FileSearch

R 1.0

Rev 01
Revision Created Originator Approved

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 FILESEARCH - R 1.0
SECTION Table of Content Page
1. INTRODUCTION ........................................................................................................................ 3
2. FUNCTIONS ............................................................................................................................... 4
2.1 Collect files ................................................................................................................................. 4
2.2 Open Selected file ...................................................................................................................... 4
2.3 Reset File Date & time ................................................................................................................ 4
2.4 Add/ Update Revision ................................................................................................................. 4
2.4.1 Intention of usage: ...................................................................................................................... 4
2.4.2 Task for the freelancer: ............................................................................................................... 5
2.4.3 On return from freelancer: .......................................................................................................... 5
2.4.4 Final handover. ........................................................................................................................... 5
2.5 Remove revision ......................................................................................................................... 5
2.6 Show Details (Columns in Rows) ............................................................................................... 5
2.7 Compare Sheets / Folders .......................................................................................................... 5
2.8 Rename file to (New Filename) .................................................................................................. 6
2.9 Copy Visible files to Folder ......................................................................................................... 6
2.10 Create Transmittal ...................................................................................................................... 6
2.11 Compile into Zip .......................................................................................................................... 6
3. BEST PRACTICE ....................................................................................................................... 7
3.1 Limitation .................................................................................................................................... 7
3.2 Number of projects to handle in 1 copy of the tool ..................................................................... 7

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 FILESEARCH - R 1.0
SECTION Content of this chapter Page
1. INTRODUCTION ........................................................................................................................ 3

1. INTRODUCTION
The excel filesearch tool is intended to keep track of files and
their modifications as part of the Document Control tasks.

A number of tasks can be performed by this tool, all handy to

make tracking in general more easily.

This menu will be opened as soon as the excel workbook is

opened.

When it is closed, pressing Ctrl+Q will present this menu again.

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 FILESEARCH - R 1.0

SECTION Content of this chapter Page

2. FUNCTIONS ............................................................................................................................... 4
2.1 Collect files ................................................................................................................................. 4
2.2 Open Selected file ...................................................................................................................... 4
2.3 Reset File Date & time ................................................................................................................ 4
2.4 Add/ Update Revision ................................................................................................................. 4
2.4.1 Intention of usage: ...................................................................................................................... 4
2.4.2 Task for the freelancer: ............................................................................................................... 5
2.4.3 On return from freelancer: .......................................................................................................... 5
2.4.4 Final handover. ........................................................................................................................... 5
2.5 Remove revision ......................................................................................................................... 5
2.6 Show Details (Columns in Rows) ............................................................................................... 5
2.7 Compare Sheets / Folders .......................................................................................................... 5
2.8 Show Compare Sheets Details................................................................................................... 5
2.9 Rename file to (New Filename) .................................................................................................. 6
2.10 Copy Visible files to Folder ......................................................................................................... 6
2.11 Create Transmittal ...................................................................................................................... 6
2.12 Compile into Zip .......................................................................................................................... 6
2.13 Close Menu................................................................................................................................. 6

2. FUNCTIONS
A number of functions are available, which can be accessed by a simple press on the nmenu but-
ton. These functions are here explained in the same sequence as shown on the menu dialog.

2.1 Collect files

The “Collect Files” function will guide you to the directory / Folder which contains the files you
want to include. While this function allows you to include subfolders, best you don’t include sub-
folders, since this might blur your vision on “What is happening”.

2.2 Open Selected file

The file part of the selected row will be opened based on the program associated with the file ex-
tension. This implicate that if instead of the extension related program a viewer type program is
installed, the viewer will be opened and the selected file will be loaded.
This action also can be initiated by pressing Ctrl+A while a file related row is selected, or at least
a cell in the related row.

2.3 Reset File Date & time

This routine reset all file dates (Date created, Date modified and Date accessed) in a selected
date and time. When 24:00:00 is selected the file dates will be reset to 00:00 which is the most
best value to detect changes.

