1 Drawing Register – User Guide Table of Contents What is Drawing
Contents
1. into box 5b all tmp files will be deleted from the path folder regardless of what program has created them clearing up valuable hard drive space 6a FileList Update If DR is to be used as stand alone and you want to create your own Local database enter No Note Entering Yes to option 6a Each time you open DR your personal Local database will be overwritten DR will open the file FileList xls from it s local or networked location and copy it s database contents to your Local database this will happen if your own database has a more up to date database The only reason for this is to allow one document controller to manage one single database which is then distributed electronically to all other networked users of DR to stop this update or if you are managing your own database simply enter No 6b Local or Networked If you are intending to manage your own Local database enter Local or leave blank for default Local If you are intending to receive your database from a networked location enter Net or Network or Networked DR will receive it s information to populate your Local database from your Local or Network folder 7 Give DR permission to export to remote FileList amp delete physical files If you would like to use DR as an administrator and provide other network users an administered database from any of your networked PC s you need to enter 2 codes into the spaces provided to perform the a2. amp Pipework amended Bases added 26 Mech Jubilee 3rd WSP 0142 GA 500 03 103 C5 Plantroom Plant Layout Piped amp Ductwork cs 07 Jan 13 AHU 03 amp 04 Valve sets relocated 27 Mech Jubilee 3rd WSP 0142 GA 500 03 103 C6 Plantroom Plant Layout Piped amp Ductwork c6 30 Jan 13 SFO7 amp EFO8 Ref Added and Attenuator size 28 Mech Jubilee wsp 01 T1 Pla yout Piped amp Ductwork T1 10 T 29 Mech Jubilee 3rd WSP 0142 GA 500 03 101 C1 Plantroom Plant Layout Main Plant c 30 Nov 10 Issued for Construction Stage The letter A denotes which Search Engine is currently in use you have 5 engines to choose between and are A thru E To change to a different search engine simply type or double click the letter A it will change to B then C and so on back to A Each time the letter changes the column headers and width s will also change as to what is pre configured in Prefs The number 1 denotes the starting number to list from during a successful search and can view up to 30 records at once If more than 30 records are found simply enter a new list from number i e 31 top left to continue viewing additional records If you notice a record error or need to modify the results being viewed simply right mouse click that result to be taken to that record Once the record has been modified right mouse click anywhere on screen to jump back to the Quick Search page You will see there is a header bar beneath each header title is an empty
3. creation date s 2e H Comments When new files are found the file name including a comment Unknown will be entered into the Local list 2f K Date When new files are found the file name including today s date will be entered into the Local list Prefs continued When you select the Quick Search enter the word Unknown into the Comments search field to view all newly found files Open each file in turn recording specific details from each document and adding those details into the Local database When newer files are found don t forget to move the local file to the superseded list by right clicking the old file 3a Path Folders Within Current or Superseded database lists amend New gt files or Open gt existing files text 3b Path Folders Within Current or Superseded database lists amend New gt files or Open gt existing files text 4a Automatic Updates Enter Yes to automatically update the Current database when DR open s 4b Automatic Updates Enter Yes to automatically update the Superseded database when DR open s 5a File Extension Enter the file extension you wish DR to look for normally pdf files but can be many others 5b Remove tmp Each time Microsoft Excel opens an Excel file it creates a duplicate data file of itself ending in tmp this file is sometimes left sitting on your hard drive when Excel finally closes You can remove these temporary files automatically by typing Yes
4. space to write a single word or a wildcard i e instead of writing the full word distribution you simply write the letters dis and all entries with the letters dis inside them will be listed entering into any search box will list all its results entering into the Group search box will list the different types of groups Whilst searching the left list from column may highlight red this means there is a record duplication within the Local database Whilst searching the search header s may highlight red this means there are too many matches make your search word longer to narrow You can arrange the search engines to display records in any way you wish this is done in the Prefs page You can enter search strings in any random combination to help find your records You can select unselect individual files from your results by selecting it s red row number selections made will be highlighted in yellow To carry out special functions simply right mouse click any of the search boxes this will bring up the Quick Search Options box Select one of the options to carry out it s task for the individually highlighted results or if none selected all results visible The bottom of the Quick Search details what types of files have been found there are 3 types Blue results are records within the Drawings folder and are the files currently in use Red results are records within the Superseded folder and are the files not currently in
5. within the white space shown below if the form is displaying search results or right mouse click anywhere onscreen where results are not shown Al Group Building Lev Number Description Rev Date Comments You will be presented with a Quick Search Options dialogue box with 8 options you can choose from Quick Search Options E Please select one of the task s below 1 Clone Clone all or 1 single file detailed on line 1 from a remote location to your PC 7 2 Delete Delete the files matching all the results shown on the Quick Search page Delete files amp records i i z 3 Open Open to view the files matching all the results shown on the Quick Search page Open files Print files 4 Print Print without viewing the files matching all the results shown on the Quick Search page Speedmail files 5 Speedmail Email the files matching all the results as shown on the Quick Search page 6 Refresh Refresh the file list select if you have recently pressed Save or Save As Baierile 7 Defaults Return Drawing Register to it s original defaults state Defaults EraseData 8 Erase Data Erase all your data contained within Drawing Register to it s original state Speedmail When you create an email using DR attached to the email will be a unique Microsoft Excel file called Speedmail xls Speedmail xls will include from your personal database information from all the attached document s within your new email W
