50 ProjectWise Tips! Learn to use PW within 1 Week

Iftikhar Ismail MSc MIET

Navigating ProjectWise Explorer

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

PROJECTWISE SET-UP To check if your organisation is set-up on your network to allow you to access your project files inside ProjectWise Exporer, go to: Tools > Network Configuration Settings… > Under DNS Services, your company gateway number/code should be listed here. If nothing is showing, then get in touch with your ProjectWise Administrator ASAP. TESTING FOLDER A testing area should be set-up immediately containing folders for the project team to use as a testing environment and to store information in draft before moving to the main project folders as required. Users should not modify content in other user’s folders without their knowledge and agreement. You should be able to create personal Folders within the testing area on your company’s ProjectWise Explorer, if not then get in touch with your ProjectWise Administrator.

I have used & tested the tips below on ProjectWise Explorer. One of the tips is to: Learn & know the difference between ProjectWise Explorer / ProjectWise Web / ProjectWise Web View. If you are working with 3d models on a daily basis then its most likely to be ProjectWise Explorer.

ICONS

DESCRIPTION OF THE MAIN PROJECTWISE ICONS & SYMBOLS Work In Progress – The pencil icon indicates that the document is checked in, and you have permission to modify the document's properties and/or you have permission to edit the document's attached file (file State is – Work in Progress).

Read Only – The open book icon indicates that you have read-only access to the document, either because you have neither Write nor File Write privileges for this document, or possibly because the document is a version.

File Locked – Document is either checked out, or has been exported, by another user.

You can still open this document as read-only. To see who has this file, scroll to the right and look under tab – Out to. The persons name/initials will show.

Checked Out – Document is checked out to you for modification. If you Accidentally Check Out a File – FREE IT! Exported – Document has been exported by you.

Final Read Only Status – Someone has set Final Status on this document.

Final Status of a Version – Someone has set Final Status on this version.

References Files Attached – There are reference files attached to this document.

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

1.

Create a Shortcut to ProjectWise on your Laptop Taskbar Click Windows symbol (bottom left corner). Select Bentley Folder > Right-click on ProjectWise Explorer > More > Pin to Taskbar. You can also create screen Shortcuts to your files & folders

by Drag & Drop folders/files from ProjectWise straight onto your desktop screen. And also by Right-click in the Address Bar > Selecting all text > Copy URL > Right-click and Paste Shortcut onto your desk top screen.

2.

Check if Name/Host Name is set up for using ProjectWise Tools > Network Configuration Settings – Under Data source Listing tab – there should be a Jacobs Name & Hostname data source listed. Eg. Jacobs_Internal_V10 / Local_Gateway_V10.

To check connection, click on …V10 and select Test Connection – Successfully Connected to….

3.

Set up your own personal search profile Next to Search – click on magnifying glass Icon & select Settings…

Click on tab: Search Types. Click on: New Search Type tab. Give name, eg. IFTY On the right – Uncheck box: Documents Full Text Search > OK. This will stop ProjectWise from (also) searching ‘within’ individual docs and files. Make sure all other boxes are checked.

4.

Save /download a file from PW (eg. 3D Model) onto your Laptop Right-click on file > Export… > ◉ Send to Folder > Next > Select location > Next > Finish.

5.

Add a document description under Title Line Right-click on file > Properties… > Attributes Tab Under Title Line 1 type = DRAFT 4D BIM STRATEGY (if line available to do this).

6.

Search for particular Items/Docs/Files Under magnifying glass > Select IFTY then in search bar type *4D* All files with ‘4D’ within the meta-date naming field will show up within the project folders.

7.

Search for a file within the Project Folder Right-click on the Project folder > Advanced Search… – select document search > OK. In General tab, under Document Name, type: *4D* - OK. All files with the ref 4D will show.

Note. Right-click on a particular file > Open Folder – File will highlight within Actual Folder.

8.

Add / Upload a new document or file onto ProjectWise Document Tab > New > Document > Advanced Wizard > OK > Next > Select location folder.

