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A technical documentation archive of estates - HyperDoc demonstration database

 
Database (3,38MB)

Introduction

HyperDoc is a program that can be used to create an archive of documentation according to user requirements. The "Technical documentation archive of estates" demonstration database shows capability of HyperDoc as far as process of creation the base for a single building or group of buildings are concerned and its ability to gathering of renovation processes documents. The possibility of using HyperDoc to create a specialized graphical application that bases on building plans from the archive is shown additionally. The first application demonstrates facilities management, the second deals with equipment management.

1. Advantages of electronic archive

An electronic archive has a lot of advantages over traditional methods of plans and paper documents preservation:
  • documents are safe: due to backups copies an unrecoverable loss any of them is not possible;
  • a searching process of a single document or group of documents that match the specified criteria is fast;
  • an access to a document is easy: a lot of users can access the same document(s) concurrently;
  • an easy way of copying a whole document or any part of it;
  • preserving cost of single document is low.

2. HyperDoc concept

An electronic archive of HyperDoc is based on three components:
  • a hierarchical structure of documents management;
  • logical documents;
  • document content.
A hierarchical structure of document management is used for grouping documents in the way that make searching of them extremely easy. It is due to attributes that are assigned to any hierarchy element and make simple the identification process of it. A logical document is a description of particular document of a specified type that consists of attributes. As in previous case they make searching the logical document easy. The logical document is accompanied with a document content. HyperDoc enable preserving documentation in a form of scanned documents (plans, drawings, texts, faxes), vector drawings and the other electronic documents.
The base advantage of HyperDoc is adaptability of archive's structure to user requirements. The hierarchical structure of document management, types of logical documents and its attributes are configured according to these requirements. The system is opened so specialized functions that perform specific clients tasks can be implemented. The user interface of HyperDoc is also fully configured. It means that set of available commands is adapted to a user profile. HyperDoc can also use data from outside databases that are supplied by the user.
The wide scope of HyperDoc functions enables using the building plans from the archive to create a specialized, graphical data base applications. This type of application uses the concept of graphical visualization of database objects, e.g. apartments that are described in database are represented on building plans. Applications that use graphical visualization make data searching and presenting easier.

3. "Buildings" hierarchy - current technical documentation archive

"Buildings" hierarchy contains estate archive of current technical documentation. It is composed of two levels: buildings and floors. Each of them can be accompanied with documents of the following types: a building plan, an electric wiring project and a computer network project.
Basic archive involved operations:

3.1. Documents registration

HyperDoc enables attaching a document file or getting a document content directly from a scanner.

Examples:

Logical document creation:
A logical document - as HyperDoc introduces it - is a description of particular document that enables searching for this document according to specified attributes concerned with the document itself. To create logical document, choose "New Document" command from "Document" menu. Then choose type of document and fill form by attributes that are appropriate for the document being attached.
Attaching a building plan on a form:
The document itself can be attached in few ways. "Attach file" command is the first and the easiest one. It can be found on popup menu that is displayed after right mouse click on the previously crated logical document. The command is available if you have been clicked on the document with no file attached. "Attach Scanned Drawing..." command is the second way. Use it to scan a document and insert the result in the HyperDoc database.
HyperDoc has a special module that enables attaching a great number of documents. It is extremely useful in the situations when an already existing, traditional archive is being moved to the electronic media.

3.2. Documents searching:

The main HyperDoc job is aiding the process of efficient documents searching. HyperDoc makes accessible a lot of intuitive ways of documents searching that are based on "click to find" technique.

Examples:

