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BlueCieloMeridianEnterprise2014User'sGuide
168
Beforeyoubegin
Thedocumenttowhichyouwanttoattacharenditionmustbeunderchangebyyou.
Warning    Theattachedfilemightbeoverwrittenifanewrenditionisgeneratedautomaticallybythesystem
astheresultofaworkflowtransitionormanuallyasdescribedin“Updatingrenditions”onpage167.
Toattachafileasarendition:
1. Browsetothedestinationdocumentinanyview.
2. Dragafilefromoutsidethevaultanddropitontothedestinationdocument’snameintheview.The
shortcutmenuappears.
3. SelectAttachasRendition.Thefileisattachedtothedocumentandthedocumenticonisoverlaid
witharedsashsimilarto
.
10.23.5
Unlocking renditions
Whilearenditionisbeinggeneratedbythesystem,renditionsarelockedbytheuserRenditionServerso
thattherenditionfilescanbereplaced.Thispreventsthesourcedocumentfrombeingroutedinaworkflow.If
renderingfailsforsomereason,therenditionmayremainlocked.Thelockmustbereleasedmanuallyinsuch
cases.
Tounlockarendition:
1. Selectthedocumentforwhichyouwanttounlockitsrendition.
2. OntheDocumentmenu,selectUnlockRendition.Therenditionisunlocked.
Or
1. Right-clickthedocumentforwhichyouwanttounlockitsrenditionandselectUnlockRenditionon
theshortcutmenuthatappears.Therenditionisunlocked.
10.24
Buildingareport
Youcanbuildreportsbasedonreportdefinitionsthatarecreatedbyasystemadministrator.Areportcanbe
basedonthedocumentscontainedwithinafolderintheExplorerview,onaselectionofdocumentsinany
Navigationview,oronasavedsearch(collection).
Tobuildareport:
1. SelectthefolderintheExplorerviewthatcontainsthedocumentsyouwantthereporttocontain.Or
selectthedocumentsthatyouwantthereporttocontaininanyNavigationvieworsavedsearch.
Tip    SelectSelectAllfromtheDocumentmenuorpressCtrl+Atoselectalldocumentsinthecur-
rentview.
2. Right-clickthefoldernameorselectionandselectBuildReportfromtheFolderorDocument
menu,respectively.TheSelectReportdialogboxappears,listingtheavailablereportdefinitions.
3. SelectoptionsusingthedescriptionsinthefollowingtableandclickGenerate.Thereportdataisout-
puttoafileortheapplication,dependingontheformatselected.
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BlueCieloMeridianEnterprise2014User'sGuide
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Option
Description
Selectthe
scopeofthe
report
Selectthedocumentsthatwillbeincludedinthereport.Ifyouwanttoincludethedoc-
umentscontainedwithinsubfoldersofthecurrentselection,selectthe(Recursively)
option.
Selectthe
formatofthe
report
ListsthestandardoutputformatsandanyMicrosoftWordreporttemplatesdefined.
Selectoneoutputformat.
Savereportin
Enabledifoneoftheoutputformatsthatcreateanoutputfile(asopposedtosendingout-
puttotheapplication)isselected.Typeorselectalocationforthereportoutputfile.
Addtoexist-
ingreport
Addsoutputfromthecurrentreporttoexistingoutputfromapreviousreport.
Openreport
whendone
Ifoneoftheoutputformatsthatcreateanoutputfile(asopposedtosendingoutputtothe
application)isselected,openstheresultingfileinitsdefaultapplication.
Reportgenerationoptions
Alloftheoutputformatsproduceareportthatcontainsmostlymetadataaboutthedocumentsinthescopeof
thereportexceptforMicrosoftWordtemplates.Thesetemplatescanincludeadditionalformatting,text,graph-
ics,andeventhumbnailimagesofthedocuments.MicrosoftWordreporttemplatescanonlybeconfiguredby
asystemadministrator.
Tip    TheTextFileoutputformatcanbeusedtocreatescriptsforusebyotherapplicationssuchas
AutoCAD.Suchscriptscanbeusedtoprocessbatchesofvaultdocumentsforplotting,conversion,andother
automationtasks.
