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Gryaab Idok upgrade to Bentley XM

Functional Specification
WP 04 ProjectWise document configuration
Version 1.5

Gryaab Idok upgrade to Bentley XM


Gryaab
Functional Specification
Version 1.5

Date 31-Jan-08

Page 2 of 11

Document Version History


Version

Owner

Update Source

Date

Description

1.0

PS

Stephan Nilsfelt

2007-09-25

Initial Draft

1.1

PS

Stephan Nilsfelt

2007-11-09

Added ref. documents, changed


section about PW environments,
added section about different types
of documents.

1.2

PS

Stephan Nilsfelt

2007-11-30

Minor changes to workflow.

1.3

PS

Stephan Nilsfelt

2007-12-04

Updated with Gryaab comments

1.4

PS

Stephan Nilsfelt

2007-12-12

Updated with Gryaab comments

1.5

PS

Stephan Nilsfelt

2008-01-31

Minor changes, spelling etc.

For review

For
approval

Ari Rantasalo

Bo Hedlund

Gryaab

Gryaab

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Gryaab
Functional Specification
Version 1.5

Date 31-Jan-08

Page 3 of 11

Table of Contents
1

2
3

About This Document..........................................................................................4


1.1 Document Purpose...................................................................................................4
1.2 Document Terminology.............................................................................................4
1.2.1 Abbreviations.....................................................................................................4
1.2.2 Terms and Concepts..........................................................................................4
1.3 Related Documents...................................................................................................4
Solution Overview................................................................................................5
2.1 Solution Objectives...................................................................................................5
2.2 Solution Description..................................................................................................5
Functional Requirements.....................................................................................5
3.1 Managing different types of documents....................................................................5
3.2 ProjectWise Environments........................................................................................5
3.3 Document Numbering for Different Document Types...............................................6
3.4 Folder Structure........................................................................................................7
3.5 Revision Management..............................................................................................7
3.6 Document Workflow..................................................................................................8
3.7 Title block and revision management triggers..........................................................9
Acceptance Criteria............................................................................................10
4.1 ProjectWise Environments......................................................................................10
4.2 Document Numbering for Different Document Types.............................................10
4.3 Folder Structure......................................................................................................10
4.4 Revision management............................................................................................10
4.5 Document Workflow Structure................................................................................11
4.6 Title block and revision management triggers........................................................11
Acceptance.........................................................................................................11

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
Template version 1.01

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Gryaab
Functional Specification
Version 1.5

1
1.1

Date 31-Jan-08

Page 4 of 11

About This Document


Document Purpose
This document describes the systems features and behavior allowing users to verify that the
system will meet their needs while also containing sufficient detail for the subsequent design.
This document describes WHAT the system should do; it makes no attempt to describe
HOW this should be implemented.

1.2

Document Terminology
The following abbreviations, terms and concepts are used in the document:

1.2.1 Abbreviations
Abbreviation

Meaning, Definition

1.2.2 Terms and Concepts

1.3

Term, Concept

Meaning, Definition

System

Physical (hardware) and logical (software) environment, required


for the solution to operate, including the solution itself

Environments

A collection of custom document attributes that can be applied to


document folders in ProjectWise Explorer. An environment can
contain: attributes, attribute layout and document code
restrictions, e.g. document numbering)

Interfaces

Are created separately from environments, and are used to


arrange the display of some or all of the environment's attributes.

iDesktop

ProjectWise iDesktop Integration provides support for


MicroStation, AutoCAD, Microsoft Office, and many other desktop
applications. With iDesktop users can take advantage of certain
ProjectWise functionality from within the integrated applications.
The iDesktop is mainly used for automatically update title blocks
in documents with data from ProjectWise.

Related Documents
Following is the list of documents that this document refers to or that provide with additional
information about this topic.
#

Document, Description

Version

Document Types to be migrated.xls

1.5

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Functional Specification
Version 1.5

2
2.1

Date 31-Jan-08

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Solution Overview
Solution Objectives
The objective of this solution is to configure ProjectWise so that it complies with
Gryaabs document standards.

2.2

Solution Description
ProjectWise will be configured to match Gryaabs document standards.
Document numbering will be configured to follow Gryaabs document numbering
standard. The ProjectWise folder structure will reflect Gryaabs document types.
Revision management will also be configured in this work pack. Revision triggers will
be created to keep track of previous revisions and revision comments.
A workflow for some document types will also be configured. Title block integration
will also be configured for drawings and office documents.

3
3.1

Functional Requirements
Managing different types of documents
ProjectWise will be configured to manage CAD (AutoCAD drawings, AutoPLANT
P&ID, AutoPLANT 2D and 3D) documents and MS Office (Excel and Word).

3.2

ProjectWise Environments
An environment in ProjectWise contains a specific set of custom attributes,
descriptive texts etc. The environments also controls the way the documents shall be
numbered. Each folder in the ProjectWise Explorer folder structure must have an
environment. Several folders can share a single environment, or each folder can
have their own. To be able to re-use much of whats already done in ProjectWise
2004 for Gryaab each document type will have its own environment.
A complete list of all document types that existed in IDOK as of October 18, 2007 is
in the reference file: Document Types to be migrated.xls. In this document we have
also flagged which document types that will be migrated from IDOK to Bentley. The
previous project has already created 35 environments with their attributes layout
which is also in this document.
Gryaab need to confirm this document with Bentley.

