Overview
The Document Library allows users to upload PDF documents to a library, then attach them to subdivisions or sections. The Document Library is a tab on the SpecLink Cloud Dashboard.
This article provides details on the following topics:
- Accessing the Document Library
- Creating Folders and Subfolders in the Document Library
- Folder and Subfolder Options
- Uploading a Document
- Sorting the Document Library
- File Options
- Attaching a Document to a Subdivision
- Attaching a Document to a Section
- Managing Attached Documents
- Printing/Exporting Attached Documents
Accessing the Document Library
The Document Library is a tab on the SpecLink Cloud Dashboard.
When a project requires documents outside of the specification sections or forms, such as addenda, geotechnical site reports, hardware sets, etc., these documents can be uploaded to the Document Library.
Documents must be uploaded to the Document Library before being attached to a subdivision or section.
The Documents Library is equipped with the following tools:
| New Folder - Click here to add a new folder in the Document Library. | |
| Upload Documents - Click here to locate and upload a PDF document. | |
| Sort by... - Click here to sort the documents list. See below for the list of options to sort by. | |
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View(s) - select to view the list as large icons or in a detailed list. |
| Details - review the document folder type, size, location, and when it was last modified. |
The Document Library is equipped with a search field located directly below the View and Details icons.
Creating Folders and Subfolders in the Document Library
The Document Library allows users with access to add folders and subfolders to the library.
Follow the steps below to create folders within the Document Library.
- From the SpecLink Cloud Dashboard, click the Document Library tab.
- Click the New Folder icon in the top left corner of the Document Library.
The Folder dialog will appear.
- Enter the name of the new folder. An "Addenda" folder has been created in the image below.
- Click the CREATE button located in the lower right corner of the Folder dialog. The folder will be added and selected in the library.
Notice that with a folder selected, the icons in the top left have changed to delete, download, and rename management options.
- Deselect the new folder from the right file list library pane and click on the new folder from the left folder pane.
- Click the new folder icon again to create a new subfolder to the selected folder. In this example a new "City Project Docs" subfolder is added to the Addenda folder.
Folder & Subfolder Options
Folders and subfolders are equipped with an options menu. Right-click on a folder name to access the folder options menu.
The folder options menu allows the user to delete, rename, download, and review the details of a folder or subfolder.
Deleting a Folder / Subfolder
When selecting to Delete a folder or subfolder, a message will appear requesting confirmation of the deletion. The folder and all the documents within the folder or subfolder will be deleted.
Renaming a Folder / Subfolder
When selecting to Rename a folder or subfolder, a text entry window will appear where a new name can be typed in and saved. The folder/subfolder will be renamed.
Downloading a Folder / Subfolder
When selecting to Download a folder or subfolder, all of the contents of the folder / subfolder will be contained in a .ZIP file that will download automatically to your specified Downloads folder.
Folder / Subfolder Details
From the right-click options menu, click link the Details option.
The folder details window displays the following:
- Type: Folder
- Size: Size of the folder contents
- Location: Path to the folder
- Modified: Date the folder or file was last modified
Uploading a PDF Document
Follow the steps below to upload a PDF document to the Document Library.
Please note, individual files being uploaded can be no larger than 20MB.
- From the SpecLink Cloud Dashboard, click the Document Library tab.
- In the folder pane on the left of the library, click the destination folder of the uploaded file.
- Click the Upload icon.
- Locate the file locally and click the open button. The PDF file "CONSTRUCT" has been uploaded in the image below.
Alternatively, files can be dragged and dropped on to the files pane on the right side of the library.
Sorting the Document Library
Files and folders in the Document Library can be sorted by the library column names.
Click the Sort icon located in the top left corner of the Document Library to sort by folder/file name, size, or date modified. Select if you want the option sorted ascending, descending, or none.
Sorting the library can also be accomplished by clicking / double clicking on the column header. In the example below, the Modified column has been sorted in an ascending manner.
File Options
File are also equipped with an options menu. Right-click on a file name to access the file options menu.