6. 13 Macro s Automated Routines 1 FileClone Use whilst in Quick Search Press CTRL Shift C to Clone duplicate files as listed on line 1 2 FileDelete Use whilst in Quick Search Press CTRL Shift D to Delete both physical files and Local database records as listed 3 FileOpen Use whilst in Quick Search Press CTRL Shift O to Open and view multiple files as listed 4 FilePrint Use whilst in Quick Search Press CTRL Shift P to Open print amp close multiple files as listed 5 MasterReset Run this macro to reset Drawing Register to it s original state when originally downloaded from www alanwelsman co uk Flow Chart The following flow chart shows how DR works and it s sequence of carrying out it s tasks 14 Automatic Functions Disabled Create FileList xls Y N Local Backup Database Drawing Register xls File Open Enable Macro s Y N Does FileList xls Exist Automatic Functions Enabled If Prefs Q6a is No FileList data will not copied Press HELP for more information Help Setup Prefs Q1 Q7 If Prefs Q6b is Net or Network Provides a quick setup guide Right Click Q1 for defaults Copy FileList from Network location Press the Path gt button Folder Setup Current Path If Prefs Q6b is Local or blank Navigate to any desired folder Right Click space for defaults Copy FileList from local machine Sort each column by arrowing Sort amp Print Select Current P
7. Drawing Register User Guide Thank you for downloading Drawing Register xls for Microsoft Excel 2002 amp onwards www alanwelsman co uk Drawing Register xls hope it helps you as much as it has helped me over the past few years although much effort has already gone into the creation of Drawing Register am still happy to receive any comments or concerns you may have purely in relation to Drawing Register and it s functionality to alanwelsman alanwelsman co uk There are no restrictions set to how you wish to use Drawing Register my only comment would be not sell this freely available program as it remains the property of Alan Welsman at all times Drawing Register has been registered for protection with the UK Copyright Service Donations Drawing Register is 100 free being free comes with an inbuilt counter every 50 times used you will see a message as follows If you feel as though my efforts of writing Drawing Register has achieved it s goal of helping you within your scope of works and at your discretion would like to contribute something as a token gesture towards keeping future versions of Drawing Register and it s hosting website alive you can do so via a Paypal Donation any contribution will be gratefully appreciated you will be directed to my web site once this message box has disappeared again thank you for using Drawing Register To escape the donation message simply press the Escape button on your keyboard Tab
8. Jubilee 3rd Z002A012 C1 Room names and numbers Sheet 1 of 2 ca 31 Jul 13 For information only 13 Architect Jubilee 3rd Z002A014 C1 Room names and numbers Roof Plan c 31 Jul 13 For information only 14 Mech Jubilee 3rd WSP 0142 GA 500 03 102 C1 Roof Room Services Layout c1 30 Nov 10 Issued for Construction Stage 15 Mech Jubilee 3rd WSP 0142 GA 500 03 102 C2 Roof Room Services Layout C2 05 Oct 12 Dry Riser details added 16 Mech Jubilee 3rd WSP 0142 GA 500 03 102 C3 Roof Room Services Layout c3 11 Jan 13 HUB Room DX Units relocated from Plantroom if Mech lee 02 71 Roof R yout 1 17 Te 18 Schematic Jubilee 3rd WSP 0142 SC 500 XX 901 AF Plantroom Schematic AF 26 Mar 14 Drawing updated by Alan Welsman Schematic Jubilee 3rd WSP 0142 SC 500 XX 901 C1 Plantroom Schematic ca 30 Nov 10 Issued for Construction Stage Schematic Jubilee 3rd WSP 0142 SC 500 XX 901 C2 Plantroom Schematic c2 27 Nov 12 BDP Comments 21 Schematic w p1 o4 0 Prel 22 Mech Jubilee 3rd WSP 0142 GA 500 03 103 C1 Plantroom Plant Layout Piped amp Ductwork cl 30 Nov 10 Issued for Construction Stage 23 Mech Jubilee 3rd WSP 0142 GA 500 03 103 C2 Plantroom Plant Layout Piped amp Ductwork c2 05 Oct 12 Ground floor Hub amp Regen kitchen cooling relocated 24 Mech Jubilee 3rd WSP 0142 GA 500 03 103 C3 Plantroom Plant Layout Piped amp Ductwork c3 26 Nov 12 Sizes added to pipes as clouded 25 Mech Jubilee 3rd WSP 0142 GA 500 03 103 C4 Plantroom Plant Layout Piped amp Ductwork c4 29 Nov 12 Ductwork
9. abase simply press the Up arrow key after pressing lt Update on the column of choice Note 2 Pressing the very top address bar will take you to the superseded S Path folder as written Local This is your managed database the heart of DR and if networked the database everybody else will use It s function is to allow you to electronically tag every document you have within the current folder Drawings You only need to tag the new documents and leave the older document information intact as this information is still searched upon So to recap each time you or a colleague transfers new drawings or documents into the Drawings folder then press twice the lt Update button whilst within the Current database any new drawing or document found will have their file names automatically added into the Local database so when the Local database is selected you will be guided to the new file list so you can start to add more information about it During the filename entry 2 other pieces of information will be entered one is under comments called Unknown and the other under received which will be the date when the file was added Use Quick Search to search for the word Unknown under the search header comments to see the newly added files Open each file in turn and add to the database the information about each drawing or document The header names within the Local database are adjusted in the Prefs page the two entries abo