Find out all electric wiring in the building
Select the building that an electric wiring is to be searched for. On the menu "Object" choose "Mark subtree" command. It selects all objects laying in the hierarchy below the selected building (its floors). In the documents list window the list of all documents that are attached to selected objects is displayed. If you choose "Electrical" tab of the window you can see all electric wiring plans of the selected building.
Find out plans of computer network on the 1st end 2nd floor in A16 building
Select "Building" hierarchy as the current. Unfold Building_A16 object, press down Ctrl key and select 1st and 2nd floor while Ctrl key is still holding on. If you choose "All" tab of the documents' list window, you can see all documents that are attached to these floors. To select computer network plans only choose "Computer Network" tab.
Searching objects according to hierarchy attributes...
If you want to find out objects of certain type or that match some criteria you can use find object function. Let us suppose that we want to find out all machines of lathe type. First choose a hierarchy, the searching objects can belong to. In our database all machines are in "Equipment" hierarchy. Select the hierarchy and on "Edit" menu choose "Find objects..." command. On the dialog that is displayed choose Class:Machine, Field:Name and in Find box write down "lathe". To find the first object in the hierarchy that match the specified criteria choose "Find First" command.
To visualize searching results the window of Object Infoscope can be used. It displays the hierarchy that consists only of objects matching specified criteria. After you have been asked question about lathe type machines create new set of objects using the "New object set" button. Then choose "Object Infoscope..." command on "View" menu. The question about a hierarchy that the Infoscope is to be prepared to is displayed. If you have been answered "Equipment", you can see the hierarchy that looks similar to "Equipment" hierarchy but is limited to lathe type objects and all their parents. You can navigate through the objects that are displayed in Infoscope window in the similar manner as in the hierarchy window.
Find out all building plans made by Mr. Kazimierz Kwiatkowski
Select "Building" hierarchy and "All" tab in documents' list window. From "Edit" menu, choose "Find Documents..." command. On the dialog that is displayed choose Document Type:Plans, Field:Author and in Find box write down "Kazimierz Kwiatkowski". Now it is time to decide if we want searching for Mr. Kwiatkowski plans of certain objects, e.g. floors or buildings, or all the plans in database that are made by him. In the first case select objects of interest, in "Scope" section of "Find Documents" window choose "Find in the Current Domain" option, and then use "Find First/Find Next" commands to display found objects. In the second case in "Scope" section of "Find Documents" window choose "Find in All Domains" option. If you choose "Plans" tab in documents' list window, parameters of found documents are displayed concurrently.
It is possible to create a set that consists of all found documents. You can use the set later to review the documents. To create the set, choose on "Find Documents" dialog window "New Docs Set" command. To review documents from the active set reset the document display mode to "Document Set". You can do it by "Document Set" command that is available on "View" menu. It is possible to save the set on a disk.

3.3. Printing

HyperDoc offers advanced possibilities of scanned and vector drawing printing. Printing utilizes concept of a printing template. It is a special drawing that defines a layout of printing page. The printing template defines placement of printed document on the printing page; it can contain a standard border and some data that are taken dynamically from the database.
On "Tools" upper menu choose "Option", and then "Printing Template" command. Check if a printing template is already chosen. If no, choose A4.tvd printing template file that is in the Templates directory of demo database. Choose a document for printing, e.g. Building: A_12, floor: 0-ground; then select "Print Preview" command. In Document View window the ground-floor plan of A_12 building, placed inside of template borders, is displayed. Data taken from the database, e.g. a drawing name, a floor name and the other, e.g. current date and scale of a current drawing view are also displayed. Click the right mouse button on the plan to choose another extents and placement of printing document ("Define Printing Window" command) or to change a drawing orientation from portrait to landscape or vice versa. After setting desired printing parameters the document may be printed on any printer that is defined in Window system.

3.4. Documents security

Any user that use the archive can be assigned document access rights and some other rights that defines a set of operations which he can perform on archive. Some rights can be also assigned to a document. They defined what kind of rights a user has to be assigned to have an access to this document.
A HyperDoc administrator can assigned any set database access rights to a user. On "Tools" menu choose "Access Rights" commands. On a dialog window that is displayed you can choose any user (from those registered in HyperDoc database) and assigned to him any set of access rights (from those accessible in this window).

4. "Cases" hierarchy - keeping archive documents up to date

Documents that the archive consists of have been changed. Some renovation and modernization have been made. "Cases" hierarchy gathers renovation /modernization activity documentation and helps keeping archive documents up to date. Attributes: a case number, an object number, a subject and a date of creation that describe the case enable identification of project the case is concerned. If an existing technical documentation has changed, HyperDoc keeps subsequent versions of document content. It can be used to follow a history of document changes and to recover to some earlier version if necessary. In a Case, beside project technical documentation some other documents can be inserted, e.g. pictures, offers, agreements, protocols, etc. "Cases" hierarchy aids renovation /modernization process according the following schema:
  export/copying of source documents to designer
  documentation edition (modification or creation a new documentation)
  documentation import/inserting to the case

export/copying source documents for designer

A database document can be sent to designer for working out or edition. Then the corrected document can be imported to the base as the next version of already existed document. To send a document to a third party firm for working out select the document and choose "Version" command on "File" menu. On the dialog window that is displayed you can see a list of subsequent version of the document (in the demonstration data base only one version of document is saved). "Copy" command makes copy of the selected document and places it in a desired location. "Import" command get the corrected version back to the base as the next, new version.

