Multisheet Feature

How does Multisheet functionality impact printing artefacts?

No impact - Print functionality has not been changed at all in DMS.  Individual artefacts (regardless of being a Multisheet artefact or not) can still be printed from the Artefact page or added to My Collection to be printed in bulk.

Do any changes introduced for Multisheet impact non Multisheet artefacts?

No they will not. Changes introduced to support Multisheet artefacts will not impact non Multisheet artefacts. This means that all supported file types, other than DWG and Multipage PDFs uploaded as Drawing Type artefacts, and also all Document Type and all Media Type artefacts will be treated as always in DMS (ie Workflow and associated processes can be assigned to them).

Furthermore even if Multisheet is enabled and DWG and PDF files with only one valid layout/sheet/page are uploaded,  DMS will also treat these single artefact files as non Multisheet files.

Can I still manage Groups for an individual Multisheet artefact?

Yes you can. Once a Multisheet artefact is created, Group/s assigned to it can be maintained at the individual artefact level no differently than if it was a non Multisheet artefact. This means Group/s can be assigned and removed using the Artefact Preview screen as well as via My Collection if you wish to maintain Group/s in bulk.

Do I have to enter a valid Workflow when I upload Multisheet files?

Yes, V3 Upload request parameter has Workflow as a mandatory input regardless of whether the files selected for upload are Multisheet or not. During the upload process, DMS will ascertain if the file being uploaded is an actual Multisheet file (ie DWG file  > 1 valid layout or PDF file > 1 page being uploaded as a Drawing Type artefact). If it is a Multisheet file then the upload process will ignore and not assign the requested Workflow to the Multisheet (only) artefacts created.

For a Multisheet Artefact – is the Layout Name/Page Number always assigned to the Artefact Number when the artefact is created?

Yes, even if the Artefact Number is populated by CAD Tag extraction or even if the CAD Tag extraction is not successful and the artefact number is assigned as ‘Number Not Found’ the artefact will always have the Layout Name for DWG files or the page number for PDF files appended to the artefact number eg ‘Number Not Found-Sheet 1’. Number can be modified at any time by Bucket Administrators, just as non multisheet artefacts now can.

It is HIGHLY recommended to retain the Number syntax with multisheet page suffix to enable an easier navigation and search experience for users

Does the V3 Upload Pre-Upload Validation work differently for Multisheet files being selected for upload?

No – the V3 Upload pre-upload validation step treats Multisheet and non Multisheet files exactly the same way. The Pre-Upload validation is never checking the content of the file, it simply is running some quick checks over the actual file ie does the file name already exist in DMS, is the file type supported etc. It is the actual upload process that interrogates the contents of the file and will determine if individual artefacts can be generated or not. Remember: if one artefact fails the upload validation processes the entire file will be rejected and no artefacts will be generated.

Can Multisheet Artefact Preview Images be refreshed?

Not in this first iteration – Multisheet artefact preview images cannot be refreshed either singly or in bulk. If a Multisheet artefact image requires to be refreshed (ie due to missing font/plot style) then all artefacts must be deleted and source file uploaded again as new.
Tip: To refresh a preview if a Multisheet artefact is reported with missing Plot Styles/Fonts , users will have to -

• Upload the Plot/Font Style

• Delete out the reported Multisheet artefact (all of its siblings will be automatically deleted)

• Re-upload the Multisheet source file.

If a Multisheet File Contains Invalid Layouts – will this cause the file to fail and not upload and create artefacts?

No – a Multisheet artefact that contains invalid layouts will still upload.  However, the file will be uploaded and artefacts created for the valid layouts only. If there are no valid layouts on the file, then a single artefact will be created and the file/artefact will be treated as a non Multisheet file/artefact.

Can I filter Search Results or My Collection to only display Multisheet Artefacts

Not in this first iteration – for this initial release there is no search filter specific to Multisheet artefacts within Search Results or My Collection. This will be considered for future releases.

The visual cues of multisheet icon and Sheet x of y may help identify multisheet files in the Search page though.

