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12.6
Viewingaworkareaworkflow
Thecurrentstatusofaworkareaindicateswherethedocumentscontainedintheworkareaarewithinthe
overallprocessthattheworkarearepresents.Thestatusalsodetermineswhatthenextpossibleactionsare
forallofthedocumentscontainedintheworkarea,ifany.Ifaworkareahasreachedanendstateinitswork-
flow,nofurtherroutingispossibleandtheworkareaisinactive.
Aworkarea’sworkflowcanbeeditedafterithasbeencreatedinordertoadapttheworkareatodifferentbusi-
nessrequirements.
Toviewtheworkflowofanactiveworkarea:
1. Opentheworkarea.ItscurrentstatusisindicatedbytheStatepropertyontheGeneraltab.The
statusisalsoindicatedbythenameofthebuttonattherightendofthecontextbar.
2. ClicktheStatestabtoviewtheworkflowdiagramofthecurrentworkarea.Thecurrentstateisout-
linedinred.
Or
1. IntheMainarea,selectWorkAreasfromtheVaultmenu.TheWorkAreasdialogboxappears.
2. ThestatusofeachworkareaisindicatedintheStatecolumn.
3. SelecttheworkareathatyouwanttoviewandclickthePropertiesbutton
.ThePropertiesdia-
logboxappears.
4. ClicktheStatestabtoviewtheworkflowdiagramofthecurrentworkarea.Thecurrentstateisout-
linedinred.
12.7
Editingaworkareaworkflow
Youeditaworkareaworkflowtoaddorremovestatesandtransitionsandtochangetheirproperties.
Toedittheworkflowofaworkarea:
1. Viewtheworkflowoftheworkareausingoneoftheprecedingprocedures.
2. ClicktheEditbutton.
3. Toaddorremovestatesortransitions,usethetoolsonthetoolbarthataredescribedinthefollowing
table.
Tool
Description
Select:Usetoselectanexistingstateortransitiontoedit.
Newintermediatestate:Selectthistoolandclickinanemptyspaceintheworkflowdiagramtocre-
ateanewintermediateworkflowstate.
Newendstate:Selectthistoolandclickinanemptyspaceintheworkflowdiagramtocreateanew
endworkflowstate.
Workfloweditortoolbarbuttons
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Tool
Description
Newtransition:Selectthistool,clickthetransitionstartstate,andthenclickthetransitionend
state.
Validtransitionstartandendstatesareindicatedwhenthepointerlookslikethis
.Invalidtransition
statesareindicatedwhenthepointerlookslikethis
.Ifnecessary,youcanplaceintermediatever-
ticesinthetransitionbyclickingpointsinbetweenthestartandendstates.
Tomoveanexistingtransitionlabel,clickanddragthelabeltothedesiredlocation.
Toinsertavertexinanexistingtransition,hoverthepointeroverthetransitionlineatapointwhere
youwanttoinsertavertexuntilthepointerbecomesafour-sidedarrow
andthenclickanddrag
thenewvertextothedesiredposition.
Tomoveanexistingvertex,hoverthepointeroverthevertexuntilthepointerlookslikethis
and
thenclickanddragthevertextothedesiredposition.
Properties:Showsthepropertiesoftheselecteditemforediting.
Delete:Deletestheselecteditem.
Workfloweditortoolbarbuttons (continued)
4. Toeditindividualstates,double-clickthestatetodisplayitsproperties.Clickoptionsortypevalues
usingthedescriptionsinthefollowingtable.
5. Toeditindividualtransitions,double-clickthetransitiontodisplayitsproperties.Clickoptionsortype
valuesusingthedescriptionsinthefollowingtable.
12.7.1
Editingaworkareaworkflowstate
Youeditaworkflowstatetochangeitsname,enablesubworkareas,andforcedocumentrevisionstooccurin
subworkareas.
Toeditaworkflowstate:
1. Double-clickthestateyouwanttoedit.ThePropertiesdialogboxappears.
2. SelectoptionsortypetextontheGeneralorSub-workAreapagesusingthedescriptionsinthefol-
lowingtableandclickOK.
Option
Description
Displayname
Thenamedisplayedintheworkflowdiagram.
Name
Theread-onlynameassignedtothestatebythesystem.
Type
Theread-onlystatetype,eitherIntermediatestateorEnd
state.
Workareaworkflowstateoptions
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Option
Description
Inthisstate,thefollowingtypesofsub-
workareasmaybecreated
Selecttheworkareatemplatesthatyouwanttobeavail-
ableforcreatingsubworkareas.
