THE CITY OF KISSIMMEE EPERMITS APPLICANT USER S GUIDE

Transcription

1 THE CITY OF KISSIMMEE EPERMITS APPLICANT USER S GUIDE Applicant User s Guide epermits Review 1 City of Kissimmee, Florida Version 2-10/01/2013

2 CONTENTS epermits Introduction... 4 Electronic Plan Submission... 4 Standards... 5 Computer Requirements... 5 Required Files... 5 Border Standards... 6 Graphic Scale... 6 File Naming Standards Building Plans (Residential & Commercial)... 6 File Type Standards... 7 Signed and Sealed Drawings... 8 Folder Structure for Uploaded Drawings and Documents... 8 Markup Name & Color Standards... 9 Login to City of Kissimmee epermits epermits Review Invitation New Users Existing Users Quick Reference Table Uploading Files Security Timeout Prescreening Prescreening Has Been Approved Prescreening Has Been Rejected Outside User Project Access Plan Review Cycle Plans Are Ready For Approval Plans Are Not Approved and Corrections Are Requested Permit Approval & Release of Plans Approval Release of Plans Submitting Amended Plans Appendix A epermits End-User Training Guide Applicant User s Guide epermits Review 2 City of Kissimmee, Florida Version 2-10/01/2013

3 Appendix B epermits Visualization Tool Appendix C epermits System Use Requirements Appendix D Vista & Windows 7 Install Instructions Appendix E Frequently Asked Questions Appendix F - Definitions Applicant User s Guide epermits Review 3 City of Kissimmee, Florida Version 2-10/01/2013

4 EPERMITS INTRODUCTION The City of Kissimmee Building Division is pleased to announce the unveiling of our new electronic building application program, epermits. This web-based program will transform our paper based building permit application process into an electronic/paperless process. epermits will increase review efficiency, allowing for reviews to be completed faster; reduce costs for both the City and its customers; and support green initiatives by eliminating the need to print and submit paper plans. When an applicant (architect, engineer, home owner, business owner or agent) submits a building permit application requiring drawings, epermits will invite the applicant s architect and/or agent by to upload the electronic drawings and all relevant documents. City review staff will then have simultaneous access to review the plans and note any corrections directly on the plans to afford absolute clarity. The applicant is notified of the correction and the updated plans are electronically resubmitted to the City. When the plans are in order, all fees are paid and a permit issued, the applicant can download the approved stamped plans. At that time, the plans are to be printed by the applicant and used for construction of the project with subsequent inspections to follow. Submit Pre-screened & Routed for Review Make Corrections & Re-Submit Final Approval Download Approved Plans This guide provides basic documentation on the steps involved in the epermits process. It has been prepared as a general reference guide and is not designed to present every detail or situation on every element of the process. There are text descriptions and screen images of the step-by-step tasks necessary to complete a submittal and review using epermits. If at any time in the process you have questions or concerns, please contact the Development Services Building Division at or epermithelp@kissimmee.org. ELECTRONIC PLAN SUBMISSION As of this time, the following Building Permits will be processed through epermits: Commercial New (Under 6,000 sqft) Commercial New (6,001 to 10,000 sqft) Commercial New (Over 10,001 sqft) Commercial Addition Commercial Interior Alteration Commercial Interior NEW (Under 6,000 sqft) Commercial Interior NEW (Over 6,000 sqft) Multi-Family (Less than 9 Units) Multi-Family (9 to 16 Units) Multi-Family (Over 16 Units) Single Family (0 to 1,499 sqft) Single Family (1,500 to 2,499 sqft) Applicant User s Guide epermits Review 4 City of Kissimmee, Florida Version 2-10/01/2013

5 Single Family (2,500 sqft & Up) Single Family Model (0 to 1,499 sqft) Single Family Model (1,500 to 2,499 sqft) Single Family Model (2,500 sqft & Up) Single Family Additions Single Family Alteration Townhouse Model Townhouse Applications are available at the Development Services Building Division office or at Once all of the required fields are completed, the application and review fee may be submitted in person or by mail. In Person or Mailed: Completed applications and permit review fees are to be submitted at: Development Services Building Division 101 Church Street, Suite 120 Kissimmee, FL A non-refundable upfront permit review fee is due at time of permit application submittal. Permit review fee is based on the value of the construction proposed. Please consult the Building Division for estimates. The following forms of payment are accepted for permit review: o Cash o Check o Money Order o MasterCard o Visa Note: Additional mobility, impact and other related fees may be required prior to permit issuance All fields must be entered into ComDev. Once the permit number has been created, the application must be scanned into the file folder U:\Building\Projectdox File and it is to be named by the permit number (Follow the scanning instructions). Hardcopy plans and documents cannot be accepted. After the application has been entered and the fees have been paid, the Applicant will receive an epermits from the Permit Coordinator requesting the plans and documents to be uploaded into the program. Note: A project will not be created until the review fee has been made. STANDARDS Standards allow for easy identification of drawing by naming convention, vector file types in order to facilitate the most efficient review, color coding of comments for visual identification of departments and so on. COMPUTER REQUIREMENTS epermits requires an Internet Explorer Version 6 or greater browser running on a Windows 7 operating system. REQUIRED FILES 1. Drawing Files Applicant User s Guide epermits Review 5 City of Kissimmee, Florida Version 2-10/01/2013

6 o All drawings MUST BE uploaded in a landscape orientation. o All drawings MUST BE uploaded as a separate file. o All drawings MUST contain a cover sheet o An index of drawings MUST BE included and contain a list of all plans with the page number system. 2. Supporting Document Files all other files that are required as part of the application submission but are not drawing files (i.e. Notice of Commencement, Energy Calculations, etc.). Each document shall be uploaded as a separate file. BORDER STANDARDS epermits will programmatically stamp the plans at the conclusion of the review. The stamp will be placed in the lower right hand side of each plan sheet. A minimum 3 wide by 3 high clear space MUST BE reserved on each sheet and be directly to the left of the title block. All title blocks must be exactly 3 in width. See diagram below for sample: GRAPHIC SCALE All plans must be drawn to scale and include a typical graphic scale as shown in the image below. When more than one scale is used on a sheet, an independent graphic scale must accompany the applicable detail Feet FILE NAMING STANDARDS BUILDING PLANS (RESIDENTIAL & COMMERCIAL) Filenames for drawings submitted through epermits Review are to include the first character(s) of the discipline name, followed by a 3-digit sheet number and drawing type. File names for both drawings and documents shall remain the same for all submittals. Please do not create different versions of the file name when uploading resubmitted files. Applicant User s Guide epermits Review 6 City of Kissimmee, Florida Version 2-10/01/2013

7 Discipline First character(s) must represent the area of discipline, for example A for Architectural, STR for Structural. Ensure that all plans, including the associated details, are submitted under the correct discipline characters to be used. Sheet Number Must be a 3 digit number with leading zeros. Note: if decimals are needed, place decimal after the 3 rd digit, ex. P Drawing Type Discipline Discipline Sheet Number Example File Names Character Architectural ARCHITECTURAL A Cover Sheet ARCHITECTURAL A000 COVER Floor Plan ARCHITECTURAL A001 FLOOR PLAN Foundation ARCHITECTURAL A005 - FDN Elevations ARCHITECTURAL A009 - ELEV Details ARCHITECTURAL A015 - DETAILS Interior Design INTERIOR ID ID009 INTDS DESIGN Structural All STR STR002 STEEL BLDG Structural and related plans including details STRUCTURAL Plumbing PLUMBING PL PL099 - PLUMB Electrical ELECTRIC E E001 - ELEC Mechanical MECHANICAL M M101 - MECH Landscape LANDSCAPE L L011 IRRIG Survey SURVEY S S008 - SURVEY Shoring SHORING SHR SHR022 - SHORING Fire Protection FIRE F F799 FIRE Energy ENERGY EN EN012 - ENERGY Tip: Use a decimal to insert a plan page into the existing plans in the order you wish it to appear. Example: A001 FLOOR PLAN A001.5 ELEV inserted page. A002 - DETAILS FILE TYPE STANDARDS Only DWG, DWF, DGN, DXF or Vector PDF files will be accepted for drawings. AutoCAD software is commonly used to create drawing files. When creating each file, drawing must be sized in order for the approval stamp to be placed properly. Preferred drawing size is 24 X 36, landscape format. If PDF is the preferred file type, it is recommended that drawings created in AutoCAD are converted to Vector PDF by using the Autodesk Vector Graphic Converter DWG to PDF.pc3 plotter driver. If drawings are electrical, mechanical, plumbing/gas, etc, confirm that only the trade lines are dark by changing the background to grayscale prior to saving as a vector PDF file. Applicant User s Guide epermits Review 7 City of Kissimmee, Florida Version 2-10/01/2013

8 Supporting files (non-drawing files) may be in the following formats: PDF, DOC, DOCX, XLS, XLSX, PPT, PPS, PPTX, TIF, TIFF, JPG, PNG, IMG, or BMP. Please submit searchable PDF files for calculations, reports and other supporting documentation. SIGNED AND SEALED DRAWINGS PEDDS (Professionals Electronic Data Delivery System) is a free program that is used to digitally sign and seal documents. This system is required to be used in lieu of the traditional embossed or ink seal normally placed on construction drawings. PEDDS is officially recognized by Board of Architecture and Interior Design and the Florida Board of Professional Engineers. Architects and Engineers are required to submit their certification of the drawings through the PEDDS system. For more information about PEDDS, click HERE and the system can be downloaded by clicking HERE. The PEDDS document must be submitted at the time of plan submittal and again at the end of the review if any changes or corrections were made to the original plans submitted. This document may be mailed in or delivered in person and is required before the plans can be released to the applicant. The PEDDS document must be submitted by each design professional that may collaborate on a project. For example a project may have different design professionals for Architectural, Structural, Mechanical, Electrical, Civil, Fire Protection, etc. FOLDER STRUCTURE FOR UPLOADED DRAWINGS AND DOCUMENTS All Building permit application forms must be uploaded into the Documents folder for each project. All drawings must be uploaded to the Drawings folder for each project. Applicant User s Guide epermits Review 8 City of Kissimmee, Florida Version 2-10/01/2013

9 o It is important to upload ALL associated drawings at this time. o All Drawing files must be sized and saved in landscape orientation before uploading, in order for the approval stamps to be located properly in the upper right hand corner. o The Site layout for building plans should be uploaded into the drawings folder. All supporting documentation (any non-drawing files, truss calculations, electrical reports, etc.) must be uploaded into the Documents folder for each project. All responses to corrections requested by City Selected Department Reviewers must be attached to the eform for each project (see ecorrections User Guide) Approved folder will contain all City stamped and approved drawings and documents. MARKUP NAME & COLOR STANDARDS Standard markup names and colors will be used for each reviewing department for easy identification. A markup can have one or more changemarks. Changemarks are created to quickly identify a markup and associated comments. Corrected files should always be re-submitted with the SAME FILE NAME as the original submittal. DEPARTMENT REVIEWER MARKUP NAME MARKUP COLOR Department Reviewer Initials Building Division BD Purple Fire Department FD Red Planning Division PL Teal Toho Water Authority TWA Blue Engineering PE Orange Kissimmee Utility Authority KUA Green Applicant User s Guide epermits Review 9 City of Kissimmee, Florida Version 2-10/01/2013

10 LOGIN TO CITY OF KISSIMMEE EPERMITS EPERMITS REVIEW INVITATION Once your application has been entered into the program, an epermits Review Invitation will be sent to the Applicant s address. The will contain the Applicant login information and information about the project, including a link to the project. The address the Applicant provided on the first application will be the User ID on all future epermits submittals. For first time users, the invitation will contain your login information, temporary password and information about the project, including a link to the epermit web portal. After you have clicked the link from your Plan Review Invitation, you will be directed to the epermits login screen. NEW USERS 1. Before attempting to use epermits for the first time, please read the User Guide in its entirety before attempting to upload files into epermits. 2. You must use Internet Explorer v6.0 or higher to access epermits. (epermits now supports multiple browser applications but Internet Explorer functions best when installing the components and viewing the drawings.) 3. Prior to logging into the epermits application, the following actions must be completed: If your computer has pop-up blockers installed, you will need to disable pop-up blocking for the epermits web address ( The indicator that this has not been done will occur when you type in your login and password, Applicant User s Guide epermits Review 10 City of Kissimmee, Florida Version 2-10/01/2013

11 then hit the Login button and the page immediately disappears. It is not uncommon to have more than one pop-up blocker installed (Internet Explorer, Google Task Bar, etc). Once the epermits site is allowed, you will be able to utilize the application. epermit components are installed by opening a drawing or document and installing the Active X control. There will be a banner at the top of the drawing for you to click to begin the installation. A box will open and you will need to choose the Install button. Once this is completed, the drawing or document will open. (If you are using Windows 7 you will need to turn off the User Account Control (UAC) prior to installing the Active X control.) Although the program supports multiple browser applications, Internet Explorer is the preferred browser for the Active X installation. This installation will only need to be done once; if you utilize a different computer it will require another installation for each unique computer. The login page also provides a shortcut that you can drag and drop onto your desk top as well as a link to save the epermits web address to your favorites. The login page also provides a link to helpful user guides and frequently asked questions. 4. To sign in, enter the Applicant s address and temporary password (first time use) and click the Login button, as shown below: 5. Enter your new password and reconfirm the new password, personal account information. Fields with red asterisks are required but a full Profile record is ideal, then click the Save button in the middle of the screen. Remember passwords are case sensitive and must be 8 to 10 characters is length with at least one number and no special characters. This Profile Information can be accessed at anytime by selecting the Profile button at the top of the Home page. Applicant User s Guide epermits Review 11 City of Kissimmee, Florida Version 2-10/01/2013

12 EXISTING USERS If you are a returning user, login to epermits with your full address and password. If you have forgotten your password, enter your address and click the "Forgot your password?" link on the login screen. This will bring up a screen and you will need to fill in your first and last name and then click the button Display security question. Once you have answered your security question, a new temporary password will be sent to your account to login and create a new permanent password. This will work only if you have logged in once and added a security question and answer. Note: No one, including City of Kissimmee System Administrators can see your password or security question answer. If you cannot access your account after trying to retrieve your account information, contact the epermits Administrator at to have your password reset. Applicant User s Guide epermits Review 12 City of Kissimmee, Florida Version 2-10/01/2013

13 QUICK REFERENCE TABLE Applicant User s Guide epermits Review 13 City of Kissimmee, Florida Version 2-10/01/2013

14 UPLOADING FILES 1. When you have successfully logged into epermits, the project screen home page will display. Any projects for which you have access will display in the list. Any outstanding tasks that require your action are displayed in the Task List area below the project list. Select the specific project that corresponds to the plans you will be uploading. The projects are listed in order by Project number (which is also the Building Permit number), but can be sorted by clicking on any header field name. 2. Click on your permit/project, then click the Drawings folder to upload your plan drawings or Documents folder to upload supporting project documents. REMINDER: All Drawing files must be saved in landscape orientation before uploading in order for the approval stamps to be located properly in the upper right hand corner. Applicant User s Guide epermits Review 14 City of Kissimmee, Florida Version 2-10/01/2013

15 3. Upon entering either folder, you will be presented with two buttons, View Folders and Upload Files. 4. Click the Upload Files button. Select Files to upload will open. Click the Browse button to go to the file location on your computer and select the files you want to upload; multiple files can be selected by using your Shift or Ctrl keys. The files will then be copied to the upload window. Applicant User s Guide epermits Review 15 City of Kissimmee, Florida Version 2-10/01/2013

16 5. Select or browse to the file location on your computer. Select or highlight the files you want to upload; multiple files can be selected by using the Shift or Ctrl keys. Click the Open button. Note: All drawings must be uploaded as individual files and saved in landscape (horizontal) orientation, by sheet name according to the file naming standards contained in this guide. See pages 6-9. Applicant User s Guide epermits Review 16 City of Kissimmee, Florida Version 2-10/01/2013

17 6. Select Upload and a new window will open stating Your files have been uploaded with a list of those files. 7. Once the files are uploaded to the folder, the folder list is replaced by thumbnail images of each file contained in the folder. Next to each thumbnail, the file name, author, date uploaded, file size, and History icon displays. Applicant User s Guide epermits Review 17 City of Kissimmee, Florida Version 2-10/01/2013

18 8. Repeat steps 1-7 to upload any associated documents. 9. Once all documents and drawings have been uploaded, the City Permit Coordinator needs to know that you are ready to begin the Prescreening process. a. Do this by being on your project home page (click on Projects icon) near the top right corner of the epermits window. b. Then click on ApplicantUpload text in the My Task Field. A pop up window will appear and click Yes to accept the task. Applicant User s Guide epermits Review 18 City of Kissimmee, Florida Version 2-10/01/2013

19 10. An eform will appear. Click Upload Complete at bottom right corner of window screen. Another window will pop up asking if you want to continue; click Ok. Applicant User s Guide epermits Review 19 City of Kissimmee, Florida Version 2-10/01/2013

20 11. Congratulations! You have successfully finished part one of submitting your plans electronically. Please logout after your session is complete. A notification has been sent to the Permit Coordinator to start the prescreening process to determine if the submittal requirements have been met. SECURITY TIMEOUT Due to security and resource concerns, the system will automatically sign you out after 60 minutes of inactivity. When you are ready to resume working with the system, click any button on the screen. The system automatically loads the login page for you. You can also close the web browser window and reload the login page manually in a new browser window. PRESCREENING After the files have been uploaded, the Permit Coordinator will start the prescreening process to ensure that the submittal is complete and accurate. Allow a minimum of one (1) business day after you have uploaded your documents for the Prescreening process to take place. PRESCREENING HAS BEEN APPROVED If your plans and documents are complete, an notification will be sent to the Applicant indicating that the prescreening process is completed and the formal review process will start. PRESCREENING HAS BEEN REJECTED If there are questions or missing items from your submittal, you will receive a Prescreening Corrections Request with items needed and instructions on how to re-submit. Applicant User s Guide epermits Review 20 City of Kissimmee, Florida Version 2-10/01/2013

21 To review the comments and to make corrections, follow the steps below: 1. Click the link provided in the to access the epermits site and login. 2. The PrescreenRejected task will appear at the bottom of the Projects screen (Home Page). Click on this task and this will launch an Internet Explorer screen with the corrections form and another screen with the Drawings and Document folders you saw in the original upload request. Applicant User s Guide epermits Review 21 City of Kissimmee, Florida Version 2-10/01/2013

22 3. Review the comments to identify which requirements were noted as missing or need correcting. Applicant User s Guide epermits Review 22 City of Kissimmee, Florida Version 2-10/01/2013

23 4. After you have identified the missing or corrected drawings and/or documents to upload, login to epermits (if not already logged in) and enter the project. 5. Upload the missing and/or corrected drawings and documents (see the Uploading Your Files section on pages for instructions). Note: When uploading corrections be sure to label each page using original page identifier. 6. Click back to your Projects screen (Home Page) and click CorrectionComplete at the bottom of the page. This will trigger an eform to appear. When the eform opens, place a checkmark in the I have uploaded the corrected and the Corrections Complete button will display for you, click to complete your task. Upon completion, the City will be notified that the files have been completed or corrected and will continue with the Prescreening process. This will notify the City Permit Coordinator that you are ready for Prescreen Review again. Applicant User s Guide epermits Review 23 City of Kissimmee, Florida Version 2-10/01/2013

24 Note: If you have outstanding fee balance, the plan review process will not start. An notification will be sent to the Applicant, including the amount of the permit review fee and instructions for payment. OUTSIDE USER PROJECT ACCESS To request an outside user have access to your drawings, changemarks and any other requested corrections, follow the steps outlined below: 1. Click on the Notes icon located near the top right corner of your epermits project window. 2. A window will appear; click on Add Topic button. 3. Select the Add outside user to project for View Only privileges category from the drop down menu. 4. Enter a subject and in the description list their complete name and address, then choose Save & Prepare Place a checkmark in the Submissions group and click Send. Applicant User s Guide epermits Review 24 City of Kissimmee, Florida Version 2-10/01/2013

