XLUPLOAD. Document Upload Utility for TeamBinder USER GUIDE

Transcription

1 QA software XLUPLOAD XLUPLOAD Document Upload Utility for TeamBinder USER GUIDE

2 Information in this document is subject to change without notice. Companies, names and data used in examples are fictitious by QA Software. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express permission of QA Software. Microsoft Windows, and Microsoft Excel are registered trademarks of Microsoft Corporation. Although XLUPLOAD has undergone extensive testing, QA Software makes no warranty or representation, either express or implied, with respect to this software or documentation, its quality, performance, merchantability, or fitness for purpose. As a result this software and documentation are licensed as is, and you, the licensee are assuming the entire risk as to its quality and performance. In no event will QA Software be liable for direct, indirect, special, incidental or consequential damages arising out of the use or inability to use the software or documentation. Please send your comments to: QA Software 339 Queensberry Street North Melbourne, VIC, 3051 Australia For technical support: Australia Phone: Fax: International Phone: Fax: support@qa-software.com Internet: XLUPLOAD User Guide Page 2

3 Table of Contents Chapter 1 - Getting Started Getting Started Introducing XLUPLOAD How to get started with XLUPLOAD Installation System Requirements Installing the XLUPLOAD Launching XLUPLOAD Setting up XLUPLOAD Using XLUPLOAD for the First Time The Default Settings Registering XLUPLOAD... 9 Chapter 2 Using XLUPLOAD Using XLUPLOAD Uploading a New Document Document Validation by XLUPLOAD Document Validation via TeamBinder from within XLUPLOAD Uploading Revised Documents Miscellaneous Clearing the Worksheet Attribute Mapping About XLUPLOAD XLUPLOAD User Guide Page 3

4

5 Chapter 1 - Getting Started 1.1 Getting Started Introducing XLUPLOAD How to get started with XLUPLOAD 1.2 Installation System Requirements Installing the XLUPLOAD Launching XLUPLOAD 1.3 Setting up XLUPLOAD Using XLUPLOAD for the First Time The Default Settings Registering XLUPLOAD XLUPLOAD User Guide Page 5

6 Chapter 1 Getting Started 1.1 Getting Started Introducing XLUPLOAD XLUPLOAD is QA Software s unique application used to upload drawings and controlled documents to the TeamBinder web based project document management and collaboration system. XLUPLOAD enables parties to upload one or more drawings or controlled documents to TeamBinder using a Microsoft Excel workbook How to get started with XLUPLOAD XLUPLOAD requires only Microsoft Excel, an Internet connection and an application (e.g. Outlook, Outlook Express, Lotus Notes, Novell GroupWise etc) Documents and drawings of any format can be uploaded from XLUPLOAD. In summary though the process that takes place is: 1. Documents are selected from within XLUPLOAD 2. User populates document details in XLUPLOAD 3. User validates document details from XLUPLOAD directly with the TeamBinder we server. 4. The attributes of the document such as the Drawing number, the title, the revision etc, are extracted from the excel spreadsheet and converted to XML 5. The physical document and XML files are auto zipped and automatically sent via to the TeamBinder server. Before you can use XLUPLOAD you will need to have been set up as a user of the TeamBinder system. Only the TeamBinder Administrator for the project can do this. If you have not been allocated a User Id for TeamBinder you should contact your TeamBinder Company administrator. XLUPLOAD User Guide Page 6

7 Chapter 1 Getting Started 1.2 Installation System Requirements The system requirements for running XLUPLOAD are: Hardware/Software Minimum Requirements Recommended Requirements Computer/Processor Pentium 250 Pentium 300 Memory (RAM) 32 MB 64 MB Available Hard Disk Space 30 MB 80 MB Display 800 x Bit 1024 x Bit Operating System Windows 98, Windows Me, Windows 2000, Windows NT, Windows XP Windows XP Client Mainstream client (e.g. Mainstream client (e.g. Outlook, Lotus Notes, etc) Outlook, Lotus Notes, etc) Installing the XLUPLOAD Installing XLUPLOAD requires the Windows Installer. If you are running Windows NT 4.0 or Windows 98, you must first update your Windows Installer to version 1.1 before installing the QASYS files. If you are running Windows 2000 or XP, you already have this installer and there is no need to reinstall this tool. Download the Windows Installer re-distributable for Windows 98 from the following address: Download the Windows Installer re-distributable v1.1 for Windows NT from the following address: XLUPLOAD is available for download from 1. Click on the Downloads Quick Link and download the file XLUpload.MSI to your PC. 2. Once downloaded, run the file XLUpload.Msi to install XLUPLOAD. Follow the on screen instructions. 3. Once the installation is complete you will find a file called XLUPLOAD.XLS located on your Desktop XLUPLOAD User Guide Page 7

