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Document manager

Last updated September 10, 2018 by Tekla User Assistance tekla.documentation@trimble.com

Software version: 
2018i

Document manager

Document manager

With Document manager you can list and manage your drawings and other types of documents efficiently. You can reorganize, freezeto prevent Tekla Structures from updating annotation objects and certain drawing view properties in a drawing when it updates the drawing as the model changes

When a drawing is frozen, only part geometry is updated when the model changes.

, show and hide columns, edit some of the list data directly, and organize documents and drawings in categories, for example. You can open drawings, and if you have a related application installed, you can open other types of files, such as PDF files, NC files and DWG files. Document manager has a powerful search tool, which supports wildcards and the most common search operators. You can save your searches in custom categories.

Document manager is available by default. All commands and buttons that would have launched Drawing list in earlier Tekla Structures versions will now launch Document manager.

Open Document manager

Open Document manager in one of the following ways:

  • On the Drawings & reports tab on the ribbon, click the Drawing list button.

  • Press Ctrl+O if a drawing is open, or press Ctrl+L if you are in the model.

  • Enter Drawing listlist of drawings that provides information about the drawings in a particular model and that is used for searching, managing, and printing the drawings

    In the drawing list, the user can, for example, search, open, update, freeze, lock, and delete drawings. The drawing list can also be used to display the associations between the drawings and the parts in the model.

    in Quick Launch.

Filter, sort and adjust Document manager content

To Do this

List documents in a certain category

  • Click a category on the left.

  • You can also hold down Ctrl or Shift and select several categories.

  • You can show/hide the categories list by clicking the arrow in the top left corner of the dialog box.

  • To exclude documents from or include documents in an individual category in Document manager , right-click the category and select Exclude / Include. For example, if you just want to see drawings and no other documents, right-click the All files category and select Exclude.

List all documents in the model, both drawings and file documents

  • Click the All documents category.

The file DocumentManagerFileDocumentSettings.txt in your model, project, firm or system folder defines which other document types are shown in addition to drawings.

List all file documents in the model, only including other document types than drawings

  • Click the All files category.

List all drawings in the model

  • Click the All drawings category.

List up-to-date drawings only

  • Click the Up-to-date drawings category.

List drawings that need to be updated

  1. Click the Up-to-date drawings category.

  2. Click theInvert document visibility switch.

Only list the documents that you have selected from the list

  • Activate theShow selected documents only switch. When the switch is active, it is yellow.

Hide the currently visible documents in the list and list all other documents

  • Activate theInvert document visibility switch. When the switch is active, it is yellow.

  • If you click a category or enter a manual search, this switch will be deactivated.

  • Any documents that you have excluded from Document manager using the Exclude command will be ignored by Invert document visibility and will never be shown.

Show changes from now on

  • Activate theShow changes from the checkpoint set when the button is activated switch. When the switch is active, documents that have changed since the activation of the switch will be displayed.
  • If there are changed documents, and you click the switch to deactivate it, a confirmation message will be displayed.
  • If this switch is active, and you run numbering, any drawings who's status then changes (if parts were modified, for example) will then be automatically shown in the list.

Reorder columns

  • To reorder columns, drag the columns to new locations.

Sort columns

  • To sort a column, click a column title. A small arrow shows that the column is used for sorting and the sort order.

  • To sort by several columns, hold down Shift and click column titles.

Freeze columns

  • To freeze one or more columns so that columns to the left of the selected column will not scroll horizontally, right-click a column and select Freeze at this column.

  • To unfreeze, right-click and select Unfreeze columns.

Show or hide columns

  • To hide a column, right-click a column and select Hide column.

  • To show hidden columns, right-click a column and select Show all columns , or Show column and select a hidden column you want to show.

  • The column order, visibility and sorting order are saved in the model folder in an user-prefixed file DocumentManagerDataGridSettings_<user>.xml. Default values are read from DocumentManagerDataGridSettings.xml located in the ..\ProgramData\TeklaStructures\<version>\environments\<environment>\system folder if there is no user-specific settings file available. The user settings file can be located in all standard locations (model, project, firm, environment). For more information about the folder search order, see Folder search order.