25 PLAN REVIEW CYCLE After Prescreening process has been approved. The review process starts and Selected Department Reviewers, will begin their review of the plans and documents. PLANS ARE READY FOR APPROVAL If your plans and documents are deemed ready for approval, please see page 28. PLANS ARE NOT APPROVED AND CORRECTIONS ARE REQUESTED If corrections are requested following the formal review cycle(s) of your drawings, follow the steps below: 1. You will receive an notification from the City requesting revised plans and/or documents. 2. Click the link in your to access the epermits site. 3. Login to epermits. The Applicant Resubmit task will display at the bottom of the main page with your permit/project number under the heading Project Name (i.e. BP ). Click on the permit number to access comments and mark-ups. Applicant User s Guide epermits Review 25 City of Kissimmee, Florida Version 2-10/01/2013

26 CAUTION: You will need to open the eform to accept your task and access the review checklist comments but do not check the boxes until you are ready to resubmit your revisions. Checking the boxes at the bottom of the page in advance and then closing the eform, will prohibit the complete review button from being available at the time you are ready to resubmit your corrected plans. If this occurs, simply uncheck the boxes and close the form. Reopen the eform, check the boxes and the complete review button will be available. 4. The project page will open. Click on the Drawings folder to view all the plans that have markups 5. If markups exist on the file, a markup icon will be displayed. To access it, click on the icon next to the drawing as shown here. You would need to click on each drawing markup icon to view the comments for each applicable plan. Applicant User s Guide epermits Review 26 City of Kissimmee, Florida Version 2-10/01/2013

27 6. Check one or more boxes to view the applicable comments compiled by a Selected Department Reviewer. 7. All changemarks will display in the right hand pane and as you review, click on each changemark and it will zoom directly into the red line made by the reviewer. Right Hand Pane 8. Once you have corrected all plans and are ready to upload your revised plans and supporting documents open the eform to mark this step complete. Applicant User s Guide epermits Review 27 City of Kissimmee, Florida Version 2-10/01/2013

28 9. The eform will appear, scroll to the bottom of the page and select application confirmations. Checkbox 1 and 2 asks for confirmation that you have reviewed all the markup comments (red lines) and have addressed all the issues. Checkbox 3 confirms that you have uploaded revised drawings and/or documents using the SAME FILE NAMES. Note: You can click Save Task for Later to return to the project at any time. 10. Checkbox 3 asks for confirmation that you have corrected the plans and/or documents per the reviewer s request and that you have uploaded them into the appropriate folder. The Upload dialog is identical to your initial upload. The file will display the version number, V2 for example, because the correction was uploaded with the SAME FILE NAME as the original file name. Once all boxes have been checked, the Complete button will illuminate (see above step #9 illustration) and click it to resubmit to exit the form and submit the revised plans. This will send the task back to City staff to start the review cycle. PERMIT APPROVAL & RELEASE OF PLANS APPROVAL When the review is approved by all reviewers, the plans will be electronically stamped by the City. You will be notified by listing any potential holds and final fee balance. Applicant User s Guide epermits Review 28 City of Kissimmee, Florida Version 2-10/01/2013

29 RELEASE OF PLANS After payment has been made and all holds have been satisfied, you will receive an with instructions on how to download and print your files located in the Approved folder. Applicant User s Guide epermits Review 29 City of Kissimmee, Florida Version 2-10/01/2013

30 The plans and associated specifications/documents need to be printed by the Applicant and present on the job site and used for construction. The PEDDS Signature Document and the Signature Report need to be attached to the plans on the job site. Failure to have stamped approved plans, documents, and PEDDS certification on the job site will result in inspection denial and possible fines. 1. To print your approved plans and associated documents, click the login to epermits link at the bottom of the You will notice that you now have an Approved folder. 3. Click on the Approved folder. Above the thumbnails of your released plans, are several icons. Click the Download Files icon to download your final stamped released drawings. Once downloaded, plans and associated documents can be printed. Applicant User s Guide epermits Review 30 City of Kissimmee, Florida Version 2-10/01/2013

31 4. Once downloaded, each sheet of the approved plan and document will have an batch stamp identifying the City s approval. SUBMITTING AMENDED PLANS After the plans have been approved and a permit is obtained, sometimes changes arise that require revisions to your approved plans or documents. These changes to a plan via a permit amendment can still be made. Note additional plan review fees may apply. Please consult the Building Division by contacting or at epermithelp@kissimmee.org. APPENDIX A EPERMITS END-USER TRAINING GUIDE This guide provides the information to help end users leverage the features and functionality offered by the ProjectDox solution. This guide is designed for individuals using the ProjectDox end- Applicant User s Guide epermits Review 31 City of Kissimmee, Florida Version 2-10/01/2013

32 user web interface. Note: this guide is intended to apply to all ProjectDox type programs and may not be applicable to every step of the City of Kissimmee process. APPENDIX B EPERMITS VISUALIZATION TOOL This guide provides an overview of the ProjectDox Visualization Tool and provides exercises for the most commonly used features. The guide is designed for end users who are using their browsers to view documents, via web page links, that were processed and cached through the ProjectDox server. The ProjectDox Visualization Tool allows users to view, zoom, pan, rotate, measure, annotate, and redact documents and images quickly and easily. APPENDIX C EPERMITS SYSTEM USE REQUIREMENTS This document contains information regarding component installation, disabling pop-up blockers, and troubleshooting. This guide is intended for use by all users and departments. APPENDIX D VISTA & WINDOWS 7 INSTALL INSTRUCTIONS 1. On Windows 7 make sure UAC is turned all the way off first and reboot. 2. Sign in with an administrator account of course for the installation process. 3. Go to this website and make sure you have no popup blockers turned on Once there just click on Install epermits (ProjcetDox) Components as shown here and go through everything till it completes. 4. Once done log into the software using the username techs@kissimmee.org and use the admin password you use on pcs when setting up. If still not sure just use the Forgot your password link and you will see an come in if you are part of the tech group to receive to reset it. 5. Once you are in the software and logged in then go to the ProjectDox Portal. 6. Click on one of the guides in the epermits User Guides and it will also want one other piece installed so let it through and make sure you can get into the document. 7. If you can read document then that is it and you are done. You can turn UAC back to where it is if you like and now the user can login and use the program but still make sure they don t have popup blocker turned on in their profile or it will not make them login. APPENDIX E FREQUENTLY ASKED QUESTIONS Q. What is epermits? Applicant User s Guide epermits Review 32 City of Kissimmee, Florida Version 2-10/01/2013

33 A. epermits is a web-based electronic plan and document workflow solution that allows citizens and City staff to initiate and complete the building permit plan submission, review and approval process on-line as opposed to a manual in-person and paper-based process. Q. How Does epermits Work? A. When an Applicant (architect, engineer, contractor, home owner, business owner or agent) submits a building permit application requiring drawings, epermits will invite the Applicant s architect and/or agent by to upload the electronic drawings and all relevant documents. City review staff will then have simultaneous access to review the plans and note any corrections directly on the plans to afford absolute clarity. The Applicant is notified of the correction and the updated plans are electronically resubmitted to the City. When the plans are in order, all fees are paid and a permit issued, the Applicant can download the approved stamped plans. At that time, the plans are to be printed by the Applicant to start construction with subsequent inspections to follow. Q. What Technology Do I Need to Use epermits? A. As a web-based system, all the epermits requires is an Internet Explorer Version 6 or greater browser running on a Windows operating system. Q. What are business hours of epermits? A. epermits can be accessed at anytime and anywhere. Q. What is the cost to use epermits? A. The epermits services is absolutely free. Fees for building permit plan review and applicable mobility and transportation related impact fees still apply. Q. Is epermits a secure web application? A. Yes. epermits also utilizes the same browser security deployed by on-line banking sites. Q. How does epermits treat plans and documents? A. Plan and document files that are uploaded into epermits are published immediately into a screen rendition format that is used throughout the review and approval process. The plan files themselves, once published, are archived away in order to ensure they are never altered or modified in any way. All red-lines, markups and annotations applied to the plan file renditions occur on virtual layers in epermits. This means plans and comments can be managed effectively for specific operations useful for streamlining the review process. Q. How do citizens access epermits? A. Citizens MUST be invited to use epermits. When the Applicant receives an epermits project invitation via from the City, the contains a temporary password that is used to log in. The Applicant must then change the temporary password to a permanent one. The Applicant is only allowed to view and access the projects belonging to his/her identity, and many of the epermit features are disabled to ensure that the citizen cannot, either on purpose or by accident, adversely affect the review process by adding or deleting a file. For example, the Applicant User s Guide epermits Review 33 City of Kissimmee, Florida Version 2-10/01/2013

34 Applicant s ability to access a particular folder or view, print or download files will be suspended depending on the status of the workflow. Citizens can be notified automatically via from epermits when the review process requires their attention and participation. Q. Who can view my project? A. Only the Applicant and City review staff can view a project. Q. How does epermits benefit our departments and our community? A. First, epermits helps reduce and eliminate the cost of paper. Not just the paper itself, but the cost to print blueprints and documents lots of them which can cost tens and even hundreds of thousands of dollars on big projects. Then there is the cost to deliver paper plans, multiple times to the City. There are also costs to store paper plans, as well as retrieve them. Paper plans and documents can be damaged or lost. Also, most paper comes from trees. Using lots of paper does not help the forest or the air quality. epermits helps to keep the trees and get rid of paper where it is not needed. Second, epermits helps improve customer service. Instead of driving to City Hall and standing in line, customers can upload plans and documents anytime of the day or night, from anywhere that has internet access. They can get review status updates online as well. The approval process goes faster, too up to 80% faster which all stakeholders want to achieve. Third, epermits help people work together better than ever before. The automated workflow, collaboration and view and markup tools in epermits improved and clarify communication between everyone working on a project. Each epermit activity is logged, so the facts are always ready for those that need them. Work is streamlined and made more efficient without changing what people like about their jobs. Also, because the department works with digital files instead of paper, the electronic plans can be used instantly by emergency first responders and disaster preparedness and recovery personnel from local, state and federals agencies, should the need arise. Q. What if I don t have a computer? A. We currently accept permit applications over the counter at the Building Division. However, submittal of paper plans and documents will not be accepted and must be submitted in electronic form. Q. What type of permits can be filed using epermits? A. At this time, the City has a limited amount of permit types that can be filed using epermits. Those types are for Single Family, Multi-Family and Commercial plan submittals. At a future date, every type of permit will be able to use epermits. Until then all other Traditional type permit types must be submitted at the Building Division. Q. Why are only some projects eligible for online permits? Applicant User s Guide epermits Review 34 City of Kissimmee, Florida Version 2-10/01/2013

35 A. The Florida Building Code exempts plan review on certain permits and we are currently set-up to receive only certain permit types electronically, but will be adding more in the future. Q. How long should I wait to receive an for my project invitation? A. Prescreening review of all applications should be processed within 1 business day. If you do not receive an within this timeline, please check your spam or junk folder. If the is not there, please contact the Development Services Department Building Division at (407) or epermithelp@kissimmee.org. Q. I didn t receive my epermits invitation. A. If you did not receive an invitation to upload your plans and documents, please contact the Development Services Department Building Division at (407) or epermithelp@kissimmee.org. Please note: Depending on the time and day the application was submitted, it could be the next business day before the epermits invitation is generated. Please remember your application must be reviewed and accepted first. This prescreening should occur within 1 business day from the receipt of the application. If it has been longer than 1 business day from the receipt of the application, check your junk or spam folder. If not present, please contact the City Permit Coordinator. The invitation will be resent to the address listed for the project contact. Q. Why do I have to sign my projects electronically with PEDDS? A. Florida Statutes and Florida Administrative Code require architects and engineers to sign and seal plans and documents submitted for public records. There are specific provisions for electronic signatures within the Rules and Regulations. Architects and Engineers are responsible to meet the rules. For more information, please refer to the State of Florida webpage: Q. Where do I find the applications? A. Application forms for each application type is available online at the City of Kissimmee website ( or at the Building Division located in City Hall. Q. How can I check the status of my review? A. The status of your review can be accessed under Reports, click the report for Department Review Status. Q. Can I track the plan review progress? A. As the Applicant you will have access to the website and can track real-time progress of the plan review. Even though a correction submittal is not accepted until the review is complete you are encouraged to track these comments and start assembling the corrected documents and requested information. Q. Can my subcontractor submit a correction? Applicant User s Guide epermits Review 35 City of Kissimmee, Florida Version 2-10/01/2013

36 A. Anyone can submit permit documents but a complete response to comments from a plan review cycle is required at one time. Incomplete responses from individuals other than the Applicant will not be accepted. Once another plan review cycle starts, no additional documents will be accepted for that review cycle, so it is important that the response is complete. Q. Can I submit corrections on-line if the initial application was brought in over the counter. A. Yes, you use the epermits username and password sent to your address. If you are submitting architectural signed, sealed plans then the Applicant must encrypt them using the PEDDS format. Please do not go to the City website and create another application. We would then need to revoke the newly created application and move the documents, delaying the process. Q. Can I start work before the permit is issued? A. No. However an early construction request can be made through the Building Division that may allow minimal work to be conducted. Q. Who can help me if I have questions or need assistance? A. Please refer to our Applicant User Guide, Applicant User Video or this FAQ page. If you still cannot resolve your question, please contact the Development Services Department Building Division at (407) or epermithelp@kissimmee.org. Q. I have installed epermit Components and I am still having problems when viewing files. I am a Windows 7 or Vista user. How can I resolve the problem? A. For Windows Vista and 7 users, the UAC (Use Account Control) must be turned off prior to epermit Component Installation. This in turn disables IE8 protected mode and will allow the installation components. You will need to do the following to do a clean uninstall and install: Turn off UAC first. Remove ALL epermit components from the machine. Using Control Panel (in classic view)->program Features, if there is anything involving epermits listed, remove it. In Internet Explorer (Internet Options->Browser History->Settings->View Objects remove anything Brava, epermits, or Xupload). After the above is completed, delete these directories using windows explorer: o For Windows Vista Documents and Settings->Your User Account->IGC Program Files->Avolve->Components o For Windows 7 Users->Your User Account->IGC Program Files->Avolve->Components Program Files (x86)->avolve->components Log back into the epermits (ProjectDox) website ( and reinstall the epermits Component. Applicant User s Guide epermits Review 36 City of Kissimmee, Florida Version 2-10/01/2013

37 See allow ProjectDox Component Installation section in the Applicant User Guide for more details. Q. General Contact information. A. Development Services Building Division 101 N Church St., Suite 120 Kissimmee, FL Fax Counter Hours: 8a.m. to 4 p.m. Monday-Friday Online Permit Applications Contact: Dona Presswood Permit Coordinator dpresswo@kissimmee.org APPENDIX F - DEFINITIONS Administrator: The chief of the division or their designee, capable of final approval on behalf of that division. Applicant: A person submitting an application for development, a permit, or other required approval under local code. Includes the owner of the property, subject to the application and any person designated by the owner to represent the owner. Application: the first form completed by the Applicant, available on the City s website Once filled out, the appropriate fee and application shall be submitted to the Development Services Building Division and the workflow begins. Building Reviewer: Building Division reviewer who is tasked with the review of the project. Permit Coordinator: A City staff member who manages the entire intake process, working as a middle-person between the Applicant and City staff. eform: Formerly paper, eforms are web-based electronic forms used throughout the plans review process and include, but are not limited to, applications, checklists, transmittal, approval and procedural forms. Selected Department Reviewer: Individual reviewers from various departments who are tasked with the review of the project. Task: Applicants and review staff alike will receive tasks (usually accompanied with a notification ) when the epermits workflow reaches points when action is required by that particular participant. Tasks include, but are not limited to, filling out forms and checklists, verifying information, uploading documents, and reviewing documents. Applicant User s Guide epermits Review 37 City of Kissimmee, Florida Version 2-10/01/2013

38 Workflow: The process which any project must go through from initial application request to approval and original signature. Within the main workflow, there are smaller workflows for each component in the process (intake, review, developer s agreements, planning board, originals, etc.). Applicant User s Guide epermits Review 38 City of Kissimmee, Florida Version 2-10/01/2013

39 Electronic Plan Solutions Using ProjectDox 8.1 End-User Training Reference Guide 4835 East Cactus Road Suite 420 Scottsdale, Arizona Phone: Copyright 2012 Avolve Software Corporation. Rev ProjectDox is a registered trademark of Avolve Software Corporation.

40 ProjectDox User Training 8.1 Rev Contents About this Guide... 4 Audience USER'S REFERENCE GUIDE ProjectDox Introduction ProjectDox User Requirements Disable Popup Blockers Disable Vista UAC MSI Requirements Add as Trusted Site Logging in User Screens Notification Manager Working with Files View Project Files Sort Files Move or Copy Files Upload Files Download Files and Metadata Compare Files Check out files View File History View File with Markups Delete Files Batch Stamp and Batch Publish Files About Usage Creating and Saving Stamp Templates:

41 ProjectDox User Training 8.1 Rev Multiple Project Batch Stamping Notes: Creating Stamps: Creating Stamp Templates with Brava: Topics and Notes Topics Notes Team Mail Searching in ProjectDox ecodes Integration

42 ProjectDox User Training 8.1 Rev About this Guide This guide provides information to help end users leverage the features and functionality offered by the ProjectDox solution. The information contained within this document is accurate at the date of publication. Technical information is dynamic so please also reference the documentation shipped with the product. Audience This guide is designed for individuals using the ProjectDox end-user web interface. Advanced technical knowledge is not needed to effectively use this information guide. 4

43 ProjectDox User Training 8.1 Rev User's Reference Guide 1.1 ProjectDox Introduction Thank you for selecting Avolve Software and our ProjectDox project information management solution. ProjectDox gives your project team members the freedom to organize and collaborate as a community, so that you can manage critical project information easily and better than ever before. By using ProjectDox to create online, virtual project workspaces, you enable people from many different locations, disciplines and schedules to share the same information at the same time facilitating communication and higher productivity. Here s what ProjectDox does to enable online project information management: o All the shared project information (documents, drawings, 3D models, annotations, project , discussion threads, faxes) is centralized in one location so it becomes visible, accessible and usable by everyone who needs it o The friendly user-interface make it easy for users at all technical skill levels to leverage the power tools in ProjectDox o Permissions and roles-based security restrictions are configured and applied so that only appropriate personnel have access to project information, as well as subsets of that information o Using electronic Workflows and eforms, the flow of critical information from one person to the next is tightly controlled in order to maintain schedules and force accountability within a given process o ProjectDox enables multiple-user access to the same information at the same time, managing every session to keep document versions organized properly o Automation features make sure that when activity takes place in the workspace, those who need the updated information are informed immediately o Tools for interacting with information, such as view and markups, online discussions, and group make interacting with information timely, meaningful and productive for the whole team o Complete details of all workspace activity are recorded, comprising a complete audit trail for documents, , annotations and markups, workflows and forms, access and egress, plus much more In summary, ProjectDox web-enabled collaboration empowers the stakeholders in a project to manage information, communication, activity and resources in ways not possible by manual, conventional means. 5

44 ProjectDox User Training 8.1 Rev Quick Reference Table 6

45 ProjectDox User Training 8.1 Rev ProjectDox User Requirements This section will cover the configuration requirements that need to be met on Client machines in order for end-users to be able to view files from within ProjectDox Disable Popup Blockers ProjectDox uses pop-up windows (browser windows with no toolbars). If you login but no ProjectDox window appears, you probably have a pop-up blocker installed that is preventing the main project window from opening. You need to disable pop-up blocking for the ProjectDox site (pop-up blockers allow you to disable pop-up blocking for specified sites) Disable Vista UAC With Vista, the User Account Control (UAC), depending on the User's Permission level and rights, may prevent the user from being able to perform some functions with the ProjectDox Brava! Enterprise Client: o During installation, UAC (if on) can prevent the Brava Client from being installed as UAC blocks the user's ability to write files being downloaded by the browser (Internet Explorer). o With the Brava Viewer installed, UAC (if on) can prevent the Brava Viewer from saving/writing files to the local file system. o During Brava's client side loading/processing, UAC (if on) can prevent Brava's client side loading/processing by preventing the Brava Viewer from writing the temporary output CDL files to the user's temp directory. To turn off UAC: 1. From the Control Panel, open User Accounts. 2. Click the Turn User Account Control on or off link. 3. In the Turn on User Account Control (UAC) to make your computer more secure options screen, un-check Use User Account Control (UAC) to help protect your computer check box. 4. Click OK and restart the system. Note: The User's permissions level/rights will affect how the UAC works. 7

