Role Required:
NB: If you are unsure if your role is authorised for upload please contact your Bucket Administrator to confirm. Restrict Upload is a System setting not visible to general users
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Without Restrict Upload rules applied - the default is Bucket Administrator, Bucket Auditor, Bucket User
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With Restrict Upload rules applied - Any role as configured in the Bucket settings to be an Upload role (may NOT include Bucket Administrator role)
What's in this article:
Background:
Before we get to the nuts and bolts of using the Upload Tool, lets discuss some of the characteristics and features of the tool that you may encounter during your uploading experience. Understanding these concepts before hand will add context to your experience using the tool. Both new users and experienced hands will be able to navigate the upload process seamlessly.
The Upload tool in RedEyeDMS provides an interface to import new files into RedEyeDMS (DMS), while conducting pre-upload validation at each phase of the process to ensure even better accuracy of the data imported. This process eases the user through the myriad of technical constraints that exist around engineering data and Bucket configuration settings, providing warnings and error notification to assist with a smooth import of new data, whilst limiting mistakes.
The upload job, once submitted, will be executed as a batch in the background, meaning that once you have submitted your files for upload and have received the Upload Submitted pop up, you can safely navigate away from the Upload tool page. Don't worry - you will receive an Upload Notification when the job completes.
Upload Notification
When all artefacts have been processed, an email notification will be sent to the submitter advising that the job has completed.
A summary of upload success/failure and any exceptions that may have occurred during the upload and preview generation of your files, such as missing CAD supporting files like Xrefs and Fonts etc, is provided in the notification. Links to the pertinent artefact are embedded in the email for convenience and 'no search' navigation to the them. Example upload email notification is below:
Lapse Time for Uploads
To ensure that the entire upload set completes even if there are artefacts that fail for any reason, and to ensure that notifications are always generated for a requested upload set, new functionality managing the upload processing time has been developed.
This functionality is a Lapse Time limit. That is, if a file has not completed its upload within the nominated Lapse Time, that file’s upload will be cancelled and an error generated for the file details of which will be included in the Notifications email.
The default Lapse Time is set for 60 minutes (can be increased by Bucket Administrator). That is, if a file selected for upload has not been completed (i.e. artefact created and artefact preview generated) within 60 minutes of the upload request being submitted, DMS will cancel the individual file’s upload processing and report an error message in the Notification Email.
What does this mean for the user? An Upload set that has a rare failure of a file to upload may take up to 60 minutes to send a completion notification email
Tip: During this Lapse Time valid artefacts will still be processed and may be searchable. In these cases they may have previews: However, you may see interim preview images and thumbnails indicating Preview Pending or Preview Error. See this FAQ that explains what this means.
What is Pre-Upload Validation?
Optional Upload Pre-Validation are additional measures (to existing binary duplicate and other background checks) that the Upload tool takes to inspect your proposed upload file data formats and file sizes, the artefact types proposed for categorising that data and then compares them to the system settings so that any exceptions will be advised to the user via warnings and errors.
Important!: Pre-upload validation errors/warnings can be ignored – the files do not need to be removed out of the selection before progressing. However, If the files are not removed then those files with pre-upload validation Errors will be ignored and not processed. Files with Warnings pending will be processed by the upload request and standard artefact creation, validation and preview generation processes will be applied - duplicate artefacts may be created as a result
It is recommended to remove files with warnings and errors that can't be verified be removed prior to submitting the Upload job
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Warnings and errors are displayed after pre-upload validation runs (there may be a delay until they appear for large data sets). Warnings have a yellow triangle icon and errors a red circular icon, with an explainer on each line.
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Links are provided when potential duplicates are warned, allowing the user to open the affected artefacts and determine if the file should be removed from the upload set or to ignore the warning and proceed.
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Each line has a trash can to allow removal of files with warnings/errors from the upload set before advancing.
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Warnings and Errors can be filtered by clicking on the coloured summary pill
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Files with no issues will be marked with a tick
Warnings
Warnings indicate a file that has been identified as having potential to duplicate and include the following:
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Warning for potential duplicate artefacts if the selected file already is held within the bucket in DMS
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Warning for potential duplicate artefacts if the selected file contains a valid artefact id within the file name (eg. redeyenumber.473289.dwg). This could mean that the file should be checked in rather than uploaded, as that syntax is used to enable bulk check ins and a user may be using the wrong interface to process that file.
Errors
Errors indicate a situation where a file or selected Upload Wizard option directly involve an action or feature that is not supported and include the following:
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Error for selected files that are not supported file formats
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Error for selected files that exceed supported file size
Uploading Your Files:
The Upload Wizard Screens
Select Files for Upload Screen
The DMS Upload page link is found in the sidebar menu - click Upload to open the interface so that you can begin uploading files into the DMS (Role dependent)
The Upload tool is also accessible from the Group Admin->Detail tab.