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BlueCieloMeridianEnterprise2014User'sGuide
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11 WORKINGWITH FOLDERS
AMeridianvaultmaycontainanunlimitednumberoffolders.MeridianEnterprisefoldersworkverysimilarto
Windowsfolders.AnythingthatyoucandotoaWindowsfolder,youcandotoaMeridianfolder:
Createandrename
Copyandmove
Deleteandrestore
Assigninheritablesecuritytothecontents
ButMeridianfoldersarealsocapableofdoingmuchmorethanWindowsfolders:
Thenamecanbecalculatedautomatically
Thepropertiesofadocumentcanbedeterminedbyitsparentfolders
Theycanhavecustomproperties,suchasProjectNumber
Commandsrunonaselectedfoldercanapplytoallofthedocumentsinthefolder
Aspecialtypeoffoldercalledaprojectfoldercanhaveaworkflowassociatedwithitsimilartoadoc-
umentworkflow.Theworkflowcanbeinterlockedwiththeworkflowofthechilddocumentsorwith
theworkflowoftheparentfolder.ThisrequirestheMeridianAdvancedProjectWorkflowModule.
Theycanbelinkedtoasharednetworklocationwheremultipleuserscaneditcopiesofthesame
fileswithcertainmulti-userapplications.Thefilesareautomaticallysynchronizedwiththevaultcop-
ies.
Workingwiththesefeaturesandmoreisdescribedinthefollowingtopics.
11.1
Assigningsecurityrolestoafolder
Foldersecuritymaybeinheritedfromitsparentfolderorexplicitlydefinedforthefolder.Alloftheroleassign-
mentsforafolderanditssub-foldersmaybeexported,cleared,andimportedasabatch.
Notes
Ifnorolesareassignedtoavault,thennosecurityrestrictionsareappliedandeveryonehasfull
accesstoalldocumentsinthevault.Assoonasoneroleisassignedtothevault,thatistheonlyrole
withaccesstothevaultuntilotherrolesareassigned.Werecommendthatyoufirstassignatleast
yourselftotherolewiththemostprivilegesfortherootlevelofthevaultbeforeassigninganyother
roles.Thiswillpreventlockingyourselfoutofthevaultorfromnotbeingabletomodifyrolesandrole
assignments.TheroleshouldhavetheChangeconfigurationprivilegeintheVaultgroupandthe
AssignrolesprivilegeintheFoldergroup.
IfInheritfromparentfolderisenabled,theroleslistisemptyandthefolderhasthesamerole
assignmentsasitsparent,whichmightinherititsrolesfromitsparent,andsoonallofthewayupthe
folderstructuretotherootofthevault.
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BlueCieloMeridianEnterprise2014User'sGuide
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Forinformationonconfiguringsecurityroles,see“Aboutvaultsecurity”intheBlueCieloMeridianEnterprise
ConfigurationGuideand“UnderstandingMeridianEnterpriserole-basedsecurity”intheBlueCieloMeridian
EnterpriseAdministrator’sGuide.
Beforeyoubegin
Assigningrolestoafolderistypicallyreservedforsystemadministratorswhoknowwhatprivilegeshave
beenenabledforeachroleinavault.Ifyoudonotknowthecapabilitiesofeachrole,consultasystemadmin-
istratorbeforeproceeding.
YoumustbeamemberofagroupthathastheAssignRolesprivilegetodothis.
Toassignrolestoafolder:
1. IntheExplorerviewofPowerUser,selectthefoldertowhichyouwanttoassignroles.
2. SelectAssignRolesfromtheFoldermenu.TheAssignRolesdialogboxappears.
3. Todisableroleassignmentinheritanceandexplicitlyassignrolestothefolder,disableInheritfrom
parentfolder.TheAddbuttonbecomesenabled.
4. ClickAdd.TheAddUserRoleAssignmentdialogboxappears.
5. SelectarolefromAddtorole.
6. Toassignagrouptotheselectedrole,enableGroupandtypeorselectagroupnamefromtheadja-
centlist.Toassignausertotheselectedrole,enableUserandtypeorselectausernamefromthe
adjacentlist.