Documentscanonlybecreatedorrevised
inthesesub-workareas
Enablethisoptiontorestrictdocumentcreationandrevi-
siontotheselectedsubworkareas.
Workareaworkflowstateoptions(continued)
12.7.2
Editingaworkareaworkflowtransition
Youeditaworkflowtransitiontochangeitsname,controltheeffectonchangedandunchangeddocuments,
automatebaselinecreation,andassignadistinctiveicontorepresentthetransition.
Toeditaworkflowtransition:
1. Double-clickthetransitionyouwanttoedit.ThePropertiesdialogboxappears.
2. SelectoptionsortypetextontheGeneralpageusingthedescriptionsinthefollowingtableandclick
OK.
Option
Description
Displayname
Thenamedisplayedintheworkflowdiagram.
Name
Theread-onlynameassignedtothetransitionbythesystem.
Afterthistransition
executes,dothefollowing
forchangeddocuments
Selectanactionfromthelisttobeperformedonallchangeddocuments
withintheworkareawhenthetransitionisexecuted.
Afterthistransition
executes,dothefollowing
forunchangeddocuments
Selectanactionfromthelisttobeperformedonallunchangeddocuments
withintheworkareawhenthetransitionisexecuted.
Createworkareabaseline
Createsabaselineintheworkareaatthemomentinhistorythatthetrans-
itionisexecuted.
Tip    Thisoptionisusefulforproducingautomatichistorybookmarksthat
representprojectmilestones.Thebaselinecanbeusedtoviewthenewrevi-
sionsofdocumentsassignedfromtheparentworkarea.
Createabaselineinthe
parentworkarea
Createsabaselineintheparentworkareaatthemomentinhistorythatthe
transitionisexecuted.
Tip    Thisoptionisusefulforproducingautomatichistorybookmarksthat
representprojectmilestones.Thebaselinecanbeusedtoviewtheoriginal
revisionsofdocumentsassignedtoasubworkarea.
Icon
Selectanicontouniquelyidentifythistransition.
Workareaworkflowtransitionoptions
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Regardlessofhowsimpleorcomplexaworkareaworkflowis,severaloftheactionsthatcanbeselectedfor
documentswhenatransitionexecutesarecommonbestpractice:
Action
BestPractice
Donothing
Typicallyselectedforchangedandunchangeddocumentsforintermediatetrans-
itions.
Releasetothepar-
entareaanddo
notreassign
Typicallyselectedforatransitionthatrepresentsthesuccessfulconclusionofthe
revisionprocess,forexample,Released.Thisactionensuresthatallreviseddoc-
umentsarereleasedtotheMainareaasthelatestapprovedrevisionsatthesame
time.
Revokechanges
anddonotreas-
signfromthepar-
entarea
Typicallyselectedforatransitionthatrepresentstheunsuccessfulconclusionofthe
revisionprocess,forexample,Discarded.Thisactionensuresthatanyunapproved
revisionsarediscardedandtheoriginalrevisionsintheparentworkarearemain
effective.
Transitionactionbestpractices
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13 ABOUTBRIEFCASES
Abriefcaseisafilethatyoucanusetotransmitdocumentsandselectedpropertydatatoexternalpartiesasa
singlefile.BriefcasesaresimilartopopulararchivefilessuchasZIPandRARexceptthat,inadditiontocon-
tainingotherfiles,abriefcasefilealsocontainsmetadataaboutthedocumentsitcontains.
Meridianhasfeaturesthatworkwithexclusivelywithbriefcasestoaidincreatingrevisionstodocuments
remotelyandthenimportingthoserevisionsbackintoavault.Youcancopydocumentstoabriefcaseforref-
erencepurposesonly,oryoucancheckoutandlockdocumentstoabriefcasesothatnoonecanworkon
thesedocumentsuntiltheyareunlocked.
Acompletedbriefcaseconsistsofasinglefilewiththe.brcextension.Youcanopenabriefcasefileusing
theMeridianViewBriefcasecommand.
Youcanalsocreatebriefcasesinopenstandardformats,suchasZIPorRAR,ifthevaulthasbeencon-
figuredtomakeuseofthisfeature.Suchbriefcasescanbeopenedusingtheformat’sdefaultapplication,
suchasWinZIPandWinRAR.DocumentmetadataisstoredinthesebriefcasesinExcel,Access,orXML
format,dependingontheconfigurationofthebriefcasetemplate.Consultasystemadministratorforinform-
ationaboutthebriefcasetemplatesconfiguredforyoursystem.
