The purpose of this article is to illustrate the creation and editing of identifier coding lists and to explain the importance of properties and special features, such as storing a value dependency and and the drawing code.
Values that are available to you, for example, as a keywording in document management or as a drawing code in file in drawing management, are managed and maintained in many projects in the so-called list maintenance.
To add to or revise the values already stored, select the Configuration symbol, then the Administration document type and then click on List maintenance. The administration document type can also be named differently in some projects.
Info
If the lists of values in your project are not managed via list maintenance, then select the document type in which you want to edit the lists of values instead of the Administration document type.
In the All area you will find an overview of the available List of identifiers with identification codes, or identifiers lists for short. Their designation usually begins with the document type in which the identifier list is used, e.g. DRAWING drawing type or DOC level 1. I.e. values in the identifier list DRAWING drawing type apply to drawing management, while values in the identifier list DOC level 1 are used in document management.
To adjust a category, e.g. DRAWING author, click on the tool symbol at the beginning of the property. A window with several tabs opens. Switch to the Values tab.
Each line must follow the following structure:
CODE - DESCRIPTION
If you add values, you must adhere to the structure of the existing values. Please note the number of digits in the code (here 3) and do not use any special characters in the code!
Important
AThe hyphen is the separator between the code and the description. If your code contains a hyphen, the whole code must be enclosed in quotation marks .e.g. "M-P"- Smith & Partner Ltd
In the description, separate the values for different languages with the character " | "
e.g. KOS Costs|Kosten
If English is set as the users language, Costs is displayed; if German is set, then Kosten is displayed.
You can easily add more lines to the value list and adjust the description (after the hyphen).
Important
NEVER change an identifier code once it has been used in the project!
If you want to remove a code, please do not delete it, but put a hash (#) in front of it. This will comment out the line.
Under certain circumstances, documents and drawings that were sent with this code must be invalidated and re-sent.
To change the shortcut list, click SAVE.
Please also update the drawing code/document code File. If you do not have the appropriate rights to do so, please contact our support team.
Store this in the Help section as well (if this is the norm in your project). You can upload the drawing code under Help > Help Topics in the Manage tab.
Please inform the project users about the adjustments so that they know what values are available to them when naming a drawing.
To edit keywords, e.g. in document management, proceed as described under Creation of Code lists. In the list maintenance, click on the tool in front of the list that you want to edit, e.g. Main Category and switch to the Values tab.
Since the keywords are not part of a file name and are not normally visible to projectusers, it makes sense to use numbers as identifiers. We recommend keeping numerical values between the identifier (and, for example, proceeding in increments of 10) if values are to be added at a later point in time.
Avoid starting your identifiers with the number zero, as this can lead to problems when transferring them to an Excel file.
Add to the list of identifiers as you wish and then click on Save.
To adjust values in a 2nd level that is dependent on a 1st level, proceed in the same way. Click on the tool symbol in front of Subcategory and switch to the Values tab.
You can use the hash (#) key to make notes, for example to which value in the main category existing and new values in the subcategory belong.
It is also advisable to choose an code structure in the subcategory that makes it easier for you to assign the 2nd values to the values in the main category. In the example above, the code of the subcategory takes the first number of the main category and then two more digits in increments of ten.
Once you have added the required values, you still have to maintain the value dependency. To do this, scroll down to the bottom of the Values tab and click on Value Dependency.
A new window will open. This first shows which property the value selection you are currently editing depends on. In the example above, this is Main Category.
Important
NEVER change this parent property selection!! (If a different property is selected here, the previous value dependency is lost, no new documents can be uploaded and you have to assign all values again!!)
To maintain the value dependency for new subcategory values, first select the main category value to which subcategory values are to be assigned in the middle drop-down menu.
Then, in the left box, click on the subcategory values that belong to the main category value. These must have a blue background. You can select multiple values by pressing the CTRL key. To create the value dependency, click on the “>>+” button in the middle. As a result, the selected values of the subcategory appear in the Value dependency box under the corresponding value of the main category.
Important
Since dependent keywords are usually mandatory fields, each value in the main category must be assigned at least one value in the subcategory!
If a subcategory value is not assigned to a main category value (and the subcategory is a mandatory field), no documents for this main category value can be loaded into the project space.
Save your changes by clicking Back and then Save.
Important
Check your customisations by clicking New and (e.g.) in the Documents area.
Open the respective input mask in the project document and check the selection options for the keywords.
Screenshots are an example. The interface of your platform may look different, but the processes remain the same.
Some of the functions shown may differ slightly depending on the release version of your project room.