window. To close the window and accept changes you have made since the last time you clicked Create, click Close.
3 Edit the Administrative rights if necessary. Choose an option to make the member a site administrator or to allow a project administrator to create members and groups. 4 Click the Add to Project button. 5 Select a project from the list and click OK. 6 Select a permission level. Members added to a project for the first time are automatically assigned view permission. You can select a different permission from the Permission drop-down list.
To remove a member from a project or group: 1 In a member management window select a member, right-click and choose Edit. 2 In the Project Memberships or Group Memberships tab, select a project or a group and click the Remove toolbar button. To edit a member's attributes: 1 In a member management window select a member, right-click and choose Edit. 2 Click the Member Profile tab. 3 Select the attribute values that you want applied to this member. 4 Click OK.
The highest permission that has been assigned to the member, regardless of whether it was assigned at the group or individual level, is how the member accesses an item. For example, Jane Smith is a member of Group 1. Jane and Group 1 have access to Project A. Jane had access to Project A, with View permission before she was added to Group 1. Group 1 has the permission of Edit to Project A. Because Edit is a higher level of access than View, Jane can now access Project A with Edit permission.
project. The tasks and activities available to members depends on their assigned permission levels. Project Administrators can also add existing members to one or more projects (Project administrators must have administrator permission for each project they wish to add members to). They can create site level groups if they have been given the permission to create new members and groups.
8 Click OK to add the member to the Project Members list. If you selected the option on the Members tab to notify members by email that they have been added to a project or their permission level has changed, the email is sent now.
Importing and Exporting Members Site Administrators can save time by using the Import/Export feature when adding members to a site. For example, when you import user information from your Microsoft Outlook account list (a multi-step process), the specified information is automatically copied to a new member record in Buzzsaw. Once the imported information is in Buzzsaw, all you have to do is add the desired site- or project-specific information to the new member's record.
11 In the Select Members list, select the member names you want to add to your site. To add all members to the Select Members list (even if some are not selected) click Select All. To remove all the members from the Select Members list, click Clear All. NOTE Members names are not added if a duplicate name already exists or if a new name does not have an email address attached to it. Member Name and Email Address are required columns.
5 Use the Delimiter field to indicate what separator appears between imported or exported fields of information. Choices include Comma, Tab, or Other. NOTE When you choose Other, an additional Edit field appears. Use the Edit field to enter the delimiter character or string you want to use. 6 Click Next. The Export Fields window is displayed. 7 Use the Select Fields list to select the fields to be included in the exported file.
This wizard is accessed through Site Administration ➤ Groups tab ➤ New, or Project Administration ➤ Groups tab ➤ New. 1 Enter a name for the group. NOTE Group names can contain up to 64 characters and spaces. 2 If needed, select a different owner for the group. By default the owner of the group is the creator. If you want a different member to be the owner, click the Select button. The Owner dialog box is displayed. Select a name and click the OK button. You are returned to the Group Properties dialog box.
indicate a "not to exceed" version limit for the files in the project, add members and groups, change permissions, and access a log of all project activities. The administration tabs appear in the details view to the right of the shortcut bar. See also: General Tab (page 104) Members Tab (page 106) Activity Log Tab (page 118) General Tab The Project Administration General tab is used by Project or Site Administrators to: ■ View the date the project was originally created and URL.
5 Select the member whom you now want to be the owner. Replace owner on subfolders and file - Selecting this option means that the member will have full access rights to all the folders and files below the item listed at the top of the dialog box. Not selecting this option means that if the member has view access to the sub-directories and files, that permission level remains in place — ownership only applies to the item listed at the top of the dialog box.
See also: Locking and Unlocking Permission Sets (page 138) Activity Log Tab (page 118) Members Tab (page 106) Members Tab The Members tab is used by Site or Project Administrators to manage project members. This tab is accessible through the Project Administration icon, or through right-clicking a project, folder, or file in the tree view and choosing Properties. See Filtering Options (page 424) for more information about how to customize your view of this window. Add members to a project .
Edit a member Click the Edit toolbar button, . See Editing a Member (page 94) for more information. This option is only available to project administrators with New Member privileges. Delete a member Click the Delete toolbar button, , to delete the member from the site. NOTE Project administrators can only delete members from the site if they have New Member privileges. Add a member to a company ■ Select a member and right-click. Choose Add to Company. The Select Company dialog box is displayed.
him or her from being added to projects but the member can still be searched on in the Find window. If you need to find files that this member added or updated, you will be able to do so if the membership is disabled. If the membership is deleted you can not search for these items using the members name. Disabled users do not count toward the site's maximum number of users. To enable a disabled member, click the Enable toolbar button, .
You can view the members of a group if a) the group is a non-private (expandable) group, or b) you are a Site Administrator or the owner of the group. If you are a Site Administrator or the group's owner, you can edit a group by clicking the Edit button in the Group Members dialog box. To view a member's assigned permission or actual access: A member can have multiple permissions to one project (or folder or file) if he or she is given access to an item as an individual and as a group member.
Groups Tab The Groups tab is used by site and project administrators to add, edit, or delete groups. Site Administrators and Project Administrators, who have the ability to create members, can create site or project level groups. Groups can be created a the site or project level. Site level groups can be added to any project within the site. A project level group is created for a specific project and can only be added to projects that the creator has administrator rights to.
■ A group owner does not have to be a project administrator. It is possible for an administrator to initially create a group and then transfer ownership to a non-administrator. The group owner can then edit the group through the Using the Member List (page 18). ■ You may add up to 500 members to a group at a time. To create groups larger than 500 members, simply perform more than one add operation. ■ Review the organization of your project before creating groups.
Permissions A member can have multiple permissions to one project (or folder or file) if he or she is given access to an item as an individual and as a group member. This can occur if the member is given permission to the project as an individual with one permission level, and as a member of a group that has a different permission level. This results in members having “assigned” permission and “actual” access to a project.
4 Click OK. See also: Editing a Group (page 128) Creating a Group (page 102) Private and Hidden Groups (page 128) Companies Tab Use the Companies tab to manage the companies associated with a project. Companies exist at the site level. If you edit company information, add or remove associated members, those changes are made at the site level. A company is automatically added to a project when a member, who is associated with that company, is added to the project. Or, you can create a new company.
4 Select a member from the list and click Add. 5 Click Save. You are returned to the Companies tab. Edit a company 1 Select a company and right-click. Choose Edit from the menu. The Edit Company dialog box is displayed. 2 Click the Company Information to change attributes for the company or the contact information. 3 Click the Company Members tab to add or remove members that are associated with the company. Export companies You can export the companies and the associated information to a CSV file.
Navigating the matrix In the Permissions Matrix window you can filter the list by project or by members. You can further narrow this view by looking at one project or at one group of people. For example, you can view just project administrators. Use the Project drop-down list to see the users for a specific project. Regardless of whether you are viewing the matrix by user or by project, you can double-click a project to see sub-projects or folders.
View by member In this view, the members are listed in the left pane and the projects are listed vertically in the right pane. A user icon is displayed to the left of the user name, distinguishing administrators from members. To highlight a user and the projects he or she belongs to, select the user in the left pane. That user's permissions are highlighted. NOTE Members who have been added to a project may not display in the matrix until he or she has logged into Buzzsaw.
These changes are not applied until you click the Apply button. Then, a confirmation dialog box is displayed. To let members know that you have changed their permission, select the Notify affected members by email check box in the Verify Change Permissions window. Change all member's permission for one project To change permissions for all the members in one project, select the project row and right-click. Choose the permission level that you want all the members to have.
See also: Working with Site and Project Statistics (page 51) Members Tab (page 58) Security Tab (page 79) Activity Log Tab The Project Administration Activity Log tab is used to filter and view project use patterns. The Project Administration Activity Log is available only to those with Site or Project Administrator permission. You can change the information that is displayed by using the filters.
Printing Activity Log Information (page 148) Statistics Tab The Statistics tab is a useful maintenance tool for Site and Project Administrators. You can quickly view important statistics for all the projects on your site (or those for which you have Project Administrator permission). The statistical data that is available to you provides a convenient way to perform regular project maintenance.
■ Number of files contained in the selected project(s) ■ Number of versions contained in the selected project(s) ■ Number of markups contained in the selected project(s) ■ Number of comments in the selected project(s) ■ Number of members in the selected project(s) ■ Version limit in the selected project(s) ■ Administrator username(s) assigned to the selected project(s). The username is the same as the login name.
Command What it does Print Selected Print statistics for only the folder you have selected. Convert to Folder Converts a project folder and all of its contents to a standard folder. Archive Allows you to save the selected item to a local computer and under a new name, if necessary. Download Downloads the selected item to a local computer. Delete Removes the selected item from the list (item is placed in the Recycle Bin and flagged with a trash can icon).
Command What it does deleting the file from the server. If you change your mind, it is possible to recover files and folders. See Recovering a Folder (page 162). Rename Allows you to rename the selected item. Mark as Read Marks the files as read. Lock/Unlock All Use this command to manually lock a file so other members can't change it. Use the Unlock command to release a lock that you previously put on a file.
Command What it does Logout Use this command to log out of the site. See also: Activity Tab (page 74) Members Tab (page 58) Security Tab (page 79) Adding a Member to a Project Once a project is created, administrators can add members. Until a member is explicitly added to a project, he or she can not access the data within the project. The tasks and activities available to members depends on their assigned permission levels.
NOTE If you would like to add a person to a site or project but cannot find that person's name in the list of available members, the Site Administrator must first add the person as a site member — or give you permission to create new site members. Contact your Site Administrator to make a request. 6 The member's name is displayed in the Selected section in the lower pane of the window. 7 From the Permission drop-down list, choose a permission level for the member(s).
8 Click OK to add the member to the Project Members list. If you selected the option on the Members tab to notify members by email that they have been added to a project or their permission level has changed, the email is sent now.
Editing Members of a Project Project Administrators can make changes to project member information, including changing their permission and removing the member from a project. To edit a member's permission: 1 In the Buzzsaw bar, click the Project Administration icon. 2 Click the Members tab and select a member from the list. 3 Select a new permission from the Permission drop-down list at the bottom of the window.
This wizard is accessed through Site Administration ➤ Groups tab ➤ New, or Project Administration ➤ Groups tab ➤ New. 1 Enter a name for the group. NOTE Group names can contain up to 64 characters and spaces. 2 If needed, select a different owner for the group. By default the owner of the group is the creator. If you want a different member to be the owner, click the Select button. The Owner dialog box is displayed. Select a name and click the OK button. You are returned to the Group properties dialog box.
Editing a Group Only available to site administrators and project administrators who can create new members. Access this dialog through Site Administration ➤ Groups tab ➤ Edit, or Project Administration ➤ Groups tab ➤ Edit. Use this dialog box to edit an existing group. 1 In the Group Name field, enter a name. NOTE Group names can contain up to 64 characters and spaces. 2 If needed, select a different owner for the group. By default the owner of the group is the creator.
In a site level, private or hidden group the members can only be seen by site administrators and the owner of the group. In a project level private or hidden group the members can be seen by the site administrators, groups owners, and project administrators with access to that project. Private and hidden groups are distinguished from general groups by a different icon. A private or hidden group cannot be expanded unless you are the owner of the group or are a site administrator.
that you assign a form to a private or hidden group. Doing so exposes the names and email addresses of private or hidden group members in the routing tab of forms and in various dashboards. When a private or hidden group is added to a discussion only the group name is displayed in the participants field. Limitations of Using Private and Hidden Groups While a private or hidden group can be an effective way of maintaining confidentiality, there are limitations.
High-level overview of the permissions Permission Lev- Site AdelList ministrator Project Edit Administrator Add Projects X X Add Site Members X X (If Add New Member/Eidt Member is selected) Modify/Remove Site Members X X (If Add New Member/Eidt Member is selected) Add/Remove/ Project Members X X Create/Edit Groups X X (If Add New Member/Eidt Member is selected) Set User/Group Permission Levels X X Close Forms X X Update Review View Deposit Site and Project Administration | 131
Permission Lev- Site AdelList ministrator Project Edit Administrator Add/Edit/Delete Files, Forms and Folders X X X Update/Respond to Existing files and forms X** X X X X Add/Edit Notes, Comments, Markups, and Links to Existing Files X X X X X View/Download Files, subscribe to notifications X** X X X X X X X View Information pages X*** X X X X X X X Update Review View Deposit X* X X Only View Folder Structure (no files) X NOTE * The Deposit permission allows a projec
Overview Typically a members permission level is set on a project-by-project basis. This can be accomplished through an individual project membership or group membership. Once a member has permission to a project then he or she has access to everything contained within that project, at that particular permission level. NOTE It is possible for members to have multiple permissions to the same project. This can occur if the member is given permission to the project as an individual and as a member of a group.
Permission Level Description members have the ability to navigate through several levels within a project and then view and interact with a single file. When assigned to a folder, List permission does not inherit downward throughout the project hierarchy. Members with list permission can not view information pages.
Permission Level Description Update Project members can view information pages, edit, update and rename existing files, and subscribe to notifications. Members cannot add new files or delete existing files. Edit Project members can add, edit, or delete files including forms. These files include drawings, standard folders or subfolders (not site- or project-level folders), notes, comments, links, and external files, such as images and Microsoft Word files.
Permission Level Description the member delete his or her email storage first, and then the site administrator should delete the member. Site administrators can view all information pages even if they have not been explicitly added to the access list for an information page. Site Administrators can only delete members from a project if he or she has been specifically added to the same project. See the Glossary definition of Site Administrator (page 392) for more details.
You can view a member's assigned or actual permission level in the Project Administration Member’s tab: 2 Select a project in the tree view. Right-click and choose Properties. 3 Click the Members tab. 4 Select either display option, Assigned Permissions or Actual Access. The values in the Permission column may change depending on how the member is able to access the project. NOTE The Membership column lists all of the ways a member can access a project.
contained within a project to which the member has Edit access. Typically, you would assign file-level permissions only when you want to override permissions for a single user on a single file. Excessive use of file-level permissions can make your site difficult to manage. 1 In the tree view select a folder or file. 2 Right-click and choose Properties. 3 Click the Members tab and select a member from the list.
Overview Once an item's permission set is locked, only team members and groups included in the permission list have access to the folder — and the permission set for that folder will not be affected by any changes made to project-wide permission lists. This is useful if, for example, you want to limit member access to a project's financial folder. You know there are only certain members who should have access to this financial folder regardless of any changes that may be made to the site or project.