10. ackup xls Press Close Drawing Register Auto Save Open or Print all visible path file s Press to Speedmail viewed records Email options all visible path file s Press to Refresh viewed records Will update path file lists Press to Master Reset Return to original settings This user guide has been written by Alan Welsman and is subject to change without notice v1 10 dated 15th Aug 2015 Drawing Register xls is protected under the UK copyright law Copyright 2015 All rights reserved This work is registered with the UK Copyright Service Registration No 284692166 15
11. b File extension of documents i e pdf Remove tmp files on DR close gt pdf No 6a 6b Allow FileList to auto update DR upon file open local or networked gt Yes Network 7 Give permission to export to remote FileList amp delete physical files gt Z Alan Welsman Desktop Z Alan Welsman Desktop Superseded The default path below is where Drawing Register is currently located the above path s are where your pdf files are C Users Alan Welsman Desktop Onto your PC create a folder called Drawings Into the folder called Drawings download the file Drawing Register xls link www alanwelsman co uk Drawing Register xls Right click the downloaded file Drawing Register xls select Properties then press Unblock then Apply then OK Create a shortcut to the file Drawing Register xls and if required place it onto your desktop Go to your desktop and click the shortcut for the file Drawing Register ensure you enable macro s or content when asked When you open DR it will create a backup file called FileList xls please allow it to do so Select the worksheet Prefs right mouse click the red No 1 to auto setup defaults for Q1 to Q6b Re select cell 6a and type Yes to enable the auto importing of server database details Re select cell 6b and type Net or Network to tell DR it s database details is being imported from a networked source 10 Press the word C Path gt and navigate to the drawings folder se
12. cal database 18 Close DR and make sure you add a password to open and modify so only you can update and manage the FileList database OAON DU BWN Administrator If you want to administer remotely still carry out the process 1 to 18 above then move the file Drawing Register xls to your personal desktop and follow the additional steps 19 to 23 19 Open the moved file DR using your passwords and allow a new backup file FileList xls to be created 20 Select the worksheet Prefs then select cell 6b and enter the text Net or Network 21 Press the word C Path gt and navigate to the drawings folder setup on the server press OK when done 22 Press the word S Path gt and navigate to the superseded folder setup on the server press OK when done 23 Select the worksheet Prefs press the HELP button then press the button Export to FileList gt to backup DR Server database Network Client work stations You do not need to be an administrator to carry out this process x Please enter your site location name and email subject title your documents relate to gt gt Your Site amp Contract No Here lt 2a 2f Please enter 4 path folder header titles amp 2 local new file found reference codes gt A D E G H K 3a 3b Please enter text to be displayed for New Open files within path folders gt New gt Open gt 4a 4b Automatically update Current Superseded folders when DR open s gt Yes Yes 5a 5
13. cally save all your work before the file is actually closed For more information visit http www alanwelsman co uk software html a a a a a a a E Use the buttons below to transfer database details from and to FileList FileList 0 records lt Import from FileList Export to FileList gt Register 0 records This software remains the property of Alan Welsman at all times I grant you free usage on the basis you remain prohibited from attacking disassembling altering modifying cracking hacking or what ever you wish to call it breaking open this file why not donate to my site instead it s cheaper Copyright Law UK Explained Download User Guide Donate Located on the worksheet Prefs is a button labelled HELP if pressed will display the dialogue box displayed above As well as displaying a guide on how to setup Drawing Register the dialogue box has 6 other functions and are as follows 1 http www alanwelsman co uk software html is the hyperlink address where you can download Drawing Register xls from 2 lt Import from FileList is the button to press to import records from the file FileList to Drawing Register xls 3 Export to FileList gt is the button to press to export records from the file Drawing Register xls to FileList Note Only administrators can export data to the FileList if the file FileList is located on a networked server Note Every time you press export your Prefs settings will als
14. e column of choice Note 2 Pressing the very top address bar will take you to the current C Path folder as written Note 3 New files are highlighted as New gt and are only found when pressing the lt Update button New files which are not currently listed within in the Local database are entered into the Local database for you When you then select the Local database you will be taken to the list of the new files simply add information against each new file Superseded This is a database of files found within the S Path folder Superseded this should be the out dated files and not in use You can not enter any details into this list it s function is to quickly list what files are inside the Superseded folder When you select the red tab Superseded there may be nothing listed this may be because you have chosen not to automatically update the Superseded database on file open to set to auto update navigate to Prefs and change question 4b to Yes To manually update the database press the lt Update button located top right if you press it twice you can see which files are new You can choose which details from the Local database to include within this list simply by adjusting the properties in Prefs 2a 2d If you see files listed and one of them is a current document right mouse click it you will be asked if you would like the document moved into the current folder for you Note 1 To sort the dat