Display time

  • Right-click a column that shows date information, and select Time display and one of the available options:

    No time

    Hours and minutes

    Hours, minutes and seconds

If the property only supports date and no time, these options will not be available.

Edit Document manager list data directly

  1. First ensure that the edit switchis active.

  2. Then click the data cell you wish to edit, such as Name , Title 1 - Title 3 , Freeze , Lock , Ready for issuing , or a cell that comes from drawing UDAs, such as date cells.

Search for documents

  • Use the search box at the top to look for the desired documents. Only the documents currently shown in the list are searched.

  • You can use wildcards *, ? and [], and operators, such as AND, OR, NOT (!), parentheses (), quotation marks " ".

  • You can search for documents within a specific date range or exact date, and define multiple search strings.

  • You do not need to write the operator AND, just use a space between search terms.

  • Search is case insensitive and partial. For example, searching for the string con will match with concrete.

  • To find an exact match, use an equal sign (=), in which case, for example, a column property must exactly match what you specify.

  • Use the exclamation mark (!) to exclude from the search, for example, !steel means that the search will not find documents including the string steel.

  • Use parentheses () to create more complex expressions, for example: (steel AND concrete) OR wood.

  • Use double quotes " " to specify a phrase that includes spaces. For example, Mark: "2 - 1" shows drawings containing [B.2 - 1] and [C.2 - 1], for example.

  • You can search for documents based on the internal name of the property (search name). The search name is shown in the property column header tooltips when you move the mouse pointer over the header. The search name is case sensitive.

  • Use a colon in the property name search, for example: CreationDate: > 11/20/2016. This search finds drawings created after the 20th of November 2016.

  • You can search date and time in two different ways depending on the date and time format Tekla Structures is using:

    • dd.mm.yyyy or mm/dd/yyyy for dates, for example, 30.11.2018 or 11/30/2018
    • hh:mm:ss or hh:mm:sspm and hh:mm:ssam for time, for example, 17:34:45 or 05:34:45pm
  • Note that advanced optionssettings used to customize Tekla Structures for specific companies, standards, users, or user groups

    In Tekla Structures, advanced options are settings that are used, for example, in a specific project or geographical area, or by a specific company.

    In Tekla Structures, advanced options usually begin with the initials XS and are followed by the name of the function, for example XS_BACKGROUND_COLOR.

    XS_​IMPERIAL_​DATE and XS_IMPERIAL_TIME determine which date and time format is active. Only the active format is used, which means that a non-imperial date will be ignored if imperial date is the active date format.

  • You can also enter partial dates and date ranges:

    • 2018 : any date and time in the year
    • 6.2018 (or 6/2018 ): any date and time in the month
    • 24.06.2018 (or 06/24/2018 : any time in the specified day
    • "06.06.2018 14" : any time in the range 14:00 to 14:59 on 06.06.2018. Note that you need to use quotes because otherwise the space is seen as the end of one search expression.
  • Save searches in user-definable categories, which can be multi-selected to combine one or more categories together. To save a search, right-click the categories area, and select New. For more information about the categories, see "Set up document categories" below.

Invariant search values

The search syntax <<inv>>(...) allows you to search for documents and create categories that work in the same way regardless of the language in use.

The values to use when doing invariant <<inv>>(...) searches are listed below.

  • Property name: IssuedStatus

    • NotIssued
    • Issued
    • IssuedButModified
  • Property name: DrawingUpToDateStatus

    • DrawingIsUpToDate
    • PartsWereModified
    • DrawingIsUpToDateButMayNeedChecking
    • IncludedDrawingModified
    • OriginalPartDeleted
    • AllPartsDeleted
    • NumberOfPartsInNumberingSeriesIncreased
    • NumberOfPartsInNumberingSeriesDecreased
    • DrawingWasCloned
    • DrawingWasUpdated
    • CopiedViewChanged
    • DrawingWasSplitted
    • MovedViewDeleted
    • MovedViewLabelChanged
  • Property name: Changes

    • Same values as DrawingUpToDateStatus and IssuedButModified
  • In date and time search, you can only use the non-imperial formats ( dd.mm.yyyy and hh:mm:ss ) :

    • <<inv>>(10.5.2017)
    • The invariant search ignores the advanced options XS_​IMPERIAL_​DATE and XS_​IMPERIAL_​TIME.