Eg. Iftikhar Ismail > Next > ◉ Use external file as a Template > Browse and select file, Eg. BXP > Open > Next – Add Document Name & Description > Next > Next > Finish.

Note. You can also drag & drop a file into ProjectWise (before Advanced Wizard above).

9.

Create a new doc/file from an Existing Template on ProjectWise Document Tab > New > Document > Advanced Wizard > OK > Next. Select target folder > Next. ◉ Use ProjectWise document as a Template & select an existing Template from ProjectWise > Open > Next > Uncheck ☐ Create New Version > Next > Fill in New Doc name > Next > Next. A new file/doc is now created. Click Space Bar to update Name or Description.

10. Check if a file has any attached References Right-click on file > Set > Show references (if ‘Greyed out’– then no refs attached).

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

11. Add a new Sub Folder (under an existing Folder) Right-click on existing Folder (Eg. Iftikhar Ismail) > New Folder > Give Name: 2021.21.07.16_PROJECT NAVIS NWD MODEL – P1 REPORT. Give a description: Navisworks Federated Model > OK.

12. Create a link to folder/file within an email message (Method 1) Right-click on the file/doc > Send To > Mail Recipient as Link…

A blank email pops-up with a live link to the doc/file on ProjectWise.

Note: You can select & add multiple links to files/docs to your email message.

13. Create a link to folder/file within an email message (Method 2) Right-click in Address Bar > Copy URL > Paste into Email message You can also right-click on this file and Edit the Hyperlink and under Text to Display (top) change to ProjectX etc. This is now a live link direct to file on ProjectWise.

14. Check Audit trail of a file/document (who/what/when) Click on file > Right-click – Properties > Select Audit Trail tab - a list of historical actions with names/dates/comments is listed. Audit can be used on both Folders and individual files/docs.

With Audit dialogue box open - Click Print, to export the Audit history as a PDF file.

15. Set Status of file/document to Read Only Right-click on item > Change Status > Set Final Status > add note: Ready Only > OK To undo Read Only – Right-click on file > Change Status > Remove final Status – YES > OK.

16. Adding the same file/document onto ProjectWise If you add the same file into the same location - an additional (1) is added to the end of the new file name indicating a copy.

17. Add a new folder in a particular location Right-click on existing eg. Information Management folder > New Folder – Give it a name > OK. If folder no longer required - Right-click > Delete.

18. Check & review which files are Checked-out (Method 1) Click on Local Document Organiser icon A pop-up box will appear showing all files/folders that you have checked-out (if any). Right-click on the file and either: ➀ Update server copy ➁ Check-in (after updating file) ➂ Free (no updates to file) Note: Sometimes the check In dialog doesn’t appear. In this case and for files that are checked out and not checked in within an application – You can right-click on the file to check in. You can also Purge Copied Files (ie. Read Only Files) that you previously opened as Read Only.

19. Check & review which files are Checked-out (Method 2) Go to binoculars on top bar – Select Document search…

Under status (halfway down) select – Checked out > Apply > OK Now all Checked-out files will be highlighted. Other options are available, eg. Final status etc.

Note: If you have files Checked-out – You can Right-click & Check In or select Update Server Copy. This saves the file back to Server BUT BEWARE you will still have the file Checked-out!

20. Open properties of a file/document quickly Click on file or document & press Space Bar – this brings up the properties window. And also works for Folders (folder properties).

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

21. Locating Revit RVT/NWC/IFC models in Folders Make sure you have first selected the Project Folder on the left -side directory.

In the search bar type: *rvt* - click green triangle. Same again for *nwc*, *ifc* files.

22. To view a document/file without Checking out Tools bar > Options > Settings tab > Under document list – expand double click action.

Double-click on ✓ View – Select View under drop-down list > OK > OK. Now when you open up any file – It will not be Checked-out. (BEWARE SETTINGS CHANGE).

23. Difference between Copy URL & Copy URN In the Address Bar: Right click > Copy URL CTRL + C to paste into an email message or report If you hover over a URL link > Full path is shown If you hover over a URN link > GUID is shown (unique I.D.)