Setting permissions at the project level (page 137) Permissions Matrix The permissions tab is accessed through Site and Project Administration. The matrix allows administrators to view and edit members and their permissions in one window. You can view all the members in a site or project, which project they belong to, and what their permission is for that project. Navigating the matrix In the Permissions Matrix window you can filter the list by project or by members.
View by project In this view, projects (and subfolders) are listed in the left pane. The members are listed vertically in the right pane, with their permissions code displayed underneath. Use the Project drop-down to navigate to a different project. Double-click a folder in the left pane to reach sub-projects or folders. View by member In this view, the members are listed in the left pane and the projects are listed vertically in the right pane.
These changes are not applied until you click the Apply button. Then, a confirmation dialog box is displayed. To let members know that you have changed their permission, select the Notify affected members by email check box in the Verify Change Permissions window. Change all member's permission for one project To change permissions for all the members in one project, select the project row and right-click. Choose the permission level that you want all the members to have.
See also: Groups Tab (page 61) Members Tab (page 58) Security Tab (page 79) Activity Logs Overview The Activity Log is only available to administrators. The Activity Log enables administrators to view all the activity for a site, project, or individual file. You can also view activities for a form log, form, link and note. Administrators can access activity logs through the Site or Project Administration icons in the Buzzsaw bar. Or, through the Properties command (available through the right-click menu).
The Activity Log tab provides an automatic trail of all the actions that have taken place at the site and file level. For example, if a file is placed on the site and you want to see who has looked at the file since it was posted, use the Activity Log to find this information. You can also track form log actions (edit, assign, save to log, etc.), and actions pertaining to project information pages (such as, add page, edit page, change page order, etc.).
Using the Activity Log Overview You can use the Activity Log to customize and view data by choosing from a series of "filters" that show or hide information according to date, users, actions, or types. By using the Activity Log, you can view a broad array of information or zero in on a very specific piece of data. For example, if you want to see how often project members have downloaded files within the past two weeks, you can enter the date range, check Download, and get the information right away.
Include Project Level Activity: Allows site administrators to view project level activity from the site administration log. List Options: Allows you to customize the display of information according to user(s), action(s) taken, or type(s). Type refers to the objects or items acted upon, such as folder, group, mail, etc. Refresh List: Allows you to view all actions that have taken place since the last time you selected the Activity Log tab or the Refresh List button.
files and activities that are available vary, depending on whether you are using the Site or Project Administration Activity Log. NOTE If you want to clear all the options in a list, click Clear. If you want to select each item in a list, click Select All. When you are finished, your List Options dialog box might look similar to this: To view the Activity Log for a single file: 1 Select a file in the tree view. 2 In the toolbar, click the Properties toolbar button, the Activity Log tab.
Printing Activity Log Information You can print the Activity Log information displayed on screen by saving it to disk. Then, when it's convenient, import the file into Excel or another spreadsheet and print the information. NOTE Your printer settings may need to be adjusted in order to fit all the information onto one page. To save Activity Log information to disk: 1 In the Buzzsaw bar, click Site or Project Administration. 2 Click the Activity Log tab.
John Doe,jdoe@kalamazooinc.com,Project Manager,415 555-1234 4 Click OK. Now, import the file into a spreadsheet software program and print the Activity Log information.
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Information Pages 7 Information Pages Overview Information pages are a way for administrators to communicate information to all project members. Dashboards provide you with a personalized view of your site and projects, enabling you to see assigned action items and when they are due. The default information pages are available to all members.
Administrators can further customize the page by specifying a unique name for the page. You can also re-name the default pages.
The pages available for you to view are displayed in the drop-down menu. If you receive an error message when attempting to view a page it means that you do not have adequate permission to view the page. Contact your project administrator to have your permission level changed. To view the site information page: 1 Click the Site icon (the gray ball) in the tree view. 2 From the Project bar select Site Information. 3 The pages available for you to view are displayed in the drop-down menu.
pages (HTML files) are the best choice because a special application is not required to view them. In addition to adding customized information pages, you can control which members have access to an information page, and when they view that page. For example, when the member first logs in to the site, you can specify that the member sees a specific information page.
To select a project information page: An information page can be an HTML file or other type of file (for example, gif, bmp, doc, xls). 1 Select a project in the project tree. 2 In the navigation bar click Project Setup and then Information Pages. 3 The Information Pages window is displayed. The default pages are listed in the window. 4 To add a new page click the Add Page button. The Add Information page dialog box is displayed. 5 Enter a name for the page in the Page Name field.
added to this list, then only administrators can see the Site Executive, Portfolio and Project Executive pages. NOTE Controlling access to information pages is a powerful option. You can choose to restrict members from seeing a dashboard. However, restricting access can prevent members from viewing assigned items. To change the page order: As an administrator, you can control in what order the member sees the information pages.
Folders 8 Folders A folder is a container for organizing project files and other folders. A folder is used to store project files, drawings, form logs, links, and notes that are associated with the project. You must have Administrator permission to create project folders. Folders can be project folders or standard folders. A project folders is orange and a standard folder is yellow. A project folder stores administrative information and a standard folder stores data.
Both standard and project folders serve as containers for related subfolders. The main difference between the folder types is that with project folders, you can designate and change a project information URL. You are also able to perform more administrative tasks by using the Project Administration tabs (available only when you are working with a project folder). Conversely, it may be that you started with one project folder, but the organization of the project has changed and grown.
See also: Adding a New Folder (page 159) Deleting a Folder (page 160) Adding a New Folder Folders are used to organize all the files (including text files, drawings, links, and notes) associated with a project. You must have Administrator or Edit permission to add folders to a site. NOTE Project Administrators can add project folders and standard folders, but members with Edit permission can add only standard folders. See Folders (page 157) for more information.
Deleting a Folder By default, all users can permanently delete folders that they own, or have administrator or edit permissions to. Site Administrators can restrict who can empty the Recycle Bin (thus permanently deleting the folder). If the default is changed so that only Administrators can empty the Recycle Bin, then project members can only "soft" delete files. That is, deleting a file sends it to the Recycle Bin.
■ Even if you download a folder that contains subfolders the first time, you can download single subfolders or files from the folder at a later time, and the system remembers the most recent directory path you provided. ■ If the local directory path changes, you can establish a new path the first time you update items from your local computer. Just drag and drop the items from your local computer to your site.
6 Click OK. See also: Updating a Folder (page 163) Working Folders Dialog Box (page 403) Recovering a Folder If you have Site Administrator or Project Administrator permission, you can recover folder(s) or file(s) that have been permanently deleted from the system as long as you do so within 30 days from the day the item(s) was deleted. 1 In the Buzzsaw bar, click Site or Project Administration. 2 Click the Activity Log tab. 3 In activity list select the item that was deleted.
10 Make a version restoration choice by clicking the Restore All Versions or Restore most recent version button. NOTE If you want to restore the original file(s) comments, select the Restore Comments check box. If you want to restore the original file(s) markups, select the Restore Markups check box. 11 When you're through, click OK.
Documents wizard. The wizard automatically launches when you drag an item to the target folder in Buzzsaw. It then walks you through uploading, starting a discussion, and notifying key team members that a new item or version is available. NOTE The project that you are uploading files to may have a size limit in place. If the size limit is reached an error message is displayed and you cannot upload files until more space is available.
If you are in the midst of uploading files and click Cancel, a message is displayed and asks if you to confirm the cancellation. If you choose Yes, the procedure is cancelled without uploading the files. All files are automatically compressed when they are moved to your local computer or the server. You do not need to compress (zip) files, subfolders, or folders.
2 Press and hold the right mouse button while dragging the item to the destination folder, or project, in the tree view. 3 Release the mouse button and choose Create Link Here from the menu. The link is created and displays in the destination folder. Example. To view a link, click it in the tree view, or double-click it in the details view. You can also create a link using the Create Link wizard. This method allows you to create a comment and send an email notification to other project members.
To copy a link: 1 In the tree view select the desired link. 2 Right-click and choose Copy. 3 Select the target folder. 4 Right-click and choose Paste. You can also drag and drop the link from the details view to a folder in the tree view. To delete a link: Deleting a link does not delete the original file, just the link. 1 In the tree view, select the link. 2 Right-click and choose Delete. You can also delete links using the View Links command. See the next section for details.
Using this dialog box is useful when moving or deleting files; you can view all the related links in one location and update them as necessary. To access the view links dialog box: 1 In the tree view, select the item that you want to see links for. 2 Right-click and choose View Links. The Link dialog box is displayed. All the links that have been created for this item are listed. From here you can delete, edit, or lock the link.
Selected Item: Available Tabs: Form log Administrator - General tab. Non-administrator - General tab. Link Administrator - General, Members, and Activity Log tab. Non-administrator - General tab. Note Administrator - General, Members, and Activity Log tab. Non-administrator - General tab. Following is a description of each tab: ■ General tab — see Using the File Properties General Tab (page 405). ■ Members tab — Available only to administrators. See Members Tab (page 58) or Members Tab (page 106).
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9 Files About Project Files The Project Files function provides a hierarchical list (a tree view, similar to that used in Windows Explorer) of all the folders and files in the project. To reveal or hide levels, click the + and - symbols to the left of the folder in the list. When you select an item in the tree view, the details (organized in multiple tabs) appear in the details view to the right.
Using the View Tab The View tab is used to open and display the contents of a project file in the Details view (located on the right side of the screen). You can also add lines and text to a drawing file, save the file with the markups (redlines) as a DWF file, and put it in the location of your choice on the site or your local computer. The View tab is available to all project members except those with List or No Access permission. ■ View in Window button — click to open the file in a new window.
Discussions are especially useful if you want to link messages together to exchange information and make decisions as a team. Discussion threads are organized and stored along with the related file. NOTE Discussion threads for markups are stored with a specific markup file. To view the discussion threads for a particular markup you must open the markup in a new window and then click the Discussions tab.
Review or edit comments that are attached to the selected file version: In the Versions tab you can review the comments made by other members about different versions of a document. To review comments: 1 Click the Versions tab. 2 Select a version from the list. 3 The comment for that version (if one was made) is displayed in the lower pane of the window. The Edit Comment button is available after you upload a new version of a document.
local computer. You must have Admin, Edit, or Review permission to create markups. The number of markups associated with the original drawing is noted on the Markups tab. However, the number only refers to the markups that are associated with the drawing. If you save a markup as a separate file (either to your site or your local hard drive) that markup is not included in the number on the markups tab. To compare two drawings: 1 Within the project tree select one or more drawings.
See also: Markups (Redlines) (page 248) Viewing a Markup File (page 251) Using the Form Links Tab The Forms Links tab is used to view which forms are linked to this file. A link is only displayed if this file is linked to a form. If you are going to move or delete the file you can look here first to see which forms will be impacted. You can access the form that this file is linked to by clicking the name of the form in the Linked to By column.
AutoCAD drawing files (DWG, DWF, and DXF) can be viewed if you have Autodesk True View, or AutoVue Professional installed. To add a file: 1 In the Project Selection bar choose the project you want. 2 In the tree view select a target folder. 3 In the standard toolbar, click Add, then the file type (document, drawing, etc.). You can also drag the existing file(s) from your local computer to a destination within your site. The Add to Project wizard opens.
with it. You then choose a target location to save the selected file on your local computer. After the file is downloaded, the application registered as the file type's editor with Microsoft Windows opens the file on your computer (if a file is a link or a note, it is edited within your site). NOTE All project members can download, view, and save a copy of a locked file to their local computer.
Tips for updating files: ■ You can drag-and-drop or use Cut/Copy/Paste from your desktop to a file within your site. If a file with the same name exists in the target folder it is assumed that you want to update the existing file. ■ You can use the Cut/Copy/Paste method to add or update a file only if the item is not locked. ■ Previous versions of your project files are stored on the site. For more information about working with multiple versions, see Versions (page 197) and View a Version (page 198).
NOTE You cannot move or delete files that are locked (Exception: Administrators can delete locked files). If you try to do this, an error message is displayed. For example, if you try to delete a folder that contains a locked file, the error message is displayed, the folder remains (with the single locked file in it), and all other unlocked files are deleted from the server. To delete a folder or file: 1 In the tree view select an item. 2 Click the Delete toolbar button, .
4 If you are viewing a drawing file, you can start the markup process by clicking the Markup button. To view a file in a new window: 1 Select a file in the project tree. 2 Click the View tab. 3 Click the View in Window button. or Select the file in the project tree and right-click. Choose View in Window from the menu. See also: Adding a File (page 176) Deleting a File (page 179) Editing a File (page 177) Adding a Note Notes are text files that are created and stored in folders within a project.
To add a note: 1 In the tree view, select the target folder or file. 2 Right-click and choose Add ➤ Note from the menu. 3 In the Add to Project wizard window, enter your note and format it as desired. 4 Click Next. Or, you can initiate a threaded discussion by adding a comment, which becomes the first discussion item for this file. Then click Next. You can send email to notify team members that this file has been posted.
NOTE Project members can only view linked items to which they have permission. That is, if Sally does not have permission to Project B, she will not be able to follow the link to Project B. If you want all members to be able to access the linked item, ensure that they are members of the parent project. To add a link: 1 Select the item that you want to link to in the Details view (right-hand pane of the window).
To copy a link: 1 In the tree view select the desired link. 2 Right-click and choose Copy . 3 Select the target folder. 4 Right-click and choose Paste from the menu. You can also drag and drop the link from the details view to a folder in the tree view. To delete a link: Deleting a link does not delete the original file, just the link. 1 In the tree view, select the link. 2 Right-click and then choose Delete from the menu. You can also delete links using the View Links command.
Using this dialog box is useful when moving or deleting files; you can view all the related links in one location and update them as necessary. To access the view links dialog box: 1 In the tree view, select the item that you want to see links for. 2 Right-click and choose View Links. The Link dialog box is displayed. All the links that have been created for this item are listed. From here you can delete, edit, or lock the link.
7 Click OK. 8 Click Finish to add the link or click Next to add a comment or send an email notification. See also: Adding a Note (page 181) Adding a Link to a Folder or File (page 165) Downloading a Folder or File You can easily download a project or standard folder and all of its contents to your local computer, make changes to some (or all) of the downloaded files, then upload the modified files by using the Update Project Documents wizard (click the Update File toolbar button, ).