13.1
Viewingabriefcase
Viewingabriefcaseallowsyoutosee:
Thedocumentscontainedwithinthebriefcase
Thevaultpropertiescopiedtothebriefcaseforeachdocument
Thebriefcaseproperties(size,datemodified,password,comments,template,anddocumentcount)
Toviewabriefcase:
1. OntheVaultmenu,selectViewBriefcase.TheSelectBriefcasedialogboxappears,listingall
knownbriefcasestowhichyouhaveaccess.Thepropertiesofeachbriefcasearealsodisplayedin
columns.
2. SelectabriefcasetoviewandclickSelect.ThebriefcaseopensintheBriefcasedialogfromwhich
youcanperformallotherbriefcaseactions.
13.2
Creatingabriefcase
Youcanadddocumentstoanexistingbriefcaseorcreateanewonefromatemplateconfiguredbyasystem
administrator.
Note    Consultwithasystemadministratorforthepurposesofeachbriefcasetemplateandthenamesof
briefcasetemplatesthatareconfiguredtousecustomformatssuchasZIPorRAR.
Tocreateanew,emptybriefcase:
1. OntheVaultmenu,clickViewBriefcase.TheSelectBriefcasedialogboxappears.
2. Clickthedownward-pointingarrowheadbutton
nexttotheCreateBriefcasebutton
.Alistof
briefcasetemplatesopensunderthebutton.
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3. Selectatemplatefromthelist.TheCreateBriefcasedialogboxappears.
4. Selectadestinationfolder,typethenameofthenewbriefcase,andclickCreate.Thebriefcaseiscre-
atedandyoucannowadddocumentstoit.
Toadddocumentstoaneworexistingbriefcase:
1. SelectthedocumentstoaddandthenclickAddtoBriefcaseontheDocumentmenu.TheSelect
Briefcasedialogboxappears.
Note    Toaddtheentirecontentsofafoldertoabriefcase,firstselectthefolderandthenclickAdd
toBriefcaseontheFoldermenu.
Toaddthedocumentstoanexistingbriefcase:
a. SelectthebriefcasefromthelistandclickSelect.TheAddtoBriefcasedialogbox
appears.
b. SelectoptionsusingthedescriptionsinthefollowingtableandclickOK.Thedocumentsare
addedtothebriefcaseandtheBriefcasedialogboxappears,showingthecurrentcontents.
Toaddthedocumentstoanewbriefcase:
a. Clickthedownward-pointingarrowheadbutton
nexttotheCreateBriefcasebutton
.
Alistofbriefcasetemplatesopensunderthebutton.
b. Selectatemplatefromthelist.TheCreateBriefcasedialogboxappears.
c. Selectadestinationfolder,typethenameofthenewbriefcase,andclickCreate.TheAdd
toBriefcasedialogboxappears.
d. SelectoptionsusingthedescriptionsinthefollowingtableandclickOK.Thedocumentsare
addedtothebriefcaseandtheBriefcasedialogboxappears,showingthecurrentcontents.
Option
Description
Checkout
and
include
current
revision
Thecurrentrevisionsoftheselecteddocumentsarelockedtothebriefcase.Documentsin
thisstatecannotbeeditedunlessyouunlockthemwiththecorrectsecurityprivilegesor
returnthemwiththeImportBriefcasecommand.AnentryisaddedtotheCommentdoc-
umentlogtoindicatetheactiontaken.
Only
include
current
revision
Thecurrentrevisionsoftheselecteddocumentsarecopiedtothebriefcaseandarenot
locked.AnentryisaddedtotheCommentdocumentlogtoindicatetheactiontaken.
Only
include
last
released
revision
Onlythelastreleasedrevisionsofdocumentsareaddedtothebriefcase.Documentsinwork-
flowsareignored.
AddtoBriefcase options
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Option
Description
Include
CAD
references
CopiesCADexternalreferencefilestothebriefcase.
Include
drawing
andp
resentation
files
CopiesAutodeskInventordrawingandpresentationfilestothebriefcase.
Include
custom
references
Copiesdocumentsthatusecustomreferencetypestothebriefcase.
Checkout
referenced
documents
Checksoutallreferenceddocumentsthatarecopiedtothebriefcase.
