Lesson 9

Using Drawing Logs

Back to V310: Construction Project Management

Lesson 9: Using Drawing Logs

Drawing logs are used to store all drawings and design files that are related to a project. This lesson explains how to work with drawing logs in the system.

Drawing Logs: General Information

A drawing log is a collection of drawings and designs related to a project. A member of a project team can create a drawing log, specify all relevant settings of the drawing log, and upload a drawing or a group of drawings to the drawing log.

Learning Objectives

In this lesson, you will learn how to do the following:

  • Configure drawing logs and set up disciplines and statuses
  • Create drawing logs
  • Upload and download images linked to drawing logs
  • Link requests for information and project issues to existing drawing logs
  • Email drawings and requests for information
  • Create revisions of drawing logs

Applicable Scenarios

You create a drawing log when a new file with a drawing, design, or sketch needs to be associated with a project and no drawing log has already been created for the project.

Drawing Log Creation

You can create a drawing log on one of the following forms:

  • Drawing Log (PJ303000): On this data entry form, you create one drawing log and specify all of its settings.
  • Drawing Logs (PJ403000): On this inquiry form, you can view a list of drawing logs and initiate the creation of a drawing log. For a newly created drawing log, you specify a discipline—that is, a field or area in construction used for categorizing drawing log documents. If any changes have been made to the initial drawing, you can update the drawing by uploading a new file version to the existing drawing log or creating a new revision of the drawing. If the uploaded drawing is an update of a previous drawing in the log, you should specify the revision number, which indicates the up-to-date version of the drawing. Additionally, you can upload sketches (that is, dras of drawings). When you upload a sketch, you should specify the sketch number in the Sketch box. You can download multiple images attached to a drawing log document as a zip file by clicking Export Drawings on the form toolbar of the Drawing Log (PJ303000) form or by selecting the unlabeled check box for the needed drawing log on the Drawing Logs (PJ403000) form and then clicking Export Drawings on the form toolbar. Lesson 9: Using Drawing Logs | 63

To link a drawing log to a request for information (RFI), you click Create RFI on the More menu of the Drawing Log (PJ303000) form. The system creates the RFI, whose settings you specify, and links this RFI to the drawing log. When you send an email with the RFI, you can attach drawings from the linked drawing log to the email. Also, from the Drawing Logs (PJ403000) form, you can create an RFI that is linked to multiple drawing logs.

From the Drawing Log form, you can create a project issue linked to a particular drawing log. To do this, you click Create Project Issue on the More menu. The system creates the project issue, whose settings you specify, and links this project issue to the drawing log. When you send an email with the project issue, you can attach drawings from the linked drawing log to the email. Also, from the Drawing Logs form, you can create a project issue that is linked to multiple drawing logs.

Drawing Logs: Implementation Activity

This activity will walk you through the process of configuring drawing logs and defining their disciplines and statuses.

Story

Suppose that the ToadGreen company needs to maintain drawing logs in the system and track their statuses. Acting as a system administrator, you need to perform the necessary configuration in the system.

Configuration Overview

For the purposes of this activity, the Construction and Construction Project Management features have been enabled on the Enable/Disable Features (CS100000) form.

Process Overview

You will configure a list of statuses to be used for the drawing logs on the Project Management Preferences (PJ101000) form.

System Preparation

Sign in to the system as a system administrator by using the gibbs username and the 123 password.

Step: Specifying the Settings to Be Used for Drawing Logs To specify the drawing log settings, do the following:

  1. Open the Project Management Preferences (PJ101000) form.
  2. In the Drawing Log Disciplines table on the Drawing Logs tab, review the predefined list of disciplines, and make sure that there is a line with the Architectural discipline specified and the Active check box selected in this line.
  3. In the Drawing Log Statuses table, in the Status column of the only row, rename the predefined N/A status to Active, and change the description to New drawing log. This status will be assigned by default to each newly created drawing log.
  4. On the table toolbar, click Add Row, and specify the following settings in the added row:
  • Status: Inactive
  • Description: The document is obsolete Lesson 9: Using Drawing Logs | 64
  1. Add three more rows with the settings listed in the following table.
         Status                                                 Description

     Submitted                                              The drawing log needs to be re-
                                                            viewed by the project manager

     Accepted                                               The project manager has accepted
                                                            the drawing log

     Rejected                                               The project manager has rejected
                                                            the drawing log
  2. Click Save on the form toolbar.
    You can now create drawing logs in the system.

Drawing Logs: Process Activity

This activity will walk you through the process of working with a drawing log.

Story

Suppose that the ToadGreen architect has prepared a floor plan blueprint for the Beach Hotel and Condominiums, the project that the ToadGreen company is working on. Then the architect has submitted a request for information about the plan of the first floor to make sure that the current location of the storage room (next to the service elevator) is correct. Based on the submitted request for information, a new revision of the blueprint should be created and linked to the original drawing, and the original blueprint must be marked as obsolete. Acting as the architect, you will process all required documents in the system with the assumption that these changes will not affect the schedule, cost, and design.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

  • The Construction and Construction Project Management features have been enabled in the Projects group of features on the Enable/Disable Features (CS100000) form.
  • On the Project Management Classes (PJ201000) form, the DOCRFI class has been defined with the Request for Information check box selected in the Use For section of the Summary area.
  • On the Projects (PM301000) form, the HOTEL project has been created with multiple project tasks.
  • On the Employees (EP203000) form, the EP00000033 – Ellen Watson and EP00000013 – Anna Johnson employee records have been created.