7. ClickCheckNametovalidatetheselectedname.
8. ClickOK.Theroleassignmentisaddedtothelist.
9. Repeatsteps4through8toassignmorerolestothefolder.
10. SelectaroleassignmentandclickRemovetoremovetheroleassignment.
11. ClickOK.Thecurrentroleassignmentsareappliedtothecurrentfolder.
NEW
 Toexportthesecurityassignmentsofthecurrentfolderanditssub-folders:
1. IntheExplorerviewofPowerUser,selectthetop-levelfolderfromwhichyouwanttoexportroles.
2. SelectAssignRolesfromtheFoldermenu.TheAssignRolesdialogboxappears.
3. ClickExport.TheSaveAsdialogboxappears.
4. SpecifyalocationandfilenameforthefileandclickSave.Theroleassignmentsareexported.
TheassignmentsaresavedinXML format.Youcanopenthefileinawebbrowsertovieworprintthe
information.ThefilecontainsareferencetoanexampleXSLT filenamedsecurity report.xslt
that,ifcopiedtothesamefolderwiththeoutput,willtransformandformattheoutputusingthestyles
thataredefinedintheXSLT file.Bydefault,thefileisinstalledintheMeridianEnterprisefolderat
C:\Program Files\BC-Meridian\Program.YoucanmodifytheXSLT filetomeetyourown
requirements.WerecommendthatyounotmodifytheXMLoutputfile.
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BlueCieloMeridianEnterprise2014User'sGuide
172
NEW
 Toremoveallexistingsecurityassignments:
Note    Ifthevaulthasmanyrolesassignments,thisoperationcantakealongtime(hours).Werecommend
thatyouperformthisoperationafterproductionhours.
1. IntheExplorerviewofPowerUser,selectthetop-levelfolderfromwhichyouwanttoremoveallrole
assignments.
2. SelectAssignRolesfromtheFoldermenu.TheAssignRolesdialogboxappears.
3. ClickClear.Aconfirmationdialogboxappears.
4. ClickYes.Theroleassignmentsareremoved.
NEW
 ToimportroleassignmentsfromanXML filethatwaspreviouslyexported:
Notes
IftheXML filecontainsreferencestofoldersthatdonotyetexistinthecurrentvault,thefolderswill
skippedandnotcreatedautomatically.
Theroleassignmentsthatareimportedwillreplaceallexistingroleassignmentsforeachfolder,not
addtothem.Besurethatnocriticalroleassignmentswillbelostifyouproceed.
IfthevaultfromwhichtheXML filewascreatedhasmanyrolesassignments,thisoperationcantake
alongtime(hours).Werecommendthatyouperformthisoperationafterproductionhours.
1. IntheExplorerviewofPowerUser,selectthetop-levelfoldertowhichyouwanttoimportroles.
2. SelectAssignRolesfromtheFoldermenu.TheAssignRolesdialogboxappears.
3. ClickImport.TheOpendialogboxappears.
4. SelectthefilethatcontainstheroleassignmentsthatyouwanttoimportandthenclickOpen.Acon-
firmationdialogboxappears.
5. ClickYes.Theroleassignmentsareimported.
11.2
Aboutprojectfolders
BlueCieloMeridianEnterpriseincludesasetoffeaturesnamedManagedChangethatisasubsetofthepro-
jectmanagementfeaturesoftheMeridianAdvancedProjectWorkflowModule.ManageChange(andthe
MeridianAdvancedProjectWorkflowModuletoagreaterdegree)allowsyoutocreateprojectfoldersin
the Mainareaofavaulttocontainin-progressdocuments.Thosedocumentsarecalledprojectcopiesandare
madefrommasterdocumentsthatresideelsewhereinthevault.Masterdocumentscanbeconsideredas-
builtdocuments.
TheManagedChangefeaturesarerecommendedasareplacementforusingworkareasforthoseorgan-
izationsthatworkwithmanyprojects.
ThedifferencesbetweenManagedChangeandtheAdvancedProjectWorkflowModulearecomparedinthe
followingtable.
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BlueCieloMeridianEnterprise2014User'sGuide
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ManagedChange
AdvancedProjectWorkflowModule
Projectfoldersdonotincludeworkflow.
Projectworkflowsarefullyconfigurable.
Projectfoldersmaynotcontainsubprojects.
Projectfoldersmaycontainsubprojectfolders.
Projectfoldersdonothaveworkflowsand
thereforemaynotbeinterlocked.
Projectworkflowsmaybeinterlockedwithotherproject
workflowsanddocumentworkflows.
Documentsmaybecopiedtoonlyoneproject
folderatatime.
Documentsmaybecopiedtomultipleprojectfoldersfor
concurrentchanges.
Projectfolderdifferences
Inallotherrespects,theprojectdocumentmanagementfeaturesofManagedChangearethesameasinthe
AdvancedProjectWorkflowModulethataredescribedintheBlueCieloMeridianAdvancedProjectWorkflow
User’sGuide.