15. e numeric page zoom into the right hand box is a numeric value is not entered a 100 default value will be used Enter this information for all 5 worksheets 10 Current This is a database of files found within the C Path folder Drawings this should be files currently in use and the latest revisions You can not enter any details into this list it s function is to quickly list all files currently inside the Drawings folder When you select the blue tab Current there may be nothing listed this may be because you have chosen not to automatically update the Current database on file open to set to auto update navigate to Prefs and change question 4a to Yes To manually update the database press the lt Update button located top right if you press it twice you can see which files are new You can choose which details from the Local database to include within this list simply by adjusting the properties in Prefs 2a 2d DR will compare your current document filenames and highlight as red text if it finds any files which it believes may not need to be in this folder are they superseded document s if so right mouse click the known superseded files to be asked if you would like the document moved into the superseded folder select Yes for the move to be carried out for you this feature only happens in the Current folder Note 1 To sort the database simply press the Up arrow key after pressing lt Update on th
16. e value 2 will view all results found in Quick Search as Numbers 00 you can adjust the items in red 3 Enter the value 3 will view all results found in Quick Search as Dates dd mmm yy you can adjust the items in red 4 Enter the value 4 will view all results found in Quick Search as Money 00 you can adjust the items in red 5 Enter the value 5 will view all results found in Quick Search as Other 0 you can adjust the items in red By adding a plus sign next to each letter i e A will allow the number of items found per search to be included within the column header Bottom section Page Zoom Auto or Current Superseded Quick Search Yes Yes DR is made up of 5 worksheets Prefs Current Superseded Local and Quick Search Because DR can be used across many computer systems using different monitor configurations the screen resolution may not always be the same on 2 different PC s so Excel has an inbuilt feature where it can automatically adjust the active area to your screen regardless of it s resolution The clever part to this feature is when the computer hosting DR is being remote controlled the screen still automatically sizes to the available screen size of the client in use i e laptops tablets mobile phone etc Beneath each of the 5 worksheet names are 2 boxes into the left box you can enter the word Yes for automatic page zoom or leave blank then enter th
17. en Save As 3 When asked where to save the new version of DR save it into the same folder as the old DR file and allow to overwrite the old file 4 Navigate to the overwritten DR file then right mouse click DR select Properties then press the Unblock button then Apply then OK 5 Open DR enable macro s then select the worksheet tab Local the contents of FileList Prefs and Local are re instated to DR 6 All done the upgrade is now completed you will be asked for new passwords when closing DR Changelog V1 11 TBC V1 10 15 08 2015 Add QS function Under group search entering will list the different group types V1 09 17 05 2015 Add QS function Choose specific records from a search report by touching it s row number Add function On file open auto check for revision changes and show the new version available If a new version is available auto backup the current version of DR to the backup file FileList V1 08 15 02 2015 Add QS function Add the option to Speedmail attach and add their filenames into an email body Add Speedmail function Auto import a speedmail xls database into the DR Local database if found V1 07 15 11 2014 Code upgrade Enable faster file searching across networked folders when connected via VPN V1 06 15 08 2014 Add QS function Add the Quick Search Options dialogue box to provide a better user interface V1 05 15 05 2014 Code upgrade Perform faster sorting of databases without having to unprotec
18. hen your colleague receives your email they may save all the attached document s including Speedmail xls to their drawings folder Your colleagues can update their own DR databases simply by selecting the worksheet Local and allowing DR to auto import amp update DR will continually check for new Speedmail xls updates and if it finds one will ask your permission if it s OK to import it s data Ensure your colleague has his her DR database setup the same as your own as information will be copied as laid out in yours By choosing Yes the Speedmail xls file will be opened it s data imported closed then will be permanently deleted automatically By choosing No will leave Speedmail xls alone until you either manually move or delete it from the Drawings folder Which files can email If only current blue results are shown during your search these files will be attached automatically to your email without menu If both current and superseded red files are shown during your search you will be presented with the following 3 questioned menu Q1 Would you like to email all visible onscreen document s Y Proceed to Q2 N Exit the speedmail menu Q2 Attach superseded document s too Y Both current and superseded files are attached to an email for you N Proceed to Q3 Q3 Attach only superseded document s Y Only superseded files are attached to an email for you N Only current files are attached to an email for you
19. lder called Drawings put all your active current drawings or documents ensure all are 1 type of file i e pdf Into the folder called Superseded put all your outdated superseded drawings or documents again 1 type of file i e pdf Go to your desktop and click the shortcut for the file Drawing Register ensure you enable macro s or content when asked When you open DR it will create a backup file called FileList xls please allow it to do so Select the worksheet Prefs right mouse click the red No 1 to auto setup defaults for Q1 to Q6b 10 Select box 7 and enter the word admin then right mouse click the word FileList in the question to have a code appear 11 Select the empty cell for C Path gt and right mouse click it the default path will be entered for you 12 Select the empty cell for S Path gt and right mouse click it the default path will be entered for you 13 Select the worksheet Current and press the Update button press until the words New gt or Open gt appears arrow left then up 14 Select the worksheet Superseded and carry out the same as written in line 13 15 Select the worksheet Local and proceed to enter details against any new files found in the available empty spaces 16 Select the worksheet Quick Search and enter a search string to display any matching records select files to open them 17 Select the worksheet Prefs press the HELP button then press the button Export to FileList gt to backup DR Lo