Preferred is to reset the file dates before handover. Either to freelancer or back to client (as part
of zipfile) modification of the file becomes more detectable.

2.4 Add/ Update Revision

The CadDraft internal used revision (_[0] in addition to the filename) is automatically added to all
files part of the sheet.

2.4.1 Intention of usage:

As soon as the files are received from the client (for modification) this CadDraft (specific) revision
is added to enable revision tracking, no mather what the client ask to do with his own revision
(even if embedded as part of the filename, to be modified or not) Since _[0] is a rarely used com-
bination, we use this format for our own CadDraft related revision indication.
Note however that is the client is using the format/syntax for his revision, an alternative way must
be selected.

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 FILESEARCH - R 1.0
2.4.2 Task for the freelancer:
When the document / drawing is modified the CadDraft revision need to be increased manual by
changing the filename. While the file modification date/time might be changed this is not a clear
indication the file is updated (only might be helpful). A real change is known by the modifier / free-
lancer and therefor a manual action.

2.4.3 On return from freelancer:

When the documents are returned from the freelancer, the CadDraft revision remain unchanged.
Since the document might be modified multiple times before finally receiving a copy which suits
the purpose, is ok. Therefor a document file already might contain a higher revision number than
only 1.

2.4.4 Final handover.

Before the document are handed over (returned to CadDraft) the files best are copied to a final
handover subfolder using functionality like 2.10 Copy Visible files to Folder.
When the files are copied to the “Final handover” destination folder, they are loaded into the tool
(new sheet) again using the command 2.1 Collect files.
When this is done, the CadDraft revision can be removed using command 2.5 Remove revision.

Note: When the CadDraft Client is making some remarks and/or requires more modifications of
the document the files with previous CadDraft revisions are still available for distribution to the
freelancer. In this case the document(s) in the “Final Handover” folder become obsolete.

2.5 Remove revision

This command need to be used for the removal of the CadDraft Revision indication (_[x] where x
is a sequential number).

A value in column “NEW Rev without []” (only a number) will be used as default, this functionality
is only available to correct accidental mistakes (e.g. the file is modified / updated while the free-
lancer remain the CadDraft revision number unchanged).

2.6 Show Details (Columns in Rows)

Since the number of columns is quit extensive, pressing the button related to this command will
present the columns from the selected row as rows in a dialog screen. The up and down button is
this dialog screen enable you to move selected row (and related column information) up and
down.

2.7 Compare Sheets / Folders

A number of values (cells) might require a compare between 2 sheets. Since this is hard to do
manual the “Compare Sheets / Folders” can be very helpful.
During this routine the compare id column is filled with the bare filename, to enable comparison of
the selected sheet.

Since the 2 compared sheet included path related information a compare is not required since
these values already are different.

Values which are compared are Filedate, file size, AcadID and Revision. Values which are differ-
ent in both sheets are highlighted with a yellow background color.

2.8 Show Compare Sheets Details

This dialog is presented as part of the “Compare Sheets / Folders” function, but also can be stat-
ed separate, without invoking the actions required to make the differences visible. Similar rows
(equal filename in column “N”) from selected sheets are displayed in scrollable row presentation,
which makes it much more easy to compare the differences.

Some columns are different from scratch, due to their different file locations, e.g. FullFileName,
Path, FileExtention. While New FileName and New revision are empty from scratch.
Only those cells which really can reflect a difference will be highlighted if a difference is included.

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 FILESEARCH - R 1.0
2.9 Rename file to (New Filename)
This function / command should be handled with care, since renaming the files is an perfect way
to lose track with the original files. This function is only intended to be used as an easy way to
correct mistakes, e.g. when the freelancer makes a mistake modifying the CadDraft revision
number (e.g. accidentally add or delete a character).