ThefollowingtopicsdescribethecommontasksthatcanbeperformedwiththeManagedChangecom-
mands.
11.2.1
Understandingproject definitions
Projectdefinitionsaretheelementarybuildingblocksuponwhichprojectfoldersarecreatedtocontainproject
copiesofmasterdocumentsforrevision.Projectdefinitionsarethetemplatesfromwhichprojectfolderscan
bemadeinavault.ProjectdefinitionsarecreatedbyasystemadministratorwiththeMeridianEnterpriseCon-
figuratortool.
Anyprojectdefinitionsavailableinavaultarelistedonmenusalongsideavailablefoldertypesanddocument
typesforeasyselection.Consultasystemadministratorforinformationregardingtheprojectdefinitionsavail-
ableinyourvault(s).
11.2.2
Creatinganewprojectfolder
Dependingonyourvaultconfiguration,youmayhaveoneormoreprojectdefinitions(templates)fromwhichto
choose.
Tocreateanewprojectfolder:
1. Selecttheparentfolderwhereyouwanttheprojectfoldertobelocated.
2. FromtheVaultmenu,highlightNew,andclickthenameofaprojectdefinition.Availableprojectdefin-
itionsareindicatedbytheprojectdefinitionicon 
.Consultyoursystemadministratorforthenames
ofprojectdefinitionsthathavebeenconfiguredinyourvault.
3. Dependingontheprojectdefinitionselected,wizardpagesmayappearforinputofprojectinform-
ation.CompleteanywizardpagesthatappearandclickFinish.Theprojectfolderiscreatedwithin
theselectedparentfolder.
Note    Copyingaprojectfoldertoanotherlocationinthevault(viadraganddroportheClipboard)willcreate
anormalfoldercontainingonlythedocumentsthatwereoriginallycreatedintheprojectfolder,notanyproject
copies.Projectcopiesresidinginthesourceprojectfolderarenotcopiedtothenewfolderbecausecopying
documentswithactiveworkflowswouldviolateworkflowintegrity.
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Thiscompletesthecreationofanewproject.Youcannowusetheprojectasdescribedinanyofthefollowing
topics.
11.2.3
Copyingamasterdocumenttoaproject folder
Copyingamasterdocumenttoaprojectmakesacopyofanexistingmasterdocumenttoaprojectfolderand
linkstheprojectcopytothemasterdocument.Thisissimilartocreatinganewdocumentasaderivativeofan
existingdocument.Thepurposeofthecopyistobefurtherdevelopedinthecourseoftheprojectforeventual
releaseasanewrevisionofthemasterdocument.Forexample,anas-builtfacilitydrawingmayneedtobe
modifiedaspartofafacilityupgradeorexpansion.Yet,theas-builtdrawingneedstoremainaccessibleby
facilitymanagersuntiltheprojectiscomplete.Thesolutionistocreateaprojectcopyofthecurrentas-built
drawing(masterdocument)intoaprojectfolder,optionallylockingtheas-builtdrawingagainstotherrevisions.
Theprojectcopymaythenbemodifiedasnecessarywithoutaffectingtheas-builtdrawing.
Note    BesidesthenormalManagedChangeprivileges,youalsoneedtheStartQuickChangeprivilegeto
usethiscommandinWebAccess.
Tocopyadocumenttoanexistingproject:
1. Selectthemasterdocumenttobecopiedtoaprojectfolder.
2. FromtheDocumentmenu,selectManagedChange,andclickAssigntoFolder.TheSelect
folderdialogboxappears.
Notes
Therootfolderthatisshowninthisdialogboxcanbecontrolledbyvaultcustomization.Thiscan
bedonetolimitprojectcopiestobemadeonlyincertainprojectfoldersdependingonyourorgan-
ization'sbusinessprocesses.Thefolderthatyoulastselectedinthisdialogboxmayormaynotbe
selectedbydefaultdependingonthatcustomization.
Thevaultmightbeconfiguredtoautomaticallycreatesubfoldersbelowthefolderthatyouselect
andtheprojectcopymightbecreatedthere.
3. SelectanexistingprojectfoldertocopythedocumenttoandclickOK.ClickNewFoldertomanually
createanewfolder,ifnecessary.