See also: Updating a File (page 192) Working Folders Dialog Box (page 403) Locking and Unlocking a File If you have Administrator or Edit permission, you can lock a file, preventing other project members from editing the file. A locked file can still be downloaded or viewed by other project members depending on the assigned permission levels. NOTE Those with Administrator and Edit permission can delete folders with locked files in them, but they will not receive a warning message.
NOTE Choosing Edit automatically locks the files. To unlock a file: When you update the file to your site the locked file is automatically unlocked. However, you can unlock a file without actually updating it. For example, you can edit a file and unlock it without updating your changes to the site. In the tree view, right-click the file and choose Unlock (the lock symbol disappears). Locked files and the recycle bin When a locked file is put in the recycle bin, the lock is removed.
7 TIP To save time, click Clear All if you want to clear all the files in the list. If you want to select all the files, click Select All. 8 If you want the system to prompt you before recovering each file, click the Prompt for Each File button. If you want to define the recovery rules, click the Don't prompt, use Recovery Rules button. 9 Recovery Rules If the file already exists, you can: Skip Recovery — An S is displayed to the left of the file name in the list.
11 When you are through, click OK. 12 In the Destination Path field of the File Recovery dialog box, confirm the destination path of the recovered file. Click the Choose button to edit the destination. By default, the name of the deleted file is displayed. If the file's parent doesn't exist then a folder named Recovered Files is created for you. You can rename this folder. 13 Select the file, comment, and markup you want to recover from the list. A check mark is diplayed.
15 When you're through, click OK. See also: Updating a Folder (page 163) Working Folders Dialog Box (page 403) Renaming a File To rename a file: 1 In the tree view, right-click a file and then choose Rename. 2 Enter a new name. Similar to the way Windows folders work, no two project files in the same folder are allowed the same name. If a file is added to a folder and a file of the same name already exists, you have two options: Update - The file(s) is copied to the site and becomes the current version.
Updating a File You can update project and standard folders and their subfolders and files after you are finished editing them. The updated version is copied from your local computer back to the Buzzsaw server by using the Update Project Documents wizard. The wizard automatically launches when you drag an item to the target folder in Buzzsaw. It then walks you through uploading, starting a discussion, and notifying key team members that a new item or version is available.
When you save changes or add new information to files (you must have Administrator or Edit permission; those with Review permission can add and save comments only), the new data is uploaded to the Buzzsaw server. As you update files, you will see the updated file name within your project folder in the tree view. As soon as the upload process is completed, the file size changes from the number zero (0) to the correct size.
separate window. You see the contents of the file (View tab) and you also have access to all the other tabbed options (General, Discussion, and Activity Log). Then, by navigating back to the first window and selecting the Discussion tab, you can read the information in both the View and Discussion tabs as needed. To view file in a new window: 1 Select a file in the project tree. 2 Click the View tab. 3 Click the View in Window button.
To view multiple tools from the shortcut bar: 1 In the shortcut bar, select the desired tool. 2 Right-click and then choose Open in New Window. This option works as a convenient work tool to open the task and activity options you use most often (Site Administration, Project Files, What's New, etc.) in a separate window. 3 Repeat steps 1 and 2 until you have opened all the tasks or project files you want to view.
Using Properties The Properties command provides information about the selected item. The options available to you depend on your permission level and the file you have selected. The Properties tabs provide a way to change member and group permission levels or display a list of all the actions (such as read, download, and so on) that have taken place since the file was created. Accessing properties: To see the properties of a folder, file, form log, link, or note: 1 Select the item and right-click.
Following is a description of each tab: ■ General tab — see Using the File Properties General Tab (page 405). ■ Members tab — Available only to administrators. See Members Tab (page 106). ■ Activity Log tab — Available only to administrators and only when a file is selected. The Activity Log tab displays a list of all the actions (such as read, download, change permission, and so on) that have taken place at the file level since the item was created.
NOTE The Update button on the standard toolbar can be used to update a file only when you have downloaded the file to your local computer. 2 Select the file (from your local computer) that you want to update. Click Browse to navigate and select the desired file. Click Next to accept the file information as it appears. You can add a subject line and a comment, which becomes the first discussion item for this document. Then click Next. You can send an email notification about this file.
file, and use the tabbed options to view a variety of details about the second file. You can view information about both files at the same time. See also: Versions (page 197) Set the Version Limit (page 199) Set the Version Limit You may want to give some thought to the number of file versions that are saved in your project. You can choose between saving all versions or limiting the number of versions.
See also: Versions (page 197) View a Version (page 198) Discussion Threads Discussion Threads Overview You can add and chain together messages to exchange information and make decisions as a team. Discussion threads are organized and linked to a specific file (drawing, document, note, or link). Discussions can be read by members with Admin, Edit, View, or Review permission. Project members do not have to be active participants in discussions to read them.
Start a Discussion Thread You can start and chain together messages to exchange information and make decisions as a team. Discussion threads are initiated, organized, and linked to a specific file (drawing, document, note or link). Discussions can be read by members with Edit, View, or Review permission. You can also send email notifications to project members when starting or adding a thread. To start a discussion thread: 1 In the tree view, select the desired file.
be active participants in discussions to review the information contained in them. To reply to a discussion thread: 1 In the tree view, select the desired file. 2 In the details view, select the Discussion tab. 3 Select the comment you want to respond to, right-click, and then choose Reply to Comment from the menu. The Text Editor dialog box opens. 4 Enter the reply text in the comment region and click OK. Your reply appears beneath the original comment in the details view.
Delete a Discussion Thread Discussion threads cannot be deleted unless the associated file is deleted. When the file is deleted, all the connected discussion threads are permanently removed from the system. 1 In the details view (or tree view), select the file you want to delete. 2 In the standard toolbar, click the Delete button. A confirmation message is displayed before deleting the file from the server. Note that if you change your mind, there is no Undo command.
Drawing File Format Options Following is a description of the drawing file formats: ■ DWG — the standard format for saving vector graphics from within AutoCAD ■ DWF/DWFx — a highly compressed format created from a DWG file ■ DXF — an ASCII or binary version of an AutoCAD file ■ IPT, IAM, IDW — Autodesk Inventor ■ Bitmap files — For a complete listing of bitmap file types that can be viewed and marked up, see Supported Bitmap Files (page 413).
3 In the first screen, click Browse. Use the File Open dialog box to select the desired file, and then click Open. 4 Click Next. Add a subject line and a comment, which becomes the first discussion item for this file. 5 Click Next. 6 You can send an email notification about this file. Click the Copy Comment button to copy the subject line and comment from the previous screen into the email. To select an email recipient from the list of project members, click To. 7 To add the file, click Finish.
To view a drawing: 1 In the tree view (or details view), select the drawing file you want to view. 2 In the details view, click the View tab. NOTE To make sure that external reference paths are resolved, click the Check External References button. If the selected drawing(s) are not on your site, they may still be found on your local file system depending on how your Xrefs were assembled.
To compare two versions of a drawing: 1 Select a drawing in the project tree. 2 Click the Versions tab. 3 Click the Compare DWFs button. See also: Add/Update to Project - Select Drawings Wizard (page 417) Viewers and Markups (page 241) Edit an Existing Drawing (page 209) Compare Drawings You can compare two drawings to see changes that have occured.
2 Navigate to the Versions tab. 3 Click the Compare DWFs button. The Compare DWFs dialog box is displayed. 4 Under Version 1 select a version. 5 Select a sheet. 6 Under Version 2 select a second version and then select a sheet. 7 Click OK. The selected sheets are displayed in Autodesk Design Review for comparison. See also: Add a New Drawing (page 204) View a Drawing (page 205) Edit an Existing Drawing (page 209) Update a Drawing You can easily update a drawing after you are finished editing it.
You can also use drag-and-drop or Cut/Copy/Paste from the Microsoft Windows desktop to update a file. If a file with the same name exists in the folder where information is moved to, it is assumed that you want to update the existing file. When you use the Cut/Copy/Paste method to add or update a file, the item is not locked. Previous versions of project files are maintained on your site. NOTE The project that you are adding a drawing to, may have a size limit in place.
version, and the file is unlocked. Otherwise, you can continue to edit the file until you are ready to share the changes with others. You can also use drag-and-drop or Cut/Copy/Paste from the Microsoft Windows desktop to update a drawing in your site. If a drawing file with the same name exists in the target folder, it is assumed that you want to update the existing drawing file. When you use the Cut/Copy/Paste method to add or update a drawing, the item is not locked.
External References (Xrefs) External References Overview An external reference (Xref) is a method that AutoCAD uses to link drawing files together. It is often convenient to use Xrefs because once drawing files are linked, all updates to the Xref files are automatically reflected in the original drawing file. As an example of a similar process, it is often convenient to insert an existing Excel spreadsheet into a Word document.
■ A relative file path is a string that identifies an exact file location according to its parent file position within a specific file structure. An example of a relative file path is: ..\my programs\drawings\floorplan.dwg See also: Downloading External References (page 214) Uploading External References (page 212) Uploading External References You can upload externally referenced files (Xrefs) and view each Xref as needed.
6 To select references, complete the following as desired: ■ To upload nonstandard font(s) such as SHX and TTF, select the Include fonts option. ■ To preserve the folder structure as you see it now, select the Preserve folder structure option. ■ To clear all selected Xref file(s), click the Clear All button. If all the Xrefs have been previously uploaded to your site and are up to date, this saves unnecessary upload time.
Downloading External References You can download externally referenced files (Xrefs) for AutoCAD drawings and view each Xref as needed. You can also download non standard fonts (such as SHX and TTF) and choose the path to which the files are downloaded. NOTE It is not recommended that you use drag and drop to download external references. If you drag and drop a drawing to your local file system you will not see the external references. Use the following procedure instead.
A check mark next to a file indicates that file will be downloaded. An X indicates that the Xref could not be found on your site. You can view the files in three different views: ■ ■ Tree view — shows the files in a nested style so that you can see subfolders and files. ■ Detail view — shows the files and various information about each file, such as, where the file will be downloaded to on your hard drive, where the file is stored in your site, author, and the date the file was last modified.
■ Click the OK button to start the download. NOTE At the bottom of the Xref download box there are two sets of numbers representing the number of the files that you are downloading. The number on the left (included) shows the number of files that you are actually downloading. The number on the right (total) shows the total number of files that could be downloaded. For example, if a file has two xrefs and you only select one to download, the number on the left will read: Included 2 files.
10 Find Find Files The Files tab of the Find window provides a way to easily search for files anywhere on your site, within a specific project, folder, or subfolder. You can limit or expand your search by including search criteria such as date, original author, file name, or text. You can also include locked files and all text within all files in your search. Files that match your search criteria appear in the window display beneath the dialog box.
3 Use the following field options to further narrow your search: Files named: Specify the file name(s) or type(s) for which you are searching. In the example above, any files with a .dwg extension are targeted in the search. This is an example of a wildcard expression. Look in: Click the arrow to the right to browse for the site, project, or folder to include in the search. The Search subfolders check box is selected by default. Click to clear the check box.
Search subfolders: Use to search all folders within a site or project. The check box is selected by default. Click to clear the check box. Full content search: Use if you want to find information in the body of a file. When this option is not selected, only file names, and the subject lines of discussion and version comments are searched. Ignore case: When searching document titles and descriptions the search ignores uppercase and lowercase letters. The check box is selected by default.
■ .dwg — Autodesk AutoCAD Drawings ■ .dxf — Autodesk AutoCAD Drawing exchange files ■ .html, .htm — Hypertext Markup Language files ■ .pdf — Adobe Portable Document Format files ■ .ppt — Microsoft PowerPoint presentations ■ .rtf — Microsoft Rich Text Format files ■ .txt — Microsoft DOS ASCII text files ■ .
Use Boolean operators in the Containing Text field (which does accept AND, OR, and AND NOT operators), as well as single word and phrase expressions. As an example, the AND operator enables you to precisely define your search by creating a relationship between the terms.
Search For Example Results A single word sail Files that contain the word "sail" A phrase "scuba dive" OR scuba dive Files that contain the actual phrase "scuba dive" and all its grammatical variations. Without the quotation marks, the query is equivalent to specifying "scuba AND dive", which will find files containing both of the individual words, not the actual phrase. NOTE The |, and & characters can be used as Boolean operators.
People Use the People tab of the Find window to search for project members within a site. You can search for members based on partial name, project, or member status. This is useful if you are trying to find out who is the project administrator for a specific project. Use one or all three of the following options to search for people: 1 Enter the member's name in the Name text box. It is not necessary to enter the person's full name, you can enter a partial name.
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Notification Manager 11 Notifications Overview The notifications feature allows you to subscribe to a notification for a file, folder, project, or form log. By subscribing to a file (or project or folder) you will be alerted via email when a change is made to the file. This enables you to track changes that are made to files and projects without having to constantly log into your site.
You can ensure that you will receive the summary at a time when you will be most likely to read it. In general, notifications are based on items changing. Please note the following specifics: ■ Notifications are triggered by changes to the items you subscribe to. You will receive a notification only if the item has actually changed. If no changes have been made, you will not receive an email. ■ Moving or copying a file into a new project triggers a notification.
Notification Manager You can manage all of your subscriptions from a centralized location, the Notification Manager. To open the Notification Manager click the toolbar button in the main window. From here you can add, change, remove, or disable subscriptions. Any changes you make within Notification Manager only apply to you. You can't add, disable, or remove notifications for other project members. The Notification Manager window allows you to view all of your notifications at once.
3 Click OK when you are finished. A confirmation message is displayed, specifying which file, folder or project, you subscribed to and to which email address the notification will be sent. If the email address is incorrect go to Changing Your Member Information (page 17) and edit the address. You can also add subscriptions through the Notification Manager. Using the Notification Manager is a convenient way to add multiple notifications at one time.
2 Select a subscription and click the Edit Subscription toolbar button, . The Edit Notification dialog box is displayed. 3 Select a new type from the drop-down list and click OK. Your selection is reflected in the Notification column of Notification Manager: Disabling a notification for a single item You can temporarily disable the notification service for a single item. Disabling a notification does not delete your subscriptions. It merely turns it off temporarily for one item.
You can disable and enable multiple files at once: hold down the Ctrl key and select the files you want. NOTE You can still add or remove notifications when the service is disabled. Disabling all notifications By setting up notifications you are subscribing to a service that manages your notifications. You can disable this service which will temporarily turn off all of your notifications. This does not remove the notifications. This is similar to stopping your newspaper subscription when going on vacation.
