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How do I publish a document or drawing?

Documents and drawings are published into Registers which are similar to the folders you store documents in on your own PC. Each Register contains a specific type of documents, for example, Drawings, Meeting Minutes and Specifications will each have their own register. When publishing a document or drawing, you can also add an attachment to the main file - for example, when publishing a drawing in dwf format,you may be expected to attach thedwg version of the file (or a zipped version of the dwg file).

To publish the first issue of a document or drawing:

  1. In the top toolbar menu, click Publish
  2. You will see a list of Registers in the left column (the items to the right are Processes) - select the Register you want to publish to and you will be taken to the File Selection screen
  3. Click Browse and Browse for the file you want to publish
  4. Complete the details of the file as required (mandatory fields are denoted by a *)
  5. Click Next
  6. The file will be uploaded and you will be taken to the Document Issue List screen
  7. Select the users to issue the file to, either by selecting one or more Issue Groups or by selecting individual users from project Companies
  8. Ensure the Reason for Issue and Response Days are correct for all users - for more information on reasons for issue, click here
  9. Click Issue to List - you will see a confirmation report showing the details of your submission and the users you have published it to

File Details:

On the File Selection screen, once you have browsed for the file to publish, there will be various mandatory and optional details to provide about the file. The available options will vary according to the project and register setup, but they will generally include the following:

  • File Attachment(s) - this allows you to attach one or more files to your submission. Click here to view/hide attached files to activate the Browse option for file attachments.
  • Revision Letter - the revision letter of the document is usually defined in the project protocol document
  • Document Status - dropdown menu to select the status of the document (eg, For Approval, Approved)
  • Title - text box allowing you to input the Title of the file
  • Issue Notes - text box allowing you to enter any issue notes
  • Category - dropdown menu to select the category of the document (eg, Architectural, Structural, Electrical etc)
  • Sheet Size - dropdown menu to select the sheet size of the document (eg, A4, A3, A2 etc)
  • Purpose of Issue / File Attributes – dropdown menu to select revision specific tags for your document (may be aliased)
  • Associated Documents - opens a new window to allow you to associate your submission with documents which have already been published to the project
  • Private Issue - if this is ticked, only users on the issue list of the document will be able to view it - if this is not ticked, all users with unrestricted project access will be able to access the document
  • Allow Forwarding - if this is ticked, users on the issue list will be able to forward the document to other project users - if this is not ticked, only the publisher and PICs will be able to forward the document

You can also watch a video guide demonstrating how to publish the first revision of a document (note that this guide includes an audio commentary, as well as on screen text):

To publish the second (or subsequent) revision of the document or drawing:

You must ensure that the second (or subsequent) issue of the document has exactly the same filename as the first issue - this allows the system to see this as a new issue of an existing file.

  1. In the top toolbar menu, click Publish
  2. You will see a list of Registers in the left column - select the Register the first issue was published to and you will be taken to the File Selection screen
  3. Click Browse and Browse for the new revision of the file
  4. Some of the details will be completed for you automatically - complete any additional details required
  5. Click Next
  6. The file will be uploaded and you will be taken to the Document Issue List screen where recipients of previous revisions will be pre-selected
  7. Select any additional users to issue the file to
  8. Ensure the Reason for Issue and Response Days are correct for all users
  9. Click Issue to List -you will see a confirmation report showing the details of your submission and the users you have published it to

You can also watch a video guide demonstrating how to publish a later revision of a document (note that this guide includes an audio commentary, as well as on screen text):

Rights: All users with the project right Publish Documents can publish documents and drawings. The registers and statuses you can publish to may be limited by your PIC - if you believe your rights have been incorrectly limited, contact your PIC. You should also contact your PIC if you are unsure which register to publish to or what to select for any additional options.