20. lders when DR open s gt Yes Yes Info 5a 5b File extension of documents i e pdf Remove tmp files on DR close gt pdf No 6a 6b Allow FileList to auto update DR upon file open local or networked gt No Local Fi Give permission to export to remote FileList amp delete physical files gt C Users Alan Welsman Desktop Web Info C Users Alan Welsman Desktop Web Info Superseded The default path below is where Drawing Register is currently located the above path s are where your pdf files are C Users Alan Welsman Desktop Web Info Top section General User Info Note Right Mouse Click the question to have it s pre set answer entered for you or simply Right Mouse Click 1 for all presets 1 Site Name Enter your site location name and email subject title this name is used on all printed documentation and will be entered into each speedmail as it s subject title 2 Header Codes Enter 4 path folder and 2 local new file header codes from the range A to T What are header code s Understanding how header codes work When you open or create a new Microsoft Excel file you will see the worksheets are always setup with column header codes in the form of letters A to IV and row numbers starting at 1 to 65000 or so The column headers always start from left to right from A to IV we are only interested in the first 20 columns A to T From the list displayed in Prefs Quick Search Di
21. le of Contents P1 What is Drawing Register and what is it s Purpose P2 How to Upgrade Changelog P3 Notes P4 Problem Solving System Requirements Feedback P5 Setup for local or network use Local Personal Use P6 Setup for local or network use Network Client Use P7 HELP See P7 also P8 P10 Prefs P11 Current Superseded Local P12 Quick Search P13 Quick Search Keyboard Shortcut s amp Mouse Shortcut s Speedmail P14 Macro s Automated Routines P15 Flow Chart Note 1 Where written DR in this document simply means Drawing Register Note 2 When you open DR you will be asked to enable disable macro s please enable them Note 3 When you close DR you will not be asked to save DR automatically performs this task upon exiting to ensure all data is saved Note 4 When you select Save As DR will create a backup of it self called Drawing Register Backup xls What is Drawing Register and what is it s purpose Drawing Register is a tool to help provide very fast access to a specific range of documents stored on your own PC or on a remote server It s a unique Microsoft Excel file created using MS Excel 2002 and Visual Basic ensuring it s compatibility with future revisions It s purpose is to help you control your documents efficiently and to help your colleagues locate and share those documents faster with much less effort and at the same time save you and your business money by cutting the time
22. nage this file 2 Please enter your site location name and email subject title your documents relate to gt gt Your Site amp Contract No Here lt 2a 2f Please enter 4 path folder header titles amp 2 local new file found reference codes gt A D E G H K 3a 3b Please enter text to be displayed for New Open files within path folders gt New gt Open gt 4a 4b Automatically update Current Superseded folders when DR open s gt Yes Yes 5a 5b File extension of documents i e pdf Remove tmp files on DR close gt pdf No 6a 6b Allow FileList to auto update DR upon file open local or networked gt No Network 7 Give permission to export to remote FileList amp delete physical files gt 123456 654321 C Users Alan Welsman Desktop C Users Alan Welsman Desktop Superseded The default path below is where Drawing Register is currently located the above path s are where your pdf files are C Users Alan Welsman Desktop Onto your server create a folder called Drawings and inside that folder create another folder called Superseded Into the folder called Drawings download the file Drawing Register xls link www alanwelsman co uk Drawing Register xls Right click the downloaded file Drawing Register xls select Properties then press Unblock then Apply then OK Create a shortcut to the file Drawing Register xls and place it onto your desktop Into the fo
23. ntioned above was Understanding Header Codes this section is where you enter those codes default values entered Detailed are 20 groups of text each group consists of 3 parts a letter A a number 1 and header text Group Letters You can not alter the letters A thru T these are fixed these represent the Excel column reference codes Numbers You can set a format to each column via the numbers 1 Text 2 Numbers 3 Dates 4 Money 5 Other your choice Headers You can amend the headers for each column the details entered i e Group Building etc are only examples The following section details how the search engine will be laid out and how wide each column is to be set You can create 5 search engines referenced A thru E each search engine consists of 9 user input fields Search1 to Search9 Assigned to each search column is a header code A thru T and a number representing a column width 10 etc By adjusting the number you can adjust how wide you would like each of the search columns to be within the Quick Search page If you enter the number as 0 the column will be hidden from view so you can have a search engine consisting of lesser user inputs The next section are the numbers representing the format types you can assign any of the formats to a column per search engine 1 Enter the value 1 will view all results found in Quick Search as Text you can adjust the items in red 2 Enter th
24. o be exported to the FileList for safe backup 4 Copyright Law UK Explained is the hyperlink to press to view the UK law on copyright material Drawing Register xls included 5 Download User Guide is the button to press to download the user guide you are currently reading 6 Donate is the button to press to make a token gesture donation via PayPal to the creator of Drawing Register xls Prefs HELP Press this button to view a quick setup and user guide and to compare database records between DR and FileList administrators can easily export their managed database list to the FileList where all other network users of DR receive their database information from you need an access code to simplify the process please request the code from alanwelsman alanwelsman co uk The bottom section of the help screen will show a link which when pressed will download this user guide This is where you can adjust some of the parameters of DR split into 3 main sections as follows piaia Drawing Register ana Please enter your site location name and email subject title your documents relate to gt gt Your Site amp Contract No Here lt 2a 2f Please enter 4 path folder header titles amp 2 local new file found reference codes gt A D E G H K General 3a 3b Please enter text to be displayed for New Open files within path folders gt New gt Open gt User 4a 4b Automatically update Current Superseded fo