46 ProjectDox User Training 8.1 Rev MSI Requirements The MSI installer for the ActiveXcontrols can be pushed to the clients by the Network Administrator. ProjectDoxComponents.msi is located in.\projectdox\resources\clientcomponents\en and can be distributed using your corporate standard process. The link to this MSI file is available from the login screen or the network administrator can determine how the MSI can be launched for his group. Windows7 Specific note: If your administrator is pushing the ProjectDox Components MSI to your machine, they must add your customer specific URL to the IE trusted sites in their script Add as Trusted Site Internet Explore Security settings: Provided the user has the underlying permissions and rights, the Brava Viewer may install without an administrator deploying the Brava Client MSI install package. Add the site to the trusted site list as described in the following section. On the Trusted Sites Security level settings, set the Zone to Medium or Lower (assuming you're using the default settings for the zone). Make sure the Enable Protected Mode is not checked. Select OK in the Internet Options Control Panel and restart IE Access the ProjectDox website and attempt to open the file using Brava. The Brava Viewer should now install. Adding ProjectDox as a Trusted Site: You will need to set your browser security setting to a minimum level that allows certain ProjectDox technologies to function. There are two ways to achieve this. The easiest is to add the ProjectDox site to the list of Trusted Sites of your Internet browser. For IE, follow the steps below: 1. Click on the Tools menu and select Internet Options 2. In the Internet Options dialog box, click the Security tab 3. In the Security tab, click the Trusted Sites icon and then the Sites... button 8

47 ProjectDox User Training 8.1 Rev Type in the main URL for the site you are trying to view, for example: 5. Click the Add button to add the site to the list. 6. Close all open dialogs by clicking OK. The second option is to enable only the needed technologies without marking the entire site as trusted. Based on the Default Security Level as "High" in Internet Explorer, follow these steps: 1. Click on the Tools menu and choose Internet Options. 2. In the Internet Options dialog box, click the Security tab. 3. In the Security tab, click the Internet icon. If the web site is on your Intranet, click the Local Intranet icon instead. 4. Click on the Custom Level... button. 5. In the Security Settings option list, enable the following options: Run components signed with Authenticode Download signed ActiveX controls Run ActiveX controls and plug-ins Script ActiveX controls marked safe for scripting File download Active scripting 6. Click the OK buttons to close the settings dialogs. Restarting IE is not necessary. The "Download signed ActiveX controls" option is only needed for the first visit to the site. If so desired, it can be disabled again after the viewer has automatically installed on the first view of a document on the site. The "File download" option only needs to be enabled, if the web site offers downloading of original documents. 1.3 Logging in When you have been invited to a project, you will receive an containing your login information and information about the project, including a link to the project. 1. Click the Project Access link in your invitation At the login screen, enter your address and the temporary password provided in the Invite into the login screen. If you have logged in at least once and forget your password, it can be resent to your address by clicking Forgot your password? link. 9

48 ProjectDox User Training 8.1 Rev Notes: o ProjectDox uses pop-up windows (browser windows with no toolbars). If you login but no ProjectDox window appears, you probably have a pop-up blocker installed that is preventing the main project window from opening. You need to disable pop-up blocking for the ProjectDox site (pop-up blockers allow you to disable pop-up blocking for specified sites). o The login page now has an MSI (Microsoft Silent Install) link for quick and easy downloading and installation of all necessary ProjectDox ActiveX controls. Click the Install ProjectDox Components link. Alternatively, the network administrator can distribute the MSI via any method already in place. 3. If this is the first time you have accessed the ProjectDox site, the user Profile screen displays. You can change your password and enter your user information (required fields display with colored highlight). Passwords are encrypted and you are prompted for a question and answer password hint. You can access this screen again at any time by clicking the Profile button in the main ProjectDox button bar. Click Save when you are finished. 4. For the 'Stamps' path, browse to the directory where your Brava StampImages folder has been defined. This can be any directory on a local or shared network path. Select any stamp (jpg or png file) in the directory to set the default folder location for use with the Brava Viewer "Insert Raster Image" markup tool. 10

49 ProjectDox User Training 8.1 Rev When you have successfully logged into ProjectDox, the Projects screen displays. Any projects for which you have access will display in this list. Any outstanding tasks that require your action are displayed in the Task List area below the project list (with a Workflow option enabled only). 11

50 ProjectDox User Training 8.1 Rev In this screen you can access project files, view project information, view topics and notes associated with a project, send Team Mail to other members of the project, view the project status and project owner. Note: The edit project icon is available only if you have Invite, Manage Users and/or Manage Folders permissions. The Create Project button will only display if you have Project Creation Rights (PCR). You won t see the View Archived Projects button unless you are a SA, and the Manage Orders button is available only with Manage Orders permission. 1.4 User Screens Select a project from the Active Projects list. You will first see the Project information screen, showing any folders you have access to and the overall project information. Most project information is displayed in the main project screen until a file is selected for viewing. 12

51 ProjectDox User Training 8.1 Rev Project Administrators (and users if permitted) can add files and folders to the main project folder. Following each folder name are numbers indicating how many files currently exist in the folder and how many of those files are considered to be new. The System Administrator can determine how many days old a file can be to be considered new. 1. Select a folder containing files (you may need to expand parent folders to find a folder with files). The folder list is replaced by thumbnail images of each file contained in the folder. Under each thumbnail, the file name, author, upload date, file size, and any relevant file icons display. These icons are discussed under Working with Files. 2. To return to the folder view, click the View Folders button. 13

52 ProjectDox User Training 8.1 Rev Notification Manager You can subscribe to individual project folders through the Subscription Manager. Access this through the Notification icon following each folder. If you do not see the icon for each folder, click the Show Notification icon next to the Expand Collapse links at the top of the View Folder pane. 14

53 ProjectDox User Training 8.1 Rev Click the Notification icon for the folder you wish to subscribe. The Subscription Manager screen displays. To receive notification s for the entire projects, select the Notification icon for the top folder and make sure you check the option to Cascade down entire folder tree from the Subscription Manager window. 2. Choose your Notification Event preferences. Subscribed users are sent notification s whenever one of the selected event options occurs within the subscribed folder or directory tree (except a user will not be automatically notified of their own activity). 15

54 ProjectDox User Training 8.1 Rev Select the Cascade down entire folder tree radio button to subscribe to all subfolders of the current folder. 4. Click the Save button. You can update your subscription preferences at any time by clicking the preferred subscription manager icon, selecting different options, then clicking Save. The Notification icon changes color (to green) when notification has been assigned. If notification cascades on a folder level, a plus sign displays on the icon (shown below). If notification was inherited from a folder up the hierarchy, then a minus sign displays on the folder s icon. To unsubscribe to all notification events, click Unsubscribe All. This will unsubscribe you from the selected folder and the subscription icon will again appear red. 1.5 Working with Files View Project Files To view a project file, simply enter a project folder and click on the file name or thumbnail image. The file will launch in the Brava ActiveX viewer or Flash viewer (depending on which has been set up by your administrator). 16

55 ProjectDox User Training 8.1 Rev By default, Brava viewer displays in the right pane of the ProjectDox window. To launch it in a separate browser window, click the radio button above the file list. You can switch it back at any time by clicking the radio button. You can use the +/- icons to expand and collapse the file information to just display the filename. The top +/- icons control all files, or you can collapse each file individually with its own icon. For help using the view and markup features of the Brava viewer, click the help button the viewer to launch a separate online help window. of Sort Files When viewing file list (thumbnails) for a folder, you can quickly sort the order of files by criteria offered in the Current Sort drop down list. This sort order is only a temporary view and the order will revert back to the default file order set by the project manager. You can expand and collapse each file information panel individually by clicking the + - sign above each thumbnail image, or you can expand or collapse all file information panels by using the + - icons below the View Folders button. Right-clicking on the thumbnail image will copy a link to the file to the user s clipboard. The link can be pasted into an message or Team Mail for quick access to the file. If the user is not currently logged on to ProjectDox when they click on the link then they will first be taken to the ProjectDox logon page. 17

56 ProjectDox User Training 8.1 Rev Move or Copy Files If you have Project Administrator permissions, you can move and copy files from one project folder to another. 1. From the main project folder view, select the project folder containing files that you want to move or copy into another folder. 2. In the file thumbnails view, select the check boxes for each file that you want to move or copy to the same folder. You can mark all file check boxes as selected by clicking the toggle all check boxes icon above the thumbnail images. 3. Click the Move Files icon to enter Move Files mode or click the Copy Files icon to enter Copy Files Mode. 4. The folders on the right pane now display the Move Files or Copy Files icon next to each folder name. Click on the Move or Copy Files image beside the folder that you would like to move or copy the selected files to. 18

57 ProjectDox User Training 8.1 Rev Notes: o You cannot move or copy a file to a folder displaying the red icon. Folders containing a file with the same name and the originating folder will all display this icon. o Files contained in any existing Incoming/ or Incoming/Fax folders can be copied, but not moved. o Files contained in non-print Ready folders cannot be copied or moved into folders flagged as Print Ready. o The Move/Copy function will move or copy all versions of the selected file(s) o The original dates of all the metadata and markups associated with moved or copied files will remain the same as the original. o The history of all files moved or copied will be updated with the date and person who moved/copied the file Move or Copy Permissions Copy: If a user has Download permissions from the folder they are copying from and Upload permissions to the folder they are moving to, Copy is permitted. Move: Moving files is a Project Administrator function as it requires Delete permissions from the folder you are moving from and Upload permissions for the folder you are moving the files into Upload Files You can upload files to any project for which you have been granted Upload privileges. When using the check-out feature, files that have been downloaded and edited can be uploaded as a new version and are automatically checked back in. (Note that Check in/out permissions are only available if upload and download permissions are given to a folder.) 1. Select the folder where you want to upload your file. 2. Click the Upload Files button (next to View Folders). You may need to grant permission to install the ActiveX Upload Control. The best practice is to initially click the Install ProjectDox Components link on the login page to install all required ActiveX controls before you begin to work. 3. In the Upload Files area, browse to and select the files you want to upload to the current folder. The maximum size file name is limited to 70 characters. You can drag and drop files into the Upload window list if you are using Silverlight. Click the Install 19

58 ProjectDox User Training 8.1 Rev Silverlight Now link if you would like to install this framework for enhanced file uploading. (See next section) 4. Click Open to add the file path to the list of files to upload and. Note: Once the Silverlight upload control is installed, you can add files by simply opening a Windows Explorer window and using drag and drop to place the selected files into the control window. When using drag and drop to move files, the Add dialog box should be closed. 5. You can add any Custom Metadata information from the available fields. The selected metadata will be applied to all files that are being uploaded in this batch. When you are uploading a new version of a document that already exists in the ProjectDox database, you can choose to inherit any metadata that has already been applied to the files you are uploading by selecting the "Inherit metadata for versioned files" check box 6. Click the Upload button to transfer the files to the project folder. The files will publish and appear shortly in the file thumbnails screen of the folder you uploaded to, along with the name of the user doing the upload, the upload date, and file size information. 20

59 ProjectDox User Training 8.1 Rev Note: When a single CAD file containing Xrefs (reference files) is uploaded, the Xref files must be uploaded together with the main file. In addition, all of the associated Xrefs to be uploaded must reside in the same folder. Navigate to the folder where the Xrefs are stored and upload the drawing complete with references. Once all supported files have been uploaded, ProjectDox will publish and display this file in the project folder as a single file. In addition, the Xrefs will also be uploaded as a single file. You can perform a multiple file upload of CAD files containing Xrefs if there are no nested Xref files associated (they will be ignored). 7. When the Upload Notification feature is enabled in ProjectDox, you will have the option to send a Notification to other members of the Project by clicking on the Notify Project Members button in the upload complete window. If you choose to send a notification, only Project Groups and Users that have permission to the uploaded folder will appear in the Notification to choose from as the recipients of the message. This prevents users that do not have access to the folder from receiving an Upload Notification to a folder that they do not have access to view Silverlight Uploader The Silverlight Uploader provides an enhanced file upload utility that can be used in place of the standard ProjectDox uploader. It allows you to drag and drop files into the Upload window list, upload multiple files at once, and upload a URL. To install* and use Silverlight for uploading files: 1. Click the Install Silverlight Now link in the Upload Files screen. 2. Click RUN on the Silverlight file installation dialogs and then click Install Now on the Install Silverlight screen. The files will install and the uploader will launch for immediate usage. 21

60 ProjectDox User Training 8.1 Rev Click the Browse button to locate and select the files you would like to upload to the current folder and click Open. Select to Add more files, or click Upload to upload your current list. 22

61 ProjectDox User Training 8.1 Rev You can also upload a URL (up to 255 characters long) to a project folder using the Silverlight Uploader: a. In the URL Display Name field, enter the name as you would like it to display in the file panel and then type the web address (e.g., or avolvesoftware.com) in the URL text field. b. Click Upload URL to complete your URL upload. The Internet document icon will appear in place of the file thumbnail in the file panel. *Silverlight on Macintosh Requirements Notes If you are installing Silverlight on a Macintosh system, the following requirements must be met: Silverlight versions after 1.0 run only on Intel processor based Macintosh (not PCC processor) Mac System requirements for Silverlight 5 - Macintosh OS (Intel-based), Browsers supported: Firefox 3.6+ and Safari 4+ Mac System requirements for Silverlight 4 - Macintosh OS (Intel-based), Browsers supported: Firefox 3+ and Safari Download Files and Metadata If you have download privileges, you can download a source file by clicking the the desired file. icon next to Remember that you will need the source application or a viewing utility such as Brava! Desktop installed locally to view the file. To download a group of files, select the check box for each file you wish to download and click the Download Checked Files icon at the top of the thumbnails panel. Clicking the top check box marks all files (in groups of 20) for the selected action. For example, select the top check box and a check will appear in all visible thumbnail check boxes. Note that if a folder is very large, you must scroll down and continue to select all files in groups of 20 until all files in the folder are marked. 23

62 ProjectDox User Training 8.1 Rev Clicking the Download Checked Files icon will then download all selected files in that folder (although you can first individually deselect any that you don t want to download). When selecting multiple files for download, the download itself will transfer as a single.zip which you will need to uncompress. On the right panel, you can view the zip file size and are offered the opportunity to delete the zip package out of the temp folder on the server Downloading Metadata You can use the download metadata for selected files button to download just the metadata for one or more files. The list of selected files will be presented in the Download Metadata screen where you may select export options. Use the Save button to preserve your preferences for all selected files. Once you have selected your Export Options, the metadata file can be exported to any format listed in the File Type drop down, including CSV, DOC, HTML, XML, XLS, or Office XML. Click Download Metadata to export the data to the specified file type. 24

63 ProjectDox User Training 8.1 Rev Compare Files You can select two file versions contained in the thumbnails list and open them for comparison. 1. Select the two files you would like to view in Compare mode and click the Compare button. 2. Brava launches in Compare mode, with side by side as the default view. The files will always display from oldest to newest version, with the oldest in the far left position. Two versions of the files can be compared by overlay, side by side, added or deleted information only, and more from the drop down list of the Compare toolbar. In overlay view, the older file displays in red and the newer file displays in green for easy identification (unchanged areas display in grey). Please view the Brava Viewer online help file for assistance in using the compare file and the compare alignment tools Check out files One or more files can be checked out in the file thumbnail pane by users who have been granted upload/download permissions. 25

64 ProjectDox User Training 8.1 Rev Once checked out, the files cannot be downloaded or versioned by anyone else except the person who has them checked out. The check out can be un-done by the person who checked out the document, a Project Administrator, or a System Administrator. Only the person who checked out the document, however, can check it back in by uploading a newer version of the document To check out/in a single file: 1. Navigate to a project folder that contains the file you want to check out. 2. From the file thumbnail panel, click on the check-out icon for the file. 3. The area around the thumbnail image changes to red and the undo check-out icon is now displayed in the file details area indicating that the file is checked out and locked. 4. Click the download icon to save a copy of the file you just checked out on your machine to make the desired updates. 5. When you have finished editing the document and have saved your changes, click the Upload Files button in the file thumbnail panel where you have the file checked out. 6. Browse to the folder where you saved the new version and click the Upload Now button. The resulting window displays the file name in blue, indicating that it has been uploaded as a revision of a current document in that folder. 7. When viewing the uploaded file version in the thumbnail panel, the version information displays and the file is automatically checked in (the check-out icon now displays) To check out/in multiple files: 1. Navigate to a project folder that contains the files you want to check out. 2. In the thumbnail panel, select the check boxes for the specific files. 3. From the top of the panel, click on the icon to check out all selected files. Note that if one or more files you selected are already checked out, clicking this will undo the checkout of those files. 4. The area around the checked out thumbnail images changes to red and the locked icon is now displayed in the file details area for each file that is now checked out. Whenever you see this icon, moving your mouse cursor over the icon (Tool Tip) will show you the name of the person that has the file checked out 5. Select the check boxes for the specific files you want to download and edit. 26 icon

65 ProjectDox User Training 8.1 Rev Click the download icon to save a copy of the selected files on your machine to make the desired updates. 7. When you have finished editing the documents and have saved your changes, click the Upload Files button in the file thumbnail panel where you have the files checked out. 8. Browse to the folder where you saved the new versions and click the Upload Now button. The resulting window displays the file names in blue, indicating that each has been uploaded as a revision of a current document in that folder. 9. When viewing the uploaded file version in the thumbnail panel, the version information displays and the file is automatically checked in (the check-out icon now displays beside each file revision you uploaded) View File History The File History icon reveals a document's file details, versioning, and history through three tabs (Main, History, and Workflow). 27

66 ProjectDox User Training 8.1 Rev To view a file s history: 1. Click the history icon. 3. The Main, History, and Workflow (if enabled) tabs shows information about the selected file. 4. To view the file history of a specific version's, if more than one version is available, click on the version number from the Go to Version selections. 5. The Main tab lists the file's details, which are editable by Administrators only. 6. The History tab lists all activity for the file including the event (such as viewed, downloaded, markup up, etc.), the name of the user performing the event, and date the event occurred. Note that the batch publish event displays in the history for the original file only. The resulting stamped files just show upload information. 7. From the Workflow tab, you can click on a Workflow Name to view a detailed history of the workflow package. A workflow is active if a checkmark icon is listed in the Active column. This tab is only present when the Workflow and eform module is installed. 8. To view the file in the Brava Viewer, click the thumbnail image contained in the upper left corner of the view history screen (or click the file name link in the Main or History tab). If markups are associated with the file, the markups present icon will be available above the thumbnail image. You can also download the file to your system if the download icon is present. 9. If multiple versions exist for the file, you can select to view the history tab in Standard 28

67 ProjectDox User Training 8.1 Rev or Compare Mode. Click Compare Mode to view the available versions as thumbnails. Select the check boxes for two of the versions you would like to compare and click Compare to view the two files in Compare mode in Brava ActiveX Viewer View File with Markups If the markup exists indicator is present, you can launch the file with the desired markups overlaid. 1. Click the markups icon. The View Markup List screen appears showing all associated markups. 2. Click View to view one or more markup files in Brava with the markups overlaid for 29