For Freeze , Lock , Ready for issuing and Master drawing the following values can be searched for in invariant search and in normal search:

  • True
  • False

Find model objects that have associated drawings in Document manager

You can use Document manager for identifying the objects in the model that have associated drawings.

Before you start, ensure that you only have theSelect parts selection switchswitch used for controlling which object types can be selected

active. Otherwise part selection may take a long time in large models.

  1. Open a model viewview that is represented in the modeling mode

    Model view is available also in the drawing mode and it is represented in its own window.

    where all objects are clearly visible.
  2. Do one of the following:
    • Highlight the objects associated to individual drawings by selecting the individual drawings in Document manager and clickingSelect objects in the model for selected drawings.

    • Highlight all objects that have associated drawings by selecting all drawings in Document manager ( Ctrl+A ) and clickingSelect objects in the model for selected drawings

    Tip:
    • To see the found objects more clearly in the model, right-click the model and select Show Only Selected to only show the parts that the Select objects in the model for selected drawings command has found and hide all others.
    • After completing the step above you can highlight the objects that do not have drawings by holding down the Ctrl key and selecting the entire model (hold down the left mouse button and drag all the way from left to right).

Find drawings associated to objects selected in model

You can list drawings associated to the objects you have selected in the model only. This is an easy way to identify the drawings associated with a specific part, assembly or cast unit.

  1. Open a model view where all objects are clearly visible.
  2. Select the desired objects in the model.
  3. In Document manager , clickSelect and show only drawings containing parts currently selected in the model.

    Tekla Structures only selects and shows the drawings associated with the objects that you selected in the model. The result also depends on the selected category, which means that if you only have the GA drawings category selected, GA drawings are only shown in the list.

Open documents

To open a drawing, do one of the following:

  • Double-click the drawing.
  • Select the drawing from the list and click the Open button at the bottom.
  • Right-click the drawing in the list and select Open.

You can also reopen an updated drawing:

  • When you have a drawing open and you have edited it manually, open the Document manager , and open the same drawing again.

If you have a related software installed, you can also open other documents, such as NC files, DWG files, or PDF files. Do one of the following:

  • Double-click the document.
  • Select the document from the list and click the Open button at the bottom.
  • Right-click the document in the list and select Open.

To open a folder of the selected file document in Windows Explorer, right-click the document and select Open folder.

Issue, lock, freeze and mark ready for issuing

  • You can lockto prevent unwanted action in a model or a drawing

    It is possible to lock model objects, reference models, and drawings, for example.

    , freeze or mark ready for issuing by selecting the drawing from the list and clicking the appropriate column next to the drawing. First ensure that the edit list switchis active. You can also right-click drawings and select the commands from the pop-up menu.

  • To issue a drawing, select the drawing, right-click and select Issue > Issue .

    When an issued drawing has been edited or otherwise changed, the color of the flag changes toand the text Issued drawing changed is displayed in the Changes column next to the drawing. You can reissue the drawing by right-clicking the drawing and selecting Issue > Issue .

    To unissue a drawing, select the drawing, right-click and select Issue > Unissue.

For more information about these functionalities, see:

Mark drawings ready for issuing

Issue drawings

Freeze drawings

Lock drawings

Revise drawings

  • To revise a drawing, select a drawing and click the Revision button. When you revise drawings, you can attach information about the revision changes. Tekla Structures displays this information alongside the revision number or mark. The revision date appears in the revision table. The revision number or mark is shown in the Document manager , and the revision information can be included in reports.

For more information about revising drawings, see Revise drawings.