25. our desktop Into the folder called Drawings put all your active current drawings or documents ensure all are 1 type of file i e pdf Into the folder called Superseded put all your outdated superseded drawings or documents again 1 type of file i e pdf Go to your desktop and click the shortcut for the file Drawing Register ensure you enable macro s or content when asked When you open DR it will create a backup file called FileList xls please allow it to do so Select the worksheet Prefs right mouse click the red No 1 to auto setup defaults for Q1 to Q6b Select the empty cell for C Path gt and right mouse click it the default path will be entered for you Select the empty cell for S Path gt and right mouse click it the default path will be entered for you Select the worksheet Current and press the Update button press until the words New gt or Open gt appears arrow left then up Select the worksheet Superseded and carry out the same as written in line 12 Select the worksheet Local and proceed to enter details against any new files found in the available empty spaces Select the worksheet Quick Search and enter a search string to display any matching records select files to open them Select the worksheet Prefs press the HELP button then press the button Export to FileList gt to backup DR Local database Setup for local or network use Network Network Server Administrators to setup and ma
26. please enable them Macro s within DR are safe they are small automated programs which run in the background of DR when called upon If DR discovers the remote file FileList xls is missing DR will attempt to create one if this happens select Yes When you close DR for the first 3 times you will be asked on each occasion to create a Password of your choice On the 1st attempt create a password and write into both boxes Note You can see the password On the 2nd attempt if you wish to change the passwords enter your new passwords otherwise press Cancel On the 3rd attempt if you wish to change the passwords enter your new passwords otherwise press Cancel If the 2nd and 3rd attempt were left blank the password will stay as the password entered on the 1st attempt 10 Each time DR opens Quick Search will be the first screen you will see ready for searching your files oS oe eo a 8 CHANGE PASSWORDS Change file Open amp Modify passwords this message is repeated 3 times gt Open lt When you close DR for the first 3 times you will be presented with this form Modify gt Create new passwords to protect data within DR 1st Change Cancel Thank you for downloading D Register To change the passwords to D Register use above entry fields amp press Change or press Cancel to ignore this message Problem Solving If you try to use DR and find things are not working a
27. red for you 4c If you are using DR on your own computer and are reading a folder across a network again press the C Path gt button then search across the network to the Drawings folder once found select it and press OK 4d Repeat the same procedure as item 4b to enter the superseded path folder 5 If you enter a folder path and at that location the folders do not exist DR will attempt to create them for you 6 Default is there to show you where your current version of DR has been opened from use this as your working example If you do not enter a path entry the default entry will be used Prefs continued Middle section Quick Search Display Properties Al B1 ot D1 E1 FES G3 H1 11 J1 Group Building Lev Number Description Rev Date Comments Scale Size K 3 L3 M1 N1 o1 P Qi R1 S1 T1 Received Sent Sent To Method Al SI Design Drawn Checked Approved Engine Search1 Search2 Search3 Search4 Search5 Search6 Search7 Search8 Search9 A A 10 B 10 cs D 29 E 34 F4 G 8 57 K 8 57 H 34 57 B A 10 B 10 cs D 29 E 34 FS 117 J17 K 16 59 c A 10 B 10 C5 D 29 E 34 F5 L17 M 17 N 16 59 D A 10 B 10 C5 D 29 E 34 F5 017 P17 Q 16 59 E A 10 B 10 c5 D 29 E 34 F5 R17 17 T 16 59 1 Text 2 Numbers 3 Dates 4 Money 5 Other 00 H dd mmm yy 00 0 a This section of Prefs is to create up to 5 search engines this is to help you search for groups of data to quickly find files Me
28. ress the lt Update twice up at the top of each column Press the lt Update button New files added to Local list Press the SS Path gt button Folder Setup Superseded Path Right Click File Name to move files Navigate to any desired folder Right Click space for defaults between Current amp Superseded Sort each column by arrowing Sort amp Print Select Superseded Press the lt Update twice up at the top of each column Press the lt Update button New files added to Local list If Local is empty a new Auto Fill Select Local database will be copied into it New files added please tag If Prefs Q6b is Local Select Quick Search Quick Search Options Local database will be copied Sort by pressing column headers Choose one of the 5 options Use upto 9 wildcard search strings Press Ctrl Shift C or click If Prefs Q6b is Net or Network Press A to rotate engine thru to E Clone remote files to local machine Network database will be copied Amend 1 to list more results Press Ctrl Shift D or click Click any row No to open drawings Delete all path file s amp Local records If Prefs Q6b is Net or Network Admin View current amp superseded files Press Ctrl Shift O P or click Administrator Privileges If Prefs Q7 is entered Administrator Privileges Registered With UK C CS The UK Copyright Service Hide missing files from search view Press Save As Drawing Register B
29. rocess T Please enter your site location name and email subject title your documents relate to gt gt Your Site amp Contract No Here lt 2a 2f Please enter 4 path folder header titles amp 2 local new file found reference codes gt A D E G H 3a 3b Please enter text to be displayed for New Open files within path folders gt New gt Open gt 4a 4b Automatically update Current Superseded folders when DR open s gt Yes Yes 5a 5b File extension of documents i e pdf Remove tmp files on DR close gt pdf No 6a 6b Allow FileList to auto update DR upon file open local or networked gt No Local 7 Give permission to export to remote FileList amp delete physical files gt C Users Alan Welsman Desktop C Users Alan Welsman Desktop Superseded The default path below is where Drawing Register is currently located the above path s are where your pdf files are C Users Alan Welsman Desktop WOON DAU BWN BP PRPRPRPRPRRP OAuRWNPRO Onto your PC create a folder called Drawings and inside that folder create another folder called Superseded Into the folder called Drawings download the file Drawing Register xls link www alanwelsman co uk Drawing Register xls Right click the downloaded file Drawing Register xls select Properties then press Unblock then Apply then OK Create a shortcut to the file Drawing Register xls and if required place it onto y