68 ProjectDox User Training 8.1 Rev review only. You can select individual markups for view or edit, or use the Select All for View button to populate all of the View markup check boxes. 3. Click Edit to view the file in Brava and open the markup for editing. Only one markup may be selected for edit. The Edit and Delete columns will only be seen if you have markup Create and Delete privileges. 4. Click the View/Edit button to launch your selected markup layers in the ProjectDox viewer along with the associated file Delete Files If you have Delete privileges, you will see the Delete Icon for each file. Click the icon to delete the file, and then click Yes in the confirmation dialog box. To delete a group of files, select the check box for each file you want to delete and click the Delete Checked Files icon located at the top of the thumbnails panel. (Note that files that contain markups cannot be deleted, regardless of the delete permission, unless this option has been overridden by an Administrator in Web.config or the Admin Configuration screen). 1.6 Batch Stamp and Batch Publish Files About Batch Stamp: The Batch Stamp feature allows a user that has been granted permissions by the System Administrator (SA) to select multiple files from a single folder or from multiple folders and send them to be processed and converted from their native format to PDF, TIFF or DWF. Additionally, a raster stamp (JPEG or PNG) or Dynamic Stamp may be applied to the files. The files, once created and stamped, will be automatically uploaded back into ProjectDox in the folder specified in the batch job. Batch Publish: When using the Batch Stamp feature, you have the option of inserting a raster or dynamic stamp. If you choose not to use stamps, this feature is simply a Batch Publishing function. Permissions: Only users that have been granted permissions by a systems administrator (SA) will be allowed to batch stamp or batch publish. If this permission is enabled, you will have access to all the batch stamp templates, stamps and dynamic stamps. Additionally you will need to have upload permissions on the destination folder (the location where the batch processed file will go). 30

69 ProjectDox User Training 8.1 Rev Usage From the project's thumbnails page, use the thumbnail image check boxes to select the files you want to batch stamp or publish. 1. Select the batch stamp icon. The Batch Stamp options page appears in the right frame of ProjectDox. 2. You can enter your options and select a template at this time, or you can go to any folder in the current project and add additional files to be batch processed. 3. To add files to a batch, navigate to the project folder's file view, select the check boxes for the additional files you want to add and click. The Selected file list is updated to include the additional files. You can remove any file from the list before processing by clicking the red X next to the file name. 4. To process files through the Basic tab, simply select a template from the drop down and click the Process Batch button. This action will (optionally) apply the stamp to each selected document and output to the format and directory specified in the saved template Creating and Saving Stamp Templates: 1. To create and save new templates, or to apply Saved Templates with variations, use the Advanced tab of the Batch Stamp Options panel. 2. Select a saved template to use, or type in a Template Name to begin a new template. 3. In the Output File Type field, select which format to use as your output format for all selected files. Available choices include PDF, TIFF, or DWF. 4. In the Destination Folder area, select the check box for the directory where you would like the published output files to be placed, or enter a valid output directory. (See Multiple Project Batch Stamping Notes below) 5. In the Burn in Markups area, select whether to permanently overlay any existing markups on the selected files. Once burned in, markups cannot be removed from the published rendition of the file. 6. In the Inherit Metatdata area, select whether to apply the metadata from the originating file and apply to all output files of the batch. 7. In the Where to place Stamp field, select an area of the document from the drop down. The selected stamp will be published on all output files in the page location specified. 8. In the Pages to Stamp area, select which pages of the document to place a stamp. Available choices are First, Last, First and Last, or All. 9. In the Select Stamp area, you can optionally apply a markup stamp to all of your 31

70 ProjectDox User Training 8.1 Rev processed documents. The stamps listed in this dropdown have been created by a System Administrator using the Brava Viewer's Stamp Template tool. Stamps can contain dynamic text (table of tokens that can be used in these text strings is listed below). 10. When all options have been selected, you can use the Save Template button to save your options as a new template that will become available in the Select Templates drop down list for future batch processing. 11. When you are ready to process the batch with the specified options, click the Process Batch button. A rendition of the files will be created in the specified output format and placed in the chosen output directory. A link to that output directory appears in place of the batch options screens allowing you to quickly navigate to that folder and view the output files. Note that the files may need some time to process and may not be immediately available for viewing. 32

71 ProjectDox User Training 8.1 Rev Multiple Project Batch Stamping Notes: o Templates are NOT project specific. They are, however, set up for output to a target directory. If the directory is unique to the project, then the files are deposited into this folder. If the folder is not unique, or if the folder does not exist, then you will be prompted to choose a valid directory. You can always choose a valid destination directory by checking one in the directory listing. o Files can be stamped across projects. The final destination project for the stamped files is the last project you accessed before going to the batch stamp options page. 33

72 1.6.5 Creating Stamps: ProjectDox User Training 8.1 Rev Raster stamps (JPG, BMP, or PNG images) must be loaded to the server in a location available to the Job Processor. The image should be created in the desired size and off set of the image. ProjectDox will not scale the image. If the image is created at 2 inches by 2 inches, it will be placed at that size on either a 36 X 48 sheet or an 8.5 X 11 sheet. Dynamic stamps are stored in the database accessible to permitted users. Any user with "Stamp" permissions can create a dynamic stamp through the Brava Viewer's Stamp Template feature. Once created, any user with the "Stamp" permission may select and use a dynamic stamp on a document. Only users with the "Stamp" permission (applied in Admin Users) can apply a stamp to a number of documents at one time. This is referred to as "Batch Stamp". Note that if your ProjectDox site does not use the Batch Stamp module, then the Stamp Template feature is only available to System Administrators to create and use dynamic stamps as a markup layer to the files. The information in the next section is contained in the Brava online help file and is provided to assist you in creating dynamic stamps with Brava. Please refer to the Brava online help file for additional information. What makes a dynamic stamp dynamic is the ability to use special keywords or "Tokens" that update the markup text fields automatically. Dynamic Stamp Tokens: The following are all the replacement tokens that can be used with Brava Dynamic Stamps: PROJECT TOKENS FILE OWNER TOKENS USER TOKENS %ProjectName %ProjectID %ProjectDescription %ProjectStatus %ProjectLocation %ProjectContact %Project %ProjectCellPhone %ProjectPager %ProjectSourcePath %ProjectPublishPath %ProjectURL %ProjectCreateDate %ProjectEndDate %Date %Time %OwnerUserID %OwnerUserName %OwnerCompany %OwnerTitle %OwnerAddress1 %OwnerAddress2 %OwnerCity %OwnerState %OwnerCountry %OwnerZipCode %OwnerWorkPhone %OwnerCellPhone %OwnerPager %OwnerFax %Owner %OwnerLastLogin %OwnerSignupDate 34 %UserID %UserName %Company %Title %Address1 %Address2 %City %State %Country %ZipCode %WorkPhone %CellPhone %Pager %Fax % %LastLogin %SignupDate

73 ProjectDox User Training 8.1 Rev %OwnerUserLanguage %UserLanguage FILE TOKENS FILE METADATA USER METADATA %FileID %FileAuthorID %FileName %FileSize %FileSourcePath %FilePublishPath %FilePublishURL %FileUploadDate %FileVersion %FileSheetSize %FileSquareFeet %FileFriendlyPath %FileErrorCode %FileErrorMessage FOLDER TOKENS %FolderID %FolderParentID %FolderName %FolderSourcePath %FolderPublishPath %FolderCreateDate %FileMetadata1 %FileMetadata2 %FileMetadata3 %FileMetadata4 %FileMetadata5 %FileMetadata6 %FileMetadata7 %FileMetadata8 %FileMetadata9 %FileMetadata10 %FileMetadata11 %FileMetadata12 %FileMetadata13 %FileMetadata14 %FileMetadata15 %FileMetadata16 %FileMetadata17 %FileMetadata18 %FileMetadata19 %FileMetadata20 %FileMetadata21 %FileMetadata22 %FileMetadata23 %FileMetadata24 %FileMetadata25 %UserMetadata1 %UserMetadata2 %UserMetadata3 %UserMetadata4 %UserMetadata5 %UserMetadata6 %UserMetadata7 %UserMetadata8 %UserMetadata9 %UserMetadata10 %UserMetadata11 %UserMetadata12 %UserMetadata13 %UserMetadata14 %UserMetadata15 %UserMetadata16 %UserMetadata17 %UserMetadata18 %UserMetadata19 %UserMetadata20 %UserMetadata21 %UserMetadata22 %UserMetadata23 %UserMetadata24 %UserMetadata Creating Stamp Templates with Brava A Stamp Template is a group of markup entities, defined by an author as a "stamp". The template can contain any of the available markup entities, including dynamic text (similar to banner strings) that update when a user adds the stamp to a markup layer that is open for edit. To create a New Stamp Template: 1. In Brava, open a document to use as a reference in regard to size and shape of the stamp template you wish to create. 2. Verify that you are on page 1 of the document. 3. Click on the toolbar. Select Stamp Templates -> New. (Note: If the option is not available, see notes below about permissions.) 35

74 ProjectDox User Training 8.1 Rev The Markup toolbar opens. Use the available markup tools (see note) to create a group of one or more entities and/or raster images that will be saved as a single stamp template. You can use Tags in your stamp's markup text that will dynamically update to the tag's value when in use. o Note that the following markup tools are not available for use with the stamp tool: Changemarks, redactups, hyperlinks, and edit text group. 5. To save the group as a stamp template, click and select Stamp Templates -> Save or Save As. 6. Enter a name for the new template and click OK. The template is saved to the server's list of available stamp templates (by default C:\Program Files\IGC\Brava!\Brava! Server\stamptemplates) that users may summon when inserting a stamp into an editable markup layer. A newly created or updated stamp becomes immediately available to an end user when he accesses the server folder through the markup stamp Browse button. Note: Stamp templates created in one file format (such as PDF) should only be applied to files of the same format type or the stamp may not be applied with the correct scaling for the file format. It is recommended that you append the file type to the name of the stamp template, for example, a template created on a PDF document might be named template1_pdf.xsp. 7. To exit Stamp Template mode, select ->Stamp Templates->Close. To Edit an existing Stamp Template: 1. Open the file on which the original Stamp Template that you wish to edit was created. Stamp templates should be edited against the same document each time. 2. Click on the toolbar and select Stamp Templates -> Open 3. Choose a Name in the "Open Stamp Templates" list box and click OK. The template opens at the same coordinates as when it was last saved. 4. You can edit the individual elements of the template as any other markup file by adding, deleting, moving, and copying markup entities. (Note that you cannot copy markup entities to other pages of the document. The template must be created only on page 1.) 5. When finished editing, select - > Stamp Templates->Save to save the template with the same name. Select Save As if you would like to save the template with a different name. 36

75 ProjectDox User Training 8.1 Rev Stamp template notes: o o o o o When a new or existing stamp template is open for edit, the Save Markup menu items are disabled. In addition, the following markup tools are not available and cannot be used when creating stamp templates: Changemarks, redaction tools, Place Stamp, hyperlink, and edit text tools. A group of entities can only be saved as a stamp template that was created on the first page of the current file. After saving a template that contains dynamic tags, you should verify that the template works as expected by opening up another browser session, loading a file, and creating a new markup layer that includes the stamp to be tested. The stamp template feature may not be available if your administrator has disabled this feature through its optional parameter EnableMarkupStampTemplate. Stamp authoring can be disabled separately from stamp usage. If this feature (stamp authoring) is disabled, you will still be allowed to use the stamps (available from the markup toolbar Insert Stamp tool) that a user with more privileges creates. 1.7 Topics and Notes Topics are high level categories for discussion. Notes are additional conversation threads about a particular topic. Topics and Notes exist at both the project and file level, and while they are accessed differently, they are otherwise very similar. We will discuss the file Topics and Notes below, noting differences for project Topics and Notes where applicable Topics You can create or view existing topics and notes for any file in the project, or for the project itself. 1. Rest the mouse pointer over the Topics + Notes icon next to a file thumbnail to see if any notes exist for a file. Find a file with notes. 2. Click the Topics + Notes icon to view the topics. The View Topics screen appears. Notice that the topic names end with (File: ) to remind you that you are viewing topics for files, not the project. Note: To access notes for the project, click the Notes button in the User button bar. Topics names at the project level will end with (Project: ). 37

76 ProjectDox User Training 8.1 Rev You can edit or delete any topic you created using the Edit icon and Delete icon, respectively. Project and System Administrators can edit or delete any topic. The Status column indicates whether or not a topic has been closed. The green circle in the Status category indicates that the topic is open and notes can be added or edited. The red circle indicates that the topic is closed, so no notes can be added or edited. A closed topic can be deleted by a user with sufficient permissions. Topics can be sorted by any column (Topic, Action, Status, Category, and Created date) by clicking on the desired column heading. Clicking on a column header toggles the topics from ascending to descending based on the contents of the column selected. Use the +/- buttons to expand or collapse the additional notes associated with each topic. You can use the Expand All button to view all topic notes at once Add a Topic 1. In the View Topics screen, click the Add Topic button. The Add Topic screen displays. 38

77 ProjectDox User Training 8.1 Rev Choose a Category for the topic. Topic Categories are created and maintained by the System Administrator. 3. Enter a subject (or title) for the topic and a description. 4. Click the Save button to save the topic and close the window. Use the Save and Prepare to save and close the topic and open a new Team Mail (see Team Mail) to send the note to other team members. This also places a copy in the project's Incoming/ folder when the Project's check box is selected Close a Topic 1. In the View Chosen Topic and Notes screen, expand the Close Topic drop-down. 2. Select an Action Code from the list. A confirmation dialog will appear warning that the topic will be permanently closed. This action cannot be undone. 3. Click OK. 39

78 ProjectDox User Training 8.1 Rev Topic Reports From the View Topics screen, you can view and generate reports for project and file level topics and notes. 1. Click the Reports button and select an available report from the drop-down list. 2. Select a report: o a single file contained in a project o all files contained in a project (exclude project level topics and notes) o project level only (exclude file level topics and notes) o both project level and file level topics and notes (all) 3. Click Go to view the report on screen. 4. Click the Print Report button to print the report, if desired Notes In the View Topics screen, click a topic name to view more information on that topic and any associated notes. The View Chosen Topic & Notes screen appears. 40

79 ProjectDox User Training 8.1 Rev At the View Chosen Topic & Notes screen, you can review notes, edit and delete your notes (Project and System Administrators can edit and delete any notes), add a new note, or close the topic by selecting an Action Code from the drop down list. Click the View Topics button to return to the View Topics screen. 41

80 ProjectDox User Training 8.1 Rev Add Note 1. In the View Topics & Notes screen, click the Add Note button. The Add Note to Topic screen displays. 2. Type the note message in the bottom scrolling window. 3. Click the Save button to save the note and close the window. Use the Save and Prepare to save and close the note and open a new Team Mail (see Team Mail). 1.8 Team Mail Team Mail is a convenient way to send team members updates and messages quickly. You can access Team Mail from several places in ProjectDox. 1. In the User button bar, click the Team Mail button. The Team Mail screen appears. 2. Select the All link (above the check boxes) to select all members. You can then expand and deselect any check boxes individually. Select All again to clear all check boxes. 3. Enter a Subject and message. 4. Click Send Team Mail to send your message. 42

81 ProjectDox User Training 8.1 Rev You can also access Team Mail from the Edit Topic, Edit Note, Add Topic, and Add Note screens by clicking Save and Prepare . The Subject and Message fields will be automatically populated. You can also access Team Mail by clicking the mail icon, such as at the top of the Project Info screen. 1. Select the check box for the Team Member or Project Group that you would like to send the Team Mail to. 2. Type in a subject and message text and click Send. Select the check box at the top of the form to select all team members and groups. Note that members of a Private Group will not show in the Team Mail list, but selecting the Private Group s check box will send the to its members. When you send a Team Mail, you should be able to send the to any public Project Group (regardless of permissions) as well as any individual user that is a member of the Project. The only exclusion to this rule is with Private Groups, users that are placed in Private Groups are not allowed permissions to see any other members of the Project 43

82 ProjectDox User Training 8.1 Rev Searching in ProjectDox With many users, projects and topic lists can get very large. Use the Advanced Search feature to make it easier to find the information you need. ProjectDox supports the ability to search for objects in the database. The search engine results return all objects that contain matching text in the various fields and properties, including metadata, markup text, topics and notes, folder and project names, addresses, and more. All versions of a document history can also be searched. 1. Available from the main ProjectDox toolbar, you can access the Simple and Advanced Search page by clicking. 2. For a simple search, enter your desired keywords or phrases into the search text box, select how you would like to find results, and click <Enter>). 44 (or you can hit Search allows a full, exact, and partial word searches. To search a full word, select any of the words and type the word and the search engine will give back all results where that word is found in its entirety. To search exact terms, select the exact phrase check box and type in the term exactly how you want to search for it. To search for partial words and phrases, use wildcards similar to a regular expression engine or DOS. If you are searching "any of the words", and enter wind road, you will only get results with the whole word wind or the whole word road. The search will not find "winding roads" because the whole words wind or road do not exist in either of those terms in their entirety. If you wanted to get back the result, "windy roadside", you would have to use wildcards such as wind* road*. The words DO NOT need to be next to or near each other, just contained in their entirety somewhere in the item being searched. If you don t want to search for the entire word, use a partial search with a wildcard * or?. Please see Wildcard Searches for more information. If you search with "exact phrase" selected, the words must be in the exact order and be an exact match. For example, if you search for Admin User, the results will contain "admin user", but not "Admin Users". Wildcards do not work when using exact phrase. There is no need to add double quotes to each end of the search term(s. Search is NOT case sensitive. Wildcard Characters should only be used with the any of the words option. If wildcards are used with "exact phrase" searching, unexpected results may be returned. When used with Exact phrase searching, the asterisk * can be used in place of one or more characters. The question mark? can be used to replace a single character (such as A01?.pdf). See "Wildcard Usage" below.

83 ProjectDox User Training 8.1 Rev To perform an in depth search of a project, including topics and notes, file and folder names, , and file and markup contents; Select your search criteria from the Include entities in search area. If you select one or more "Entities", ProjectDox will find the search word in ANY of the entities and you will get results for all of those items. For example, you will find files, markups, Topics and Notes Folders, and s with the search word in them. 4. You may select to include file metadata in your search. Choosing this option displays the metadata information to search by when searching within a project that has metadata associated with it 5. Finally, in the Scope to Search area, select your desired scope to apply the selected search criteria. When searching at the File level, your scope can be as narrow as searching a single folder or as wide as searching all projects contained in a ProjectDox site. 6. Click Search. The advance search results display in the View Search Results window with the keyword or phrase highlighted. Term hit highlighting is supported in ProjectDox so that when you perform a search, all files where this word or phrase exist displays. When you click on a file, you are quickly taken to the page where the first occurrence of the item exists (zoomed and highlighted). 7. You can use the Address/Location Search tab to quickly locate address information from the Project Information screens. The results appear on the bottom portion of the tab once you enter the criteria and click Search. 45

84 ProjectDox User Training 8.1 Rev NOTE: Advanced search checks User Permissions and your searches will only be performed in the projects, folders, markups, and topics & notes for which you have access permission Lucene Index Search Introduced in ProjectDox 8.0, this search technology offers an improved, high-performance, full featured text search engine library that has been integrated into ProjectDox. This technology provides ProjectDox with a new platform on which to build additional search features, as well as eliminates load on the database while searching. Please refer to the Avolve ProjectDox Lucene Integration Installation and Deployment.docx document (available from your ProjectDox integration AE) for details about installation and configuration of this tool. Wildcard usage: Lucene supports wild card queries. You can perform single and multiple character wildcard searches within single terms. You can also use a * or? symbol as the first character of a search. To perform a single character wildcard search use the "?" symbol. The single character wildcard search looks for terms that match that with the single character replaced. For example, to search for "text" or "test" you can use the search: te?t 46

85 ProjectDox User Training 8.1 Rev To perform a multiple character wildcard search use the "*" symbol. Multiple character wildcard searches looks for 0 or more characters. For example, to search for test, tests or tester, you can use the search: test* You can also use the wildcard searches in the middle of a term: te*t You can also combine wildcard searches. For example, to search for test, tests, tester, you can also use the search: te?t* NOTES: Wildcard searches cannot be combined with any other metacharacters besides wildcard characters or no results will be returned. The search engine will treat the metacharacters as literal characters and attempt to search for them. Metacharacters are stripped out and not stored in the search index so if any metacharacter is consumed by the search, no results will be returned. Metacharacter list: + - &&! ( ) { } [ ] ^ " ~ : \ The following stop words, used in the Lucene Standard Analyzer, are stripped out of searches and should not be used in search terms as they are not stored in the search index. Note that Lucene will find words containing less than 4 characters as long as they are not stop words: a, an, and, are, as, at, be, but, by, for, if, in, into, is, it, no, not, of, on, or, such, that, the, their, then, there, these, they, this, to, was, will, with Index frequency notes: In the ProjectDoxWCFServer.exe.config file, the following entry exists: <!-- How many seconds between each call to all the configured methods for polling --> <add key="numsecondsbetweenqueries" value="300" /> The default, 300 seconds, in the config file (along with the SearchEngineConfig?.xml interval time) is the total time until the index is updated. The SearchEngineLog.log shows the result of the re-indexing. Using this file, you are able to confirm that the deleted files or folders were removed. 47

86 ProjectDox User Training 8.1 Rev ecodes Integration Available from the top of the ProjectDox screen is a convenient ecodes button that provides users with quick login access to the website for the International Code Council. If your administrator has set your login information in your user profile metadata, and you have been licensed to use this service, you will be automatically taken to and logged into the site by simply clicking this button. About ICC The International Code Council (ICC) is a membership association dedicated to building safety and fire prevention. ICC develops the codes and standards used to construct residential and commercial buildings, including homes and schools. 48

87 Electronic Plan Solutions Using Projectdox - Visualization Tool 4835 East Cactus Road Suite 420 Scottsdale, Arizona Phone: Copyright 2011 Avolve Software Corporation. Rev ProjectDox is a registered trademark of Avolve Software Corporation.

