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How do I find documents and drawings?

The easiest way to search for documents issued to you for Information or Action is to use the links in your Project Summary or Inbox (or, from conject Project Control Version 6.0, the Document Registers Gadget on your Dashboard - for more information,click here). For example, if your Project Summary, Inbox or Gadgetindicates that you have five Drawings for Action, clicking on the 5 will take you to the Drawings search screen with the correct filters selected to find these items - it will also load the search results. You will probably also need to use the Search facility in order to locate specific documents.

To begin searching:

  1. Click Find and View in the top project toolbar
  2. Select either a specific document register or Search All Documents to access the search filters (documents and drawings on Project Control are separated into Registers (or folders) - for example, Drawings, Meeting Minutes, Specifications etc.)
  3. Define your search criteria and click Search
  4. Your search results are displayed - you can select to view up to 100 items at a time using the Display Per Page option directly beneath the Searchbutton

Search Criteria - The available filters will vary according to the setup of the project, but you will always see the following:

  • File name - enter all or part of the document filename
  • Title - enter all or part of the document title
  • Status - dropdown menu allowing you to restrict your search to documents of a specific status
  • Publishing Company - dropdown menu allowing you to restrict your search to documents published by a specific company
  • Catagory - dropdown menu allowing you to restrict your search to documents in a specific catagory
  • Purpose of Issue – dropdown menu allowing you to restrict your search to documents published with a specific reason for issue
  • Reason for issue - dropdown menu allowing you to restrict your search to documents issued to you for a specific Reason For Issue
  • Issued to me - tickbox allowing to you restrict your search to documents issued to you
  • Unseen Documents - tickbox allowing to you restrict your search to documents you have not yet viewed
  • Unactioned Documents - tickbox allowing to you restrict your search to documents which have been issued to you for an action and where your action is outstanding
  • Accessible by me - tickbox allowing to you restrict your search to documents which you can access (excludes private documents where you are not on the issue list)
  • Latest Issue / All Issues - radio buttons allowing you to specify the latest issue or all issues of the documents in your results
  • Issued Date - popup calendar allows you to search for items published within a specific date range
  • More Filters - click on this option to open a popup containing additional Filters

Search Results - as with search filters, the details included in the search results will vary according to the setup of the project, but you will always see the following:

  • Add to Process Basket tick box - allows you to select the document for addition to your process basket
  • Filename - displays the filename of the document and a filetype icon
  • Issue - the automatically assigned issue number of the document - the first version of the document is designated Issue 1, and so on
  • Revision - similar to the issue number, the Revision number is assigned to the document version on publishing
  • Comment - the presence of the cloud icon indicates that comments have been made against the document. Clicking on the icon opens a new window with details of these comments
  • Status - indicates the document status of the file (eg, For Approval, Approved, Rejected etc). Clicking on the document status shows the status history of the document
  • Catagory - indicates the catagory of the file (eg, Architectural, Structural, Electrical etc)
  • Title - displays the title of the document. Where a document does not have a title, this is blank
  • Company - displays the publishing company of the document. Clicking on the company name gives details of the user who published the document
  • Issued - displays the date the document was published. Clicking on the Issued date shows the issue list of the document
  • Public - Green Tickindicates a public document and Red Cross indicates a private document. Public documents are accesible by all project users without restricted access; private documents are only accesible by users on the issue list
  • Attachments - the column is headed by a paperclip icon and a number in this column indicates the number of attachments this file has - click on the number for details of the attached documents
  • Download - clickDownload to download the document
  • Reason for issue - this shows the reason this documemt has been issued to you - if the document has not been issued to you, this will be blank
  • Days Left - if you have been issued this document, the days left indicates how long you have left to complete your action - if the document has not been issued to you, this will be blank
  • Actioned - shows whether you have completed your notification against this document (either Action or Information notification) - Unactionedindicates documents where you have not cleared your notification and Actioned indicates documents where you have cleared your notification
  • Read - shows whether you have accessed this document - Green Tickindicates documents that you have viewed, and Red Crossindicates documents that you have not viewed

You can also watch a video guide demonstrating how to search for documents (note that this guide includes an audio commentary, as well as on screen text):