24. Locate/Searching for a particular file With the Project folder selected – Go to Binoculars (top bar) – Document Search. Dialogue box pops up. Under Document Name, type: *4D* > Apply > OK. All files with a 4D will appear.

25. Find file or folder location on ProjectWise Once a file is located alongside many others in PW > Select file and copy text from Address Bar into notepad for full path of where this file is located.

26. Change or update file name/number string Right-click on file > Attributes > Document Code.

The project Name/Number/Revision fields etc. will pop up for input & updating.

Note. If this is not set up then Document Code will be ‘greyed’ out.

27. Update file/doc Name & Number Right-click on file > Attributes > Document Code > Code filed dialogue opens for updating.

OR Click on file > press Space Bar. Under General Tab you can change Name – but only if the file is not set to Read Only or Locked.

28. Hide visibility or Show all previous versions of the files/docs Tools > Options > Settings – Expand Document List > ☐ Uncheck show all versions.

Now all previous versions of the file/doc are hidden. This change only affects your PW profile.

As above but check box ☑ Show all versions - to see all previous versions of the files/docs.

If all versions are not visible, then go to Tools > Options > User Settings > Document List. And make sure ☑ Show all versions is now Checked.

29. View a file/doc only – without Checking out Right-click on file/doc > View > OK. Or you can Right-click on file/doc > Open as Read Only.

This will create a local copy of the file on your laptop for viewing or saving without having to Check-out or Check-In the document (Preferred Option).

30. Find Contact details of person who has ownership / file checked out Tool (top) > Messenger… - Select Address Book tab.

Type in person’s name in box as it appears under File Uploaded by or User Name. Eg. ISMAILI. This will bring up the persons full name and email address within the table.

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

31. View Referenced & Linked files & documents Right-click on file > Set > Show References – a dialogues pops up showing any referenced files to the Master document. (If greyed out then no references are attached).

OR with file selected, go down to Tab – Dependency Viewer. A graphical view/process-map appears of all referenced files linked. Right-click on the file > Document > Properties. Or you can right-click > show Linked Documents in New Window.

32. Create a new version of the file/doc Right-click on file > Change State > Create New Version. A new file is created with the next Revision Version. Eg. P1.1, P1.2 etc.

33. Create a Set in PW (a single collection of files & docs) Right-click on a file > Set > New. Give the set a Name. Eg. 4D BIM – SET. A box pops up – you can drag & drop all ‘4D’ files into this box that make up the SET. (This creates a shortcut to these files only – not duplicates). Close dialogue box. A SET of files is now created in one place.

34. Deleting Files & Documents Right-click on file > Delete (Note: You cannot delete Locked or Read Only files).

Important – Deleting a doc/file in ProjectWise is a permanent action. You cannot ‘undelete’ a file afterwards. Once its gone – Its gone!

35. Open Multiple Folders Simultaneously on your desktop/screen Right-click on a ‘different’ folder > Open in New Window – This allows you to open multiple folders simultaneously on your desktop/screen.

36. Jump to Multiple Data Sources Quickly In your Navigation Toolbar, use the ‘small’ black down arrows (next to the green Left & Right arrows). The small black down arrows will bring up recent data sources you have visited, which you can jump to quickly.

37. Update Column Visiblity & Types / Create Shortcut to a Personal Folder Go to View (top bar) > Manage Views… > Select your Name (IFTY) > Modify > now choose Options you need from the left ☑ to add to the right side > OK. You can also prioritise the column by moving Up or Down in the right column. As a minimum I have selected the following options: Description, File Name, Created By (person name), Created (date added).

38. Copy URL of the file/folder into a word doc or email Right-click within Address bar > Copy URL. THEN Right click in a word doc or Email message.

• Click first option to add a link straight to the document or file.

• Click second option for a link in the same text style/format.

• Click third option for a link showing complete folder path to file/document.

39. Replacing an existing document / file on ProjectWise (with same) Right-click on document or file > Modify… > Under File Name (at bottom) – Click on arrow ▶ Select Replace File > Select new file > OK > OK. File is now replaced (with new Audit history).