88 Using ProjectDox Visualization Tool 7.0 SR1 Rev CONTENTS 1 ABOUT THIS GUIDE INSTALLATION - PROJECTDOX VISUALIZATION TOOL PROJECTDOX VISUALIZATION INTERFACE PROJECTDOX VISUALIZATION DISPLAY TOOLBAR TRAINING EXERCISES HOW TO TURN ON AND OFF LAYERS OF DWG FILES HOW TO USE THE SEARCH AND MEASUREMENT FEATURES HOW TO USE THE MEASUREMENT TOOL AND FILE SCALE HOW TO USE THE SEARCH AND MEASURE COUNT FEATURES HOW TO ADD MARKUPS TO A FILE HOW TO MOVE A MARKUP HOW TO RESIZE A MARKUP HOW TO OPEN EXISTING MARKUPS IN PROJECTDOX HOW TO REVIEW EXISTING CHANGEMARKS HOW TO EDIT AN EXISTING MARKUP LAYER ADDING MARKUPS HOW TO USE MEASUREMENT COUNT TAKEOFFS HOW TO USE MEASURE TAKEOFFS NEGATIVE AREA CHECKBOX HOW TO REMOVE DELETE A MEASUREMENT HOW TO RESIZE A MEASUREMENT

89 Using ProjectDox Visualization Tool 7.0 SR1 Rev HOW TO USE THE STRIKEOUT FEATURE HOW TO COMPARE FILE VERSIONS HOW TO COMPARE MARKUP FILE VERSIONS HOW TO COMPARE TEXT FILES HOW TO COMPARE TWO FILE VERSIONS HOW TO COMPARE FILE VERSIONS AND SET ALIGNMENT POINTS HOW TO USE THE NUDGE FEATURE HOW TO EXTRACT CHANGEMARKS HOW TO ADD A IMAGE STAMP HOW TO CREATE A STAMP TEMPLATE HOW TO OFFSET A STAMP TEMPLATE HOW TO ADD A MARKUP STAMP HOW TO CREATE A BATCH STAMP TEMPLATE HOW TO USE THE REDACTION TOOL HOW TO PUBLISH MARKUPS HOW TO USE REDACT TO PHRASE LIST & REDACT BY PHRASE HOW TO PRINT A FILE HOW TO ADD AND EDIT WATERMARKS/BANNERS TOOLBARS MAIN TOOLBAR PROJECTDOX VISUALIZATION FUNCTIONS MENU MARKUP TOOLBAR

90 Using ProjectDox Visualization Tool 7.0 SR1 Rev REVIEW TOOLS REDACTION TOOLBAR MEASURE TOOLBAR PUBLISH TOOLS PROJECTDOX VISUALIZATION TOOL DISPLAY TOOLBAR PROJECTDOX COMPARE TOOLBAR SET ALIGNMENT TOOLS TOOL PROPERTIES TOOLBAR PROJECTDOX VISUALIZATION TOOL TASK PANE HOT KEYS About this Guide This guide provides an overview of the ProjectDox Visualization Tool and provides exercises for the most commonly used features. The guide is designed for end users who are using their browsers to view documents, via web page links, that were processed and cached through the ProjectDox Server. The ProjectDox Visualization Tool allows users to view, zoom, pan, rotate, measure, annotate, and redact documents and images quickly and easily. Product Version Information 7.0 SR1 Version 1.1 Created by: Nikki Thorne 2 Installation - ProjectDox Visualization Tool If you have not installed the ProjectDox Components from the Login Page the first time you access a published document for viewing through your browser, you will be required to download the ProjectDoxClientX control onto your system. Some network administrators require users have Administrative rights to their PC to install ActiveX components. If you are unable to install successfully, contact your IT department to get sufficient rights to install this software. If you have sufficient rights and have not installed from the Login Page, you will be prompted once 4

91 Using ProjectDox Visualization Tool 7.0 SR1 Rev you select a file for the first time. The ActiveX security alert will display at the top of the page requesting a right-click to allow the install. Once installed, if you have ActiveX controls blocked in your browser option settings, you will need to select Allow Blocked Content from the IE Security bar when prompted. 3 ProjectDox Visualization Interface 3.1 ProjectDox Visualization Display Toolbar All users granted permission to view files in ProjectDox have access to the below general features from the user interface. Additionally, there are keyboard hot keys available and additional right-click features that can be accessed while reviewing files. 5

92 Using ProjectDox Visualization Tool 7.0 SR1 Rev The ProjectDox Visualization Tool display toolbar contains tools to control how images display. Color. Use this button to change the background color of file types with "transparent" background colors, such as monochrome raster and vector file types (color raster files are not affected) to black, white, or gray. Monochrome: Available from the color menu is also the Monochrome setting. Turning on Monochrome change all lines of a color vector image to a single color (the default is black) while leaving markup entities in color for quick identification. Set Visible Layers. Turn image layers (e.g., layers of a DWG file) on or off to minimize clutter in the view window or to focus on a particular area or part. Rotate. The Rotate button allows you to rotate the image in 90-degree clockwise increments. Fit All. Returns the zoom level to 100% so the full image displays in the ProjectDox window. Fit Width. Ideal for 8.5 X 11 office documents, Zoom Width changes the zoom level so that the entire width of the image appears in the window. You can read rows of text without having to scroll right and left to see the entire line. Zoom Slider. You can move the slider ball from left to right to increase or decrease magnification. Move left to decrease, right to increase. The ball snaps back to center on release. Pan/Zoom. When zoomed in on an image, use the Pan tool to maneuver around the image. Magnifier. Use the Magnifier to summon a magnified view window on your image. The magnification can be adjusted and a toggle tool is available to allow you to switch between eyeglass, bird s eye, and docking behavior. Page Control. Use page control to navigate through the pages of your documents. You can select a specific page 6

93 Using ProjectDox Visualization Tool 7.0 SR1 Rev from the drop-down list. 4 Training Exercises The ProjectDox Visualization Tool contains a variety of tools and features to assist in review and marking up of electronic plans and documents. The following section provides exercises to familiarize you with some of the more common tools used when reviewing plans and can be used as a resource reference. 4.1 How to turn on and off layers of DWG files Using the Set Visible Layers dialog feature image layers (e.g., layers of a DWG file) can be turned on or off to show specific aspects of drawing file. In this exercise, you will learn how to remove, restore and hide various layers of the file. 1) Open 1 st Floor Architectural.dwg in the Visualization Tool. 2) Click the Set Visible Layers icon next to the scroll bar and move the Set Visible Layers dialog to the side of the drawing. 3) De-Select the check box(s) next to the following layers and notice the changes to the file: 4) 1 st Floor Plan 2FIN 5) 1 st FloorPlanIEquipment 6) 1 st Floor Plan Interior Walls 7) Click Restore Defaults to undo any changes you have made. 8) Click Hide all. 9) Select the checkboxes for : a) 1 st Floor Plan Partitions b) 1 st Floor Plan FACH 10) Close the dialog box. 4.2 How to Use the Search and Measurement Features. The search feature allows text contained in a document or drawing to be searched. You can search using parameters such as Match Case, Find Whole Word Only, wildcards and even macros allowing for quicker recognition of aspects within a file. The measurement feature provides a set of tools that can be used for drawing and images files. When using the measurement tool you should first set a standard measurement scale or calibrate a baseline distance to use as a scale by selecting the Measurement function and Measurement Settings dialog. The dialog allows you to 7

94 Using ProjectDox Visualization Tool 7.0 SR1 Rev select the scale factor to use, and precision units for measurement value display results when using the measurement tools (distance, area, angle, xy value, and perimeter). The measurement tool uses an interval of 0 to 360 degrees for all angular measurements. In the following exercises, you will use the search feature to locate specific values in the Brookwood Plat.dwg file and use the measurement tool to determine size, distance etc. 1) Select the file Brookwood Plat.dwg from the thumbnail view. Figure 1 2) Locate section 100 in this file by typing 100 into the Search dialog box in the top right of the Visualization Tool. 3) Click the Measure Function arrow in the Main Toolbar and select Settings. Make the following selections and click the OK button to complete. a) Measuring System = English b) Unit = ft c) Precision =

95 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Click the Measure Function arrow and select Calibrate. 5) Place a checkmark to use the Snap feature. Snap is only available for CAD-Like formats. 6) Left-click on the first point, then the last point (just pass the green line) in the distance to use as the baseline as seen in the following screen. 7) Enter the value ) Click OK 9) Select to activate the Measure toolbar to the left hand side of the viewing area and select to measure a single line. 10) Using the line measurement verify the measurements for each of the four sides of Section 100. You should notice that the measurements match what has been entered on the file. Now let s measure another section of the file and find its square footage using another measurement feature called Measure Polygon. 11) Select Measure Polygon and measure section 99 to find the square footage. 9

96 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Select a corner of section 99, perform a left mouse click move to the next section point, and left click on each corner covering the space for calculation. 13) To release and calculate the distance and square footage click the right mouse button. The calculations will display in the Main Toolbar including segment distance, perimeter and area. For this example, the square footage or area will match the area/square footage indicated on the drawing file (5,080 SF). 4.3 How to Use the Measurement Tool and File Scale The measurement tool can be calibrated to the scale provided by the architect in the file. This exercise will familiarize you with steps to set the measurement settings and calibrate the file to use the information provided in the scale to perform measurements on the file. 1) Select the file Brookwood Plat.pdf and view it in a separate window. 2) Locate lot 100 using the Zoom Window display toolbar. Notice the search feature is disabled because no indexing was done for file when converted to PDF. 3) Click the Measure Function arrow, select Settings and make the following selections clicking the OK button to complete. Measuring System = English Unit = ft Precision =

97 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Locate the scale at the bottom of the page by right clicking the mouse and selecting Fit All from the menu or use the Fit All icon in the Display Toolbar. 5) Click the Measure Mode arrow and click Calibrate. 6) Select the Snap feature. 7) Choose your first point on the scale as 0 and the second point ) Type in the distance in the dialog box to be 120 to match the scale and click OK. 9) Verify the measurements for each of the four sides of Section 100. Measurements of PDF files are typically 1/100 th of an inch off the original measurement due to file conversion. This is has been deemed an acceptable and standard practice. 10) Select Measure Polygon and measure for the square footage of section 99 11) Select a corner of section 99, perform a left mouse click move to the next section point, and left click on each corner covering the space for calculation. 12) To release and calculate the distance and square footage click the right mouse button. The square footage calculated will display in the Main Toolbar and show the Segment Distance, Perimeter and Area calculated. 4.4 How to use the Search and Measure Count features The Measure Count tool allows you to easily count items in a drawing - such as fixtures in a floor plan, screws on a design, etc. A marker is placed on the counted item to serve as a placeholder and when used with the search feature can be a powerful and time saving tool. In this exercise, you will search a drawing file for all the Photoelectric Smoke Detectors, which are indicated by the letter P in the file. 1) Select and view the file FP-1.dwg. Enter the letter P into the search window 2) Click the Find icon to locate the first instance of P Highlighted in blue 3) Select Measure to enable the Measure Toolbar to the left hand side of the viewing screen. 4) Select the Measure Count icon. 5) Click on an area close to the first instance of P 11

98 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Select the Find icon again and place a checkmark on each instance of P in the file until there are no new instances. Notice that the measure count keeps track of the number of items found and their location. To remove the last count checkmark applied click the icon. To remove all count checkmarks select the icon. 4.5 How to add Markups to a file Markups allow you to annotate documents without altering the document itself. All markup entities are saved in a markup file, which is associated and overlaid on the image. A new layer is automatically created for each saved markup file. The markup author (determined by the login user name), is allowed to see other author's markups, but not edit them. In this exercise, you will add several markups to the file regarding a Wheel Chair Access Issue. At the end of this exercise, your markup should look similar to Figure 2. Wheel Chair Access Issue. 1) Select the file plan layout1.dwg in the ProjectDox Visualization Tool by clicking the thumbnail image or the hyperlink in ProjectDox. There are two ways to access the Markup/Annotation Toolbar: Select the Annotate button in the Main Toolbar Select the Markup icon and New to access the Markup/Annotation Toolbar 12

99 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) With the Markup/Annotate Toolbar displayed use the Zoom Window tool to get a close up of the area highlighted in blue in the following screen shot. 3) Add an Oval/Circle as seen in Figure 2 by locating the Rectangle tool and clicking the arrow to display the additional tools. Figure 2. Wheel Chair Access Issue 4) To change the color of the markup select from the Markup Properties Toolbar at the top of the window to display a 16 standard color palette to choose from. 13

100 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Choose Highlight from the Markup Properties Toolbar to make the markup transparent allowing the background of the file to be viewed. 6) Optionally, a hyperlink can be added to the markup by selecting the link icon and entering the URL for the link. All markups will have the option to attach a hyperlink to another file, web page etc available. 7) Add the text 48 Diameter to the circle by selecting the Text icon and creating a box in the center of the circle as seen in a) Adjust the size using the Markup Toolbar properties or by using the yellow circle as seen in the green box in the below screen shot. b) To rotate the text box use the green circle as seen in the yellow box in the following screen shot. 8) Add a Changemark and cloud as seen in Figure 2 to the file by clicking the arrow to the right of the Changemark icon, and selecting the Changemark cloud icon. a) Press the left mouse button and hold as you place the cursor (cursor is replica of the icon selected) on the start point for the cloud location. b) Drag the mouse with the left mouse button depressed across the page creating the cloud around the desired object c) Release the left mouse button to set the cloud in place and have the Changemark dialog box appear. o The Changemark box will be in edit mode allowing you to reposition the Changemark as needed. 9) A dialog will display. Add the following text: a) Name the Changemark Wheel Chair Access Issue. b) In the subject area add: ADA Accessibility Guidelines Building Code Issue Move or cut back wing wall in men's restroom to allow for a 48" wheelchair access. Drawings will need to be updated and resubmitted to reflect this change. c) Leave the defaults for the Type and State dropdowns. 14

101 Using ProjectDox Visualization Tool 7.0 SR1 Rev d) Click the Ok button to close the Changemark. 10) Click the Save As icon and enter a unique markup name. Alternatively, you may use Markup icon and select to Save the Markup Layer using a unique name. Example: BLD Markup layer names must be unique for the file. Duplicate file names can result in unexpected errors when viewing. 11) Exit the drawing file by clicking the red X in the upper right corner or by selecting the Markup Save Icon and Close. 12) Return to the folder view in ProjectDox, refresh the folder panel (right click in the panel and select refresh), and note the additional icon for plan layout1.dwg. 5 How to Move a Markup 1) To move an existing markup, first select the Edit Markup/Select icon. 2) Locate the desired markup with the cursor and click on it. The markup is available to edit when the image is outlined as seen below with the dotted area. The cursor will display four directional arrows in this mode allowing the markup to be moved on the file. 3) To move the image, left-click the image and drag it to the desired location. 4) Release the mouse button and click the file to set the markup in the new location. 6 How to Resize a Markup Once a markup is placed on the file or has been put into Edit Mode using the Edit Markups icon it can be resized. There are several features available to resize a markup image that are available on the image and outside of the tool bar properties. An example of each of these is seen below. 15

102 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Black Left to Right Resize Circles Left click and hold the mouse button for either circles found on both ends of the markup dragging forward or backward until the desired length is achieved. Release the left mouse button to set the markup. The black resize dotes are available on specific markups such as arrows, and text boxes. 2) Green Rotation Circle Left click and hold the mouse button on the green circle on a markup and move the mouse clockwise or counterclockwise to rotate the markup. Release the left mouse button to set the markup. 3) Yellow Resize Circle Left click and hold the mouse button on the yellow circle of a markup. Move the mouse forward to enlarge the markup or move backward to decrease the size of the markup. Release the left mouse button to set the markup. 16

103 Using ProjectDox Visualization Tool 7.0 SR1 Rev How to Open Existing Markups in ProjectDox There are multiple ways to open existing markups on a file. The markups can be accessed from the file view in ProjectDox by clicking the Markup Icon, or by opening the file in the Visualization Tool and selecting To open an existing Markup from the file thumbnail view: button in the Main Toolbar. 1) Click the Markups icon on the plan layout1.dwg file to view the markups 2) Select the View checkbox next to your markup(s) and click the View/Edit button. 3) The Visualization Tool will display a navigation pane to the right listing any Changemarks on the file. Review Changemark Navigation Pane only displays when the Changemark Note is applied to the file. Click the Wheel Chair Access Issue. To open an existing Markup in the ProjectDox Visualization Tool: 1) Select the file from the File View in ProjectDox 2) Select the from the Main Toolbar 3) The markup layer will be displayed If Changemark Notes were applied to the file, the Review Changemarks Panel will display to the right of the viewing area. 8 How to Review Existing Changemarks You or subsequent reviewers can view a list of all the Changemarks associated with an image through the Review Changemarks window. The Review Changemarks window should automatically open to the right if Changemarks are present for the file. If the window does not auto-populate, follow steps 1-2 described below. 1) Click to open the Markup Open for Review dialog. 17

104 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Select the markup layer and click OK to open the Changemark and the Review Changemarks panel to the right of the viewing area. Existing Changemarks can be reviewed by title, author, or date by clicking the appropriate tab. You can add a search filter if desired. (Click All to return all Changemarks to the list.) Selection of the in the panel toolbar will display the Review Changemarks panel. 3) Click on a resulting Changemarks that you wish to view. The Changemarks text displays in the panel's lower frame. 4) You can progress sequentially through the Changemarks by using the Next and Previous arrow buttons, by clicking the Changemark name in the panel, or by selecting the arrow and choosing appropriate selection from the dropdown. The Changemarks entities appear in the ProjectDox Visualization Tool at the same magnification level they were when the author created them. To view the Changemark, the "Review Changemark" panel must be opened. To edit the Changemark, you must be the author, have the markup opened in edit (not review), and click the individual Changemarks you want to edit. You can extract information from one or all Changemarks contained in a document through the Copy Changemarks dialog. Click to access this dialog. Any URL s added to the Changemark will show in the body of the Changemark and open a new browser window to view the destination. 9 How to Edit an Existing Markup Layer This exercise will demonstrate how to edit a markup that has been previously saved and the file closed. A file can be edited and saved using the Save As Icon as often as required 18

