Upload list
Uploading documents
When uploading documents, BIMcollab Twin asks for document details, which can be filled in automatically using a special upload list, especially when a lot of documents need to be uploaded. This list links the file name to the document details and maintains consistency of the document information. By uploading this upload list together with the files, the data can be copied.
Create upload list
Most drawing and modeling packages have the option to transfer the data from the bottom corner of a drawing into an Excel file. These details can be inserted into Twin by using the designated Excel upload list from Twin. Sometimes it could take some work to set this up, but it would save a lot of time when uploading files. Above all, you ensure that the information on BIMcollab Twin always corresponds exactly with the information stated on the sheet or the drawing. By using this method, typographical errors when filling in the document details are also excluded.
You can select one of the options below to make use of our upload list, which is available in different languages:
To create an upload list, follow the steps below:
Step 1: Open the Excel file you have downloaded in your language of preference. The sheet is arranged in four main categories: Document Number (1), File Name (2), Document Details (3), and Version Details (4).
Step 2: In column A, input the document number that would be used for this document in Twin. Note that if a document naming convention option has been enabled, it should be followed.
Step 3: In column B, fill in the name of the document to be uploaded, including its extension. See in the image below: "test.pdf" where ".pdf" is the file extension.
Step 4: In columns C-L, fill in the required document details including the Spatial Structure, Document Type, Discipline, Author, Document Date, Descriptions 1-3, Labels, and Work package codes.
Step 5: In columns M-S, fill in the version details which include the Version number, Version Date, Status, Version Description, Scale, Paper Size, and Attachments. Fields with an asterisk in the upload list should be filled in; alternatively, they can be filled in on the "Add documents" page.
The Game Rules
The use of a document list does have some rules. This way, the Excel file is only read by Twin specifically for its purpose as an Upload list and not as an Excel file that needs to be uploaded as a document. The file should be updated whenever a new file version is available, and it must be uploaded together with the documents to be uploaded every time. If the upload list meets the requirements below, it will be read correctly:
- The file name of the upload list contains the word “upload list”. Text may be placed in front or behind.
- The file extension is .xlsx .
- Use the same column names as in the template.
- These column names must always be on the 4th line of the Excel file.
- The order of the columns does not matter, so this may be adjusted compared to the example.
- Lines 1 to 3 are not read, project data, logos, or own explanations may be placed here.
- Each line with a document number is considered a file. So do not place subheadings in this column.
- The file name column must also contain the file extension, for example: drawing.pdf
- The contents of cells must be an exact match with the metadata set on BIMcollab Twin.
BIMcollab Twin looks up the file names in the upload list when uploading. Only the files that are uploaded together with the upload list are read. The upload list may therefore contain additional lines for other files, but these will not be read. BIMcollab Twin reports that this file has not been found.
The upload list may contain additional information and can be formatted with, for example, colors and subheadings. Make sure that this information is always in its own column, which is not read by BIMcollab Twin.
Upload with upload list
To upload your documents with your upload list, follow the steps below:
Step 1: Select the level you would like to save your project on (Location, project, or phase). Move to the Documents page and click on "Add". It could be "Add to location", "Add to project", or "Add to project phase" depending on the level you have selected.
Step 2: Drag and drop, or choose the file(s) together with the upload list to be uploaded and click "Upload"
Step 3: Review notifications, if any.
Step 4: Click on "Go to personal queue"
Step 5: Click on "Add information to uploaded file" and review the imported information. As mentioned previously, fields with the asterisk symbol (*) are mandatory. If not filled in using the upload list, they need to be filled in manually.
Step 6: Click on "Save" after all the required information has been added to the documents in your queue.
Step 7: Click on "Continue" to get back to the document overview where you can find the newly added documents.
Placeholder Upload List
When uploading documents to BIMcollab Twin, it is also possible to use placeholders as temporary substitutes for documents that will be uploaded later.
Placeholders can also be uploaded through the Upload List. To upload a list of placeholders, follow the same steps and game rules as listed above. Except that you only need to upload the upload list file (without any models with it), because these are the placeholders for the future models.
When creating the upload list, the metadata fields related to the latest version should be left blank, since this information cannot be predicted in advance. All of the light blue columns in the Excel list, including the File Data, Document Date and all Version Details fields should be left blank. These will be added when the actual models are uploaded as well.
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