12 Mail Overview of Using Mail The Mail function, which is similar to Microsoft Outlook, allows you to manage your email in four folders: Sent, Deleted Items, Drafts, and Outbox. When you click the Mail icon, these folders appear in the tree view to the right of the shortcut bar (similar to Microsoft Outlook). To view any message in any of the folders, select a folder. Then, in the details view to the right, select the message you want to see.
Mail basics To see your mail and mail folders, click the Mail button in the shortcut bar. Your Mail screen will look similar to this: You can choose to view or place mail in your folders as follows: ■ Sent — Messages already mailed. Every email message you send is saved here. ■ Deleted items — Messages that you have deleted. You can restore these messages by dragging them into another folder. Or, select the message name from the details view, right-click, and choose Restore from the menu.
■ Recipient name ■ Subject line ■ Date and time sent Viewing mail messages and attachments In the tree view, select the folder you want to view. A list of corresponding messages appears in the details view to the right. To view the contents of a mail message, select it from the list. The contents are displayed in the lower pane, as shown below: To view a file attachment, double-click the file. NOTE If the attachment doesn't open, you probably have not specified a viewer.
See also: Creating and Sending an Email Message (page 234) Creating and Sending an Email Message Creating and sending email messages to other project members is similar to sending email in Microsoft Outlook. There is one important difference: As you create and send messages, you can see lists of members for only those projects to which you are assigned. 1 Click the Send Mail toolbar button, . 2 The New Message window is displayed. Use this window to address, compose, and send email messages.
Using the Find button ■ Within the Select Recipients dialog box, you can enter a string to search the member list data, including name, company, and title. The first item that matches the search string is selected. Groups are expanded as needed to display found items. If a match isn't found, a "text not found" message appears. To search for specific member data: 2 In the Find text field, enter the search string and then click Find Next. 3 Select the member name(s), then click To, Cc, or Bcc.
■ Flag for follow-up: Clicking the flag icon marks a message as requiring follow-up by recipients. In the Flag for Follow Up dialog box, select a follow-up description or enter your own. After you send an email, a red flag is displayed next to the message in the details view. You can open the message and change the follow-up note as necessary, as well as select the Completed check box, as a means of tracking follow-up progress. Marking flagged mail as Completed registers in the project Activity Log.
Recycle Bin 13 About the Recycle Bin The Recycle Bin allows you to view folders and files that have been deleted from a project. When you click the Recycle Bin icon, a list appears in the details view to the right of the shortcut bar. You can still work with any of the items in the list all you need to do is select the folder or file you want and then use the tabbed views beneath the list to view specific file, discussion, or version information.
Using the Recycle Bin (page 238) General Tab (page 56) Using the Recycle Bin The Recycle Bin is a temporary holding place for all project folders and files that have been deleted from your project. After you've moved items to the Recycle Bin, click the Recycle Bin icon, and the list of files you've identified to be deleted appears in a list in the details view (to the right of the shortcut bar).
delete a file that they have permission to or have administrator permissions to. Site Administrators can restrict who can empty the Recycle Bin. If project members are restricted from emptying the Recycle Bin, then deleting a file functions as a soft delete. That is, the file is sent to the Recycle Bin where an Administrator can later delete it from the site. See General Tab (page 56) for instructions on how to change this setting.
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14 Viewers and Markups Available Viewers Buzzsaw is fully integrated with the Autodesk family of viewers. There are different viewers available depending on your collaboration needs. See the Viewers Controls website for details on how to download the viewers. ■ Autodesk Design Review (page 242) — the all-digital way to measure, mark up, and annotate 2D and 3D designs, all without the original design creation software.
Viewer DWF X DWG/DXF X X X RML DGN Bitmap files X X X X If you have more than one viewer installed, you can select which viewer is the default for viewing drawing files in the Preferences dialog box to set these options. From the Tools menu click Setting Preferences (page 19). See also: Autodesk Design Review (page 242) Autodesk DWG TrueView (page 244) AutoVue Professional (page 245) Autodesk Design Review Buzzsaw supports the use of Autodesk Design Review to view, markup, create, and print DWFs.
Using the DWF Navigator You can use the DWF Navigator within Buzzsaw to view multiple sheets in the DWF. You can also access bookmarks and markup items if they exist in the DWF. To turn the Navigator on, right-click in the drawing and choose Navigator. The Navigator is displayed as a floating palette that you can move around the window. To compare two drawings: 1 Within the project tree select one or more drawings. 2 Right-click and select Compare DWFs. The Compare DWFs dialog box is displayed.
You can use the Design Review to markup DWFs and save the markup to Buzzsaw. 1 Click the Save toolbar button, . 2 Choose between saving the markup as an associated file (is saved in the Markups tab), or as an unassociated file (is saved in the project tree). Members with View permission can only save a markup to their local hard drive.
NOTE When using the DWG TrueView inside of Buzzsaw, the DWG tooltips display even if you have turned them off in the DWG TrueView Options dialog box. This is also true for the option, Use large buttons for Toolbar. Toolbar buttons embedded in the DWG TrueView toolbar are not enlarged after selecting this option.
Viewing files with AutoVue To view Buzzsaw files with AutoVue, select the desired file and click the View tab on the right-hand side of the screen. Remember: When you are viewing drawing files, AutoVue will launch only if you have selected it as your default drawing viewer (as described previously in this topic). NOTE Whatever file or drawing viewer you choose, the viewer may not always render selected files with complete accuracy.
6 In the Markup ID field, enter the markup identification number, then click OK. Optionally, enter your name, department, company, location, and telephone number along with the markup ID. 7 When you have finished your markup, click Exit Markup Mode. To view markups associated with a drawing, select the drawing, then click the Markups tab. Double-click a markup name to view the file in its own window.
See also: Viewers and Markups (page 241) Markups (Redlines) (page 248) AutoVue AutoVue for Buzzsaw enables you to view DGN files. This viewer can only be used within Buzzsaw and does not offer the full capabilities of a fully licensed version of AutoVue. If both AutoVue and AutoVue for Buzzsaw are installed then AutoVue is used for viewing drawing files. For more information go to the viewer information website.
For instructions on how to create a markup with a specific viewer, refer to the help for each of those viewers. Within Buzzsaw, open the file using the View tab. In the viewer toolbar, click the Help toolbar button. Saving a markup 1 Click the Save toolbar button for the viewer that you are using. 2 The Save Markup File wizard opens. Enter a name for the markup file. 3 Save the file to your site or to your local hard drive. Click the Choose button to make your selection.
5 The Add to Project wizard prompts you through the remaining steps and options, such as attaching a comment and sending email notification. 6 If you wish, you can click Finish at any time to save the markup file without adding comments or email. Depending on which option you chose, the markup is displayed in the Markups tab or in the project tree view. Adding a discussion thread to a markup Discussion threads for a markup are separate from the discussion threads for the parent drawing.
Saving a markup as an associated file, saves the markup to the Markups tab. The markup is listed in a hierarchical format under the associated drawing. For example: For a list of available viewers and the file types that can be viewed within Buzzsaw, see Viewers and Markups (page 241). See also: Viewing a Markup File (page 251) Viewing a Markup File Markup files are managed in two different locations depending on how the markup was saved originally: in the Markups tab or in the project tree.
To view an associated markup file: If you entered a file name without a path when you saved the markup, you created an associated markup. An associated markup appears in the Markups tab under the parent drawing. 1 In the tree view or details view, select a file. For example, if you want to view a list of all the markup files associated with a file named Kitchen.dwg, select the Kitchen.dwg file from the list in the tree view. 2 In the details view, click the Markups tab.
To view associated markup discussions or notes: 1 Select the original drawing file in the project tree. 2 In the details view, click the Markups tab. 3 Right-click the markup and then choose View in Window from the menu. 4 Click the Discussions or Versions tab to view all the notes or discussions that are connected with the selected markup. To view unassociated markups: If you entered a path along with the markup name, you created an unassociated markup.
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Overview of Buzzsaw Professional 15 Buzzsaw® Professional is an advanced online collaboration service to enable improved project communication through all phases of the building lifecycle. Buzzsaw Professional contains all the features of Buzzsaw Standard, plus added functionality to manage RFIs, submittals, correspondence, and other documents among team members using a centralized online database.
Buzzsaw Professional is available in the following languages: English, French, German, Italian, Japanese, Korean, Spanish, and Simplified Chinese. You can view forms that have been created in one of these languages. Internet Explorer automatically prompts to install the appropriate language pack. A windows operating system CD may be necessary to complete the installation. See the Internet Explorer help for more information.
Project Setup 16 Creating a Project Only available to Buzzsaw Administrators. A project serves as a container for storing, managing, and sharing files and discussions. It is easy to create all projects according to your organization's needs. You will notice that a project behaves like a windows folder holding subfolders and files that contain team member and administrative information. You can add new projects at any level of the hierarchy or within existing projects or folders.
Project Setup wizard when adding a new project, never start it, or to always ask first. If you turn the Add Project dialog box off you can still access the pages of the wizard through the Project Setup menu. NOTE To maintain optimum system performance add members and groups to your site and projects before adding files.
2 The Define Project Data page is displayed. 3 Fill in the fields as necessary. ■ If you do not fill in a field, it is left blank on the form. ■ You can change the name of a project to something other than that of the Project Folder. ■ Dates are displayed according to the locale setting on the user's system. ■ Monetary values are also formatted according to the user's locale setting. ■ Project size limit section — only site administrators can edit these values.
Step 2: Select Project Members Only available to Buzzsaw Professional Administrators. Step 2 of setting-up a project: In this step choose the members you want to be involved with this project. If you do not add a member to the project, that person will not be able to view any of the files or forms within the project. 1 Click the Add Member button to select a new member. A list of available members is displayed. 2 Select a member from the list.
2 Click the Add member button at the bottom of the screen. From the pop-up window select the members that you want to be assigned this role. Use the SHIFT and CTRL keys to select multiple members. Click OK when you are finished. 3 Repeat steps 1 and 2 to add members to a different role. Members can belong to more than one role. 4 To remove a member select a name from the list and click the Remove Member button.
Post Send/Re- Send/Re- Serial spond spond/Ap- Approvprove al ASI (Architect's Supplemental Instruction) X X Bulletin X X Change Order Request X Gatekeep- Gatekeep- Gatekeeper er/Distrib- er/Intermeutor diary X Correspondence X X Daily Report X X Meeting Minutes X X Print Order X X RFI X X X Submittal X X X Submittal Package Transmittal X X X X X NOTE Document registers and bid management business process are not associated with a workflow.
log at a later date then the log name that is displayed in the project tree is also renamed. 3 Select a Business Process the list. 4 Select a workflow type from the available list. The workflows available depend on the Business Process you selected in step 3. The corresponding workflow diagram is displayed. 5 Click the Next button. 6 Depending on the workflow type selected, different tabs are available.
Gatekeeper — Select which project members can be gatekeepers and who they can notify and discuss the form with. Consultants — Select which project members can be consultants and who they can notify and discuss the form with. General — Select the project members who should be able to view the form: all project members, only project members who are directly involved in the workflow, or select members whom you choose. You can also specify how many days the form is available on each member's dashboard.
NOTE The options in the Form tab can be configured at any time. However, only forms that are created after you configure the options will contain this information. Existing forms are not updated with the information entered in the options. 8 Click the OK button to save the log. This log appears in the project tree. The log has the same name that you have given the workflow. The log is also displayed in Project Setup ➤ Form Logs window, and in the Form ➤ View Form Log drop-down menu.
Project Setup> Form Logs and Workflows window Closing the Add Form Log window cancels the creation of the form log and closes the window. Editing a log You can change the configuration of a form log at any time for such things as, who can participate in the form log and company address. Remember that the changes you make apply only to this specific log and the forms within. 1 Click Project Setup ➤ Business Process in the project navigation bar.
NOTE The options in the Form tab can be configured at any time. However, only forms that are created after you configure the options will contain the changes. Existing forms are not updated with these changes. Removing a Business Process Select a Business Process from the list and click the Remove button. The form log is removed from the project. This means that users will no longer be able to create new forms of this type in this project.
Selecting an information page Information pages can be configured at any point during the life of the project: during the initial project setup or anytime thereafter. An information page can be an HTML file or other type of file (for example, gif, bmp, doc, xls). 1 If you are defining the information pages during the initial project setup this is Step 5 of the project setup process. At anytime, you can edit the information pages by selecting Information Pages from the Project Setup menu.
Controlling who can view the information page You can control which users have access to an information page, and when they view that page. For example, when the user first logs in to the site, you can specify that he or she sees a specific information page. If a member is not given the ability to view an information page, then the page is not displayed in that users Project Information menu. By default, all project members can view all information pages.
Tracking Project Information pages in the Activity Log All actions pertaining to the management of Project Information pages are tracked in the Activity Log.
Global Collaboration 17 With Buzzsaw Professional it is possible to have true global collaboration within a site. For example, users in the United States can collaborate with users in Germany, each using English and German respectively. If you have work on a site in English but have a German contractor, that contractor can login to your site, and view the site in German. In the past all members of a site would have had to view the site in the same language.
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Dashboard Overview 18 A dashboard is one type of an information page and is only available in Buzzsaw Professional. The Dashboard gives you a personalized view of your site and projects, and an easy way to navigate through the information about your site or project. You can see project data such as items that are assigned to you and their due date. From the Site Dashboard you can jump to a Project Dashboard, the Site Details dashboard, a form that has been assigned to you, or a to a specific form.
■ Site Level Executive Summary Dashboard— This dashboard displays the total number of assigned items in the site regardless of who assigned the item, items due this week, items due today and all overdue items. ■ Site Level Personal Summary Dashboard— This dashboard displays all items in the site that have been assigned to you. You can see items due this week, items due today and all overdue items. ■ Site Details Dashboard— This dashboard displays all forms in the site.
■ Project Level Personal Summary Dashboard— This dashboard displays the total number of items in the project that have been assigned to you. You can see items due this week, items due today and all overdue items. ■ Details Dashboard— This dashboard displays all forms in the project. You can sort the table by form type, items assigned to you or by you, and whether the forms are open, overdue, due today or due this week.