105 Using ProjectDox Visualization Tool 7.0 SR1 Rev without having to close the file. Once the file is closed, access to edit the file to edit is through the Markup Layers Panel in the file view of ProjectDox: 1) Select the Markup icon 2) Select the Edit radio button and click the View/Edit button 3) Select the Wheel Chair Access Issue from the navigation pane 4) Click the Edit Markups icon to enable the feature. 5) Double click the Wheel Chair Access Issue Changemark Note. 6) Add the following text: Reference attached web link for more building code information regarding wheelchair access to public restrooms. 7) Click Ok 8) Select the hyperlink icon from the Tool Properties Toolbar. 9) Enter the below URL into the dialog box and click the Ok button. 10) Select the Markup Save icon to save your changes. *You can add hyperlinks to any markup by using the Edit Markup icon and selecting the Add Hyperlink icon. 10 Adding Markups In this exercise, you will continue to practice creating markups on the plan layout1.dwg file. In this example, a door has been improperly placed and needs to be relocated you will be adding a changemark arrow, with the result looking like Fig

106 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Select the file plan layout1.dwg in the Visualization Tool by clicking the thumbnail image or the hyperlink in ProjectDox. Figure 3 2) Use the Zoom Window to magnify the highlighted area in blue in Figure 3. 3) Select and the combination Changemark Arrow feature from the Markup Toolbar to apply a markup as seen in Figure 4. Figure 4 20

107 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Place the cursor at the selection point holding the left mouse button down and dragging across the file creating the arrow. Releasing the mouse button will set the arrow and display the Changemark Note. 5) Type into the Changemark Note: Title = Door Relocation Issue. Body of Note = Check mechanical equipment above to make sure there is no conflict with the door opening into this room. Relocate the door to clear mechanical above. Resubmit drawing if changes are required. Click the Ok button to close the Changemark. 6) To edit the arrow placement, size, color etc. select the Edit Markup Icon and click the arrow markup. 7) Select the color of the markup and adjust the width of the arrow lines using the Tool Properties Toolbar. Notice that the Tool Properties Toolbar selections vary depending on the tool selected. 8) Use the Tool Properties Toolbar to adjust the color, size of the arrow or to adjust the type of line (solid, dot, dash, dash-dot). 21

108 Using ProjectDox Visualization Tool 7.0 SR1 Rev Any number of markups can be added to a single markup layer. To practice this concept you will add another issue to this file related to egress. 9) Locate the area indicated in Figure 5 as shown by the yellow rectangle and arrow in the upper left corner. Figure 5 22

109 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Click the line markup tool to select the polyline tool and markup off the travel distance from the Florida Room to the first available exit (as show in Figure 6 below). Figure 6. Verify Egress 11) From the Markup Toolbar Properties bar, select the dot style with the desired width for the line (Figure 6). 12) Select the Changemark icon and drag and drop the Changemark onto the file. Add the following text: Title: Verify Egress Distance Body: Exits shall be so located on each story such that the maximum length of exit access travel, measured from the most remote point within a story to the entrance to an exit along the natural and unobstructed path of egress travel, shall not exceed the distances given in Table ) Click the Markup Save icon. The markup layer should retain the original naming convention provided. If prompted to enter a new markup name when closing the file you have not properly edited the existing markup layer. 23

110 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Exit the drawing file by clicking the Red X in the upper right corner. 11 How to Use Measurement Count Takeoffs Measure takeoff allows users to make multiple measurements or counts on a document, save them to a markup layer and/or export to a file. This can be useful when working with drawing files, and you need to estimate totals of needed categories such as total area of carpet, total area of tile. It can also be used to total the number of smoke detectors. When the takeoff feature is enabled, the Measurement Panel will display to the right of the viewing area and display the created categories and totals. This exercise will introduce how to create takeoff categories, and how to use the feature in conjunction with the measurement count feature. 1) From the button, select Takeoff from the drop down arrow. The ProjectDox Task Pane displays the Measure Takeoff Panel and the Measure Takeoff Toolbar displays on the left side of the ProjectDox window. 2) Click New to add a category 3) In the Category section Type Smoke Detectors and select the color Red for this takeoff (Figure 7). A category is used to group multiple measurements of the same type together. Figure 7. Takeoff Category Dialog 4) Create another category called Duct Detectors a) Measurement Type = Count b) Click OK. 5) Click Smoke Detectors from the Category Panel. 24

111 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Click the Measure Count icon 7) Click the mouse next to each smoke detector until all smoke detectors are found. 8) Click the Duct Detectors category from the Category Panel. 9) Click the mouse next to each duct detector until all duct detectors are found. Note that the smoke detectors show as red checkmarks and the duct detectors in yellow, as configured in the categories. This exercise assumes that the plan requires additional smoke detectors to be compliant. In the next steps, you will add a Changemark and save the takeoffs to a markup layer. 10) Click Annotate Function to open the Markup Toolbar and select the Changemark Note icon. 11) Drag the Changemark Note onto the file next to one of the check smoke detectors and release. 12) Enter a title and description similar to the below for the Changemark Note dialog. a) Title = Additional Smoke Detectors b) Body= Building code requires 5 additional smoke detectors to be located on the plan. c) Click OK d) Click the Markup Save Icon. 25

112 Using ProjectDox Visualization Tool 7.0 SR1 Rev How to Use Measure Takeoffs This exercise demonstrates how to use the takeoffs to accumulate totals and create a markup layer with those totals. It will also demonstrate the use of the Show Leader feature, which automatically places the measurement onto the file. 1) Open a drawing file for which you would like to accumulate measurements. 2) From the button, select Takeoff from the drop down arrow. The ProjectDox Task Pane displays the Measure Takeoff Panel and the measure takeoff toolbar displays on the left side of the ProjectDox window. 3) Create the Categories that you would like to use for this drawing. 4) To place your measurements, select the category from the list that you want to measure. Depending on the measurement type, the appropriate measurement tools become available in the measurement takeoff toolbar allowing you to place one or multiple entities. The measurement information for each entity you create is added to the currently selected category results. The accumulated results display at the top of the panel. The entities on the drawing will be color coded according to which category they belong to. 5) Select the Show Leader checkbox to add a text box (with category color border) to each individual measurement result on the entities you place. You can move the position of the text box by: a) Clicking the Select button b) Clicking on the entity, then pressing on the text box and dragging it to a new location. c) Release the mouse button to set the new text box location. 26

113 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Once you have defined your categories and placed all your measurements, you can Export the results to the Clipboard (for cut and paste into other applications, such as Excel), or export to a CSV file and save it on your computer. 7) As with any other markup layer, when you close the file you will be asked if you want to save the current markup. If you select Yes, the category list, along with all of the current measurement entities, will be saved and can be opened for edit or review Negative Area checkbox Selecting this checkbox allows a negative entity to be applied to a category. As long as the check box is selected, any entity you place on the drawing will subtract from the accumulated results. The measurement entities text box displays a negative number if 27

114 Using ProjectDox Visualization Tool 7.0 SR1 Rev Show Leader is selected. Negative areas are typically drawn inside of a larger, positive area to exclude certain sections from the total. No intelligence is applied to decide if a negative area is logical (overlaps another positive area takeoff). If you choose to designate an area as negative, its value is subtracted from the accumulation How to remove delete a measurement 1) Click the Measure Select button. 2) Click on the entity you wish to delete, and press <Delete> on your keyboard. 3) The measurement value for that entity is subtracted from the accumulated results. 4) Several entities can be selected at once by holding down the <Ctrl> key while clicking on the individual entities you wish to delete How to resize a measurement 1) Select the Edit Markup/Select Icon 2) Select the measurement on the file, resize handles appear on the entity that can be grabbed and dragged to a new location. 3) You cannot move the entity, but you can reshape if needed. 13 How to Use the Strikeout Feature 1) Select Plan Review Tenant Build Out.doc from the folder view. 2) Select Annotate from the Main Toolbar. 3) Select the Strikeout Icon from the Markup Tool Properties Toolbar. 4) Find an area of the document. Hold the left mouse button down and highlight the desired area to strikeout as seen in Figure 8. 5) Release the left mouse button and the highlight area will show the strikeout over the text. 6) Save the Markup as your department name (BLD). 7) Close the file using the red x. 28

115 Using ProjectDox Visualization Tool 7.0 SR1 Rev Figure 8. Strikeout Feature 14 How to Compare File Versions ProjectDox allows you to perform a graphical comparison of two file versions or two files in the same folder using the Compare Tool. The Comparison Toolbar appears at bottom of viewing window. The toolbar contains several commands including a drop down menu for different viewing options. Depending on the viewing option chosen, two buttons (align and clear align), and a slider may be present. In this exercise, you will upload another version of the plan layout1.dwg file and perform a compare of the two versions. 1) Navigate to the instructors folder/project and download the latest version of the plan layout1.dwg saving it to your desktop 2) Navigate to your project/folder where the current plan layout1.dwg v1 resides 3) Click the Upload button 4) Browse out and find the plan layout1.dwg file saved to the desktop and click Open 5) Click the Upload Now button 29

116 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Notice that the file is selected as a candidate for versioning (project must have versioning enabled) as indicated by the blue highlight. Once published, the file will show as v2. 7) Select the History icon for the plan layout1.dwg v2 file. 8) Select Compare Mode 9) Select Version 1 and Version 2 checkboxes and click the Compare button. 10) The selected files will display in Side-by-Side view. 11) Use the Compare Toolbar to view the file in the following modes: a) Overlay b) Overlay Compare and use of Transparency Slider 30

117 Using ProjectDox Visualization Tool 7.0 SR1 Rev c) Side by Side d) Additions indicated in green e) Deletions indicated in red f) Unchanged indicated by grey 15 How to Compare Markup File Versions The compare file version opens overlaid on the open file. The open file displays in red (deleted geometry), and the compare file displays in green (added geometry). Geometry that has not changed (common between both revisions) is grey. Use the slider to change transparency for clearer visibility of the file differences - right to dim red (deleted) and left to dim (added) green areas. 1) Using the same files as above select Open File (only) from the Comparison Toolbar 2) This will open the earlier version of the two selected files or Version 1. In Side- by- Side mode the file to the left is always the earlier of the two versions being compared. 3) Click and select a markup layer from the Markup Open for Review dialog. 4) The Changemark Review Window will appear to the right, if not already present. Click Wheel Chair Access Issue. If the Changemark was created while zoomed in on the area of the file the magnification will remain intact while being reviewed. 5) Select to view the file in Side-by-Side mode. Any area of the files can be compared using this feature. 6) From the Comparison Toolbar, select Overlay Differences. Use the Transparency Slider to view the original markup and deletions versus additions to the file. Note that requested changes have been made - along with another change not requested by the reviewers: the Wall was relocated on the far right of the plan layout1.dwg v2. 16 How to Compare Text Files 1) Select the History icon for the Plan Review Tenant Build Out.v2 file. 2) Select Compare Mode 3) Select Version 1 and Version 2 checkboxes and click the Compare button. 4) Select the Text Mode Icon 31

118 Using ProjectDox Visualization Tool 7.0 SR1 Rev Differences will be displayed as: o o o o Yellow = change between the two documents Red = deletion made from the open document Green = addition made to the compare document No changes between the documents will display a message Clicking in the open or compare mode windows changes the view of the file displayed to that selection. Blank lines may be inserted to keep the lines in the same relative vicinity if they become out of sync. This could be due to how the document wrapped text from line to line etc. 17 How to Compare Two File Versions ProjectDox allows for the selection of two file versions contained in the thumbnails list to be opened and compared. This can be done with single or multi-page files but requires the files to be separate meaning the Visualization Tool does not allow two pages of the same multi-page file to be compared against each other. To compare pages of a multipage file would require another set of drawing files to be uploaded under a different name. Below, you will compare two PDF files and use the various tools available in Compare Mode. 1) Select the 0406 A-2.1.4a.pdf and 0406 A pdf from the thumbnail view and select the Compare icon. 2) ProjectDox launches in Compare mode, with Side by Side as the default view. 32

119 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Experiment now with the other features in the Comparison Toolbar including Overlay, Overlay Compare, Additions, Deletions and Unchanged to see their effect on the files. 18 How to Compare File Versions and Set Alignment Points Used with file version comparisons, the Set Alignment Point tool allows you to compare two versions of a file that are of different scales, or world page sizes. This tool is especially convenient when a major version of a file has multiple sections saved as separate files. The alignment tool allows you to define a single identical location on each file that is used as a common alignment section when the two files are overlaid. 1) Select the A TIF and A TIF and click the Compare button. These are examples of the above files in overlay. Notice that the edges of the two building are not perfectly aligned. The difference is due to differences in the scales used to create these two drawing but could also be the difference in comparing two different file types such as, TIFF and PDF etc. 33

120 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Select Open File (Only) from the Comparison Toolbar to view the first document you opened. By default, the Open File (Only) feature opens the earlier version. 3) Use the Zoom Window tool to select and magnify the area of Figure 9 that includes Point 1 and Point 2. NOTE: When using the alignment feature, it is better to use diagonal points, rather than straight points, for alignment. When diagonal points are used, if the file has been shifted, it will self-repair. 34 Figure 9

121 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Click on the Set Alignment Points button. The cursor changes to a measurement selection tool, and will allow you to precisely select two picking points on the image. Left click on the start point, and hold down the left mouse button down to magnify the point of contact for the image. You can move the point while the button is down. This assists with placement of the alignment point, as seen in Figure 10. Figure 10. Set Alignment Tool (with magnification) 5) Release the left mouse button to set the first point. 6) Move the mouse across the top of the document (a blue line will display) and left click to select the end point (again holding down the left mouse button to magnify the point of contact for the image). You have now set the alignment points on the first file. 7) Select Compare File (Only) from the Comparison Toolbar to view the second document you opened for comparison. 8) Select the exact same points of the section that you chose to use in the first document. After setting the second point, the Clear Alignment Points icon Comparison Toolbar. 9) Select the Overlay option will display in the If you select any of the compare features from the drop down list (Overlay, for example), the points placed in the first file are pinned to the points placed in the second file. When alignment is active, both documents display at exactly the same scale. 35

122 Using ProjectDox Visualization Tool 7.0 SR1 Rev Figure 11. Set alignment points of TIFF files example 10) Once the alignment points have been configured, you can click Clear Alignment Points at any time to remove your alignment points. 36

123 Using ProjectDox Visualization Tool 7.0 SR1 Rev NOTE: It is important to align points on both files consistently left-to-right or right-toleft - otherwise the file will not align properly and may result in the file being flipped upside down. 19 How to Use the Nudge Feature You can use the hot keys below to nudge or click the Nudge Alignment button and select a direction to nudge the compare file by one increment to re-scale a compare image or drawing to an open drawing, allowing you to interactively make small adjustments to align the files more precisely. This feature is especially useful for comparing two TIFF images that contain the same text but have different line spacing. 1) From the Comparison Toolbar, select Overlay. 2) Select the Nudge Alignment icon to nudge the file by a single increment or use the HOT KEYS to move several increments at a time. CTRL + Left arrow = nudge position left CTRL + Right arrow = nudge position right CTRL + Up arrow = nudge position up CTRL + Down arrow = nudge position down 20 How to Extract Changemarks From the Changemarks Panel, you can access the Copy Changemarks dialog to copy the selected Changemark, or all Changemark information contained in a document to the Clipboard. This function captures the Changemark title, comment (text description), attached hyperlink (as text), and image (WMF bits) to the Clipboard. The resulting RTF stream can be pasted into Microsoft Word. The content can have both a textual and visual summary of the Changemarks as a backdrop to a report document. 1) Select the file plan layout1.dwg v1 2) Click the History Icon 3) Select version 1 from the dropdown 4) Click the Markups Icon select to View all Markups and Click the View/Edit button. 5) From the Changemarks Panel, click the Copy Changemarks icon. 37

124 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) In the Copy Changemarks dialog, select: All Changemarks Changemark Image(s) Hyperlink(s) Font: Medium 4x4 7) Click Ok 8) The captured information is now ready to be pasted into Microsoft Word. Open a blank Word document, right-click in the document and select Paste. Figure 12 shows an example of the result. Figure 12. Changemark Information Pasted into Word 21 How to Add a Image Stamp Use this markup tool to insert external raster images (JPG or PNG) into your current markup layer. Once selected, images can be resized and positioned where you want them. The feature will retain a default location of your image stamp and retain the last 10 images used. 1) Download from the main training folder the file final.jpg and save to your desktop. 2) Navigate to your folder/project and select the plan layout1.dwg v2 from the folder view. 38

125 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Select 4) Select the Image icon 5) Upon selection one of two actions may take place: a) If you have configured your profile with an image file (.png,.jpg) located on your PC, ProjectDox will show this image file as a default in the gray bar (final.png) in Figure 13. b) If the profile has not been configured, a browser window will display for you to navigate your PC or a shared drive to select an image file to be used. Figure 13. Final.png 6) Browse to the desktop and select the final.png file and Click Open from the Select Raster file dialog. 7) Place the raster image on the bottom left of the drawing as seen in Figure 14. You can set the raster image by one of the following methods: Left-click and hold in the ProjectDox Visualization Tool window to set the first corner point of the image, drag the mouse to where you want to set the second point, and release. Left-click on a point in the document where you want to center the raster image. The image is inserted into the document matching your orientation and is calculated to its natural size, relative to the document or drawing size. 39

126 Using ProjectDox Visualization Tool 7.0 SR1 Rev Figure 14. Adding Image Stamp 8) Save the markup by selecting Markup Save icon and adding your department name and APP (BLD APP). You have done an exercise publishing to PDF. Now let s publish this current file with its new Approval markup using CSF. CSF stands for Content Sealed Format and allows the publisher to control attributes of the file/document to whom the file/document will be sent. 9) Select Publish from the Main Menu Toolbar and choose to Publish to CSF. 10) In the dialog choose Never under the Expire section 40

127 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Click the Publish button. 12) Select Save to File to save to a desired location. This.csf file (content sealed format) can be uploaded and viewed in ProjectDox. 22 How to create a Stamp Template One or more markup elements can be combined to create a stamp template. Users who are granted the necessary permission can apply stamp templates to plans and documents. A stamp template may include image files, signature files, and dynamic tokens to achieve the desired result. In this exercise, you will create a stamp template to be used in the final approval of a set of plans. See the Administrator Manuals for more information about creating stamps and stamp templates. 1) Open a file/document to use as a reference for size, shape and placement of the stamp. 2) Plan layout1.dwg 3) Click the Markup Icon Stamp Templates New 4) Select the image icon and choose an image file (FinalApproval.png) Recommend background of the image file be transparent 5) Drag the image file to the upper right corner as seen below in Figure 15. Figure 15. Building a Stamp Template Inserting Image File 41

128 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) Using the Zoom Window zoom in on the image file 7) Select the Text Box tool and add two tokens to the image file (as shown in Figure 16) to create a dynamic stamp template. %ProjectName %Date Figure 16. Building a Stamp Template - Adding Dynamic Tokens 8) Click the Markup Icon Stamp Templates Save As FinalApproval NOTE: ProjectDox does not recalculate the stamp size based on the page size of the file. A 2X2 stamp on the stamp template will appear the same on a 24 X 36 as it would an 8 ½ X 11. The Batch Stamp process will calculate the position indicated by the stamp template and stamp the files based on the page size of the file. For example, in our template we have placed the stamp in white space between the drawing and the edge of the file. When applied using the batch stamp process this stamp will be applied in the far right corner. If you want to maintain the position in the Stamp Template, you must add an Offset to the Stamp Template. An offset or registration mark can assist in maintaining the desired position. The offset is a tiny mark applied to the page. When the template is processed, ProjectDox reads the offset as the beginning of the stamp and will place that mark at the upper right corner allowing the actual stamp to retain its position. 23 How to Offset a Stamp Template 1) Click the Markup Icon Stamp Templates Open 2) Select Final Approval The stamp will display in the upper right based on your template 3) Zoom into the stamp area and place a registration mark in the bottom right corner. See above paragraph for description of an offset/registration mark. 42

129 Using ProjectDox Visualization Tool 7.0 SR1 Rev The greater the zoom the less the offset will be seen when the plan is printed 4) Click the Markup Icon and Save the changes. Figure 17. Registration Marks Figure 18. Example - Stamp Placement with No Registration Mark 43