30. s they should do try the following 1 Close DR then Re Open when asked to enable disable macro s please enable them 2 Change between any worksheet tabs this will kick start and reset automatic functions 3 Screen size does not automatically change Ensure when you open DR you enable macro s 4 Excel does not appear to be calculating or changing values Ensure Excel Tools Options Calculations is set to Automatic Hyperlink issues arose after uninstalling Google Chrome on a Windows based PC many DR hyperlinks ceased to function there is an issue where the registry file is not completely reset during the uninstallation process of Google Chrome this can be fixed but recommend should be done by users experienced in the Microsoft Windows system registry file the fix is to search for all values labelled as ChromeHTML or FireFoxHTML and rename them as htmlifile If one on your columns refers to drawing scales instead of writing 1 100 write 1 to 100 Don t use the colon If some of your filenames consist of numbers only try not to use filenames greater than 15 numbers in length add text within their filename If at any time all automatic functions appear to stop working carry out any of the 4 options above if those options still fail to resolve the issue close DR then re open making sure to enable macro s When requesting to delete files you can only delete files on your own PC unless you are setup as an administra
31. splay Properties you will see a group of letters and numbers The letters in black represent the column header codes in the worksheet Local the numbers in red provide the format of the data within each column and the word in blue is the column header name Example A means column A 1 means to format the column as text Group means the name at the header of column A You can adjust all the column header names simply by changing the details within the Prefs worksheet don t try to change the names within the Local worksheet as the cells are locked DR has been setup in such a way you can choose which information from the Local database to include in relation to files found within the path folders Current and Superseded If you are unsure which codes to use right mouse click each question to have the default answers automatically entered for you The default values will enable a fully functional search system and are as follows Note Items 2a to 2d relate to header codes showing information viewed within the Current and Superseded lists Items 2e to 2f relate to header codes showing information viewed within the Local list 2a A Group View the documents group s examples could be electrical mechanical and architects etc 2b D Number View the documents unique reference number s this is also their file name s 2c E Description View the documents brief description s 2d G Date View the documents
32. t worksheets V1 04 15 02 2014 Prefs Increase the number of search engines to 5 and add the ability to configure those search engines V1 03 15 11 2013 Add function List files within both path folders to produce live database reports of folder contents Add function Right mouse click a path folder filename to move that particular file between folders V1 02 15 08 2013 Add function If the backup file FileList does not exist create it and auto backup DR Prefs amp Local V1 01 15 07 2013 Add function When opening DR apply worksheet protection and user environments Add function When closing DR for first 3 times add the option to add or change your user passwords V1 00 13 06 2013 Initial build in 2013 for personal use Notes Each time you download Drawing Register xls right mouse click the file then select Properties from the list of options Attributes F Read only Hidden Advanced Securty n eame mihe be hesked to Unblock lt Press Unblock Apply then OK button s to make Drawing Register a trusted file help protect this computer This will allow the hyperlink function File Open to work without the repeated security warning pop up message advising you that you are about to open a file OK Cancel Apply Please ensure you have installed the component Visual Basic prior to running DR DR will not function correctly without it When you open DR you will be asked to enable disable macro s
33. tor In either case you will be asked 3 times to confirm the delete process deleted files do NOT go to the recycle bin and deleted files can NOT be restored On Microsoft Windows based PC s running Office 2010 and later you may experience repeated security warning messages each time you try to open hyperlinked files this is an automated security response setup within the programming of Microsoft Office earlier versions of Office do not show the messages if you want to stop the messages refer to the section Notes on Page 3 above and the unblocking of DR System Requirements DR has been written within the parameters of Microsoft Excel version 2002 v10 0 32 bit running on a Microsoft Windows based PC The current version of DR has been tested using Excel 2002 v11 0 2007 v12 0 2010 v14 0 without any issues At the time of writing DR has not been tested on Excel 2013 v15 0 Minimum requirement is to have a Windows based computer system running Excel 2002 The Drawing Register xls file is approx 2 0Mb Mega bytes in size Feedback If you use DR and believe you have an idea which could be integrated into DR and it s future revisions please feel free to email me your comments If you disagree with a comment or function have written into DR again feel free to comment alanwelsman alanwelsman co uk Setup for local or network use Local Local Pe rsonal Use You do not need to be an administrator to carry out this p