Include
dependent
support
files
AddsAutoCADsupportfilestothebriefcasethatthedrawingsinthebriefcasearedependent
uponforaccuratedisplayandplotting:
*.dst,*.ttf,*.fmp,*.ctb,*.stb,*.pc3,*.shx,*.shp.Thesefiletypesreside
outsidethevaultandareinstalledwithorcreatedbyAutoCAD.Onlythesupportfilesforthe
defaultinstallationofAutoCADareincluded.Differentfilesmayexistifmultipleversionsof
AutoCADareinstalledonyourPC.Thefollowingsupportfilesarenotincludedduetotech-
nicallimitations: *.dws,*.dwt.Thefilesarenotincludedinthetransmittalmadeforthe
briefcaseasdescribedin“Creatingabriefcasetransmittaldocument”onpage195.They
shouldbemanuallyexcludedfromimportifthebriefcaseisimportedintoanothervault.The
pathofeachfile(butnotthedriveletterorsharename) isalsostoredinthebriefcasesothat
thefilescanbeeasilyextractedmanuallytothecorrectlocationsonthedestinationPC.
Whethertoextractthefilesandwhethertheyarecompatiblewiththedestinationinstallation
ofAutoCADistheresponsibilityofthebriefcaserecipient.Thisoptionisonlysupportedby
briefcasesintheopenstandard(.zip,.rar)formats,notinthe.brcformat.
Content
Addsthedocument'snativefiletothebriefcase.
Rendition
Addsthedocument'srenditionfiletothebriefcase.Toincludeanyredlinesoftherendition,
alsoselectRenditionredlines.
Thumbnail
Addsthedocument'sthumbnailimagetothebriefcase.
AddtoBriefcase options(continued)
2. Ifthebriefcaseusesacustomformat,clicktheArchiveBriefcasebutton
tosavethecontents
ofthebriefcaseinthecustomformat.Seethefollowingtablefordescriptionsofthebuttonsinthe
Briefcasedialog.
3. ClickClosetoclosethebriefcasewithoutselectingadifferentdocumentinthevault.
OR
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SelectadocumentinthebriefcaseandclickGototoclosethebriefcaseandautomaticallyselectthe
sourcedocumentinthevault.
ThefollowingtabledescribesthepurposesofthebuttonsintheBriefcasedialog.
Button
Description
Selectabriefcasetoopen.
Displaythepropertiesofthebriefcase,includingitspassword,comments,template,anddoc-
umentquantity.
Selectdocumentstoaddtothebriefcase.
Deleteselecteddocumentsfromthebriefcase.
Opentheselecteddocumentsintheviewer.
Note    Viewingsomedocumentformats(forexample,AutodeskInventor)inabriefcasemight
createlockfiles(*.lck)inthebriefcase.
ComparetheselecteddocumentinthebriefcasewiththerevisioncurrentlyintheMeridianEnter-
prisevault.
Displayallofthevaultpropertiesoftheselecteddocument.
Displaywhichofthevaultpropertiesareincludedinthebriefcase.
Updatethebriefcasepropertiesfromthevault.
Generatesatransmittalsheet(report)listingthebriefcasecontents.Thereportiscreatedinthe
briefcaseandstoredinthevault.Thereportcanbeconfiguredtobeupdatedifthecontentsofthe
briefcasechanges.Consultasystemadministratorforinformationontheconfigurationoftrans-
mittalreports.
Savesthecontentsofthecurrentbriefcaseinastandardarchiveformat.
Opensthedefaultemailprogram,allowingyoutosendamessagewiththebriefcaseasanattach-
ment.
Exportsthedatabasestructureofabriefcaseforusewithotherbriefcasetemplates.Onlysup-
portsMicrosoftAccess.
Importthedatabasestructurefromadatabasefile.OnlysupportsMicrosoftAccess.
Briefcasedialogbuttons
13.3
Creatingabriefcasetransmittal document
AMeridiantransmittaldocumentisaMeridianreportthatcontainsinformationaboutthedocumentsina
briefcasesuchastheirnames,revisionnumbers,comments,andsoon.Thereportformatisdeterminedbya
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systemadministrator.Atransmittalcanbeincludedinabriefcasetohelptherecipientofthebriefcasebetter
understanditscontentsandacopycanbestoredinthevaultasapermanentrecord.NEW
 Thevaultcopy
ofthereportislinkedtothebriefcasesourcedocumentsbyMeridianreferences.
Tocreateabriefcasetransmittaldocument:
1. OntheVaultmenu,clickViewBriefcase.TheSelectBriefcasedialogboxappears.
2. SelectanexistingbriefcaseforwhichyouwanttocreatethetransmittalandclickSelect.The
Briefcasedialogboxappears,showingthecontentsofthebriefcase.
3. ClicktheGeneratetransmittalbutton
.TheGenerateTransmittalSheetdialogboxappears.
SelectoptionsusingthedescriptionsinthefollowingtableandthenclickOK.TheSelectFolderdia-
logboxappears.