■ Drafts— This section displays forms that you have begun to enter data for but have not submitted. A draft is not numbered and has not been assigned to anyone. ■ Assigned To Me— Forms that have been assigned to you and require an action from you. This section only displays in the Project Personal dashboard. ■ Assigned By Me— Forms that you have assigned to other project members. This section only displays in the Project Personal dashboard.
Forms Setup 19 Forms Setup: Site Forms Tab Only available to Buzzsaw Professional administrators. This tab is accessed through the title bar Site Setup. ➤ Forms Setup. In this tab you can enable or disable forms and workflows on the site, import forms, or create new forms using Microsoft® InfoPath™. To see which workflows are associated with a form, and their status, click the plus sign next to the form. Enable a Form or Workflow 1 Select a form or workflow that has a status of Disabled.
the next time you add an RFI form log, Post will not be available as a workflow choice. 1 Select a form or workflow by clicking the checkbox next to the form or workflow. 2 Click the Disable button. Once disabled, the form or workflow can not be used anywhere in the site until it is enabled. Import a New Form Click this link if you have an existing form that you want to be available in your Buzzsaw site. This link launches the Import Form wizard.
and forms that have been created by the Autodesk Custom Implementation team, cannot be edited. 1 Select Edit from the drop-down list box to edit forms that have been imported to your site. 2 Use the Edit Form wizard to change the workflow associated with the form or the fields that are displayed on the form. See Importing Forms (page 282) for more information about these steps. Delete a Form Administrators can delete the InfoPath forms that have been imported into Buzzsaw Professional.
Professional, and forms that have been created by the Autodesk Custom Implementation team. You can print this list by clicking the Print button. From this tab you can create a new custom form based on an existing form. The actual customization of the form does not take place within Buzzsaw Professional but rather on your hard drive. Microsoft® InfoPath™ is required to open and modify .xsn files. 1 Next to the existing form that you want to base your new form on, select Customize from the drop-down list box.
Step 1: Import existing form file 1 Enter a name for the form in the Form name field. 2 Click Browse to navigate to the .xsn file that you want to import. 3 Enter a description of the form in the Description field. This step is optional. 4 Click the Import button. If the import of the file is successful a confirmation message is displayed. If your file is not imported successfully an error message is displayed along with the cause of the error.
The field names listed have been automatically detected by Buzzsaw Professional. 1 Select a label value from the Field Content drop-down list to the right of the field name. Selecting a value means that the field will be pre-populated on the form. Select Leave Blank if you do not want the field to be pre-populated. Users can then manually enter data in the field. The field will still be on the form even if you do not select a label.
FAQ: InfoPath Forms This topic is for site administrators who customize Buzzsaw Professional Forms using InfoPath. I opened an XSN file in InfoPath but I do not see the controls to customize it. You have opened the file in a data entry mode. To switch to design mode choose Design this Form from the Tools drop-down menu. Now you can edit the form.
4 In the newly created view press Ctrl+V to paste the form into the new view. You may need to create a single table cell to paste the view into. 5 You can now customize this view by removing fields, adding additional fields or changing the properties of existing fields. How do I make a view version of my form? 1 Use the steps from the question above, "How do I make different views of a form?" to create a new view of the form. 2 Change the properties of each form field to "Text Box".
For example, a CreatedBy field in InfoPath is displayed as Created By in Buzzsaw. Which InfoPath form features are not supported in Buzzsaw? ■ Master/Detail Control ■ No external data validation through scripts, code, etc.
Why did I receive an error when importing my InfoPath form into Buzzsaw? There are several possibilities as to why you received an error: 1 The InfoPath form is open within the InfoPath application—When importing an InfoPath form that form cannot be open in InfoPath at the same time. If the XSN file is open an error will occur. Close the form in InfoPath and then try importing the form into Buzzsaw again. 2 Duplicate names—Buzzsaw requires unique form type names. Duplicate form type names cannot be used.
Working with Form Logs, Workflow and Roles 20 Overview of the Log Process Once your administrator has configured a log you can start adding forms (if you have been added as a participant in the log). Following is an outline of the basic stages of adding a form and assigning it. Depending on the type of workflow that was configured for this log, (that is, Post, Gatekeeper, Serial, etc.) some of these steps will be more involved than others.
form being saved to the log, assignment notification emails being sent to members listed in the Assign To field, and assignment notification emails being sent to members listed in the cc field. Step 4: Receiving an assignment Members who have been assigned an item receive an email containing a link to the form. The action item also displays in the member's dashboard. Once a member has received the assignment, depending on how the log was configured, he or she can respond or forward the assignment.
■ Flexibility — you can change an existing workflow or create a new one in order to stay in line with changing business needs ■ Business process improvement — focus on business processes leads to their streamlining and simplification In Buzzsaw, workflow refers to the process by which administrators define the parameters that determine how a form is processed. That is, which members can create, respond, view, and discuss the form. The workflow can be defined by roles or by events.
Post Send/Re- Send/Re- Serial spond spond/Ap- Approvprove al Correspondence X X Daily Report X X Meeting Minutes X X Print Order X X RFI X X X Submittal X X X Submittal Package Transmittal Gatekeep- Gatekeep- Gatekeeper er/Distrib- er/Intermeutor diary X X X X X Buzzsaw Professional comes with the following default workflows.
Post workflow ooptions: ■ Creator — In this tab you are choosing who can create a form in this particular workflow. Note that administrators can always create forms. Choose which members can create this workflow: all members, specific individuals, groups, or roles. You can also select who the creator can notify or discuss the form with.
the initial responder does not have this form as an action item or as an issued item. If an assignment is recalled by the assignor, all upstream assignments are recalled. If an assignment is recalled by the administrator, only the last level of the assignment is recalled; the administrator can recall multiple times. It can be used with the following forms: Addendum, ASI, Bulletin, Correspondence, Daily Reports, Meeting Minutes, Print Order, RFI, Submittal and Transmittal.
■ Form — In this tab enter the information that you want to include on every form in the current log. For example, you can enter a document heading, footer and your company information. Send/Respond/Approve This workflow is for the Change Order process in which an Owner/Architect/Engineer creates a Change Order and sends it to the General Contractor. The General Contractor reviews and responds with the change in cost and schedule. The Owner/Architect/Engineer reviews and approves.
NOTE Administrators can always view forms regardless of whether they are a form log participant or have been specifically given permission to view the form log. ■ Form — In this tab enter the information that you want to include on every form in the current log. For example, you can enter a document heading, footer and your company information. Serial Approval This workflow is designed for a serial approval process. It is considered a rigid flow. That is, the review path is fixed.
The default setting allows only form participants to view the forms that they have access to. You can change this setting to allow other members to view forms in this log. However, once you choose a setting it cannot be changed. The ability to change this setting is only available when you first create the form log. You cannot change these options at a later time.
Gatekeeper with Distributor The gatekeeper/distributor workflow can be used with the following forms: RFI and Submittal. When using this workflow it is referred to as "RFI with Distributor" in dashboards and reports. Following is an example of how the gatekeeper with distributor workflow can be used: An RFI is created by the Mechanical Subcontractor (Creator) and sent to the General Contractor (Distributor).
Consultant (Consultant 1) and the Structural Consultant (Consultant 2). The Mechanical and Structural Consultants provide responses to the RFI and send them to the Architect. These consultants are not allowed to provide official direction to the General Contractor due to contractual and liability issues; they must provide their responses to the Architect (Gatekeeper). The Architect reviews the responses and adds additional detail as needed and sends the Official response to the General Contractor.
later time. Note that administrators can always view forms regardless of whether they are a form log participant or have been specifically given permission to view the form log. ■ Form — In this tab enter the information that you want to include on every form in the current log. For example, you can enter a document heading, footer and your company information. Gatekeeper with Distributor for submittal package This gatekeeper/distributor workflow can be used with the following forms: submittal package.
Set a date by which the submittal package must be distributed and when notification emails should be sent. ■ Gatekeeper — Select which project members can be gatekeepers and who they can notify and discuss the form with. Set dates for when a response is due to the distributor and when notification emails should be sent. ■ Consultant — Select which project members can be consultants and who they can notify and discuss the form with.
. The gatekeeper/intermediary workflow can be used with the following forms: RFI and Submittal. In the gatekeeper/intermediary workflow, intermediaries can respond only after receiving a response from the gatekeeper. Gatekeepers can respond at any time. All assignments the intermediary has made are recalled. Gatekeeper with intermediary workflow options: ■ Creator — In this tab you are choosing who can create a form in this particular workflow. Note that administrators can always create forms.
assigned or notified during the workflow, or specific individuals, groups, or roles. The default setting allows only form participants to view the forms that they have access to. You can change this setting to allow other members to view forms in this log. However, once you choose a setting it cannot be changed. The ability to change this setting is only available when you first create the form log. You cannot change these options at a later time.
efficient than using groups. If you were to use a group, you'd have to create a new group for every form log, each with a unique name. This would quickly become confusing. Defining your form log using roles, rather than using groups and individual members, allows you to standardize your project setups, which allows you to have set processes for your business needs. For example, you can create a form log for your design build.
Use the toolbar buttons to perform tasks and access information. The toolbar is located at the top of the log. Click the button on the toolbar that corresponds to the task you want to perform. Toolbar Button Description Add Opens a new form. Delete Deletes the selected form by moving it to the Recycle bin. See Deleting a Form (page 329) for more information. Print Prints the selected form. You can only print one form at a time. Export Exports (page 307) the contents of the log to a .CSV file.
Editing Business Process Options You can edit the options in a Business Process at any time. Changes you make only affect forms that are created after the changes are applied. Existing forms are not updated with these changes. 1 Select the log and click the Options toolbar button. The Edit Form Log window is displayed. 2 Click the tabs to change the information. See Adding a Business Process (page 264) for informaiton about these tabs. 3 Click OK.
Exporting a Form Log You can export the contents of a form log to a CSV (comma separated value) file. A CSV file is a file in which each piece of data is separated by a comma. This information can then be imported into a spreadsheet, for example. When exporting a log, the actual forms are not exported, but rather the information that you see in the log. For example, the form names, assignment information, and due dates. To export a log: 2 Open a log and click the Export button, .
Editing Business Process Options (page 306) Viewing, Printing, Saving and Exporting Reports (page 337) 308 | Chapter 20 Working with Form Logs, Workflow and Roles
Working with Forms 21 Adding a Form Once a Business Process has been configured you can add forms. If you have not created a Business Process see Step 4: Business Processes (page 263) for instructions. You can create a new form if you have been given the ability to create a new form in a specific Business Process. 1 From the Forms menu, choose New Form and then the Business Process that you want the form to reside in. Following is an example.
A blank form opens in a separate window. If the Add form window does not display correctly, see Forms Display Issues (page 414) for more information. 2 Fill in the fields that you require using the TAB key to move between fields. Certain fields are pre-populated if your project administrator has defined project data (page 260) for this project. These fields are non-editable except by project administrators and the form creator. If these fields have not been defined then the fields will be blank.
When notifying a Private and Hidden Groups (page 128) the group name is displayed in the cc field, but not the individual member names. 6 To attach a file to the form click Attach. See Attachments Tab for Forms (page 320) for more information. 7 Link to a document within Buzzsaw or, upload a document from your hard drive to link to: ■ Link to Project Files — Click this link to navigate to a document or folder within Buzzsaw. The links to your selected documents are added to the form.
Attachments Tab for Forms (page 320) Deleting a Form (page 329) Adding a Comment to a Form If you make a change to a form or add an attachment to the form, entering a comment is a good way to communicate the type of change you made to other project members. The comment applies only to the version that you are working with and is not added to the discussion thread. Comments are displayed in the Versions tab in the bottom pane of the Log.
3 The form log is displayed in the details pane. Double-click a form to open it.
Type the changes in the fields that you want to edit. Use the TAB key to move between fields. 4 In a text box field, you can type multiple lines of information. If you enter more lines than can be displayed, a scroll bar appears on the right side of the text box. When you print the form, the entire text prints without the scroll bar. 5 To add a link click Link to Project Files, or Upload & Link to Local Files. 6 To delete a link, select a link and then click Remove Links.
See also: Adding a Comment to a Form (page 312) Assigning/Re-assigning a Form (page 324) Attachments Tab for Forms (page 320) Printing a Form A form can be printed if it has been saved as a draft, assigned to another member and submitted, and when you are responding, recalling, and reviewing a form. To print a form: 2 Open a form. 3 Click the Print button. A print preview window is displayed: 4 Use the arrows to hide or show the details of different sections.
Or, click the Delete button to remove a section, including the heading, from the printed form. 5 Click the Print button. The form prints with the details displayed in the preview.
Linking Documents to a Form A form can contain links to other documents or folders. Linking to a document is analogous to adding a link in an email. For example, within an email you can add a link to a document that is on a central server. This link takes you to the current, most recent version of that document. Likewise, adding a link to a form takes members to the current version of that document within Buzzsaw. This is different from attaching a document to a form.
Removing links from a form In draft or edit mode, select a link and click Remove Links. The ability to add or remove links to a form is determined by the rules of the business process. For example, if a user has the ability to reassign a form then he or she can add or remove links. Moving linked documents If a document that a form is linked to is moved the link is automatically updated.
See also: Discussions Tab for Forms (page 321) Routing Tab for Forms (page 319) Versions Tab for Forms (page 323) Routing Tab for Forms The routing tab displays the following information about the form in its currently assigned state: ■ who the form is currently assigned to ■ who the form was assigned by ■ due date and time of the form See also: Attachments Tab for Forms (page 320) History Tab for Forms (page 324) Versions Tab for Forms (page 323) Links Tab for Forms The Links tab displays the documen
2 Click the Download button. 3 Click the Save button. 4 Select a location on your hard drive and click the Save button. See also: Attachments Tab for Forms (page 320) History Tab for Forms (page 324) Versions Tab for Forms (page 323) Attachments Tab for Forms If you have another document that is related to a form, you can attach the document to the form. You can attach a document that is stored in your site, or one that is stored on your computer.
See also: Discussions Tab for Forms (page 321) Routing Tab for Forms (page 319) Versions Tab for Forms (page 323) Discussions Tab for Forms Overview The discussions tab displays the discussions that you have access to. In this tab you can add a new comment to the discussion or reply to an existing comment. Discussions enable you to communicate information about the form outside the actual form.
2 Select a comment and the text is displayed in the bottom half of the discussions pane. Or, click the View button and a separate window displays the comment. 3 Click the plus sign next to a comment to see all the replies. Select a reply and the text is also displayed in the bottom half of the discussions pane. Or, click the View button and a separate window displays the comment. To add a comment: 1 Click the Discussions tab. 2 Click the Add Public Comment or Add Private Comment button.