8 Chapter 1 Getting Started Launching XLUPLOAD To Launch XLUPLOAD: 1. Double click the XLUPLOAD shortcut on your desktop or click on the Windows start menu and go to Programs QA Software XLUPLOAD. 2. If prompted, click the Enable Macros button Note: If you are not prompted to Enable Macros and the XLUPLOAD menu does not appear in your excel worksheet, you will need to set your Microsoft Excel s Macro Security to Medium (Tools \ Macros \ Security). Please contact QA Software for any assistance. 1.3 Setting up XLUPLOAD Using XLUPLOAD for the First Time When you load XLUPLOAD for the first time you will need to complete some configuration information prior to using XLUPLOAD. These include: Default Settings Attribute Mappings Registration The Default Settings The XLUPLOAD default settings need to be set up prior to using XLUPLOAD. The default settings establish the identity that you will use to upload drawings, where the document will be ed to and also the naming format of the document file name. The first time you run XLUPLOAD you will be prompted to enter the following: TeamBinder User ID: Enter the user ID that you use to log into TeamBinder. This is a mandatory field TeamBinder Company ID: Enter the company ID that you use to log into TeamBinder. This is a mandatory field TeamBinder Server: Enter the web address that you use to log into TeamBinder (e.g. This is a mandatory field. Job Number: Enter the Job or Project number that you wish to upload the documents to. This is a mandatory field Files to: Enter the address that you wish to upload the documents to. By default this should be wde@qa-software.com. This address should not be altered unless instructed by QA Software or your TeamBinder administrator. This is a mandatory field Subject: Enter the text that you wish to appear in the subject of the s that are sent out from XLUPLOAD. XLUPLOAD User Guide Page 8

9 Chapter 1 Getting Started Application: Select the application that you wish to use with XLUPLOAD. You can select either Lotus Notes for use with the Lotus Notes suite, GroupWise for use with Novell GroupWise, or Other for use with any other clients such as Microsoft Outlook and Outlook Express. File Naming Format Prefix: Enter a prefix to add the standard file-naming format. The standard file-naming format in XLUPLOAD is DocumentNo.Rev.Sts Click Next when done. Next you will be prompted to setup the attribute mapping to enable extraction of attributes from AutoCAD files. If this is of no interest to you, click Done. If this is of interest to you see section below Finally you will be prompted to register your installation of XLUPLOAD. Click Cancel at this screen (you can run XLUPLOAD 15 times before it requires registration). You will now be at an empty work sheet and will have an XLUPLOAD menu on the far right of the standard MS Excel menu. Notes: (a) To change the Default Settings at any time use XLUPLOAD\Defaults (b) To modify the Attribute Mapping at any time use XLUPLOAD\Attribute Mapping Registering XLUPLOAD XLUPLOAD can be used 15 times before it must be registered. To register the program: 1. Load the XLUPLOAD Excel workbook. 2. From the XLUPLOAD menu, select Register Application. 3. Enter you name and organisation. 4. Contact QA Software quoting the User Reg No that is shown in the Registration Application screen. Phone: +61 (3) sales@qa-software.com 5. Enter the Registration Key given to you by QA Software. 6. Click Register. XLUPLOAD User Guide Page 9

10

11 Chapter 2 Using XLUPLOAD 2.1 Using XLUPLOAD Uploading a New Document Document Validation by XLUPLOAD Document Validation via TeamBinder from within XLUPLOAD Uploading Revised Documents 2.2 Miscellaneous Clearing the Worksheet Attribute Mapping About XLUPLOAD XLUPLOAD User Guide Page 11