The Collection does not have search/filtering capabilities in that interface

Can I Check In a New Version of a File that has Multiple Sheets against a Non Multisheet Artefact and Have the New Version of the File be Treated as Multisheet with Multiple Artefacts Created?

Not in this first iteration - in this initial release of Multisheet Functionality workflow is not supported. Therefore Check In process does not support Multisheet for existing Multisheet artefacts. If Multisheet Site flag is enabled and you check in a new version of a DWG/PDF file that has multiple layouts/sheets/pages to an existing non Multisheet artefact, the following will occur:-

• For DWG files - only one (the active) Layout will be selected to replace the existing artefact held in DMS

• For PDF files for Drawing Type artefacts - DMS will not process the multipage PDF file and will not update the existing artefact held in DMS. The user will be returned to the artefact selected for Check In with no updates to the artefact. The PDF file will need to be broken into individual files for each page and the appropriate single page file selected to be checked in.

Can individual artefacts in a Multisheet file be in separate workflows?

Not in this first iteration - Workflow on a multisheet artefact is outside of the current scope of this release and is not available.

How do I tell the difference between single sheet and multi-sheet? Will there be a search filter?

Artefacts which share the same Multi-sheet file will be clearly indicated that they are a part of a “set” with an icon beside the artefact number and Sheet x of y indicator below. There will also be a Sheets tab with entries for other sheets from the same source file listed for navigation. If the artefact is not a part of the same Multisheet file, they will not have other Multisheet artefacts available to navigate to.

How will metadata work on multi-sheet?

Each individual sheet within a Multisheet file will be treated as a separate artefact. Therefore each sheet will have its own metadata that is managed independently of its sibling sheets. Existing tools to manage Metadata will be available on Multisheet files such as CAD Tag Extraction (at Upload, Check In & Other Workflow steps) which will populate the individual sheets if configured correctly. To manage Metadata in bulk across selected or all sheets, existing bulk methods such as My Collection or Bulk CSV can be utilised.

What will print look like? Can I print only a single sheet, or will I have to print the entire multi-page artefact?

Each individual sheet within a Multisheet file will be treated as a separate artefact. Therefore each sheet can be printed separately as its own artefact or in bulk through existing bulk print methods found in My Collection or print from Group. It is then possible to print one sheet individually or print any number of desired sheets on their own, or in combination with artefacts outside of the Multisheet set in the same bulk print action.

When I markup a single sheet will the entire artefact need to be workflowed?

Not in this first iteration - Markup on a multisheet artefact is outside of the current scope and is not be available.

 

Does this new functionality apply to mobile and web?

Yes, Multisheet view will be available on both web and mobile.

Is there a limit to how many sheets a multisheet file can have?

We do not anticipate there to be a limit to the number of artefacts extractable from a single multisheet source file. We have robustly tested large data sets during the design phase.

Can we still maintain the ‘current state’ i.e. split out multi-page files into individual non-related single-page artefacts?

The option to use the new method of Multisheet will be controlled through a site flag. Therefore if you wish to continue using Multisheet the way that you do currently and do not wish to utilise this change the option can simply be disabled, and an earlier upload version (1 or 2) used.
Earlier Upload versions split multipage PDFs into single separate artefacts on upload (DWG will create a single artefact with active space as the preview)

Has there been any change to how PDF files with multiple pages are managed when uploaded into DMS as Document Type Artefacts?

No - there has not been any changes to PDF files uploaded as Document Type Artefacts when the Multisheet Site flag is enabled. If the PDF file does have more than one page, then only one Document Type artefact is still created for the file. Each page from the file appears on the one Document Type artefact. You scroll down to view each page within the artefact preview.

Can the legacy/historical automatic PDF multipage drawing ‘file splitting’ of Upload V1/2 be reversed?

All existing artefacts will remain unchanged with the release of multisheet. The new functionality will apply to new artefacts only once enabled. Therefore any existing data in your bucket will remain unchanged and can be continued to be used as is. Existing artefacts that have been created using the file-splitting method will therefore remain as they are.

If there are existing artefacts which you wish to convert to using the new Multisheet method they will need to be created as new artefacts. Depending on the scale of this activity there may be different options available to do this but it may be as simple as downloading and re-uploading to achieve this.