4 If this is a public discussion you can add members to the thread by clicking the Add Participants button and selecting additional members. If this is a private discussion the available participants are automatically entered in the Participants field. Once a discussion has been started, discussion participants can not be removed from the thread. This applies to public and private discussions. 5 Fill in the subject and comment sections. Both sections must be filled out in order for the comment to be saved.
History Tab for Forms The form history tab enables you to track form activity. Descriptions of each action taken within the form, associated with a specific form, are listed in the History tab. You can view the date the action was taken and what the action was. The columns (Date and Action) are sortable. You can export the history log as a .txt file or save it to your hard drive as an .html file. Only the actions pertaining to a form are recorded in the history tab.
3 Select a member or a group from the Available members list. Use the pagination arrows at the top right of the window to page through the member list as necessary. Click OK. You can select as many members or groups as you would like. Assigned members receive an email containing the subject, the due date and a link to the form. It is not recommended that you assign a form to a Private and Hidden Groups (page 128).
NOTE Depending on the type of form log that you are viewing and your role within the form log, the option to re-assign may not be available to you. 1 Within a form log select a form and right-click. Choose Re-assign from the menu. 2 The form opens. Click Re-assign and select a member or group to re-assign the form to. It is not recommended that you re-assign a form to a private group (page 128).
Responding to a Form In certain form logs you have the ability to respond to an item that has been assigned to you. If this is available to you when you open the form there is a Respond option on the form. Following is an example: 1 Within a form log, select a form and right-click. Choose Respond from the menu. 2 The form is automatically sent back to the person who assigned it to you. Click the CC or Notify button to select a member to notify about the form. 3 Edit the form and add comments as needed.
Recalling a Form After you have assigned a form to another project member you can recall the form. This is useful if the assigned member is unable to respond and you want to re-assign the form to someone else. ■ Within a form log, select a form and right-click. Choose Recall from the menu. or ■ Double-click the form within a log. When the form opens, click Recall. The form is removed from the assigned's dashboard.
on their dashboard. You can not close a form if it has been assigned to you and a response is required. After a form is closed an administrator or the original form creator can re-open the form. When a form is re-opened previous routing (that is, assignments) no longer exists. Other data though, such as comments, discussions, attachments and the form history remains intact.
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Working with Reports 22 Overview Reports provide information about the selected site, project, or form log. Reports provide details about items that are assigned to you, issued by you, and when these items are due. Reports are a means of creating a printable version of what you see in the Dashboard. Reports can be accessed though the Reports menu at the top of your dashboard. The reports available depend on whether you are viewing a site or project and your permission level.
Site level reports The following reports can be generated for a site: Executive ■ Overdue Items — all items for the site that are overdue. ■ Due Today — all items within the site that are due today. ■ Due This Week — all items within the site that are due this week. ■ Projects by Manager — This reports lists all the projects within a site by status and the project manager. ■ Project by Region — This report lists all the projects within a site by region.
Project level reports Following is a list of all the reports that can be generated for a project: Executive ■ All Open Items — This report produces a list of every open item within the project. Only administrators can see this report. ■ Overdue Items — All items for a project that are overdue. As a project administrator you will see all overdue items regardless of who assigned them or who they are assigned to. ■ Due Today — All items within the project that are due today.
Addendum ■ All Open Items — This report produces a list of open addendum forms within the project that you have access to. ■ My Items — This report produces a list of addendum forms that have been assigned to you. ■ Issued Items — This report produces a list of addendum forms that you have assigned to other people. Approval ■ All Open Items — This report produces a list of open approval forms within the project that you have access to.
■ Issued Items — This report produces a list of change order requests that you have assigned to other people. Correspondences ■ All Open Items — This report produces a list of open correspondences within the project that you have access to. ■ My Items — This report produces a list of correspondences that have been assigned to you. ■ Issued Items — This report produces a list of correspondences that you have assigned to other people.
RFI ■ All Open Items — This report produces a list of open RFIs within the project that you have access to. ■ My Items — This report produces a list of RFIs that have been assigned to you. ■ Issued Items — This report produces a list of RFIs that you have assigned to other people. RFI with Distributor ■ All Open Items — This report produces a list of open RFIs with Distributor within the project that you have access to.
who it was assigned by and the due date and time. The list view report is available for all form types except for Meeting Minutes. Only the detail view is available for Meeting Minutes. ■ Details view — This report contains the most critical information about the form. For example, the details view of an RFI contains the actual question and answer from within the form.
3 Use the Back/Forward arrows in the toolbar to move between reports. Clicking Back displays the last report you viewed. Clicking Forward displays the last report you viewed before clicking the Back button. 4 To print the report, click the Print Report toolbar button, 5 To save the report, click the Save Report toolbar button, . . 6 To export the report to a Comma Separated Value (CSV) file, click the . The CSV file contains the data in Export Report toolbar button, the report.
Working with Submittal Packages 23 Overview of the Submittal Package Process Submittals review is a key part of any large construction project. Submittals review is the process by which vendors (subcontractors) submit to the general contractor (who in turn submits to the Architect/Engineer/Owner) detailed documents, drawings or samples of each material item they plan to use within their part of the project (per the specification requirements).
the package is distributed to consultants at the same time as the gatekeeper.) It is at this point that the clock starts. In this step the distributor can alternately choose to return the (page 347) package to the transmittal creator instead of distributing to the design team. If the distributor returns the package transmittal the clock does not start. 5 At this point the gatekeeper and consultants can send their responses (page 347) to the gatekeeper.
Submittal packages are displayed in dashboards and reports. Submittal packages are displayed in Executive, My Items and Issued Items reports. Submittal packages are not tracked in project level reports. For more information about the different levels of reports see Working with Reports (page 331). You can access a submittal directly from a dashboard as you can with other forms. For example, if a package is assigned to you, the package is displayed in your Project Personal dashboard under "My Action Items".
The submittal schedule shows start and due dates for the submittal package. Sorting the log view: In each of the submittal package log tabs you can filter your view to see a subset of packages. Click the Display drop-down list box and select a filter. Following is an example: Only the submittal packages that have the specified criteria are displayed in the log. Setting log options: Administrators can edit the options for this log at any time.
Submittal Packages Tab This tab is available in a submittal package log. Submittal packages can not be deleted. Once a package is created it can only be recalled or closed out. Submittal packages that have been sent are displayed in the assignee's dashboard under Action Items. The item is listed as "submittal package". In this tab you can add a submittal package. Read the following sections for details: Adding a package: 1 In the submittal package log, click Add Submittal Package.
The file must be a CSV (comma separated value) file with one header line (the contents of which are ignored) and must be UTF-8 encoded. The columns should be in the following order using the same column names.
can close out a package). This option is enabled when there is no open transmittal for that package. 1 Open a package in the Submittals Package tab. 2 The View Package page is displayed. 3 Click Close Out. Once a package has been closed out the package can not be edited or transmitted, and submittal items can not be added to the package. A closed out package can be re-opened by the package creator. Recalling a package: Packages and transmittals can be recalled.
Submittal Items Tab This tab is available in a submittal package log. In this tab you add items to the submittal package. A package can not be transmitted until items have been added. Adding submittal items Before creating a transmittal you can add submittal items to the package. 1 In the Submittal Form log click the package number link. The View Package page is displayed. 2 Scroll down to the Submittal Items area. Click Add Submittal Item. 3 The Add New Submittal Item page is displayed.
All columns can be empty but they do have to be in the order outlined below: ■ name ■ description ■ Quantity ■ Item Type ■ If the item type is other, then that value can be specified here. Once your file is in the correct format you can import it into your submittal package log: 1 In the Submittal Form log click the package number link. The View Package page is displayed. 2 Scroll down to the Submittal Items area. Click Import Submittal Items. 3 The Import page is displayed.
Creating a transmittal 1 In the Submittal Packages tab, click the package number. The View Package page is displayed. You can review the submittal items in this view. If you need to add more items click Add Submittal Items (page 346). 2 Click Create Transmittal. The Send Transmittal page is displayed. 3 Click the To and CC buttons to select the members you want to send the transmittal to. Only distributors as defined in the log options (page 290) are listed. 4 Fill in the fields as necessary.
Returning a transmittal If a package is missing information or required clarification, as a distributor you can return a transmittal that has been sent to you. 1 In the Submittal Packages tab select Return from the actions drop-down list box on the far right of the package. 2 The Return Transmittal page is displayed. 3 The To field is automatically populated with the transmittal creator's name. You can choose additional members to send the transmittal to by clicking CC.
Forwarding a transmittal After a package has been distributed gatekeepers can forward the package to consultants and consultants can forward it to other consultants. A consultant who receives a forwarded transmittal can then respond or forward the package. 1 In the Submittal Packages tab select Forward from the actions drop-down list box on the far right of the package. 2 The Forward Transmittal page is displayed. 3 Click the To and CC buttons to select the members you want to forward the transmittal to.
Bid Management 24 Overview Buzzsaw enables you to electronically distribute bid invitations, manage communications with bidders, track responses, and receive bids online. Within Buzzsaw, bid management is a business process that is added to a project. A bid management business process cannot exist outside of a project. 1 Bid administrator adds a bid business process to a project (page 263). 2 Bid administrator configures the Bid Management Options (page 358).
Bid Management Options (page 358) Printing, Importing and Exporting in Bid Management (page 362) Bid Management Dashboard for Administrators As a bid administrator the Bid Management dashboard is where administrators create bid packages, create invitations to bid, and track the bidding process. The Bid Management dashboard behaves as other business processes do in terms of what happens when it is Deleting a Form Log (page 307) and Cloning a Project (page 42).
➤ Members tab ➤ Add to add members to the project. Then return to the Companies tab to add members to a Company. 10 In the New Company dialog click Create. Continue creating more companies (which will serve as your vendors) or click Close. An alternative way to add a vendor, is to add a member who is already associated with a company. When the member is added to the project the associated company is automatically added to the project. Now, when you create a bid package vendors are available.
9 In the Invitation details, enter a subject for the invitation. 10 Select the date when the intent to bid is due. 11 Select the date when the bid is due. 12 Select a Project Contact and enter contact information for that person. The people available in the drop-down list are the bid administrators that were added to the bid management process in the Bid Management Options. 13 Add a project description and any additional notes.
3 Select the recipients you want to send the invitation to. You can add more vendors by clicking the Add Recipients link. 4 In the Invitation details, enter a subject for the invitation. 5 Select the date when the intent to bid is due. 6 Select the date when the bid is due. 7 Select a Project Contact and enter contact information for that person. The people available in the drop-down list are the bid administrators that were added to the bid management process in the Bid Management Options.
Finding vendors 1 Click the Find Vendors link. 2 Enter the search criteria and click Search. 3 The results are displayed. You can print, import or export this list. See Printing, Importing and Exporting in Bid Management (page 362) for more information about these common tasks.
5 Add any additional comments if desired. 6 Click Send. The bidder is notified that you have sent an intent to bid. You can now submit your bid. Follow the steps in the next section of this topic. Submitting a bid 1 Navigate to the Bid Management dashboard. 2 Click the name of the bid invitation to review the invitation details. 3 Click the Submit Bid Now button. The Add Bid window is displayed. 4 Select either Local Files or Project Files from the drop-down list. You can upload single or multiple files.
Updating a bid Once you have submitted a bid you can update it. 1 Navigate to the Bid Management dashboard. 2 Click the name of the bid invitation. The bid package details are displayed. 3 Click the Bid Packages (page 360). 4 Select Update Bid from the drop-down list. The Upload Bid page is displayed. 5 Select either Local Files or Project Files from the drop-down list. NOTE If you select a file from your Buzzsaw site a copy of the file is attached to the package.
Configure Vendor Search tab This tab enables you to select the criteria by which bid administrators can search for a vendor. You can also rearrange the order in which the search criteria are listed. 1 Select the attribute that you want to include in the search criteria. 2 Select the attribute that you want to move and use the Move Up and Move Down buttons to change the attribute's position in the list.
See also: Bid Management Dashboard for Administrators (page 352) Bid Management Dashboard for Bid Recipients (page 356) Bid Packages (page 360) Bid Packages To access a bid package navigate to the Bid Management Dashboard and click the name of a package that you want to view.
■ Send notifications to bidders if you make any changes. Response Tracking tab (only available to bid administrators) Once you receive a response from a bidder you can update the bid package with that response. 1 Navigate to the Bid Management dashboard. 2 Click the name of the bid package that you want to update. 3 Click the Response Tracking tab. 4 For each recipient select from the Response drop-down list "Will Bid", "Won't Bid", or "May Bid".
Printing, Importing and Exporting in Bid Management Throughout Bid Manager you can print, import and export. The process for each task is the same regardless of what you are actually printing, importing or exporting. Printing Bid administrators and bid recipients can print sections of the Bid Management dashboard. For example, Bid Administrators can print the details of a bid package after it has been created. Bid recipients can print the details of their submitted intent to bid.
Exporting The ability to export is available throughout bid management. For example, bid administrators can export the bid packages, or the results of a vendor search. Bid recipients can export the details of a submitted bid. Not all bid management windows have the export task. When exporting, the details of the packages are not exported, but rather the information that you see in the log. For example, the bid package names and due dates. 1 In a bid management window click Export.
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Document Register 25 Document Register Overview A document register enables you to track the following: the most recent revision (a specific Buzzsaw version) of contract documents, the revision history for those documents. You can also document who received a specific revision of a document in a distribution from the document register. A document register is a business process that is added to a project. Document registers cannot exist outside of a project. Multiple registers can exist in one project.
3 Add entries (page 366) to the document register. 4 Distribute files. (page 369) 5 Receive distribution. (page 369) 6 Review sent distributions. (page 369) Sorting the document register view In each of the document register tabs, you can filter your view. Click the Display drop-down list box and select a filter.
Adding a placeholder enables you to add an entry without linking to the actual file. At a later time the corresponding document can be added to the site and the document register entry can be edited to link to that newly added document. 3 If you are adding an entry with a file on your site click the Browse button. The Project File Browser is displayed. 4 Navigate to the desired file and click OK. You can add multiple files by using the SHIFT and CTRL keys.