2.10 Copy Visible files to Folder

This command allows you to copy all or a selected group of document to a specific (sub) folder.
Only visible row(s) (Files) are copied. Hidden row(s) either by filtering and/or hiding the row, will
be left out from the copies made.

2.11 Create Transmittal

This command allow you to create a letter of transmittal (in short an transmittal) to accompany the
documents during handover, either to freelancer or client. A copy if the sheet is made, with the
addition “-TRX” to the sheet name. This sheet is different since it only contains file related data
which need to be reflected on a transmittal.
Note: Since a number of values aren’t part of the tool (yet), some manual action is required before
the final letter of transmittal is completed and can be printed.
2.12 Compile into Zip
Files in the selected sheet are compiled into a zip file (WinZip must be available on the computer
and the path to the winzip executable need to be set (1 time) in the settings sheet. This setting
sheet can be made visible by pressing on the caddraft Icon.
Hiding this settings sheet is a best practice to avoid accidental destruction of the setting sheet
with the collect files menu option.

2.13 Close Menu

This will end the display of the menu, which can be started again by pressing Ctrl+Q

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 FILESEARCH - R 1.0
SECTION Content of this chapter Page
3. BEST PRACTICE ....................................................................................................................... 7
3.1 Limitation .................................................................................................................................... 7
3.2 Number of projects to handle in 1 copy of the tool ..................................................................... 7

3. BEST PRACTICE
A number of these best practices are developed during initial use. With version R 1.0 these func-
tions are collected in a menu to make the tool more user friendly.

3.1 Limitation
The only real limitation of this tool is equal to Excel limitations e.g. Rows and Columns.

Columns “A” up until “N” are used by the Tool itself. Additional Columns can be used for alterna-
tive usage.

Note however that if the files are (re-)collected in the same sheet, additional information will be
lost.

Foreign language, Like many of the windows applications, excel also struggles with the use of a
foreign language character set (e.g. Unicode) as part of the filename.

3.2 Number of projects to handle in 1 copy of the tool

Indicated in 3.1 Limitation the only real limitation of the is based on the Excel limitations, thefor a
large number of project can be handled in 1 copy of the tool.

The best practice however is to handle only 1 project with 1 copy of the tool. Where the tool relat-
ed file is located in the root directory / folder of the project and where “Initial received”, “intermedi-
ate update DD” and “Final Handover” are sub Folders of this root directory.
The sheet name can then be synchronized with this folder name to maintain a clear overview of
the project.
Example:
X:\..\..\..\ProjectName This folder contains only overall project
specific information like the filesearch.xlsm
X:\..\..\..\ProjectName\Received The subfolder containing the original re-
ceived information (original drawings)
X:\..\..\..\ProjectName\ToFreelancerYYYYMMDD Where Freelancer can be the name of the
freelancer and YYYYMMDD is year, moth,
day
X:\..\..\..\ProjectName\FromFreelancerYYYYMMDD Like above however including returned in-
formation
X:\..\..\..\ProjectName\ToClientYYYYMMDD Intermediate handover to client (might in-
clude CadDraft revision for communication
purposes, special if project is “on going”.
X:\..\..\..\ProjectName\FinalToClientYYYYMMDD The content of this folder is equia to the
folder Last received from freelancer, how-
ever the CadDraft revision is removed.
Above example will allow you to determine all intermediate steps, since you can easily compare
all steps with each other.

While a compare of intermediate steps might inform you about progress. A compare between
“Received” and “FinalToClientYYYYMMDD” might inform you about completeness, unless of
course if documents are added. But case documents are only modified; this will give you the
completeness for 100%.

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 FILESEARCH - R 1.0
NOTE:
The Excel sheet name is restricted to 31 Characters, while text like “-TRX-YYYYMMDD” (13
characters) might be added case a transmittal is generated. Therefor reduce the Folder name
length to a maximum of 17 characters will avoid issues later on. The use of abbreviations might
be a solution

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