The file options menu allows the user to delete, run a usage report, rename, download, and review the details of a file.
Deleting a File
When choosing to Delete a file, a message will appear requesting confirmation of the deletion.
Please note, if the file attempting to be deleted is being used in a project, an error message will appear to alert the user that the file is in use and cannot be deleted.
The Usage Report
Click the Usage Report link to see the project(s) to which the file is attached as well as the subdivision or section the file is attached within the project(s).
Renaming a File
When choosing to Rename a file, a text entry window will appear allowing the user to enter a new name for the document.
Downloading a File
When choosing to Download, the file will download automatically to your specified Downloads folder.
File Details
From the right-click options menu, click link the Details option.
The file details window displays the following:
- Type: File
- Size: Size of the file
- Location: Path to the file.
- Modified: Date the file was last modified
Attaching a Document to a Subdivision
PDF documents can be attached to subdivisions or sections.
Follow the steps below to attach a PDF document to a subdivision.
- From the SpecLink Cloud Dashboard, click on the name of the project where the document will be attached.
- From the project's sections list, locate the subdivision to which the file will be attached. In the example below 030000 - Concrete is the subdivision to which the document will be attached.
- Right-click on the name of the subdivision and select Attach Document from the menu.
The Attach Document window will appear. This is essentially the Document Library.
- Move through the folders and files to locate the file that will be attached to the subdivision.
- Once located, select the file to be attached.
- Click the blue Attach button located in the lower right corner of the Attach Document window.
The document will be attached to the subdivision. An indicator will display that, in this example, 1 document had been attached to the subdivision while no documents have been attached to any sections within the subdivision at this time.
Attaching a Document to a Section
PDF documents can be attached to subdivisions or sections.
Follow the steps below to attach a PDF document to a section.
- From the SpecLink Cloud Dashboard, click on the name of the project where the document will be attached.
- From the project's sections list, locate the section to which the file will be attached. In the example below 030100 - RIB - Maintenance of Concrete is the section to which the document will be attached.
- Right-click on the name of the section and select Attach Document from the menu.
The Attach Document window will appear. This is essentially the Document Library.
- Move through the folders and files to locate the file that will be attached to the section.
- Once located, select the file to be attached.
- Click the blue Attach button located in the lower right corner of the Attach Document window.
The document will be attached to the section. An indicator will display that, in this example, 1 document has been attached to the section while no "0" documents have been attached to the subdivision.
Managing Attached Documents
When a document or documents have been uploaded to the Document Library, then attached to subdivisions or sections, they can be previewed or removed.
Previewing an Attached Document
Follow the steps below the preview an attached document.
- Once a document has been attached to a subdivision or section, an indicator will display how many documents have been attached. Click on this red indicator.
The Manage Attached Documents window will appear.
- Locate the document to be previewed and click the blue Preview link.
The document will open in a preview window.
Removing an Attached Document
Follow the steps below the preview or remove attached documents.
- Once a document has been attached to a subdivision or section an indicator will display how many documents have been attached. Click on this red indicator.
The Manage Attached Documents window will appear.
- Click the red Remove link.
A confirmation message will appear asking for confirmation to remove the document.
- Click the red Yes button to confirm the removal of the document.
Printing/Exporting Attached Documents
Follow the steps below the to print/export attached documents.
- Open the Print Menu from the SpecLink Cloud Toolbar and select the setting checkbox for "Include Attached Documents."
- Once Selected, a "Supplemental Documents Options" area will appear below with 2 options.
- Select the preferred option before Printing/Exporting the Project.
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Option 1: "Include active supplemental documents at the end of division/project"
All the attached documents will appear following the final section within each division, regardless of which section they are attached too. This option will be a faster print/export.
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Option 2: "Include active supplemental documents where they appear in the project tree"
All documents attached to a specific section will appear immediately following the section in which they are attached. All documents attached to a specific subdivision folder will appear before any sections within that folder.
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Option 1: "Include active supplemental documents at the end of division/project"
Watch the video below to see the Document Library in action:
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