40. Add a New Folder in ProjectWise Click on Folder (top bar) > New Folder > Type in new Folder Name & Description > Add > OK. To delete a Folder: Right-click on Folder > Delete (be careful to check any sub-folders).

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

41. Create a List of PW files/documents in Excel Highlights all files/docs > Right-click – Select Copy List to > Clipboard tab separated > Open blank excel doc > Ctrl + V and paste text into Excel. Finally, go to Excel Home Tab, under Cells > Format > Select AutoFit Column Width. The text now looks correct and is all visible.

42. Replace an Existing File with the same Type/Name/Revision Right-click on the document or file and select Properties.. > Under General tab, click Advanced tab & select Import > Read warning – click Yes > Browse to the file/document on the external source location > Open > Save > Close. (Previous file path/link is maintained).

43. Quickly go to Previous Files / Folder you have recently visited.

Located on the Address Bar is a small drop-down arrow (on the right side). This allow you to quickly ‘jump’ previous folders/files you have recently visited. Visibility of this and number of levels that you can drop down to is set by your PW Administrator. Mine is set to 5 levels.

44. Opening multiple PW Folders on your desktop Right-click on a folder & select > Open in New Window. You can do this numerous times to allow you to have multiple windows open. This allows you to eg. copy files across multiple folders & set files.

45. Viewing Images / Jpegs / Photos (without opening or checking out) Using Photo Preview tab in the bottom Preview Pane. Note that Photo Preview is only visible when you have clicked on the image file first!

46. Use Photo Preview to view different File Types Photo Preview can also be used to preview files such as PDFs, Text files & PowerPoint Presentations. (Photo Preview function does not work with DGN files).

47. Adding a Doc Number after a file has been Uploaded/Created on PW Right-click on file > Attributes > Document Code… > copy & paste the official Document Number into the Name attributes in the General tab in the properties box.

48. Check the Number of Files / Document Count (withn a Folder) Number of documents is listed within the Preview Pane under Document Count (Eg. 22)

49. Outlook Email Messages saved on PW Outlook Email messages saved on ProjectWise can also show you the ‘actual’ email – Sent Date, Received Date, Subject Information within the PW Document Window.

50. My ProjectWise is different from your ProjectWise!

Learn & know the difference between ProjectWise Explorer / ProjectWise Web / ProjectWise Web View. If you are working with 3d models, then its most likely to be ProjectWise Explorer.

✓ Bonus Tip1 – Windows (C:) drive DO NOT delete any ProjectWise files from: Windows (C:) > pwworking

✓ Bonus Tip2 - Refresh your ProjectWise Session Click F5 key!

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50 ProjectWise Tips - by Iftikhar Ismail Date: March 2022

WEB LINKS / VIDEOS / REFERENCES 1. ProjectWise - Value of Leveraging ISO 19650 Compliant Environment (25mins) https://www.youtube.com/watch?v=J-VHEHYGxkA&t=458s 2. ProjectWise Basic User Webinar (23mins) https://www.youtube.com/watch?v=zhrgxPPdBCg 3. 10 Tips and Tricks Every ProjectWise User Should Know (38mins) https://www.youtube.com/watch?v=L9Jv5_xjtKA 4. ProjectWise Tips and Tricks (54mins) https://www.facebook.com/midamericacaddcommunity/videos/785636648532988 5. ProjectWise Training - 2015 Nebraska Dept. of Transportation (1hr 15mins) https://www.youtube.com/watch?v=izOfSZlDt_c 6. ProjectWise – YouTube Training Videos by Bentley https://www.youtube.com/c/BentleyProjectWise/videos 7. ProjectWise Web Help (type query within search bar) https://docs.bentley.com/LiveContent/web/ProjectWise%20Web%20Help-v1/en/GUID2FABBDAF-8B37-4C0B-81AB-3A60643F91C2.html 8. Introduction to the ProjectWise Environment (Consultant Reference Manual) https://www.odot.org/wp_projectwise/wp-content/uploads/2018/07/CONSULTANTMANUAL-V3.pdf

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