Dropping files into the Upload tool returns a pre-upload validation results summary, ready for the user to initiate a 2 page Wizard to move you through the upload process after review and actioning any issues. This provides gates where warnings and errors can be reviewed and addressed prior to submitting the upload job.
NB: Upload jobs can only contain a single artefact type at a time - ie. Drawing, Document or Media type. Selecting files to Drag & Drop based on a single type will reduce pre-upload validation time and errors
Additional files may be dropped into the job at this point and will also undergo pre-upload validation.
Once the user has reviewed and processed any files with warnings or errors, clicking the +Create Artefacts button will progress to the first page of the Upload Wizard.
It's recommended to upload a maximum of 100 files at a time. The upload process can be interfered with by the browser timeout session, local router settings and other variables. If a larger upload quantity is required, the best practice is to do it in 100 file batches. You can also get in touch with your Customer Success team for even larger upload quantities.
Remember - files with existing warnings and errors will not prevent progressing to the wizard but may be ignored when submitted for final processing
Upload Wizard Page 1
The Upload Wizard page 1 is where you select the destination Artefact Type, Workflow and Group options for your created artefacts to be assigned to (all artefacts get uploaded at Bucket level - this is your opportunity to simultaneously assign to groups at time of upload)
NB: Assigning to Groups may be configured to be mandatory on your bucket. Contact your Bucket Administrator if you don't know which group to select if you are unsure.
- Guidelines - The Guidelines displayed will be refreshed to show the appropriate ones for the Artefact Type selected. If the Bucket Administrator has not configured the Guidelines then the default ones supplied by RedEye will be displayed.
- Artefact Type - To select the Artefact Type you wish the upload processing to create simply click on the appropriate button. When Wizard 1 initially opens it will always default to the Drawing Artefact type being selected
- Workflow – The Workflow field has a drop-down that will display all active Workflows valid for being applied at the time of upload for the Artefact Type selected. Users can use the drop-down filter to find the Workflow to select. It will be mandatory to select a Workflow regardless of the Artefact Type selected.
- Groups – the Group field has a drop-down that will display all active Groups for the bucket. Users can select one or more Group/s to be applied via the drop-down filter. Depending on how the Bucket Administrator has configured the Upload V3, entry in the Groups field may be mandatory – please refer to Configuring Upload V3 section of this document for more details.
Once satisfied with the variables entered in the above fields, click on the ‘Next’ button and DMS will undertake additional validation to detect any issues (e.g. file extensions selected for upload do not match to the Artefact Type selected). Any errors or warnings generated by this additional pre-upload validation will be displayed in the Wizard page 2 screen
Upload Wizard 2 - Metadata
Upload Wizard 2 is where users can add metadata to the artefacts they are about to create as part of the upload process. Users are prompted with Default Metadata that’s configured for the bucket to encourage metadata completeness.
- Available Metadata - The Upload Wizard 2 will display the list of metadata available for selection on the left. This includes selection type metadata and free text type metadata.
- Default Metadata - The right hand panel of the wizard serves 2 purposes.
- Display the Default Metadata that’s configured for the bucket. Bucket Administrators can configure a set of default metadata per artefact type to encourage users to complete
- Display any metadata fields users select to populate
Dependent Metadata
When metadata fields involving dependencies are selected for population:
- If a Determinant (parent) metadata field has already been selected, users can optionally select the Dependent (child) metadata field. User will then need to first populate the Determinant metadata value before selecting any values for Dependent metadata.
- If the Determinant (parent) metadata has not yet been added, when a user selects a Dependent (child) metadata field, Upload Wizard 2 will automatically select the required Determinant metadata field and also add. User will then need to first populate the Determinant metadata values before selecting any values for Dependent metadata.
Add Metadata Permission
The ability to add and edit metadata is based on the universal user roles in RedEye. However the ability to upload is configurable per bucket. If the user performing the upload has no permission to add or edit metadata, Upload Wizard 2 will not appear for the user. They will go from Settings to Confirm.
Metadata at Upload & CAD Tags
When adding Metadata in Bulk during upload, using Upload V3, any manual Metadata assigned to the upload will take priority and override any results of CAD Tag extraction.
For Example:
User selects 3 files to upload as Drawing Artefacts:
1 x PDF
1 x CAD
1 x TIFF
The PDF and TIFF file will always receive the Manual Metadata provided at upload because CAD tag extraction doesn’t apply to the file types. However if the CAD file has drawing attributes configured for CAD Tag extraction, the below scenarios can happen.
CAD Tag extraction will occur on the CAD file to populate Number and Title (if valid) and will not be impacted by any Metadata populated. This will proceed as normal.
- IF the user chooses to populate metadata fields that have CAD tags mapped for auto population, then the manually input metadata will populate the artefact and override CAD tag values.