Note    Ifthemasterdocumentwaslastreleasedfromthesamefolder,awarningmessagewill
appearandthedocumentcannotbereassignedtothesamefolder.
a. Ifthemasterdocumenthasreferences,theMeridianEnterpriseReferenceExplorerappearssim-
ilartothefollowingfigure.Itliststhemasterdocumentanditsreferencedocuments.Documents
thatwillbecopiedareindicatedwithagreencheckmarkicon
.Documentsthatwillnotbe
copiedareindicatedwithamagentaequalssignicon
.
BlueCieloMeridianEnterprise2014User'sGuide
175
b. Bydefault,theprojectcopywillreferencetheoriginalreferencedocumentsandcopieswillnotbe
madeofthem.Alternatively,youcancopythereferencedocumentstogetherwiththemasterdoc-
umentandthemasterdocumentwillreferencestheprojectcopiesofthereferencedocuments
(andcopiesofthemmadeinthesameproject).
Toalsocopyspecificreferencedocumentstotheprojectfolderandreferencethem:
Right-clickthedocumentnamethatyouwanttocopyandclickSelectforCopy.
Tocopytheselecteddocumentandallofitschildreferencedocumentsandreferencethem:
ClickSelectEntireBranchforCopy.
ClickOKtobegincopying.Formoreinformationaboutusingthereferencebrowserdialog,see
Showing
project
copies
.
4. Dependingonthedocumenttypeofthedocumentbeingaddedtotheprojectfolder,wizardpages
mayappearforinputofdocumentinformation.Completeanywizardpagesthatappearandclick
Finish.ThemasterdocumentiscopiedtothedestinationprojectintheUnchangedstate.
Notes
BlueCieloMeridianEnterprise2014User'sGuide
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TheCreatedByandCreatedAtpropertiesoftheprojectcopyarewhoandwhenthecopywas
created,respectively.TheModifiedByandModifiedAtpropertiesoftheprojectcopyarethesame
valuesasforthemasterdocument.
Dependingontheconfigurationofthevault,subfoldersmightbecreatedautomaticallyinwhichto
storetheprojectcopy.
Thiscompletescopyingamasterdocumenttoaprojectfolder.Youcannoweditthedocumentormanageit
asdescribedinanyofthefollowingtopics.
11.2.4
Showingmasterandprojectcopies
Toviewthereferencesbetweenmasterdocumentsandprojectcopies:
1. Selecteitheramasterdocumentoraprojectcopy.
2. OntheDocumentmenu,pointtoManagedChangeandclickShowProjectCopies.Areference
browserdialogwillappearsimilartothefollowingfigure.Thereferencebrowsercanalsobedisplayed
byclickingthework-in-progressicon
ontheDocumentpageoftheselecteddocument.
Tip    Thework-in-progressiconisred
formasterdocuments,blue
forprojectcopies,and
crossedshovels
forinactiveprojectcopies.
Activeprojectcopiesarethoseprojectcopiesthathavenotyetbeenreconciledwiththemasterdoc-
ument.
Inactiveprojectcopiesarethoseprojectcopiesthathavealreadybeenreconciledwiththeirmaster
documentandareshowningrayinthereferencebrowser.Inactiveprojectcopiesmaybehiddenfrom
viewinginthereferencebrowserbydisablingtheDisplayinactiveprojectcopiesoptioninthe
OptionsdialogaccessedbytheOptionsbutton.
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Followingaredescriptionsofthethreepanesofthereferencebrowserdialog.
Theupper-leftpanedisplaysatreeviewofthemasterdocumentandeachofitsprojectcop-
ies.Projectcopiesarelistedbelowandindentedfromthemasterdocument.Theselected
documentisshowninboldtext.Documentsunderchangebyyouareshowninbluetext.
Inactiveprojectcopiesareshowningraytext.
Ifthemasterdocumentislockedinaprojectfolder,aredlockicon
isshownnexttothe
masterdocument’snameandabluelockicon
isshownnexttothenameoftheproject
copytowhichthemasterdocumentislocked.
Theupper-rightpanedisplaysthepathofthedocumentselectedintheupper-leftpane.
Thelowerpanedisplaysthosepropertiesthathavebeenconfiguredbyasystemadmin-
istratortoappearinthereferencebrowser.Ifathumbnailimageisavailablefortheselected
document,italsoappearsinthelowerpane.
3. Selectadocumentintheupper-leftpanetoviewitspathintheupper-rightpane.
4. ClickGototoclosethereferencebrowserandmaketheselecteddocumenttheselecteddocument
intheNavigationview.ClickClosetoclosethereferencebrowserandreturntotheselecteddoc-
umentintheNavigationview.
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