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Functional Specification
Version 1.5

3.3

Date 31-Jan-08

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Document Numbering for Different Document Types


Gryaab are using many different ways of numbering documents, everything from
simple numbering systems to more complex ones where the document number is
constructed from a related objects tag number.
For the simple numbering systems, where the number is just the next available
number we can easily solve this with a SQL select statement in an attribute for
that environment.
The more complex numbering systems, the numbers will be created by the
document creation wizard which is described in the document Gryaab WP06
Functional Specification.doc.

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Functional Specification
Version 1.5

3.4

Date 31-Jan-08

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Folder Structure

The ProjectWise folder structure, which is visible through ProjectWise will be


implemented so that each document types have their own folder at the top
level in the folder tree:

The document folders will also display the folder description in the tree, like: GIN
Rutiner & Instruktioner. This will probably be implemented at the end of the
project since many migration scripts assumes that the folders are named just with
the document type.
3.5

Revision Management
When creating a new version of a document, the version field shall not be
possible to edit. When adding a new document to ProjectWise, the initial version
number shall be set to 0. When creating a new version of the document, the
version number shall automatically be incremented by 1.
This can be done via a database trigger that uses the field O_VERSION_SEQ to
update the O_VERSION field by adding the value of O_VERSION_SEQ to
O_VERSION.
By doing so, we will not get into problems during the initial data migration from
IDOK to ProjectWise. If a document has a certain revision, like 15, but not all of
the 14 previous versions exist in IDOK, the trigger will still give a correct version
number when a new version is created. Thats why we cant just use the value of
the O_VERSION_SEQ field by it self.

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Gryaab
Functional Specification
Version 1.5

3.6

Date 31-Jan-08

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Document Workflow
A workflow for the document type PFB will be set up.
According to the IDOK database the workflow has three stages, and each stage
has a number of users that are allowed to perform actions on the documents.
The stages with allowed users are as follows:
WFL_LEVE
L

STATE

Draft(*)

NORMAL

Draft(*)

SUPER

Revision

ANO

Revision

BEN

Revision

DIO

Revision

DLU

Revision

GNT

Revision

IDOK5

Revision

IDOK5

Revision

JS

Revision

PBR

Revision

SHA

Revision

TBJ

Revision

UGI

Revision

VWA

Revision

XJJ

Revision

XJLI

Revision

XML

Revision
Godknna
nde
Godknna
nde

XNI

FULL_NAME
*Group*
*Group*
Anna Nordqvist
Bo Enstrm
David I'Ons
Douglas Lumley
Glen Nivert
System anvndare
System anvndare
Johanna Sderstrm
Peter Brlls
Safa Hadi
Tomas Bjelke
Ulf Gingsj
Victor Warenius
Jessica Jonsson Mjryd
Johan Lindqvist
Magnus Larsson
sa Nilsson

GNT

Glen Nivert

IDOK5

System anvndare

2
2

SHORT_NAM
E

ProjectWise group
Everyone
Everyone
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Designer
Approvers
Administrator

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Functional Specification
Version 1.5

3.7

Date 31-Jan-08

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Title block and revision management triggers

Many documents have special title blocks which shall be updated when a
document is modified. Through ProjectWise Attribute Exchange Rules,
we can define which attributes shall be updated.
This is done through the iDesktop integration. The iDesktop integration
supports both drawings and office documents.

Some document types have a revision list with previous revision numbers,
dates, signatures and revision comments listed in the document headers.
A database trigger will be used to read this information from ProjectWise
audit trail table and store the information in custom attributes for each
environment.
The database trigger stores the last 12 revisions in custom attributes
which will be accessible by the title block function so that this information
can be inserted into documents title block.

Gryaab want a way to disable the iDesktop integration when they are not
using any Bentley products. This has to be investigated by Bentley if its
feasible since its not a standard functionality in the products.

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Functional Specification
Version 1.5

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4.1

Date 31-Jan-08

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Acceptance Criteria
ProjectWise Environments
1. Check that each environment has the necessary attributes and descriptive text
for each document type

4.2

Document Numbering for Different Document Types


1. Go through each document type and see that it is numbered correctly when a
new document is added.

4.3

Folder Structure
1. Go through each document type and see that it is visible in the folder structure in
ProjectWise Explorer.

4.4

Revision management
1. Add a new document to ProjectWise. Check that the initial version number is 0.
2. Create a new version of the same document and check that the version number
is updated correctly to 1.
3. Also look up a document thats been imported from IDOK that has a quite high
version number and where not all the previous versions exist. Now create a new
version of this document and see that the version number is updated correctly.
4. When you have at least two versions, try to make the previous version the active
one. The version number will be increased, but now the previous version is the
latest one. If the document also has component related to it, these will now be
moved to the new document, that in fact is an older version.
5. As long as a document doesnt have any versions that are set to Final, its
possible to delete them. If you delete the latest version, all previous versions will
also be deleted. You can however delete a previous version, a version in
between, without all document versions being deleted.

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
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Functional Specification
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Date 31-Jan-08

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Document Workflow Structure


1. Add a new document of type PFB and log in as different users to see that all
steps in the workflow chain behaves as expected.

4.6

Title block and revision management triggers


1. Check that all document types that have special title blocks can be opened from
ProjectWise Explorer and that the correct data is filled out when opened.
2. For the document types that have a revision list, check that all previous version
information is updated correctly.

Acceptance

Functional specification accepted by:

___________________________________________________________________
NAME
SIGNATURE
DATE
Gryaab representative

CONFIDENTIALITY STATEMENT
The contents of this document, including system ideas and concepts, are confidential and proprietary in nature and are not to be
distributed in any form without the prior written consent of Bentley Systems.
Template version 1.01