Copy Document manager rows to clipboard

You can copy data from the Document manager list and paste the data in another application, such as a spreadsheet application:

  1. Select a number of documents in the Document manager list.
  2. Right-click and select Copy rows to Clipboard.
  3. Open the other application and paste the row data there.

Create GA drawings

You can create GA drawings quickly and easily in Document manager :

  1. In Document manager , click Create GA Drawing. The Create General Arrangement Drawing dialog box is displayed.
  2. Select the model views of which you need GA drawings, and then create the drawings by clicking Create.

Set up document categories

There are default categories in Document manager , and you can create categories of your own.

To create a category:

  1. Enter a search string that finds the documents you want to categorize.

    For more information about the allowed wildcards and operators, see the searching instructions above.

  2. Right-click in the category list on the left and select New.
  3. Define the category properties:
    • Name : Enter the name to be shown in the category list. If you use a translation key beginning with the prefix albl_, the name is translated if the translation is found in DocumentManager.ail ( in \messages\DotAppsStrings\ ). When a valid translation key is used, the translation will be shown in the dialog box.
    • Search string : Enter here the search string that gives the desired list of documents. The default for the new category is the active search string. You can test the string by clicking the Test button. Do not leave the Search string box empty.
    • Tooltip (optional) : Text that is displayed when you move the mouse pointer over a category. If you use a translation key beginning with the prefix albl_, the tooltip is translated if the translation is found in DocumentManager.ail. When a valid translation key is used, the translation will be shown in the dialog box.
    • Group : Enter a number that specifies the group of the category. There is a separator in the category list between the different groups.

      The default value for a new category is 0. Negative values are allowed.

    • Sort index : Enter a number that specifies the location of the category in the category list, and the smaller the number is, the higher the category is on the category list. Categories are sorted first by Group , then Sort index and then by Name.

      The default value for a new category is 0. Negative values are allowed.

    • Combining operator : Enter AND or OR. When you select several categories at a time, categories with OR rule are combined first and then the ones with AND rule.
    • Allow delete : If you select this, the Delete command will be available for this category when you right-click the category in the categories list.

    All changes in categories are saved in DocumentManagerCategories_<user>.xml in the current modelmodel that is active in Tekla Structures

    The current model can be a single-user model, a shared model or a working model.

    folder. You can rename the file to DocumentManagerCategories.xml and move it to a folder defined with the advanced options XS_PROJECT , XS_FIRM or XS_SYSTEM , or keep it in the current model folderfolder that is used for storing files associated with a model

    Tekla Structures stores all files associated with a model in a folder it creates with the same name as the model database (.db1).

    In multi-user mode all users access the same model folder.

    . The default categories are defined in DocumentManagerCategories.xml located in the ..\ProgramData\TeklaStructures\<version>\environments\<environment>\system folder. For more information about the folder search order, see Folder search order.

Below is an example of a category that lists all assembly drawings that have the character B in the mark:

Configure file documents to include in Document manager

The configuration file DocumentManagerFileDocumentSettings.txt defines which file documents are included in Document manager. This file also specifies the folders to search for. This file can be located in any of the standard search locations (model, project, firm and system). By default this file is located in the ..\ProgramData\TeklaStructures\<version>\environments\<environment>\system folder, and you can copy it from there to model, project, firm or system folders for modifications. For more information about the folder search order, see Folder search order.

The format of each line is <folder_path>\*.<file_name_extension>|<include_subfolders> , where

  • <folder_path> is a relative or absolute path. A relative model subfolder can be specified using a leading period (.).
  • *.<file_name_extension> specifies the accepted file types. You can use standard wildcards ? and *.
  • <include_subfolders> specifies if the subfolders are included. Set to true to include subfolders and to false to not to include subfolders.

