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By creating the link, efficiencies are created in saving time on searching the network for job files and makes important files easily accessible to a wide range of personnel.
Example: If it is part of the pre-site process that the Plan of Subdivision is scanned and saved in a specific folder, then it is readily accessible to any user of Framework during contract management, permit management or construction.
What To Do
Requirements
- Ensure the destination server has sufficient capacity to hold the files.
- If using a custom file location, ensure all users have access to this location.
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- From the Help menu, select Configuration. The System Configuration dialog will be displayed.
- Ensure the Job Linked Files folder is set to either:
- Standard Path: \[fw folder]\JobFiles\
- Custom Path: Located on a Shared Network Drive.
- Open the Security module.
- From the Security menu, select Preferences. The Preferences screen will be displayed.
- From the Preference Groups list, expand: Framework ECM > Linked Files Management
- Select the relevant job type.
- Select the Preference Level.
- The Preferences list displays three job files related preferences for each job type. The following example is for Job (Land & Building) Files:
Preference Number | Preference | Description |
|---|---|---|
-11299 | Job (L&B) - Create Linked Files Folders | Creates a folder for each job number in the area of the network specified in the configuration. Settings: Yes No |
-11302 | Job (L&B) - Create Folder Structure From Template | Requires that there is a subset of folders created under each job number folder based on a template. Settings: Yes No |
-11303 | Job (L&B) - Template Structure Folder Name | The path to the folder structure template. Settings: 0 Folder Location |
To Set The Preference To A Job Number Folder Only
Enter the following preferences:
Preference Number | Preference Level | Preference Setting |
|---|---|---|
-11299 | Context | Yes |
-11302 | Context | No |
-11303 | Default | No |
To Set The Preference To A Job Number Folder And A Folder Structure Within Each Job Number Folder
Enter the following preferences:
Preference Number | Preference Level | Preference Setting |
|---|---|---|
-11299 | Context | Yes |
-11302 | Context | Yes |
-11303 | Default | Folder template location. Example: G:\Job Numbers\Template This should match the setup in the System Configuration dialog in Framework ECM (Help > Configuration). |
Changing The Path
If the path needs to be changed, for example due to a network restructure, in Framework ECM:
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Once the Job Linked Files functionality is activated all new jobs that are created will automatically have the Job Linked Files folders created, as per the Template Structure Folder Name specified.
Note: If template files are created for each new job (e.g., template CAD files or standard documentation), these can be created automatically by storing the source files in the relevant folders in the Template Root Folder.
Initial Update Of Job Linked Files For All Jobs
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- Open the Production module.
- From the File menu, select Database Tools. The Database Tools screen will be displayed.
- From the Database Tool list, select Linked Files - Create Job Folders.
- From the General list, select the relevant options:
- Apply To
- Region/Division
- Context
- Criteria
Tip: To minimise the time it takes to complete the update, it is advisable that the Apply To field be set to each Major Stage.
- Click Start to update the jobs. A confirmation dialog will appear advising how many jobs will be updated. Click the OK button to proceed.
- When the update has successfully completed, a dialog will appear advising how many jobs were updated. Click the OK button to close.
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- Open the Production module.
- From the CRM menu, select Linked Files. The Linked Files screen will be displayed.
- Select the Linked Files tab.
Note: Tablet users are able to view the same linked and folder browse areas once the specific sync has occurred.
User Acceptance Testing (UAT) And Training
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