- IF no manual metadata is provided by the user against Metadata Fields that have CAD tags mapped for auto population, then the standard CAD Tag extraction process will occur and populate the fields.
- IF the user chooses not to populate any Metadata Fields and submits while leaving them blank, then no values will be added and the step will be ignored. The standard CAD Tag extraction process will occur and populate the fields.
Upload Wizard Page 3 - Confirm
Upload Wizard page 3 is a final confirmation of the files selected and the Artefact Type, Workflow and Group/s nominated before the actual upload processing, artefact creation, thumbnail and preview image generation occurs.
The Upload Wizard page 3 will display further pre-upload validation errors and warnings that have been identified with the variables entered via Upload Wizard page 1.
If required, files can be removed from the upload by clicking on the delete icon.
Once the selected file/s has been removed they will be excluded from the upload processing.
Any files flagged with error messages will be automatically excluded from further upload processing.
Files flagged with warning messages will be able to continue with being uploaded unless the user removes them from the selection.
Once satisfied with the results displayed on Upload Wizard page 3, the user can select the ‘Confirm’ button and kick off the actual file upload and artefact creation.
If required select the ‘Back’ button and return to Upload Wizard page 1 and make changes to selected Artefact Type, Workflow and/or Group/s.
Any changes made in Upload Wizard page 1 will be re-validated when Wizard page 3 is re-displayed.
If you wish to cancel out of the Upload Wizard altogether simply close the Wizard down and you will be taken back to the Select Files for Upload Screen.
NB: Please note: the pre-upload validation errors and/or warnings from the Select Files for Upload screen are not carried across to the Upload Wizard page 2. Once you select the ‘+ Create Artefact’ button on the Select Files for Upload Screen, files with errors will not be processed any further and files with the pre-upload warnings will be accepted for uploading. Upload Wizard page 2 will only display additional pre-upload validation errors and warnings based on Artefact Type, Workflow and Group/s selected
Once Upload Submitted pop up message appears on screen, the upload job will begin uploading in the background - you may navigate away from the upload screen to other tasks, or return to the Select Files for Upload screen to begin a new upload job for other Artefact types.
You will receive the Upload Notification email at the completion of the upload job processing task.
Supporting Information
Pre-Upload Validation Warnings and Errors Matrix
Warnings and Errors - Upload Page and Wizard Page 1:
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Pre-Upload Validation |
Yes |
No |
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Is selected file type/extension supported by DMS?
(please refer to DMS help for listing of supported file extensions)
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File will be available for next Upload step
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Error – file will be excluded from being uploaded into DMS
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Is selected file within size limit supported by DMS?
(please refer to DMS help for file size limits)
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File will be available for next Upload step
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Error – file will be excluded from being uploaded into DMS
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Does the selected file’s name already exist in the bucket?
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Warning – duplicate artefacts could be created if the file is uploaded. Message will provide a hyperlink to existing artefacts for user to review. Warning can be ignored and file will be available for next Upload step. Alternatively user can delete the file from upload selection and continue with upload without the file being included.
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File will be available for next Upload step
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Does the selected file’s name include a valid artefact ID?
In DMS when a file name includes a valid artefact ID, it normally indicates that the file should be checked in to update an existing artefact and not uploaded to create a new artefact.
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Warning – duplicate artefacts could be created if the file is uploaded. Message will provide a hyperlink to existing artefacts for user to review. Warning can be ignored and file will be available for next Upload step. Alternatively user can delete the file from upload selection and continue with upload without the file being included
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File will be available for next Upload step
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Warnings and Errors - Upload Wizard page 2:
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Upload Wizard 2 Pre-Upload Validation |
Yes |
No |
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Is selected file type valid for Artefact Type nominated in Upload Wizard 1 (please refer to DMS help for listing of supported file extensions and Artefact type) |
File will be available for upload processing |
Error – file will be excluded from being uploaded into DMS
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Does the selected file extensions match the Optional configured default artefact type for a nominated shared file extension (please refer to Configure Upload V3 for more details) |
File will be available for next Upload step |
Warning – user can remove the file from the upload or navigate back to Upload Wizard 1 and change the Artefact Type selected for the upload or a third option which is do nothing and the file will be uploaded and artefacts created as the nominated Artefact Type via Upload Wizard 1. |
Some gotchas
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With the functionality to support multisheet PDF and CAD files still under development, currently with release 1 of the upload functionality, the below behaviour is expected:
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Multipage PDF will have 1 artefact created displaying 1st page of the PDF. The underlying PDF remains untouched being multipage
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Multisheet CAD file will have 1 artefact created displaying the latest active layout. The underlying CAD file remains untouched being multisheet
If you wish to split out your multipage PDF file, please switch back to upload V1 or V2 for that purpose.
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Any artefact types will require minimum uploadable workflow for selection when uploading. The legacy behaviour of upload V1 and V2 where users can upload artefacts with "no status" is no longer supported in V3
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