Process Overview

You will create a drawing log with the initial floor plan on the Drawing Log (PJ303000) form. You will then create a request for information on the Request for Information (PJ301000) form and send an email to the person responsible for receiving the needed information. Aer that, based on the answer to the request for information that you have received, you will create a new drawing log on the Drawing Log (PJ303000) form. Lesson 9: Using Drawing Logs | 65

System Preparation

To prepare to perform the instructions of this activity, do the following:

  1. Sign in to the system as an architect by using the rsmith username and the 123 password.
  2. In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, make sure that the business date in your system is set to 3/15/2025. If a different date is displayed, click the Business Date menu button, and select 3/15/2025 on the calendar. For simplicity, in this activity, you will create and process all documents in the system on this business date.
  3. Download the Floor_Plan_Revision_1.jpg and Floor_Plan_Revision_2.jpg files provided with the course to your device.

Step 1: Creating a Drawing Log To create a drawing log, do the following:

  1. Open the Drawing Logs (PJ403000) form.
  2. On the form toolbar, click Add New Record. The system creates a new drawing log and opens it on the Drawing Log (PJ303000) form.
  3. In the Summary area of the Drawing Log form, specify the following settings:
  • Drawing Number: 1
  • Description: Floor plan blueprint
  • Title: Floor plan
  • Project: HOTEL
  • Discipline: Architectural
  • Owner: Ellen Watson
  1. Click Save on the form toolbar. In the Summary area, note that the status of the drawing log is Active and that the Latest Revision check box is selected for the drawing log to mark it as up to date.
  2. On the table toolbar of the Drawings tab, click Files.
  3. In the Files dialog box, which opens, click Browse, select the Floor_Plan_Revision_1.jpg file, click Upload, and close the dialog box. Notice that the line with the uploaded drawing has appeared in the table.

Step 2: Linking a Request for Information to the Drawing Log To create a request for information, do the following.

  1. While you are still viewing the drawing log that you have created on the Drawing Log (PJ303000) form, click Create RFI on the More menu.
  2. On the Request for Information (PJ301000) form, which opens with the new request for information, specify the following settings in the Summary area:
  • Summary: Storage room should be next to service elevator
  • Class ID: DOCRFI
  • Owner: Ellen Watson
  • Project: HOTEL (inserted automatically)
  • Contact: Anna Johnson
  1. On the Details tab, enter the following text: Lesson 9: Using Drawing Logs | 66
  • Question pane: Is the storage room next to the service elevator?
  • Answer pane: No. The blueprint should be updated.
  1. On the Additional Info tab, leave the Schedule Impact, Cost Impact, and Design Change check boxes cleared.
  2. On the Drawings tab, make sure that the row with the Floor plan drawing log that you have prepared is shown.
  3. On the form toolbar, click Save to save the request for information.
  4. On the More menu, click Email. The system opens the Email Activity (CR306015) form with the Anna Johnson contact specified in the To box. On the form title bar, notice Files (1), which indicates that the system has attached the file from the request for information to the created email.
  5. On the form toolbar, click Send to send the email, close the form, and return to the Request for Information form with the request for information that you have created earlier.

Step 3: Creating a Revision To create a new revision of the drawing log with the updated floor plan, do the following:

  1. Open the Drawing Logs (PJ403000) form, and in the table, click the link in the Drawing Log ID column of the row with the Floor plan drawing log that you have created earlier in this activity.
  2. On the form toolbar of the Drawing Log (PJ303000) form, which opens with the drawing log, click Create Revision.
  3. In the Revision box of the Summary area, enter the number of the revision: 1.
  4. In the Description box, change the text to Revised floor plan blueprint.
  5. Save the drawing log. Notice that in the Summary area, the Original Drawing box shows a link to the initial drawing document.
  6. On the table toolbar of the Drawings tab, click Files.
  7. In the Files dialog box, which opens, click Browse, select the Floor Plan Revision 2.jpg file, click Upload, and close the dialog box. Notice that the Latest Revision check box is selected for the new revision of the drawing log, as shown in the following screenshot.
       Figure: The new revision of the drawing log

Lesson 9: Using Drawing Logs | 67 8. In the Summary area, click the link in the Original Drawing box. The Drawing Log form opens with the original drawing log. 9. In the Summary area of the form, select Inactive in the Status box. 10.Clear the Latest Revision check box to indicate that the original drawing log is obsolete. 11.On the form toolbar, click Save & Close to save your changes.

You have finished creating a new revision for a drawing log. Lesson 10: Working with Photo Logs | 68