Distributing documents Once documents are in the register you can distribute them to project members. 1 In the Documents tab select the documents that you want to distribute. A document does not need to be associated with an entry in order to create a distribution. 2 Click the Distribute button. The New Distribution window is displayed. 3 Select electronic or manual for the distribution type. If you select manual, Buzzsaw only records the distribution without sending it electronically.
Viewing the revision history of a document Through the Documents tab, you can view the revision history for a document. 1 From the drop-down filter for a specific document select View Revision History. The Revision History window is displayed. 2 Depending on how many revisions there are for the document, you have the option of viewing the latest revision, the original details, or any revisions in-between. Click the revision that you want to view. 3 Click Close.
columns in the Distributions Received and All Distributions sections. For more information see, Document Register Options (page 371). Creating a distribution 1 In the Document Register click the Distributions tab. 2 Select electronic or manual for the distribution type. If you select manual, Buzzsaw records the distribution but does not send it electronically. The To, CC, Additional Names, and Documents for Distribution fields are included in a manual distribution.
to the document register and click the Distributions tab. Your issued distributions are listed in the top pane under Distributions Received. Click the distribution number or select View Detail from the Select drop-down to view the details of the distribution. Viewing Distributions You Have Sent If you have permission to create and send distributions you can view these distributions in the All Distributions area. Use the tabs, By Distributions, By Documents, and By Recipients to filter your view.
Documents Display Tab The options selected in this tab are reflected in the Document Register Documents Tab (page 366) in the document register dashboard. Use this tab to: ■ customize the prefix and suffix numbering. ■ specify whether an attribute is required. ■ specify whether an attribute will display in other areas such as, searching in the Documents tab, or importing and exporting entries. ■ rearrange the order in which the columns are displayed in the Documents tab.
To change the default order: 1 Select an attribute from the Sort by drop-down list. 2 Select the option to sort the columns in ascending or descending order. To add custom fields to the document register: You can add up to ten custom fields on your document register. Note that custom fields cannot be longer than 175 characters. 1 In the blank entry field enter a name for the custom field. 2 Select the option to display the field in the Documents tab, or to require that it be completed by members.
Select a column and use the Move Up and Move Down buttons to rearrange the display order. The order in which the columns are listed in this screen (from top to bottom) is the order in which the columns are displayed in the Documents tab (from left to right). Administration Options Use this tab to: ■ manage the project members who have access to this Document Register. ■ manage how files are added to this Document Register.
4 Click the OK button to return to the Administration Options tab. 5 Select the option, Only display this document register in the File Upload Wizard for the projects listed below. Only members with administrator, edit, or update permissions can add entries to this Document Register using the FIle Upload wizard. You can specify which project members have permission to add documents to this Document Register, when uploading files to the projects.
3 Click OK. 3 Click Save and Return. See also: Document Register Distributions Tab (page 369) Document Register Documents Tab (page 366) Document Register (page 365) Printing, Importing, and Exporting in a Document Register Throughout a drawing register you can print, import and export. The process for each task is the same regardless of what you are actually printing, importing, or exporting.
for all applicable attributes. If a column is not selected in the Documents tab it will not be displayed in the .CSV file that is created when you click the Create Import Template button. The column, Revision, is never displayed in the import template. Causes of Import Failure ■ Entering attribute values if they do not apply to the file type. For example, if one entry is for a web file and you enter data in the column Phase, then the import fails.
Title: Required. File types: all. This is also referred to as the Document Registry Entry Title. No formatting requirements, but limited to 256 characters maximum. Discipline: Optional. File types: all. The Discipline category must match one of the Buzzsaw defined options. Enter one of the following values exactly as shown: ■ Architectural ■ Civil ■ Structural ■ Electrical ■ Mechanical ■ Plumbing ■ Landscape Author: Optional. File types: all.
■ 11-Equipment ■ 12-Furnishings ■ 13-Special Construction ■ 14-Conveying Systems ■ 15-Mechanical ■ 16-Electrical Document Status: Optional. File types: enter for CAD and Office & Productivity (for example, .pdf, .xls, .doc) file types only. The Document Status category must match one of the Buzzsaw defined options. Enter one of the following values exactly as shown: ■ In Progress ■ Draft ■ Under Review ■ Complete ■ Approved ■ Final Drawing Format: Optional.
■ 30 x 42 ■ 36 x 48 ■ A0 ■ A1 ■ A1 ■ A2 ■ A3 ■ A4 ■ B1 ■ B2 ■ B3 ■ B4 ■ B5 ■ C5 ■ Other File Name: Optional. File types: all. No formatting requirements, but limited to 256 characters maximum. Phase: Optional. File types: enter for CAD and Office & Productivity (for example, .pdf, .xls, .doc) file types only. No formatting requirements, but limited to 256 characters maximum. Project ID: Optional. File types: enter for CAD and Office & Productivity (for example, .pdf, .xls, .
Exporting The ability to export is available throughout the drawing register. For example, administrators can export a document list. 1 In a drawing register window click the Export button. The content exported reflects how you have filtered the window. NOTE If you are an administrator the Export link changes to Export List for Edits. Clicking this link enables you to edit the file attributes before they are exported. 2 The File Download dialog box is displayed. Click Save.
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Support Options 26 As a Buzzsaw user, you have many forms of help available to you. In addition to the online help you can contact Customer Care through the Autodesk Support website. This help system contains all the conceptual, procedural, and reference information for Buzzsaw. You can access this help system in one of two ways: . ■ In the toolbar, click ■ You can also use the context-sensitive help, which provides help specific to the feature or function you are using at the time.
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Glossary Absolute file path A specific string, usually including a drive letter, that identifies the exact location of a file. Example: C:\Program Files\ACAD2000\SAMPLE\1st floorlighting.dwg. Action Item A form that has been assigned to you and requires you take an action. Add The act of creating or uploading a file to a project. Because multiple versions of files are stored, adding a file to a folder that contains a file of the same name will save the file you are adding as the latest version.
Download To copy a file from the project site file to your local machine. Drawing (Drawing File) An AutoCAD drawing in DWG or DWF format. The DWG format is AutoCAD's native file format. The Design Web Format (DWF) is Autodesk's open format for storing and transmitting AutoCAD drawings on the Web. See Viewers and Markups (page 241). External Reference (Xref) An external reference (Xref) is a method that AutoCAD uses to link drawing files together. File A file of any type that can be stored with the project.
Issued Item Form that you have assigned to another member. Link An address or shortcut to a file on your site, an Internet address such as a Web page, or an email address. Locked File Temporary state of restriction placed on a document while it is being edited. When you have locked a document, other project members can view it but they cannot edit it. Locked Permissions Temporary or permanent state of "freezing" the entries in a permission list.
administrator. Depending on your permission level, you have access to the files in a project in the following ways: ■ Administrative, Site Administrator Able to create new member accounts, new project folders, change permissions, and access all projects and folders in the site. Also able to add, edit, or delete all project files.
new members if the "Can create member" option was selected when the admin was created. Otherwise Project Administrators cannot create new members. For details about creating a Project Administrator, see Creating a New Member (page 89). Project File Any project document. These files can be in the format of Autodesk drawing, Microsoft Office, or any other file type. Project File List Each project has project files associated with it.
Separate Markup A separate markup is saved as a separate file (not associated with the original drawing) and appears in the tree view hierarchy. If you want the markup to be saved as a separate file, enter a path along with the name. Server The remote computer that hosts your site. This remote computer, database, and file storage system stores project information and enables access to it over the Web. The server manages this access using requests from a client.
respond to a form, who can close a form, etc. Form logs are configured to use a workflow type. Workflow is only available in Buzzsaw Professional. See Workflow Types (page 290).
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27 Reference Using Accessibility Shortcuts The keyboard shortcuts in the table below can be used for navigation in the HTML Help Viewer. For more information about accessibility features and services, visit the Microsoft Accessibility and Disabilities Web site.
Navigation function Keys to press Move forward to the next topic (provided you have viewed it previously) ALT+RIGHT ARROW or ALT+O, then press F Turn on or off search highlighting ALT+O, then press O Refresh the topic that appears in the Topic pane (this is useful if you have linked to a Web page) F5 or ALT+O, then press R Return to the homepage (help authors can specify a homepage for a help system) ALT+O, then press H Stop the viewer from opening a page (this is also useful if you are linking to
In the Contents tab: Navigation function Keys to press Display the Contents tab ALT+C Open and close a book or folder PLUS SIGN and MINUS SIGN or LEFT ARROW and RIGHT ARROW Select a topic DOWN ARROW and UP ARROW Display the selected topic ENTER For the Index tab: Navigation function Keys to press Display the Index tab ALT+N Type a keyword to search for ALT+W, and then type the word Select a keyword in the list UP ARROW and DOWN ARROW Display the associated topic ALT+D For the Search tab:
Navigation function Keys to press Display the selected topic ALT+D The following options are only available if full-text search is enabled: Navigation function Keys to press Search for a keyword in the result list of a prior search ALT+U Search for words similar to the keyword. For example, to find words like "running" and "runs" for the keyword "run" ALT+M Only search through topic titles ALT+R Notes: ■ There are also shortcut menu commands that can be accessed through the keyboard.
If your site administrator does not require you to create a strong password then your new password must start with a letter, be at least 8 characters long, and contain at least one capital letter and one number. For example, Changeme1. 2 To save a step for future logins, select the Remember this password check box. Each time you log in, your password automatically appears. No one else knows this password. If you forget it you will have to request a new password from your site administrator.
administrator if you can not remember you user name, or if your email address is associated with more than one member profile. If you do not have a security question set-up then you can create a question and answer in the Changing Your Member Information (page 17). Once you have entered the identifying information correctly an email will be sent to you. Click on the link in the email to reset your password.
You are given five attempts to answer the question. If you can not answer the question correctly then you have to ask your site administrator to reset your password. To see who your site administrator is, click the Member List toolbar button, . Click the Filter By drop-down list box and select Site Administrators. Double-click the person's name to view their contact information. You can then phone or email the administrator for assistance.
Project Folders Project folders are automatically generated when you create a project and it appears in the tree view. You must have Administrator permission to create project folders. The project folder is used to store all additional folders and subfolders, project files, drawings, links, and notes that are associated with the project. Projects are always orange folders.
NOTE You cannot move folders or project files from one site to another. For example, you cannot open two separate sites and drag files between the two sites. Converting Standard Folders to Project Folders If you have Administrator permission, you can convert standard folders to project folders and vice versa at any level of the tree view hierarchy. A project has different implications than a folder. For example, members can only be administrators of a project not a folder.
Updating a File (page 192) Working Folders (page 160) Recover Folder Folder Recovery is for recovering files within 30 days of being deleted from the Recycle Bin. 1 In the Destination Path field, confirm the destination path of the recovered folder. By default, the name of the deleted file(s) appears. If the file's parent doesn't exist, a Recovered Files folder is created for you which you can rename at any time. 2 Select the item(s) you want to recover from the list. 3 To select or clear, click the item.
Using the Activity Log (page 145) Using the File Properties General Tab The General tab displays vital information about your project file: ■ File name ■ Author ■ Version ■ File type (text, drawing, or note) ■ Project Location ■ File size ■ Date the file was created, last modified, and accessed ■ Ownership — click this button to change which member owns the file. See Ownership of a Project, Folder, or File (page 51). ■ Permission Lock — click this button to lock or unlock the permission set.
■ Working folders - This option downloads the folder to the location specified as the working folder. The working folder is merely the last place the file or folder was downloaded to. Click the Working Folder button to change the working folder location. Separate locations can be specified for each file or folder. 3 Select the Include subfolders option to include all the subfolders within the selected folder. 4 Click the OK button to download the file.
See also: Recovering a Folder (page 162) Using the Activity Log (page 145) Ownership Dialog Box Use this dialog box to change the owner of a group. Access this dialog box through the Site Administration tab ➤ Groups tab ➤ Edit Group ➤ Ownership button. This dialog box is also accessed through step 1 of the New Group Wizard (page 126). 1 Use the Show drop-down list box to filter the list of members that are displayed. 2 Select a member and click OK. The member selected is now the owner of the group.
You can manage all your subscriptions using the Notification Manager (page 227). See also: Notification Manager (page 227) Notification Manager (page 225) New Notification Dialog Box The New Notification dialog box is entered through the Notification Manager. Click the New Notification toolbar button, , to open the dialog box. In this dialog box you can add multiple subscriptions at one time.
1 Browse to a project or folder using the drop-down list box at the top of the window. To further filter the list that you see, change the file type in the Files of Type drop-down list box. 2 Select the project or file that you want. You can select multiple files (or projects) by holding the Ctrl key and clicking the items. 3 Select the type of notification that you want to receive — either Notification Manager (page 225). 4 Click Add. The notification is listed in the New Notification box.
5 Click OK. To change the subscription type, use the Edit toolbar button in the main Notification Manager window. See also: Notifications Overview (page 225) Notification Manager (page 227) Automatic Notification File Types Following is a list of file types that you can receive update notifications about via the Notification Manager (page 227).
Daily Summary Time Dialog Box When subscribing to a notification you have the option of receiving the email notification immediately or once a day. You further have the option to choose the time of day that you want to receive the notification. The default time is set for 7am. To change the time, follow these steps: 1 Open the Notification Manager. 2 From the File menu, choose Daily Summary Time. 3 Select the time you want to receive your email and click OK.
File Types that are Indexed .bat - Microsoft DOS batch files .cmd - Microsoft DOS batch files .csv - Microsoft Excel Workbooks .dic - Dictionary file .doc - Microsoft Word Documents .dot - Microsoft Word Document Templates .dwf - Autodesk Design Web Format files .dwfx - Autodesk Design Web Format files .dwg - Autodesk AutoCAD Drawings .dxf - Autodesk AutoCAD Drawing eXchange files .eml - Microsoft Outlook Express email file .idq - Internet data query file .inf - Microsoft Windows OS files .
.wtx - ASCII text file .xlb - Microsoft Office Excel customization file .xlc - Microsoft Excel Charts .xls - Microsoft Excel Workbooks .xlt - Microsoft Office Excel template See also: Find Files (page 217) Supported Bitmap Files The following bitmap file types can be viewed and marked up using the Viewer Controls. NOTE If a viewer is unable to view a bitmap then Internet Explorer will be used to open the file. ■ .bmp ■ .gp4, .mil, .rst, cg4, or .cal ■ .flc, .fli ■ .bil ■ .ig4 ■ .igs ■ .