12 Chapter 2 Using XLUPLOAD 2.1 Using XLUPLOAD Uploading a New Document To upload a new document: 1. Load the XLUPLOAD Excel workbook. 2. Click the XLUPLOAD menu and select Add Files To Document Register. 3. Navigate to the location on your computer/network where the file(s) that you wish to upload is situated 4. Click on the file(s) that you wish to upload and click Open. 5. If you are using Attribute Extraction to extract the details about documents direct from the AutoCad file Title blocks, click on the XLUPLOAD menu and select Extract Attributes (Optional) Refer Section below for more on this. 6. Populate the remainder of the fields in the Excel Workbook which the appropriate details of the document (i.e. DocNo, Rev, Status, Category, Discipline, Title) Note: Repeat steps 2-5 to upload additional documents 7. Click the XLUPLOAD menu and select Validate Documents (Optional) Refer Section below for more information. 8. Click the XLUPLOAD menu and select Documents to TeamBinder. 9. Click the Send button if prompted by your system. (You may need to do this many times based on the number of documents being uploaded.) The documents will now be zipped up by XLUPLOAD and together with the attribute data, ed to TeamBinder through your normal system Document Validation by XLUPLOAD After clicking the Wizard button, XLUPLOAD will validate that the documents you wish to upload have the mandatory fields populated and that the view file exists. If for any reason either of these conditions are not met, XLUPLOAD will mark those documents in the XLUPLOAD Excel worksheet in Red. Scroll to right of the worksheet you will find an errors column next to the Category column, under which XLUPLOAD will note the reasons why the upload has failed. Against each field that has failed validation you will also find notes which detail why the validation has failed. Move the mouse over each field to see these notes. Once you have amended the issues, you will need to clear the errors before attempting again. 1. Click the XLUPLOAD menu and select Clear All Errors XLUPLOAD User Guide Page 12

13 Chapter 2 Using XLUPLOAD Document Validation via TeamBinder from within XLUPLOAD XLUPLOAD users can perform document validations directly from XLUPLOAD; this allows users to check that their documents pass all necessary validations prior to uploading the documents to TeamBinder. To perform a document validation from XLUPLOAD: 1. Load the XLUPLOAD Excel workbook. 2. Populate the necessary details in the XLUPLOAD spreadsheet. 3. From the XLUPLOAD menu, select Validate Document Information. 4. Enter your User ID, Company ID and Password 5. Click Login. The system will now take the information from XLUPLOAD and upload it to the server; the system will then perform a number of validations on the information compared to the TeamBinder system. If the document passes all validations, the system will return a message saying that the document has passed validations. If the document fails validations, the system will return a message saying that the document has failed validation, and the document will be highlighted in red in XLUPLOAD. Correct any errors and use the Clear all Errors option before repeating the validation/ Uploading Revised Documents Revised Documents (revisions of documents already in TeamBinder) can be uploaded as per Section above. However XLUPLOAD has a unique Get Document Information feature to simplify the process of uploading revised documents even further. To upload revised Documents: 1. Load the XLUPLOAD Excel workbook 2. Click on the XLUPLOAD menu and select Clear Document Register sheet to remove any existing entries. 3. Click the XLUPLOAD menu and select Add Files To Document Register 4. Navigate to the location on your computer/network where the file(s) that you wish to upload is situated 5. Click on the file(s) that you wish to upload and click Open 6. Now enter only the Document numbers for each document. 7. Click the XLUPLOAD menu and select Get Document Information. 8. Enter your login details for TeamBinder when prompted and click Login. The system will now access the server and search for the document number that you entered. Once found, the system will download the existing attributes for that document number. 9. Change the revision as required. 10. Click the XLUPLOAD menu and select Wizard 11. Click the Send button XLUPLOAD User Guide Page 13

14 Chapter 2 Using XLUPLOAD Notes: (a) If the document number that you have entered does not exist, the system will highlight this document is red and add a comment advising that this document does not exist. (b) You will also see that the fields such as revision, status, category and others that are populated from configuration tables have become drop down boxes. Therefore to enter a new revision, simply click the drop down box in the REV column and select the applicable entry. (c) If you change the document title for the new revision, you must add a double * to the end of the title to force this change through to TeamBinder. Eg. New Title** 2.2 Miscellaneous Clearing the Worksheet To clear all entires in the XLUPLOAD worksheet 1. Click the XLUPLOAD menu and select Clear Document Register Worksheet Attribute Mapping XLUPLOAD can automatically extract the drawing attributes from a QA Software approved title block in an AutoCAD DWG file. In order to use this feature, the attribute mappings need to be set up in XLUPLOAD. The attribute mappings will map the fields on the attribute block to the TeamBinder fields. To set up the attribute mappings 1. Load the XLUPLOAD Excel workbook 2. Click the XLUPLOAD menu and select ATTRIBUTE MAPPINGS 3. Click the TeamBinder field name that you wish to map 4. Enter the Attribute Tag value in the text box; this should be the corresponding field name from your CAD title block. 5. Click Update About XLUPLOAD For more information on XLUPLOAD or for contact details for QA Software, use the About XLUPLOAD feature. 1. Click the XLUPLOAD menu and select About XLUPLOAD XLUPLOAD User Guide Page 14