Document Vault
Document vault in a document/file repository built within Twinview. It supports revisioning and bulk uplaod.
Document vault provides CDE functionality allowing you to add and keep documents and files on Twinview, for easy access. The documents can be stand alone or be linked to assets.
Document vault is commonly used to store a building O&M Manual in the traditional folder structure format, whilst also having the advantage of the document also been linked to associated assets.
Creating a Folder
You can create a folder by clicking the ‘Add Folder’ button.
Adding Files
You can upload a file by clicking ‘Add file’. Make sure that you are in the correct folder. You can upload multiple objects at once, dragging and dropping files into the dialogue (maximum of 20 files at a time).
You can upload a zip file and Twinview will unzip the file and keep the folder and file structure intact. This is an efficent way to upload 1000s or documents whilst retaining original file structure.
This is also a useful way to deploy a standard folder structure to a project. Simply design in on you desktop, zip it up and upload it.
Searching For Files
You can search for files by using the search bar in the top left of the Document Vault. This will perform recursive search inside folders to find documents and files easily. If you add tags to a file, the search will use these tags when searching, allowing you to find files easily regardless of their filename.
Grid or List View
You can toggle between Grid or list view. Cards show a thumbnail preview whilst list view drops the preview but shows the files in a list view with more data, such as upload date and file size.
File Options
Files have some options buttons on the bottom of the file, these allow you to perform a number of actions on the file.
Edit File
Clicking Edit File icon opens the the edit file modal, here you can rename he file, upload a new file (creates a revision), add a description and add meta data.
Name: Updates the filename
Upload File: Uploads a new version of the file and adds a revision.
Meta-Data: Adding meta-data to a file allows you to add additional tags that can be used in search.
Description: Adding a description to a file. This description is shown when you hover over a file while in grid view.
Linking a File to an Asset
If you project has the ‘Twinview Manage’ CAFM module activated, you will also have the option to ‘Link’ a document to a maintainable asset or 'Equipment'.
To link a document to a single asset, make sure you are in a list view and click the 'Link' button on the document you want to add to link to an asset.
You will then see a modal showing the assts that are currently linked to the document (this may be blank if no assets have been associated to the document yet).
Click the green 'Link Asset' button in the top right and then select the assets you want to associate the document by clicking the 'link' button on the asset. You can use the search and filters on this dialogue to locate the relevant assets.
This makes the document associated with the asset and will show the document in the asset’s data page. This enabled the document to be seen when selecting and managing the asset in the Facilities Management Module, 3D Model or via selecting the asset on a 2D sheet.
You can also link a document to Equipment. This is the same process, but instead of clicking 'Link Asset' you click 'Link Equipment'.
Linking a file to Multiple Assets
You can link a file to multiple assets, without the need to link them manually one by one as above. You do this by following the previous instruction to link a file to a single asset, however instead of clicking the green 'Link Asset' button, you can click the blue 'Query Set' Button.
This will open a list of defined query sets that exist on the project, and clicking 'Link' on the query set will associate the chosen document with all assets in that query set.
Query sets and their use are covered in a separate tutorial, see here for more information.
File Revisions
Twinview Document vault now supports file revisions! Uploading a file to a folder with the same name as an existing file wont overwrite the file but instead created a revision. Twinview Document vault will always show the latest version in both grid view and list view, but you can download an older version of a file by clicking on the 'Revision' icon the file.
You can see the files that have a revision as their icon will have a number that represents the number of revisons availible.
When you click the Revisions icon, the revisions modal will open showing all revisions of the file, and you can download a previous revision. You can also delete old revisions if needed.
Delete a file
You can delete a file by clicking the delete icon on the file options. When clicked Twinview will ask if you are sure you want to delete, and if you click 'Yes' the file is deleted.
Deleting a file, will also delete any revisions on the file.
Folder Funnels (Request Files and Send Files).
Folder Funnels are a powerful way to share or request information from 3rd party and have them upload to a document vault folder even if they are not using Twinview.
Creating a Request Link - Requesting Information from 3rd Party
First we need to create a folder to receive the files, in the example below i have created a folder called 'Received from Engineer'.
To create a funnel, we first click the 'Funnels' button in the top right. This will open the funnels modal where we can click 'Add Funnel' to add a link.
Complete the Add Funnel modal and then click 'Save' to create your Funnel. The fields and options on this page are described in more detail below.
Folder: Select the folder for access (where the files will be uploaded to)
Name: Name of the funnel.
Description: You can write a message in here and this will be display don the upload link to the person you shared the link with. Useful for adding instructions etc.
Access: You can choose between 'Read only' or 'File viewer' options. 'Read only' is ideal when you want to share a folder with someone for access and downloading purposes, while restricting their ability to modify the folder or its contents. On the other hand, 'File viewer' grants the recipient full access to upload files, create folders, and delete content within the folder. This option is useful when you need to request files from someone, and they can conveniently upload the files to the link you provide.
Access Type: Here you can select 'Public' or 'Private'. If set to public anyone can access the link, where if set to private only those with a Twinview account can access. Even when set to public Twinview will ask for the users details to be submitted for auditing log purposes.
When done click 'Save' to create the funnel link. This link can be copied to your clipboard so that it can be shared in emails etc.
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