Setting Preferences (page 19) Forms Display Issues The following issues affect the display of the Add Forms window: ■ If the form is displayed as HTML code, you do not have Western European or Autoselect selected in the Encoding setting of your browser. To fix this, exit your site and open your browser. From the View menu, select Encoding and select Western European or Autoselect from the cascading menu. It is recommended that you select both Autoselect and Western European.
Drawings and Viewers Dialog Boxes Scan AutoCAD Drawings for External References The Scan AutoCAD Drawings for External References dialog box is displayed when attempting to download Xrefs, but a list of external references cannot be found. Click Yes to include the Xrefs. The drawing and its Xrefs and nested Xrefs are downloaded and scanned. Any information about the Xrefs are displayed in the Download file dialog box. NOTE Scanning can be time-consuming if the drawings are large.
See also: Uploading External References (page 212) Downloading External References (page 214) Save Markup Wizard Use this wizard to save a markup to the project. 1 Enter a name for the markup file. You can choose to save the file to your site or to your local hard drive. Click the Choose button to make your selection. Associated markup - appears in the Markups tab list corresponding to the original drawing.
Clicking the Cancel Job button stops the publish and returns you to either the View tab or the Markup tab. If you selected the Always option in the Confirm Markup dialog box or the Confirm Version dialog box, then the publish always occurs when a published or new published version of the DWG is needed. You can stop the automatic publishing by clicking the Cancel Job button.
9 You can send an email notification about this drawing. To copy the subject line and comment from the previous screen into the email, click Copy comment. To select an email recipient from the list of project members, click To. 10 To add the drawing, click Finish. This also adds the comment and sends the email notification if you completed those options. NOTE You can click Finish at any time to add the drawing to your site without adding comments or email.
Add/Update to Project - Import Attribute Template Wizard In this step of the Add to Project wizard you can create an import template. The attributes imported in this step are stored in the document register. By creating a template you are ensuring that the correct format is being used. And, this template can be used for future uploads. 1 Click the Create Import Template button. A pre-formatted .csv file is displayed. Edit the file using Microsoft Excel. 2 After editing the file save it to your hard drive.
See also: Add/Update Project Documents Wizard - Send Email Notification (page 420) Add/Update to Project - Select Drawings Wizard (page 417) Updating a File (page 192) Add/Update Project Documents Wizard - Send Email Notification In this step of the wizard you can elect to send an email to notify project members that the file has been uploaded to the project. 1 If you entered a comment in the previous step, Attach Comment, click the Paste comment button to add that comment to this email.
To create a hyperlink within your note: You can also create a hyperlink within the body of your note to connect members instantly to specific information on the Internet. 1 Within the note, highlight the test that will become the hyperlink. 2 Click the Globe icon (located in the upper right corner) and enter the desired destination URL in the Address field. Or, click Browse to select a folder or file from another location on your site. 3 Click OK.
3 Click Finish to add the link or click Next to add a comment or send an email notification. NOTE You can also add a link to a note, but the method for adding the link is different than the procedure described here. To learn how to add a link to a note, see Adding a Link to a Note (page 185).
displayed when multiple members are selected in the Site Administrators Members tab, and the Send Welcome Email or Reset Password button is clicked. ■ From the Language Preference drop-down list, select a language for the email. By default, this option is the same as defined in the Preferences dialog box. ■ From the Encoding drop-down list, select an encoding format for the email. You can choose between Unicode or Native Encoding (MBCS).
Some columns are always displayed and you cannot remove them. These columns have a selected, disabled checkbox in the Manage Columns dialog box. See also: Members Tab (page 58) Using the Member List (page 18) Using the Discussions Tab (page 172) Filtering Options The Filter option enables you to customize your view in member management windows such as, the Member List, and the Members and Groups tabs in site and project administration.
Show Only Enabled Members — Displays only enabled members. Show Only Disabled Members — Displays only disabled members. Filter by Company — Select this option to open the Filter by Company Dialog Box (page 443). Select a company and only the members of that company are displayed. Edit Company Filter — This option is available after the Filter by Company option has been selected. It opens the Filter by Company dialog box so that you can change the company. Users are differentiated by their icon.
Insert text from a file — In the New Message window menu, choose Insert/Text from File, select the file, and then click Open. Insert a file attachment — In the toolbar, click the Attach File icon (or, in the New Message window menu, select Insert/File Attachment). Note that you can not send an attachment larger than 20MB. ■ In the Attach File dialog box, click Browse and then navigate and select the file you want. When you're through, click OK. 3 When you are finished click the Send toolbar button, .
See also: Creating and Sending an Email Message (page 234) Private and Hidden Groups (page 128) Send Options Dialog Box Only available to site administrators and project administrators who have the ability to create new members. Send Options for new members Use the following options to determine when a welcome email should be sent to a site member: ■ Edit email before sending — if selected an editable email is displayed in which you can enter your own text before sending the welcome email to the member.
Send Options for group or project membership change Use the following options to determine when an email should be sent to a member if his or her project or group membership changes. ■ Notify Member of Change — if selected an email sent to the member describing the membership change. ■ Send Confirmation Email — if selected an email is sent to you confirming that an email was sent to the new user.
Site and Project Administrator Dialog Boxes Site Administrator's Minimum Required Version Dialog Box Only available to site administrators. This dialog box is accessed through the Site Administrator General tab ➤ Edit Site Minimum Required Version... button. In this dialog box you can change the minimum version of the Buzzsaw client that all site members are required to use. For more information about managing client upgrades see General Tab (page 56).
Find, etc. It is helpful to enter as much information about yourself as possible. Then, when other members are looking at a list of members they can easily see your contact information. If you do not enter any contact information then other members will only be able to contact you through email.
See also: Adding a Member to a Project (page 123) Editing Members of a Project (page 126) Confirm Member Delete When deleting a member you have the option to remove a member from a project, or delete the member from the site. The two actions have different consequences. ■ Remove from project -- removing a member from a project prevents that member from accessing the information within that project. The member continues to have access to other projects that he or she is a member of.
4 Selecting Use Quoted Strings inserts quotes between each of the values. For example, "heisenman ","2/28/02 11:09:07 AM","logout ","Site member","heisenman". 5 Click OK when you are finished. See also: Permissions Matrix (page 140) Permission Levels (page 130) Add to Group Dialog Box Use this dialog box add a member to a group when editing or creating a new member. This dialog box is accessed through New Member (or Edit Member) ➤ Group Memberships tab ➤ Add.
This is step 2 of the New Group wizard. To start the wizard go to: Site Administration ➤ Groups tab ➤ New, or Project Administration ➤ Groups tab ➤ New. 1 From the Show drop-down list select the project that you want to select members from. You can select more than one name by using the SHIFT and CTRL keys. When you hold down the SHIFT key and click another name, all the names between the two names are selected. When you hold down the CTRL key and select another name, that name is added to the select list.
2 Select a permission level from the Permission drop-down list. 3 Click Finish to complete the wizard. See also: Creating a Group (page 102) New Group Wizard: Step 2 Select Members (page 432) Private and Hidden Groups (page 128) Select Group Dialog Box Use this dialog box to add a group to a project. Access this dialog box through Site Administration ➤ Groups tab, or Project Administration ➤ Groups tab. 1 Select a group in the Available list.
also be accessed through Site Administration ➤ Limits tab ➤ Edit Defaults ➤ Select Site Members. 1 In the Site Members list at the top of the dialog box, select a member or group name and click the Add button. 2 If the member you want to add is not listed, select All site members from the Show drop-down list box at the top of the window. If the member is still not available, you will have to ask the site administrator to create the member.
the two names are selected. When you hold down the CTRL key and select another name, only that name is added to the select list. See also: Adding a Member to a Project (page 123) Members Tab (page 106) Activity Log List Options Dialog Box Use this dialog box to select the users and actions that you want to view in the activity log. Click the box next to the type of event you wish to view. Log ■ Choose Users to specify the members to be included in your Activity Log view.
Using the Activity Log (page 145) Print Activity Log 1 Enter the file name you wish to save records to or click Browse and navigate to the desired destination file. 2 Use the Field Delimiter field to indicate what separator you want to appear between exported fields of information in the exported Activity Log file. Separator choices include comma, tab, or vertical bar. 3 Check the Use Quoted Strings check box if you want to place quotes around exported field information.
information displays as: heisenman , 2/28/02 11:09:07 AM, logout , Site member, heisenman 3 Selecting Use Quoted Strings inserts quotes between each of the values. For example, "heisenman ","2/28/02 11:09:07 AM","logout ","Site member","heisenman ". 4 Select Size in Bytes to display the data output in bytes (rather than MB, KB or GB). This enables you to sort the Current Size column in the saved .txt file. 5 Click OK when you are finished.
4 Click OK to close the Add Information Page dialog box. See also: Step 5: Manage Information Pages (page 269) Information Pages (page 151) Import/Export — Select Fields 1 Use the Select Fields list to select the fields to be included in the exported file. Or, click the Use Standard fields button and then use the drop-down menu to choose the type you want. NOTE If you are using Microsoft Outlook choose the Microsoft Outlook comma separated value type.
In the following example the field Business Phone is being mapped to the Buzzsaw field, Work Phone. NOTE Each Buzzsaw field can be used only once. 1 To preview your mappings as they will appear after they are imported click the Preview button. 2 Click the Next button to finish.
To add all members to the Select Members list click Select All. To remove all the members from the Select Members list, click Clear All. NOTE When importing user information, members names are not added if a duplicate name already exists or if a new name does not have an email address attached to it. Member Name and Email Address are required columns. Member names that are not added will remain in the Select Members list with a highlighted user icon. 2 Click the Finish button.
Import/Export - Send Email Step In this dialog of the Import wizard, you are selecting when to send the welcome email to the newly imported members and choosing the format for the welcome email. 1 To send the welcome email now, select the Send email now option. If multiple users are selected your options are: Send email now and Do not send welcome emails at this time. If a single user is selected your options are: Edit email before sending, Send email now, or Do not send welcome emails at this time.
See also: Members Tab (page 58) Companies Tab (page 64) Filter by Company Dialog Box This dialog is accessed through the Filter drop-down in the Members tab of Site and Project Administration and the Members List. Use this dialog box to filter the members list by a specific company. 1 In the Filter drop-down list, click the arrow to the right. Select Filter by Company from the list. 2 The Filter by Company dialog box is displayed. 3 Select a company and click OK.
■ must be different from any password used in the previous six months. New Passwords Must Differ Significantly The Site Administration Security Tab (page 79) has two options to further increase password security. If selected these options require that a password cannot contain a previously used password. See also: Security Tab (page 79) Add/Remove Roles Dialog Box Access this dialog box through Project Setup ➤ Roles ➤ Add/Remove Roles. In this dialog box you can create and delete roles.
To remove a role from the site: 1 Select a role from the Site Master list. 2 Click the Remove link in the top right corner. The role is removed from the site and is not available to use in a form log.
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Index A Access download software 5 web access 5 Access to site log in 15 Accessibility Shortcuts 395 Action Items glossary 387 Activity Log print 437 save 437 Activity logs overview 143 print 148 using 145 Activity tab site admistration 74 Adding drawing 204 files 176 folders 159 links to a note 185 members to group 432 notes 181 Anonymous Access 45 Archive 41 assisgned permissions versus actual access 61 Associated markups 251 Attributes import/export 67 members 89, 94 Attributes tab hide/display 67 Attrri
import/export 64 project, add to 106 site administration 64 Compare drawing 207, 242 Contact Information edit 17 D Dashboards types available 275 Delete files 179 folders 160 form 329 Design Review 242 DGN 248 Discussion tab files 172 Discussion Thread delete 203 overview 200 reply to 201 start new 201 Discussions tab forms 321 Document Register administrative options 371 delete 366 distribute 369 edit entries 366 export 376 import 376 overview of process 365 print 376 revisions 366 Download file or folder
locking and unlocking 187 markups tab 174 naming restrictions 27 notes 181 ownership 51 properties 405 properties of 196 recovering 162, 188 rename 191 transfers 79 types that are indexed 412 upload 163, 192 versions tab 173 view tab 172 viewing 180 viewing in multiple windows Find files 217 people 223 Folders about 157 add 159 add link 165, 182 archive 41 converting 402 converting to project 402 delete 160 download 161, 186 ownership 51 properties 168 properties general tab 401 properties of 196 recovering
hidden 128 permissions 61 private 128 remove member 430 324 I Identity verify 400 Import bid packages 362 companies 64 Document Register 376 forms 282 mapping 439 members 100, 441 submittal items 346 submittal package 343 InfoPath Forms Setup 285 Information pages manage 87 Information Pages change display oder 153 control access to 153 manage 269 overview 151 project 151 site 151 IP restrictions 79 L Limits tab administration,site 76 Link folder or file, add to 165, 182 Links add to form 317 Form Links
N Navigation drag and drop 32 project selection bar 36 shortcut bar 37 team directory 39 title bar 30 toolbar 33 Nortifications create new 407 Notes add 181 add link 185 Notification Manager overivew 227 Notifications add new 227 daily summary 411 disable 230 new 408 overview 225 subscribe 226 O Ownership 51 P Password edit 17 Passwords 400 assistance 399 assistance, enable 79 requirements 79 reset 58 strong 79 strong passwords 443 verify identity 400 Permissions 61, 130 export 431 lock/unlock permission
information pages 151 naming restrictions 27 ownership 51 properties 49 remove member 430 URL 26 Properties folders 168 Public Access (public) member 45 anonymous access, grant 45 R Readme 7 Recall form 328 submittal package 343 Recover file 406 folder 404 Recovering folder or file 162, 188 Recycle Bin locked files in 237 site maintenance 56 using 238 Redlines 248 Rename file 191 Reports available 331 export 337 overview 331 print 337 save 337 view 337 Roles 303 add/remove dialog box 444 Routing forms 319
Statistics tab 51 Submittal Items add 346 import 346 Submittal Packages tab 343 Submittals items tab 346 log 340 overivew 339 package, import 343 package, recall 343 packages 343 transmittals tab 347 Support 385 System Requirements 13 T Team Directory 39 Time Zone update 411 Tramsmittal distribute 347 Transmittal create 347 forward 347 respond 347 return 347 Troubleshooting forms display issues Forms Setup 285 V Versions create new 197 files 197 forms 323 limit of 199 markups 248 view 198 Versions Tab fil
upload 454 | Index 212 xref not found 415