Examples:

.\Plotfiles\*.dxf|false

.\DSTV_Profiles\*.nc1|false

.\DSTV_Plates\*.nc1|false

Configure drawing UDAs to show in Document manager columns

The DocumentManagerUDAs*.txt files define the drawing UDAs that are shown in the Document manager columns. The file name can be either DocumentManagerUDAs.txt or DocumentManagerUDAs_<suffix>.txt where <suffix> can be any string. These files can be placed in a folder defined with the advanced options XS_FIRM , XS_PROJECT , XS_SYSTEM or XS_INP , and in the model folder. By default DocumentManagerUDAs.txt is located in the ..\ProgramData\TeklaStructures\<version>\environments\<environment>\inp folder, and you can copy it from there to the model, project, firm or system folderfolder that is used for storing files that define default settings

for modifications. The contents of each file found are merged together. For more information about the folder search order, see Folder search order.

List all the drawing UDAs that are needed in this file, one UDAobject property created by the user in order to widen the range of predefined object properties

User-defined attributes are used when the predefined object properties are not sufficient but more properties are needed. For example, comment, locked, and erection status are user-defined attributes.

on each line. The UDA names are case sensitive. The UDA must exist in the objects.inp file.

Below is an example of the DocumentManagerUDAs.txt file in the Common environmentTekla Structures environment that forms a basis for other environments

The common environment is included in the software installation and includes the global settings, macros, symbols, items, and fonts, for example. The common environment is not used as basis in the US Imperial and US Metric environments.

:

DR_APPROVAL_DATE

DR_APPROVAL_SENT

DR_APPROVED_BY

DR_ASSIGNED_BY

DR_ASSIGNED_TO

DR_CHECKED_BY

DR_CHECKED_DATE

DR_DRAWN_BY

comment

For more information about UDAs in drawings, see User-defined attributes in drawings.

Document manager log

All errors in the Document manager functionality are written in the Document manager log file \logs\DocumentManager_<user>.log under the current model folder. This log file also lists the full paths of all the settings files that have been loaded ( DocumentManagerUDAs*.txt , DocumentManagerFileDocumentSettings.txt , DocumentManagerDataGridSettings*.xml and DocumentManagerCategories*.xml ), which helps you to see which settings files Document manager is finding. The log also tells if a settings file cannot be found.

The log file is limited in size, and will be archived as \logs\DocumentManager_<user>.bak.log when the maximum size has been reached.

Example:

Loading UDA settings file C:\TeklaStructuresModels\New model 3\DocumentManagerUDAs.txt
Loaded column layout settings from file: C:\TeklaStructuresModels\New model 3\DocumentManagerDataGridSettings_user.xml
Loaded frozen column name: Title1 from file: C:\TeklaStructuresModels\New model 3\DocumentManagerDataGridSettings_user.xml
Loaded the column sort order settings from file: C:\TeklaStructuresModels\New model 3\DocumentManagerDataGridSettings_user.xml
Loaded 16 document categories from file: C:\TeklaStructuresModels\New model 3\DocumentManagerCategories_user.xml
No DocumentManagerFileDocumentSettings.txt file found. File documents will not be shown.

Drawing status flags and related status messages

Flag Column where flag displayed What's shown in Changes column Description

Parts modified

The parts in the drawing have changed, for example, parts have been added or deleted, or part properties have changed.

Quantity increased or

Quantity decreased

The actual drawing is up to date, but the number of identical parts has changed.

All parts deleted

All parts related to the drawing have been deleted from the model.

 

The drawing is locked and you cannot open it for editing.

You can check who marked the drawing from the Locked by column.

 

The drawing is frozen. Changes made to the model objects, which have drawing objects associated with them, are no longer available in the drawing.

 

The drawing has been added as a master drawing in the Master Drawing Catalog.

Drawing was updated

The drawing is marked ready for issuing. You can check who marked the drawing from the Ready for issuing by column.

Drawing was updated

The drawing has been updated.

Linked drawing changed

You have a linked drawing in this drawing and the linked drawing has been modified.

Copied view changed

A copied view has been modified.

Drawing was cloned

The drawing is a cloned drawing.

The flag disappears when you save and close the drawing.

 

The drawing has been issued. You might want to re-issue drawings that have been sent to site.

Issued drawing changed

The issued drawing has been edited or otherwise changed.

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