130 Using ProjectDox Visualization Tool 7.0 SR1 Rev Figure 19. Example - Stamp Placement with Registration Mark 24 How to Add a Markup Stamp The permission to add a dynamic stamp and/or stamp template to a document is granted by a System Administrator. If you are granted this permission, the Stamp Icon is enabled in the Markup Toolbar - provided at least one Stamp Template exists. 1) Select the Markup Stamp icon 2) Select the Stamp Template to apply by clicking the name. Stamping permissions gives a user access to create and use any Stamp Templates in the site. 3) Drag the cursor onto the file to the desired location. 4) Left Click and drag the stamp template into place on the file. The stamp template is treated as a group of elements and is resized and moved as a single entity. 25 How to Create a Batch Stamp Template Batch Stamp Templates create a standard format for applying stamps to documents and plans. The ability to use the Batch Stamp Template feature is enabled for users by the 44

131 Using ProjectDox Visualization Tool 7.0 SR1 Rev System Administrator. Users granted this permission have the ability to use and create Batch Stamp Templates as well as Stamp Templates. For more information on Batch Stamp Templates, see the Administrator and/or User Training Guides. In this exercise you will create a Batch Stamp Template and use your previously created Final Approval Stamp Template to apply to the plans and/or documents. 1) Select a file and click the Batch Stamp Icon to enable the Batch Stamp Feature from within a project. a) System Administrators can configure Batch Stamp Templates from the Admin Batch Stamp Templates area. 2) Select the Advanced tab from the Batch Stamp Dialog b) Type a Template Name: Instructor Example c) Select the Output Type = PDF d) Type the name of the destination folder or place a checkmark next to the name in the folder tree displayed = Approved Plans and Documents. e) Burn in Markups = YES f) Where to place Stamp = Bottom Right g) Pages to Stamp = First h) Select Stamp = FinalApproval i) Select the Save Template button. Templates create consistency in the stamping process and allow future users to use the Basic Tab to select the Batch Stamp Template and Process the selected files making the process efficient and quick. 26 How to Use the Redaction Tool Let s create another markup on the plan layout1.dwg file, using the Blockout for Redaction tool. In this exercise, you want to block out from view the address of the Cisco building. The ProjectDox Visualization Tool software allows users to designate a markup file containing blockout entities (rectangular solid covers) to be published to a document (as CSF, PDF, or TIFF) as a "redaction". This means that the blockout entities associated with the published document can never be edited or removed by the end-user: the text and images beneath the blockout cannot be viewed, copied, or searched. The blockout entities are used to conceal sensitive information for legal, financial, and security reasons. The Blockout for redaction markup entity allows you to place a rectangular cover over an area of a sensitive or confidential document to block only certain portions from being viewed, searched, or copied. To complete the redaction, the file must be published to CSF, PDF, or TIFF format. If the file being marked up is a CSF file, it must have the 45

132 Using ProjectDox Visualization Tool 7.0 SR1 Rev markup authoring and burn-in rights enabled, and cannot already have a burned-in redaction markup. 1) Open plan layout1.dwg file 2) Select to display the Redaction Toolbar to the left of the viewing area 3) Select the Redact Area icon(first icon) 4) Navigate to the bottom right of the plan layout1.dwg file (can also use Search tool to Search for Cisco Systems ). 5) Hold the left mouse button down and highlight the text 3750 Zanker Rd 6) In the Tool Properties Toolbar enter the Reason for the redaction as Sensitive Information a) Adding a reason allows for a report to be provided of the redactions and their reasons. 7) Select the Markup Save icon to save the changes. NOTE: The Redact Area feature only blocks information when its markup file has been published to a CSF or PDF file. If the markup with the blockout entities is saved and reloaded, areas covered by the blockout entity can be seen, searched, and copied. Also, note that redaction capabilities physically remove text and blanks out raster image information. Vector information and associated block attributes are not removed from the file. Vector information under the redaction blockouts is covered, however, and is not visible in the published file. 27 How to Publish Markups You can publish markups to any file format (or CSF files that have the markup burn-in right enabled) and output to CSF, TIFF, or PDF format. This means that when the publishing action completes the markups, as well as the currently set banners and watermarks are included within the newly created file. 1) Select the Markup Save icon for the plan layout1.dwg file from the ProjectDox folder view. 2) Select the View checkbox for the two markup layers ( your department name 01 and your department name 02 ) and Click the View/Edit button. 3) Click on the Main Menu Toolbar and select the publishing output format as Publish to PDF. 46

133 Using ProjectDox Visualization Tool 7.0 SR1 Rev a) The PDF Publish Options dialog will display allowing selection of features for the published file. 4) Select to Burn-in Current Markups and click Publish. 5) Select from the Publish Option dialog to Save to File and OK. 6) Choose a location to save the file to from the Save PDF Dialog and click Save. 7) Close the file using the red x. When a user opens a file that has been published with markups, both the markups and document are automatically visible. The user can view and review any Changemarks contained in the published markup. If the editable markup contains blockout for redaction entities, the markup is automatically published with redacted entities. 8) Review the file on the desktop to see the markups and the redaction. The results should be similar to Figure

134 Using ProjectDox Visualization Tool 7.0 SR1 Rev Figure 20. Example with Markups and Redaction 28 How to use Redact to Phrase List & Redact by Phrase In addition to the Blockout for Redaction feature, there are two other features: Redact to Phrase List, and Redact by Phrase. The next two exercises will give you experience with these features. 1) Using the same file that is open (ProjectDox Training Guide.doc) select the Redact to Phrase Icon. 2) The Find and Redact dialog will display. Type Administrator in the Find and redact what field and Example for Redaction in the Reason: field. 3) Click Redact. 48

135 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) The Visualization Tool will search the document for each instance of the word Administrator and block that word from view showing how many words were redacted out of the file/document. 5) Click the OK button. 6) The redactions can be viewed in the Redaction Panel to the right of the viewing area by selecting the Verify Redactions icon. 7) Save the redaction as a markup layer (Save As department name - Redactions ). The redactions will be saved as a markup layer. If viewed from within the Visualization Tool the redactions will show as yellow blocks covering the redacted items. Remember for the redaction to take place meaning blocking the view of the selected items, the file/document must be printed or published. 8) Select the red X to close. 9) Refresh the folder view then navigate to the file, select the Markup Icon and choose the your department name Redactions markup layer to view. 10) Click the View/Edit button. 11) Notice the highlighted boxes throughout the document. You can also Publish the document to a PDF to see the redactions take effect. 49

136 Using ProjectDox Visualization Tool 7.0 SR1 Rev How to Print a File To print the open image with the default printer settings, click (hotkey + < P>). Print. If allowed by your administrator, you can access the Print menu. The Print dialog box contains standard print options, such as choosing a printer, giving a range of pages to print, etc. You can also select to print to scale options, view Print Preview, and set Banner and Watermark options. An option is available to print Changemarks information and/or redaction reasons as an appended page. 1) If Print Region is selected from the Print menu, press the mouse on a starting point of the Visualization Tool and draw a rectangle on the area of the document that you would like to print. The Print dialog appears when you release the mouse. Click on the toolbar and select Print from the submenu. The application will pull in your systems default printer. 2) Select the Print Changemark Information checkbox 3) Select the Automatically Rotate for Best Fit checkbox if you want ProjectDox to determine if rotating the image by 90 degrees will allow more of the image to fit on the printed page. Some older printers, and the PDF Distiller and Writer, may not properly invert print outs - and many file types print reversed (black background and white foreground). To correct the print out (white background with black foreground); enable the Optimize for PDF/PostScript Printing option in the Print Options dialog. When selected, this causes a bitmap of the current image to be sent to the printer, resulting in accurate print outs from the problematic printer or print driver. Note that enabling this option results in a slower print time and a larger print spool file. This option is persistent per printer. 4) Observe the Print Preview area of the Print dialog, to verify the area you wish to print is contained in the printable area of the page (indicated by the dashed blue line). If the print preview image does not display what you expect, study the textual output in the print preview panel. It displays the image's dimensions, the current scaling (e.g. "Fit to page," "1/50," etc.), the scaled output size (the image's dimensions multiplied by the scaling), the paper size dimensions, and the printable area size. Pay particular attention to the scaled output size compared to the printable area size; these are depicted, respectively, as the red and blue dashed lines in the preview image. Adjust the paper size (Printer Setup button) or scaling (Scale tab) as necessary to obtain the desired output. 5) Click Print to print the file if your computer has access to a printer. 50

137 Using ProjectDox Visualization Tool 7.0 SR1 Rev How to Add and Edit Watermarks/Banners You can add, edit, or clear print banners or the watermark if they have not already been defined by the ProjectDox Administrator. Banners are strings of specific information (date, time, page number, user name, etc.) assigned to a location on the document header and footer. Watermark are a semi transparent character string that stretches from the lower left corner to the upper right corner of the printed or on screen document. These settings are useful for displaying a document's classification to the Visualization Tool (e.g., proprietary, draft, etc.). In this exercise, you will add both a banner and watermark to the plan layout1.dwg file. 1) Click on the toolbar and select Banners/Watermarks (the button is also available from the Print Dialog). 2) Click to expand Watermark 3) Click on <blank> located below the Watermark heading and type DRAFT into the space. 4) Click Ok Click the Font button to change the font by selecting a font name, style and size from the Font dialog box. Note: Any change in font style and name selection will be applied to all defined watermark and banner settings for the current document (you cannot define multiple fonts or styles per document). The Watermark font size is not affected by your font size selection. The Screen Banner is not affected by any Font setting. 5) Select the Print Icon 6) Notice the Print Preview Area 7) Click the Banner/Watermarks button 8) Expand the Screen Watermark and type DRAFT II over the <blank> area. These settings are useful for displaying a document's classification to the Visualization Tool (e.g., proprietary, draft, etc.) and the values can differ from the values entered in the Watermark and banner location lines. The On screen banner fonts are not affected by choices made in the Font dialog box. 9) Click the Ok button. 10) The screen now shows DRAFT II and the printable document displays DRAFT. You may need to move the dialog box to the side to see the watermark. 11) Click the Banners/Watermarks button 12) Select the Screen Banner and type %Date. 51

138 Using ProjectDox Visualization Tool 7.0 SR1 Rev Entering % into the field will result in a list of system tags that can be used to display information in the banner, watermark, etc. 13) Click Apply and note the banner added to the file in the ProjectDox Visualization Tool. 14) Click Top Left and type %Date, %Login, and %TotalPages into three separate fields under this heading. 15) Click Ok. 16) Select the Print Icon and Click the Print button if your computer has access to a printer or you can look in the Print Preview in the upper left of the page and can see text in the corner. 52

139 Using ProjectDox Visualization Tool 7.0 SR1 Rev ) The result is seen in Figure 21 in a banner on the top left, where the variables are replaced with values from the system. 31 Toolbars Figure 21. Print Example with Banners The following guide provides an overview of all of the button functions available in the ProjectDox 7.0 SR1 Visualization Tool application. 53

140 Using ProjectDox Visualization Tool 7.0 SR1 Rev Main Toolbar This toolbar, located in the upper left corner of ProjectDox Visualization, contains icons for executing markup commands, saving markups, printing pages and regions, and object selection. Markup. Access commands regarding markup files, such as creating a new markup file, opening a markup file for edit or review, saving a markup file, consolidate markups, as well as accessing a stamp template submenu. Markup Save Available when a markup is open for edit, use this button as a quick way to save the current markup file to the markup directory. Print. If allowed by your administrator, you can access the Print menu. The Print dialog box contains standard print options, such as choosing a printer, giving a range of pages to print, etc. You can also select to print to scale options, view Print Preview, and set Banner and Watermark options. An option is available to print Changemarks information and/or redaction reasons as an appended page. If Print Region is selected from the Print menu, press the mouse on a starting point of the Visualization Tool and draw a rectangle on the area of the document that you would like to print. The Print dialog appears when you release the mouse. Select. Use the Select tool to select text in a document to copy (if allowed), select an intelligent object, and to activate Changemarks. Find. You can search the text on documents and images with the search tool. Wildcards, macros, and regex search strings are accepted. You can search up, down, find whole word, match case, and turn on term-hit highlighting. 33 ProjectDox Visualization Functions Menu 34 Markup Toolbar The Markup toolbar contains tools for adding markup entities and Changemarks (annotations) to the current file. The Markup toolbar is displayed on the left side of the Visualization Tool when you: Click Click from the functions toolbar. and select New. 54

141 Using ProjectDox Visualization Tool 7.0 SR1 Rev Additional markup tools are available by clicking on any arrow that exists to the right of the currently displayed tool. Please see the Tool Properties Toolbar section of this document for available tool options. Edit Markups. Use to select and edit markup attributes, resize, reshape, rotate, copy, or move entity. Arrow Pointer. Use to add arrows to your images. The arrowhead is set at the first selection point. Text. Use the Text tool to insert text directly on the image (rather than in a note). Use the Markup Properties tools to change the font name, size, etc. Changemarks. The Changemarks tool allows markup authors to type or copy/paste in detailed text in a scrolling window. Authors can also add hyperlinks to point the user to additional information. Reviewers simply need to double-click on the markup entity while in select mode to review the text, or automatically scroll through each Changemarks contained in the Changemarks list by clicking a Next button. See Also "Changemarks Panel". Changemarks combination tools: These tools are available purely for convenience. With a single click, you can add a Changemarks with either a Highlight, Text Highlight, Cloud, or Arrow. Once added, the two entities behave independent of each other. The Text Highlight is only enabled when text found on the file or document. Insert Image. Use this markup tool to insert external raster images (JPG, BMP, or PNG) into your current markup layer. Once selected, images can be resized and positioned where you want them. You can set multiple instances of this same image entity or use the Browse button in the Markup Properties bar to choose another raster image to insert. The properties bar also contains a list of 10 most recently used images, which can be individually selected and inserted. Add Markup Stamp. If Stamp Templates have been authored and saved and your administrators have allowed access, the markup stamp button is available on the Markup Toolbar. When clicked, a list of available markup stamps is shown that can be added to the current markup layer. The stamp template is a group of markup entities that have been defined as a single unit and all elements of the template are resized and moved as a single entity and cannot be edited otherwise. Color, content, and other elements are defined by the author when a stamp template is created and saved. 55

142 Using ProjectDox Visualization Tool 7.0 SR1 Rev Review Tools When a stamp is inserted, if a dynamic text field exists: %Page, %Date, %dbstring(value), etc., the field is resolved and results are populated in the stamp. Cloud and Polygonal Cloud. Add cloud or polygonal cloud shapes on your images. Highlight. Creates highlight entities by drawing a rectangle. Unlike the filled shape entity, highlights do not have the option of being filled or hollow. Sketch and Sketch Polygon. Use this tool to draw freehand shapes and lines on your image. Sketch Polygon shapes can be filled or unfilled. Cross out, Scratchout, Arc, and Line Tools. Use any of these tools to add linear shapes on your documents and images. The mouse cursor will change to reflect the tool selected. Line width and style can be selected in the markup properties toolbar, with additional arrow end styles available for the Line Arrow tool. Rectangle, Rounded Rectangle, Ellipse, and Polygon shapes. Shapes can be used as highlights or hides, and can be filled or hollow as determined by your selection in the Shape Properties drop-down list. Use the Hides shapes to cover or hide areas of the image. Hides shapes are automatically the same color as the background color. The mouse cursor will change to reflect the tool selected. Edit Text. You can highlight, strikeout, strikethrough, and underline selectable text contained in a drawing or document. Simply drag a box around the text area you want to include to select and mark it. The Review button allows quick access to open and close markup files for the purpose of review. Review. ProjectDox Visualization can open markup files for review. Though an image file can have only one editable markup associated with it, there can be multiple overlaid or read-only markups attached. Markups opened for review cannot be edited, but one or more overlaid markup layers can be permanently published with the current file, along with any newly created markup layers, as a new markup. Clicking Review opens a file explorer window where you may select an associated markup file, or files, to open for review. When markup files are overlaid for review, clicking on the review drop-down arrow displays a list of currently open markups that you may close for review (Close Review). Selecting Review Changemarks opens up the Changemarks panel where 56

143 Using ProjectDox Visualization Tool 7.0 SR1 Rev Redaction Toolbar you may cycle through any Changemarks contained in the markup file. The Redact toolbar contains tools for redaction purposes. The Redact toolbar is displayed is displayed on the left side of the Visualization Tool when you click. Redact Area This markup entity allows you to place a rectangular cover over an area of a sensitive or confidential document to block only certain portions from being viewed, searched, or copied. Allow Area Tool. This tool allows you to cut away areas of an unpublished redaction rectangle that you would like to reveal and make visible. The allow area rectangle, when drawn over a redaction area, cancels the redaction in that area only. Redact Privacy Information. Use the Redact Privacy Information tool to quickly find and redact sensitive information commonly found in documents and forms including Social Security numbers, Phone numbers, addresses, Date of birth, and names. Exception lists can be specified. Find & Redact. This tool lets you run a command that finds and redacts multiple instances of a common word or phrase simultaneously. Redact Using Script(s)/List(s). This tool allows you to run a command to find and redact a predefined list of phrases or redaction scripts in one action. See the ProjectDox online help for the required scripts and lists format. You may use redaction wildcards and macros to search for and redact text strings and number combinations. See the online help for using the available tags and macros that can be used with the Find & Redact, and Redact Using Scripts tools. Redact Page. This tool allows you to redact an entire page or specified pages. You can select to redact all pages, only the currently displayed page, or a range of pages (type in the start and end page numbers). Essentially, this tool can be used in conjunction with the Allow Area tool as a reverse redaction tool, in other words, "redact everything on this page except specified areas." With all of the above tools, the redactions are not finalized until the document is published. Insert Image. Use this redaction tool to insert external raster images (JPG, BMP, or PNG) into your current redaction layer. Once selected, images can be resized and positioned where you want them. 57

144 Using ProjectDox Visualization Tool 7.0 SR1 Rev Measure Toolbar You can set multiple instances of this same image entity or use the Browse button in the Tool Properties Toolbar bar to choose another raster image to insert. The properties bar also contains a list of 10 most recently used images, which can be individually selected and inserted. Find & Redact From/To. Similar to Find & Redact, this tool allows you to specify a range of text to redact by entering a start and end search pattern. You can choose whether to include the end string in the redaction. The Measure toolbar contains tools for measurement purposes. The Measure toolbar is displayed is displayed on the left side of the Visualization Tool when you click. Measure. Access commands for measurement and calibration. You can measure lines, polygons, circles, and rectangles, use the measure count feature, and access the measurement settings dialog. Measurement Properties. Depending on the measurement tool selected from the menu (line, polyline, polygon, rectangle, circle, or count), various properties display for that measurement, including: Distance Angle X,Y Coordinates Perimeter Area (poly) Height Area (rectangle) Radius Circumference Area (circle) Count Clear All and Undo Last. Clears all or only the last count marker placed on an image. If Show Leader is selected, a text box (with category color border) will display each individual measurement result on the entities you 58

145 Using ProjectDox Visualization Tool 7.0 SR1 Rev place. The Negative Area check box allows you to place a negative entity for that category. As long as the check box is selected, any entity you place on the drawing will subtract from the accumulated results. The measurement entities text box displays a negative number if Show Leader is selected. You can select the Snap check box if you would like your measurement points to snap to the nearest picking point or to the midpoint of segments and circles. Note that only CAD type formats support snap. The setting has no effect on raster images and text documents. Measure Takeoff To access the Measure Takeoff panel, click or from the Measure button, select Takeoff. You can create categories of different types (length, area, and count) and accumulate total measurement values for each category defined. Select New to define a new category through the Takeoff Category dialog. You can Edit or Delete a selected category if you are the author. You can assign a different color for each category and the measurements placed on the document will display with that color. The list of categories can be sorted by name (click Category in the top column). Click the ascending/descending arrow to arrange the list accordingly. Once the categories are defined, highlight a category and use the available (dependent on type) measurement tools to place multiple measurements on the document. As you place each measurement entity, accumulated totals display at the top of the takeoff panel. Takeoff information can be Exported to a file or to the Clipboard through the Takeoff Export dialog. To hide a category, click the hide icon to toggle between visible and hide. To toggle all categories from visible/hide state, click the icon located in the column heading. Hidden category information will remain available for export. Category and takeoff information is saved as a markup layer to the current file and can be reviewed as any other markup file. 59

