Duplication Check Tool
Overview
The duplication checking tool prevents reference or revision number duplication when uploading documents into a database. When a user navigates to the 'Edit Metadata' view of the 'Bulk Upload' dialog, a quick glance will alert the user if there is a potential duplication:
- If a cell is RED, it indicates that the reference/revision number already exists in the system.
- If a cell is YELLOW, it indicates that the reference/revision number has been superseded.
- If a cell is GREEN, it indicates that the revised reference/revision number is the latest one.
Users can select for automatic incrementation of the next number in the sequence, or to manually input the desired number.
Example: Duplicating cells are red. Doc Details icon visible in duplicating row.
In instances where duplication is flagged, the Doc Details of the duplicating document will appear in the row, enabling users to review it.
Revision Number Sequencing
The layers of sequencing for revision numbers are as follows:
| Field | Description |
|---|---|
| -- | Lowest |
| a,b,c,d…z | Pre-drawing Phase |
| aa-zz | Pre-drawing Phase |
| p1, p1.1… | Pre-drawing Phase |
| 0-99 | Actual Drawing (users can do increments, for example 1.1) |
Metadata Duplication Options
In instances where users are uploading new revisions of documents, they can select which metadata they want to be duplicated for the new document being uploaded. This is managed through the 'Metadata Duplication Options' dialog which appears in the uploading process. Hovering over the options gives users more details about the duplication options.
Metadata Duplication Options dialog
How to Use the Duplication Checking Tool
| Step | Description |
|---|---|
| 1 | In Explorer, navigate to the Folders view, click on ‘New’ and select ‘Bulk Upload Files’. |
| 2 | Select the relevant file(s) from your device for uploading into the system. The selected files will populate the pop-up 'Bulk Uploader' dialog. |
| 3 | Navigate to ‘Edit Metadata’ in the pop-up dialog. A list of the file(s) to be uploaded, along with extracted metadata, will populate the view. In instances where there is potential duplication, the reference or revision number cell will be red. |
| 4 | Optional: In instances where there is duplicated reference or revision numbers, users can navigate and review to the doc details of the duplicating document(s) by accessing the (i) icon on the left-hand end of the relevant row. |
| 5 | Edit the duplicating entry's reference or revision number. When the field is green, it is no longer duplicating pre-existing reference/revision numbers. |
| 6 | Click on the Excel template icon in the top right of the 'Bulk Upload' dialog. This downloads a template and organises the data for more convient and standardized importing and mapping. Optional: continue to revise content in the downloaded excel template. This is particularly helpful if the documents being uploaded were accompanied by a document register; relevant information from the register can be allocated to the equivalent columns in the excel template for standardized mapping and importing. |
| 7 | Click on 'Import Excel Metadata' and follow the prompts to select the relevant downloaded excel template from Step 6, or the edited template. |
| 8 | Pin the row of headers/field names. |
| 9 | Select the row(s) you want to import using the tick box to the left of the rows. |
| 10 | Navigate to the mapping page and select 'Preview and Validate Mapping' after confirming that the fields are mapped as desired. |
| 11 | Select 'Start Upload'. In instances when new revisions are being uploaded, the "Metadata Duplication Options" dialog will automatically pop-up, allowing users to select which information to automatically transfer to new revisions of documents that are being uploaded. |
| 12 | Optional: once the upload is complete, assign as needed. Alternatively, exit the 'Bulk Uploader' dialog. |
Example: Duplication Check Tool