Option
Description
Include
transmittal
in
briefcase
Includesacopyofthetransmittaldocumentinthebriefcasefortherecipient’suse.
Savedoc-
umentlist
ascol-
lection
Savesthelistofdocumentsinthebriefcaseasastaticcollection.Thelistsyourcurrentstatic
collections.Ifyouselectanexistingcollection,thedocumentsareaddedtothecollection.If
youselectthedefault<Newcollection>,youarepromptedforanameforthenewcollection.
Briefcasetransmittal options
4. SelectadestinationfolderinthevaulttostorethenewtransmittaldocumentandclickOK.Whathap-
pensnextdependsonhowthesystemadministratorhasconfiguredthebriefcasetemplateusedto
createthebriefcase.
Thetransmittaldocumentisgeneratedfromthereporttemplatethatisassignedtothebriefcasetem-
platefromwhichthebriefcasewascreated.Ifthebriefcasetemplatespecifiesadocumenttypefor
thereportthatuseswizardpagesforuserinput,thosepagesaredisplayedduringreportgeneration,
similartoanyotherdocumentbeingaddedtothevault.Thetransmittalisstoredinthefolderyou
selected.IfyouselectedtheIncludeTransmittalinBriefcaseoption,acopyofthetransmittalis
alsoplacedinthebriefcase.
5. YoucanviewthetransmittaldocumentbyselectingitinthebriefcaseandclickingtheViewbutton
.Thetransmittalopensinanewviewerwindow.
13.4
Importingdocumentsfromabriefcase
Meridianallowsyoutoimportdocumentsfromanexistingbriefcaseintoavault.Thiscanbeusefulforimport-
ingdocumentsprovidedbybusinesspartnersorgeneratedatremotesites.
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Toimportfromabriefcase:
1. OntheVaultmenu,clickImportfromBriefcase.TheSelectBriefcasedialogboxappears.
2. SelectabriefcasefromthelistorclicktheOpenBriefcasebutton
andbrowsetolocatethe
briefcaseyouwanttoimport.TheImportfromBriefcasedialogdisplaysthedocumentscontained
inthebriefcase.
Thedocumentsaregroupedbytheirchangestatusascomparedtothesourcedocumentsinthe
vault.Thevarioustypesofstatusaredescribedinthefollowingtable.
Status
Meaning
Not
changed
Thedocumenthasnotchangedsinceitwasaddedtothebriefcase.Importingthedocument
isnotnecessary,soDoNothingisthedefaultforAction.
Properties
Changed
Onemorepropertiesofthedocumentinthebriefcasehavechangedsincethedocumentwas
addedtothebriefcase.ThedefaultforActionisUpdate,whichwillupdatethevaultprop-
erties(butnotthefile)fromthebriefcase.
Documents
Changed
Thebriefcasedocumenthaschanged(isnewerthanthecorrespondingdocumentinthe
vault)andshouldbecheckedin.CheckInisthedefaultforAction.
NewDocu-
ments
ThedocumentwasaddedtothebriefcasefromanothervaultoraddedbyBlueCieloView.It
shouldbeaddedtothevault,soImportisthedefaultforAction.
Briefcaseimportoptions
3. Ifyouwanttochangetheimportactionforanyofthedocuments,right-clickthedocument,pointto
ChangeAction,andselectadifferentactionfromtheshortcutmenu.
4. Whenyouaresatisfiedwithalloftheactionstobeperformed,clickOK.TheBriefcaseTemplatedia-
logboxappears.
5. Selectthebriefcasetemplatethatisconfiguredwiththepropertyimportmappingsyouwanttouse
andclickOK.Inmostcases,youshouldchoosethesametemplateastheonefromwhichthe
briefcasewasmade.Youmaychooseothertemplatestoimportmoreorfewerproperties.Thedoc-
umentsinthebriefcaseareimporteddependingontheactionsyouchose.TheImportfrom
Briefcasedialogboxappears.
6. Clickoptionsortypevaluesusingthedescriptionsinthefollowingtable.
Option
Description
Userelative
path
Ifselected,importsthedocumentstoafolderinthevaultthatisrelativetotheactive
folderusingthedocumentpathsstoredinthebriefcase.Ifnotselected,importsthedoc-
umentstoanabsolutepathcalculatedfromtherootfolderofthevault.
Sync properties
fromfile
Synchronizesthevaultpropertiesfromtheimporteddocumentsaftertheimporthasfin-
ished.
Briefcaseimportoptions
Documents you may be interested
Documents you may be interested