34. tup on the server by the administrator press OK when done 11 Select the empty cell for S Path gt and right mouse click it the default path will be entered for you 12 Select the worksheet Quick Search and enter a search string to display any matching records select files to open them WOON DU BWHN BP Please peruse the remainder of this document to see how to use specific worksheets HELP This software remains the property of Alan Welsman c 2013 1 Create a folder called Drawings and inside that folder create another folder called Superseded 2 Into the folder called Drawings put this file Drawing Register xls create a shortcut if you need to 3 Into the folder called Drawings put all your active current drawings or documents 4 Into the folder called Superseded put all your outdated superseded drawings or documents 5 Drawing Register is now ready for use for personal use a database file will be created called FileList 6 FileList if located on a networked drive should be the file kept up to date so all other Drawing Registers can update their databases from it this way only one single database needs to be managed you can stop Drawing Register importing data from the FileList by leaving blank the box 6a within the worksheet Prefs oes ae E ee ae ee oR a Se A er ee ee ee eS Pressing Save As will automatically create a backup file called Drawing Register Backup xls Pressing Close will automati
35. use they are now superseded files Grey results are records of files listed only in the Local database the file s don t physically exist within either path folder If you click the very bottom notices bar only the records where documents are physically available to open are displayed If you have gaps of white space within your search results press the very bottom notices bar to reset Quick Search viewing settings Press the bar again to view all records If Excel becomes non responsive it s probably because you have clicked on a document to open and have an issue to what version of file application to use the request or answer box is sometimes hidden behind Excel if this happens Excel will appear to freeze or hang please don t reset your PC as nothing is wrong simply start the Task Manager then Switch To the application of the document program press the desired action then Excel will resume as normal 12 Quick Search Keyboard Shortcut s amp Mouse Shortcut s Keyboard Shortcut s 1 CTRL Shift C Clone all or 1 single file from the remote PC to your PC as displayed on line 1 in Quick Search results 2 CTRL Shift D Delete all the files including your Local database records as currently displayed in Quick Search results 3 CTRL Shift O Open all the files as currently displayed in Quick Search results Mouse Shortcut s 4 Right Mouse Click To see a list of options you can perform using Quick Search right click
36. utomatic functions simply enter the word admin into the left box then right mouse click the number 7 Once both codes are entered press the HELP button Excel will attempt to read the contents of the file FileList to compare it s database against your own personal database to let you decide which way to transfer info make the selection and the data will be copied You will also be permitted to delete networked files from the remote server drive you will always be able to delete your own files using Windows Explorer Top section C Path gt S Path gt amp Default You must tell DR where your files are stored follow the example below to setup the folders 1 Create a folder called Drawings inside that folder create another folder called Superseded 2 Place the file Drawing Register xls inside the Drawings folder you just created then open DR ensure to enable macro s 3 If a message appears Missing File FileList xls please allow DR to create one for you select Yes 4 You must now tell DR Prefs Paths where to look for your files several options are available 4a If you are using DR as a stand alone version press the C Path gt button a Browse for Folder path box will appear search for the folder Drawings then once found select it and press OK once you press OK the path will be entered for you 4b If you right mouse click beneath the answer to 4a the superseded file path will be automatically ente
37. ve are changed via Prefs 2a 2d By pressing the header name will sort the list in an ascending or descending order 11 Quick Search This is where you can quickly find and open drawings or documents matching any wildcard search from one or all of the 9 search inputs Starting on the left side is a letter A and a number 1 1 Mech Jubilee 3rd 59M001 Ward Block Roof Plant Bases vi 04 Dec 12 First Issue 2 Doors Jubilee 3rd Z232A013 C1 Third Floor amp Roof Plan Door References c 08 Feb 13 See sheet info 3 Elec 2 8 Jubilee 3rd WSP 0142 GA 620 03 101 AF Small Power Data Telephone CCTV AF 27 Jan 14 As fitted 4 Elec 2 8 Jubilee 3rd WSP 0142 GA 620 03 101 C1 Small Power Data Telephone CCTV c 30 Nov 10 Issued for Construction Stage 5 Elec 2 8 lee WSP T1 6 Architect Jubilee 3rd Z223A009 C2 Slab Penetrations Sht 2 of 2 ca 24 Aug 12 No detail 7 Architect Jubilee 3rd Z223A008 C3 Slab Penetrations Sht 1 of 2 3 28 Aug 12 No detail Elec 5 8 Jubilee 3rd WSP 0142 GA 680 03 101 AF Security TV Sockets AF 27 Jan 14 As fitted Elec 5 8 Jubilee 3rd WSP 0142 GA 680 03 101 C1 Security TV Sockets c 30 Nov 10 Issued for Construction Stage 10 Elec 5 8 Jubilee WSP T1 T 1 Architect Jubilee 3rd Z002A013 C1 Room names and numbers Sheet 2 of 2 c1 31 Jul 13 For information only 12 Architect
38. wasted trying to locate those documents Based around electronic file tagging DR allows you and your colleagues to search to clone compare delete open view print and speedmail your superseded or latest working documents from your desktop directly to your audience even if your PC is connected remotely There is no need to purchase additional software as DR is already compatible with Microsoft Office and it s Excel package How to Upgrade From time to time Drawing Register xls will be revised to include new features or to correct minor bugs if found As soon as the improvements are made the uploading of DR is instantaneous If you open DR and are alerted to an upgrade message like the one detailed below please proceed to download the newer version Drawing Register Update amp a lt When you see a message similar to this one A nTiGAoE Nal nea your Prefs and Local data is automatically backed up ep fret A Arn a ear Stored into the backup file FileList xls which sits locally on your PC and the file FileList xls which sits on your server if you are setup as an administrator OK As your records are now backed up just follow the sequence below to complete the upgrade process 1 Before you close DR navigate to File then press Save As This will act as a safeguard just in case something goes wrong 2 Close DR then download a new version of DR from www alanwelsman co uk Drawing Register xls lt press th
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