146 Using ProjectDox Visualization Tool 7.0 SR1 Rev Publish Tools The Publish toolbar contains tools for republishing documents. The Publish options menu is displayed when you click. Save and Publish Select Save Current View as JPG from the submenu to save the current view displayed in the ProjectDox viewing window as a JPG file. The file will include all visible elements (e.g., markup entities, magnifier window, measurement indications, etc.). Note that redactions are NOT finalized in the captured image. Select Publish to CSF from the submenu to publish the current file to secure CSF format with encrypted Visual Rights. CSF is a neutral 2D format that is a replica of the source file, including images, graphics, layout, and more. Secure CSF files published with ProjectDox Desktop can be opened in the free ProjectDox Reader. Select Publish to PDF, or TIFF from the submenu to publish the current file (with any open markups) to PDF, or TIFF format. A variety of publishing options can be selected from the dialog. When redaction entities are present in the open markup, publishing to CSF, PDF, or TIFF finalizes the redaction in the output file. 39 ProjectDox Visualization Tool Display Toolbar The ProjectDox Visualization Tool display toolbar contains tools to control how images display. Color. Use this button to change the background color of file types with "transparent" background colors, such as monochrome raster and vector file types (color raster files are not affected) to black, white, or gray. Monochrome: Available from the color menu is also the Monochrome setting. Turning on Monochrome change all lines of a color vector image to a single color (the default is black) while leaving markup entities in color for quick identification. Set Visible Layers. Turn image layers (e.g., layers of a DWG file) on or off to minimize clutter in the view window or to focus on a particular area or part. 60

147 Using ProjectDox Visualization Tool 7.0 SR1 Rev Rotate. The Rotate button allows you to rotate the image in 90- degree clockwise increments. Fit All. Returns the zoom level to 100% so the full image displays in the ProjectDox window. Fit Width. Ideal for 8.5 X 11 office documents, Zoom Width changes the zoom level so that the entire width of the image appears in the window. You can read entire lines without having to scroll. Zoom Slider. You can move the slider ball from left to right to increase or decrease magnification. Move left to decrease, right to increase. The ball snaps back to center on release. Pan/Zoom. When zoomed in on an image, use the Pan tool to maneuver around the image. Magnifier. Use the Magnifier to summon a magnified view window on your image. The magnification can be adjusted and a toggle tool is available to allow you to switch between eyeglass, bird s eye, and docking behavior. Page Control. Use page control to navigate through the pages of your documents. You can select a specific page from the drop-down list. CSF Icon this icon displays when viewing secure CSF format documents. Clicking on the icon launches a dialog that shows you what Visual Rights were applied to the published file. 61

148 Using ProjectDox Visualization Tool 7.0 SR1 Rev ProjectDox Compare Toolbar Overlay: Use this button to overlay both versions on top of each other. Both files display at their original colors. Use the slider to change the transparency of each file - left to dim the compare version, right to dim the open version. Overlay Differences: With this button, the compare file version opens overlaid on the open file. The open file displays in red (deleted geometry), and the compare file displays in green (added geometry). Geometry that has not changed (common between both revisions) is gray. Side-By-Side: Both versions are displayed in a split-screen image. Move the slider to view transparent differences overlaid in each version. Text Comparison: While a graphical comparison is useful for viewing differences in CAD drawings (as overlaid images), this method has limitations when it comes to comparing the actual text contained in a document file. Use the Text Comparison mode to view the (non- WYSIWYG) text content comparison of the open and compare documents. The document is shown in split screen mode, with the open and compare files displayed in two windows as lines of text, and the WYSIWYG view of the Compare or Open file shown beneath. Text differences between the two documents are highlighted in yellow, red, or green. Red indicates something that was deleted out of the open document. Green indicates something that was added to the compare document. Yellow indicates something that has changed between the two documents. A merged report can be exported to PDF using the Text Compare Report button. Open File (Only): Only the file that was first opened is displayed (normal colors). The set alignment points for comparison tool is available in this mode. All Annotate, Review, Redact, Measure, and Publish features are supported in this compare mode only. Compare File (Only): Only the file that was opened for compare is displayed (normal colors). The set alignment points for comparison tool is available in this mode. Measure and Publish features are supported in this compare mode. Additions: Only added areas (areas present in the compare version, but not in the open version) are displayed in green. 62

149 Using ProjectDox Visualization Tool 7.0 SR1 Rev Deletions: Only deleted areas (areas present in the open version, but not in the compare version) are displayed in red. Unchanged: Only areas that are present in both the compare version and open version are displayed in gray. Transparency Slider: This tool is available for Overlay, Overlay Differences, and Side-by-side modes to adjust the transparency amount of the two documents. In the two overlay modes, move the slider to the left to reduce the transparency of the Compare document (additions), move the slider to the right to reduce the transparency of the Open document (deletions). When the slider is centered, both documents display at 50% transparency. In Side-by-side mode, center the slider to view the changes side-by-side, overlaid at 25% transparency. Move the slider all the way to the left to view 50% transparency, or all the way to the right for 0% transparency (no overlay). Text Compare Report: Use this button to generate a merged text compare report and output the results to PDF. 41 Set Alignment Tools Nudge Alignment: This button is available when using the Overlay, Overlay Differences, Side by Side, Additions, Deletions, and Unchanged viewing modes. You can use the Nudge Alignment commands to nudge and re-scale a compare image or drawing to an open drawing, allowing you to interactively make small adjustments to align the files more precisely. This feature is especially useful for comparing two TIFF images that contain the same text but have different line spacing. Click the Nudge Alignment button and select a direction to nudge the compare file by one increment. Set/Clear Alignment Points. The Set Alignment Points tool allows you to compare two versions of a file that are of different scales, or world page sizes. Use the tool to select two points on each version that define a single identical location that is used as a common alignment section when the two files are overlaid. Clear alignment clears any currently set points. 63

150 Using ProjectDox Visualization Tool 7.0 SR1 Rev Tool Properties Toolbar This toolbar contains tools to modify the properties of Markups and Measurements. The properties bar is located directly below the main toolbar. ProjectDox Visualization Help. Launch the on-line Help file to access detailed information about using ProjectDox Visualization features. Text Properties. Use the Bold, Italic, and Underline buttons to modify the style of your markup text. Use the font style and size drop-down boxes to change the markup font style and size used. Changing the size of the markup text box on the image will dynamically update the size of the font used in the font size selection box. Text Background. Use this feature to select a background type for your markup text box. Available choices from the drop-down menu are Transparent, Match Display Background, and <Color>. Use Select Background Color to choose the markup text background color from the Color Chooser dialog. Tokens. Available when creating a stamp template, use this button to replace markup text with token variables. The token expressions will be resolved when a user inserts or double clicks on a stamp containing token variables. If the token used is a %prompt(), the user will be prompted with a text entry field where he can type in the requested information. 64

151 Using ProjectDox Visualization Tool 7.0 SR1 Rev Line Width. Change the width of markup lines using the Line Width tool. Line Style. Choose the style of line used for any of the Sketch, arrow, shape, edit text, or line tools. Choices include solid, dotted, dashed, or dash-dot. Shape Properties Fill Type. Select Solid, Hollow, Highlight, or Background Fill as attributes for a Rectangle, Ellipse, or Polygon shape. Choosing solid or highlight fills the shapes with the currently selected markup color. Arrow End Styles. Choose the start and end arrow styles to use with the Line Arrow tool. Color. Change the color of any markup entity using the 16 predefined markup colors, or you can choose More to use the custom Color Chooser dialog. Copy Markups. Use this button to copy selected markup entities to one or all pages of the document (specific page numbers can be entered in the Copy Entities to Designated Pages dialog). Entities that cannot be copied include Edit Text entities, Changemarks, and Redactions. 65

152 Using ProjectDox Visualization Tool 7.0 SR1 Rev Hyperlink. Add a hyperlink to any markup entity when this icon is available. Hyperlinks can be launched by clicking on a markup entity containing a hyperlink with the Select tool. 43 ProjectDox Visualization Tool Task Pane The task pane can be toggled open and closed by clicking on the Pane Arrow side of the ProjectDox Viewing window. on the right Pane Arrow. This icon, located on the right side of the viewing window, expands and collapses the tabbed tool panel when clicked. Page Thumbnails Panel The Page Thumbnails Tab opens a scrollable thumbnail navigation panel on the right side of the ProjectDox viewing area. When clicked, the pages of the currently opened file appear in the panel as small click-able thumbnail images. First/Previous/Next/Last buttons are provided for quick page navigation. If a markup file is open, an exclamation point appears to indicate the pages that contain markups. You can use the next/previous markup page arrows to navigate through only those pages containing markups. Bookmarks Panel The bookmark panel lists the internal bookmarks contained in the document being viewed. In this panel you can expand or collapse the bookmark trees by clicking the +/- signs. Click a bookmark to go to that location in the document. Use the search field to search for bookmark titles. Use the next and previous arrows to navigate through bookmarks 66

153 Using ProjectDox Visualization Tool 7.0 SR1 Rev Changemarks Panel (See Changemarks from the Markup Toolbar) Next and Previous arrows are provided to navigate through the Changemarks list. The list can be sorted by the categories provided in the Sort drop down list The Changemarks list window also contains buttons to search the content, title, or author information of a Changemarks. Use the Show All button to undo any filters applied and show all Changemarks contained in the document. Use the Extract Changemarks button to copy the selected Changemarks, or all Changemarks information contained in a document to the Clipboard. This function captures the Changemarks title, comment (text description), attached hyperlink (as text), and image (WMF bits) to the Clipboard. The resulting RTF stream can be pasted into Microsoft Word. Verify Redactions Panel Once you have redacted a document (see Redaction tools) you can optionally run the Verify tool to manually check and adjust the accuracy of each redacted area that has been set on the document before you finalize the redaction through 67

154 Using ProjectDox Visualization Tool 7.0 SR1 Rev publishing. Measure Takeoff Panel To access the Measure Takeoff panel click this tab, or from the Measure button, select Takeoff. The takeoff panel lets you create categories, accumulate measurements, and export the information to a (markup) file or to the Clipboard. You can total length, area, and counts by placing multiple measurement entities on the drawing for each category defined. 44 HOT KEYS Below is a list of short cut keys that allow for navigation or changes to be made in the Visualization Tool without removing your fingers from the key board. HOT KEYS Feature Key Board Control Feature Key Board Control Help About <Ctrl> + <A> Save View as JPG <Ctrl> + <shift> + <J> 68

155 Using ProjectDox Visualization Tool 7.0 SR1 Rev Toggle through Bookmarks <Ctrl> + <B> Publish to CSF <Ctrl> + <shift> + <K> Add a bookmark <Ctrl> + <Alt> + <B> Close Review <Ctrl> + <Shift> + <R> Copy to Clipboard <Ctrl> + <C> Save as Markup <Ctrl> + <Shift> + <S> All <Ctrl> + <E> Publish to TIFF <Ctrl> + <Shift> + <T> Mirror (Flip) <Ctrl> + <F> Change mouse tool to zoom window <Ctrl> + <Shift> + <X> Print Region <Ctrl> + <G> Change mouse tool to magnifier <Ctrl> + <Shift> + <Z> Help Contents <Ctrl> + <H> Rotate 90 Degrees <Ctrl> + <Space> Show Layers <Ctrl> + <L> Rotate 90 degrees counter-clockwise <Ctrl> + <Shift> + <Space> Open Markup <Ctrl> + <M> Find <F3> New Markup <Ctrl> + <N> 1. Zoom In 2. Zoom Out 1. <+> 2. <-> Print <Ctrl> + <P> Move to Previous Page <Page Up> Save Markup <Ctrl> + <S> Moves to Next Page <Page Down> HOT KEYS Feature Key Board Control Feature Key Board Control Thumbnail Panel <Ctrl> + <T> Go to First Page <Ctrl> + <Home> 69

156 Using ProjectDox Visualization Tool 7.0 SR1 Rev Paste <Ctrl> + <V> Go To Last Page <Ctrl> + <End> Fit Width <Ctrl> + <W> Next Markup Page <Ctrl> + <Page Down> Delete <Ctrl> + <X> Previous Markup Page <Ctrl> + <Page Up> Redo <Ctrl> + <Y> Last Page <End> Undo <Ctrl> + <Z> First Page <Home> Change mouse tool to pan <Ctrl> + <Shift> + <A> The following hotkeys can be used while in Compare mode to nudge the overlaid "older version" in the desired direction Burn in Markup <Ctrl> + <Shift> + <B> 1. Nudge Left 2. Nudge Right 1. <Ctrl> + <Left arrow> 2. <Ctrl> + <Right arrow> Close Markup <Ctrl> + <Shift> + <C> 1. Nudge position up 2. Nudge position down 1. <Ctrl> + <Up arrow> 2. <Ctrl> + <Down arrow> Publish to PDF <Ctrl> + <shift> + <D> 1. Nudge scale up 2. Nudge scale down 1. <Ctrl> + <+> 2. <Ctrl>+<-> 70

157 Avolve Software System Use Requirements ProjectDox Component Customer Installation

158 Contents DISABLE POP-UP BLOCKER IN IE... 3 ProjectDox Component Installation... 4 Before installing the components verify the below. Instructions are provided in the following sections on how to temporarily disable UAC and how to add the site as Trusted Add As Trusted Site in Internet Explore Security settings:... 5 Disable UAC Control... 6 COMPONENT TROUBLESHOOTING... 8 UNABLE TO UPLOAD... 8 FILE VIEWING ISSUE

159 ProjectDox uses pop-up windows (browser windows with no toolbars). If you login but no ProjectDox window appears or a warning is received you probably have a pop-up blocker installed that is preventing the main project window from opening. You need to disable ALL pop-up blockers for the ProjectDox site (pop-up blockers allow you to disable pop-up blocking for specified sites). Below are instructions on how disable the pop-up blocker within Internet Explorer. If after disabling the pop-up blocker in IE you still receive the warning message from the ProjectDox application verify your system has no other popup blockers installed. For instance, if the Google Search bar is installed it contains its own pop-up blocker that will need to be disabled. In some cases anti-virus software can cause similar behavior to occur. If you verify all pop-up blockers are disabled and you continue to have issues check your system anti-virus logs to see if the software may be blocking the site from displaying and add the necessary exceptions. DISABLE POP-UP BLOCKER IN IE 1. Navigate to Internet Options for your version of Internet Explorer (IE). Instructions below are based on IE9. a. Select the Gears icon seen in blue. b. Select Internet Options 2. Click the Privacy Tab to set-up an exception for the ProjectDox site. 3

160 a. Click the Settings button b. In the Pop-Up Blocker Settings Window enter the ProjectDox site URL. c. Click the Add button d. Click to Close the Pop-up Blocker Settings window. e. Click the OK button for the Internet Option window. ProjectDox Component Installation ProjectDox requires the installation of several ActiveX controls to be able to perform certain actions in ProjectDox. These actions include: Uploading Files, Downloading Files, Viewing Files, and Viewing Help Information. The link to this MSI file is available from the login screen or if the permissions for the PC allow ActiveX download and installation the user may select to install the components the first time they perform the action. If selected from the login page, the user can accept the defaults to run the MSI and install the controls. If not selected at the login screen, the user will be prompted by the browser to install the ActiveX control (yellow bar at top of the screen or at the bottom of the screen depending on system version) when attempting to perform any of the above actions. If the user s network requires Administrative access to download ActiveX controls, the user will NOT be prompted nor will the MSI on the login screen install. The user will need to contact their network administrator to get access to download these controls. 4

161 Before installing the components verify the below. Instructions are provided in the following sections on how to temporarily disable UAC and how to add the site as Trusted. 1. Add ProjectDox site as Trusted 2. Disable UAC (Vista and Windows7 users only) 3. Recommend Admin/Power User Rights to PC for proper installation Add As Trusted Site in Internet Explore Security settings: 1. Click on the Tools menu and select Internet Options 2. In the Internet Options dialog box, click the Security tab 3. In the Security tab, click the Trusted Sites icon and then the Sites... button 5

162 4. Type in the main URL for the site you are trying to view, for example: 5. Click the Add button to add the site to the list. 6. Click the Close button to close the Trusted Sites dialog. 7. Click OK to close the Internet Options window. Disable UAC Control Disabling of the UAC control should be discussed with your network administrator prior to making changes to your system if applicable. In all cases once the installation is complete the UAC control can be returned to the former setting. 1. From the Control Panel, open User Accounts. 2. Click the Turn User Account Control on or off (Vista) or Change User Account Control Settings (Windows7) link. 6

163 3. Update the UAC by following the below: VISTA: In the Turn on User Account Control (UAC) to make your computer more secure options screen, un-check Use User Account Control (UAC) to help protect your computer checkbox. WINDOWS7: Turn the scroll bar to Never Notify. 4. Click OK and restart the system. Note: The User's permissions level/rights will affect how the UAC works. Note: After successful installation of the ProjectDox Components the system s UAC control can be returned to the former setting. A reboot will be required for the change to take effect. 7

164 COMPONENT TROUBLESHOOTING The following section reviews common issues with the installation of the components along with recommendations for resolution. Most issues are related to lack of permissions to install the required components on the PC or the enabling of the UAC during the installation process. UNABLE TO UPLOAD ISSUE: Access the Upload Files button, but the upload window that displays after selection is either blank or looks like the below where the upload dialog box is missing and no prompt is received to install the components [Chilkat, Uploader.ocx]. Indicates Upload Components not installed. 8

165 RESOLUTION STEPS First Time ProjectDox User: Verify the ProjectDox Site is a Trusted Site in IE. Verify user s permissions on the PC. Admin or Power User permissions recommended for installation. Return User s: Uninstall the ProjectDox Components from the Pc s Control Panel. Successfully loaded components will provide a screen like below: Components Installed the Upload Dialog will display. 9

166 FILE VIEWING ISSUE User selects to view a file or view a markup on a file. Upon display of the window a blank white screen or a blank white screen with a small box in the upper left window displays. Click on a file and a white window opens. Many times it has a small window in the left corner. RESOLUTION STEPS First Time User: Verify if running Vista or Windows7 that UAC is disabled. If UAC was enabled during the installation uninstall the components and delete the IGC folder from your profile before reinstalling. Verify the ProjectDox site is in your list of Trusted Sites. If issues persist increase the permissions for the PC to Admin/Power User Rights to download. 10

167 Return User: If installing updated components as a result of a ProjectDox upgrade ensure that the former Components have been uninstalled by uninstalling the ProjectDox Components from the Control Panel. o Delete from your profile the IGC folder [x6_0 or x7_0]. Verify if running Vista or Windows7 that UAC is disabled. If UAC was enabled during the installation uninstall the components and delete the IGC folder from your profile before reinstalling. Verify the ProjectDox site is in your list of Trusted Sites. If issues persist increase the permissions for the PC to Admin/Power User Rights to download. Once the components are successfully installed when a file is selected for viewing it should appear with the image in the new window or in the frame of the application. 11

168 ProjectDox Install Process 1. On Windows 7 make sure UAC is turned all the way off first and reboot. 2. Sign in with an administrator account of course for the installation process. 3. Go to this website and make sure you have no popup blockers turned on 4. Once there just click on Install ProjcetDox Components as shown here and go through everything till it completes. 5. Once done log into the software using the username techs@kissimmee.org and use the admin password you use on pcs when setting up. If still not sure just use the Forgot your password link and you will see an come in if you are part of the tech group to receive to reset it. 6. Once you are in the software and logged in then go to the ProjectDox Portal. 7. Click on one of the guides in the projectdox User Guides and it will also want one other piece installed so let it through and make sure you can get into the document. 8. If you can read document then that is it and you are done. You can turn UAC back to where it is if you like and now the user can login and use the program but still make sure they don t have popup blocker turned on in their profile or it will not make them login.