documentation editing (correcting or new documentation creating)

HyperDoc enables document modifications. You can only do it on the same computer as you run HyperDoc. Select a document, e.g. Building A_12, Floor: 1. On "Edit" menu choose "Edit-SuperEdit" command. SuperEdit program, that can do the edition job is run. You can change the color of plan, e.g. from black to blue. Then save the document and close it. HyperDoc recognizes the moment you do it and ask for a name of the new document version.

import/insert documentation to a case

"Cases" hierarchy organizes documents according to some criteria. There are documents that are accessible on "Buildings" hierarchy because they relate to buildings and their floors. However the same documents can be inserted in other cases, that are related to different projects, e.g. design of a computer network or entrance-halls renovation. If you want an object to be attached by a document, that is already attached to another hierarchy object select this document and choose "Copy Document Reference" command on "Edit" menu. Then select another object and choose on the same menu "Insert document reference" command. In "Cases" hierarchy there are two objects that correspond to two cases. The number 101 case is related to the entrance-hall renovation process in A12 building and the number 102 case is related to the computer network project in A16 building. The last case contains four plans of a net layout in the building. Suppose, the case would also contain building plans of 1st and 2nd floor that are made before the computer net project is to be realized. The plans are available in "Building" hierarchy. Select the 1st floor of A16 building and choose "Copy Document Reference" command. Then switch the view of "Cases" hierarchy on, make the number 102 case the current one and on "Edit" menu choose "Insert Document reference" command. As a result you can see the 1st floor plan in the list of documents that are inserted to number 102 case. Repeat the operation for the 2nd floor.

5. "Facilities" hierarchy - an example of object-oriented graphical application

The example of "Facilities" application shows advanced HyperDoc capabilities as far as creation of graphical application are concerned. "Facilities" hierarchy consists of buildings, floors and facilities. Any facility is described by the following parameters: a number, an area, a number of rooms, a tenant's name, his telephone number, a state of facility's property and its description. The main goal of "Facilities" application is searching and graphic presentation of facilities that match some specified requirements. Any data base facility has to get a graphical representation - in this case it is a polygon.

Creating a new graphical representation for a new facility

Any hierarchy object can have its graphical representation. It can be an icon or a vector element such as a line, polyline, polygon, circle or ellipse. In "Archive" demo database objects of facility type are graphically represented as polygons that curves round the corresponding facility on the building plan. Select "Facilities" hierarchy as the current. Select A12 building and the ground floor. The object unfolds and displays the list of the current floor facilities. Notice, that an object selecting action in the hierarchy corresponds a zooming action nearby the correspond facility. Make review of A12 building ground floor and notice that most of facilities are already drawn. The number 1 facility is the only one without polygon. Let us create a new hierarchy object: number 1 facility. Select the object that lays exactly one level up in the hierarchy then the facility: it is the ground floor. On top menu "Object" choose "New-facility". On the dialog window that is displayed you can define all parameters for a new facility. Do it and accept the entered data. As a result you can see the Facility_1 object in the hierarchy. While the ground floor plan of A12 building is still displaying on the screen choose "Copy document reference" command, select as active Facility_1 object and then choose "Insert object reference" command - the document with the plan of ground floor is attached to Facility_1 object. In the next step we draw the facility on the plan. Zoom in the document view to make the Facility_1 plan clearly visible. On "Drawing" menu choose "Draw Polygon" command and draw it around number 1 facility. Now we link the hierarchy object with its graphical representation: while Facility_1 object is still the current one on the screen, in "Facilities" hierarchy select the polygon that curve around Facility_1 object and then choose "Link Current Object" command on "Spot" menu. To make a navigation easie r you can save a current zoom of background document for the selected facility. To do it choose "Set Default View..." command on "Document" menu.

Creating a set of facilities: e.g. free facilities set and navigation:

Facilities that are defined on A12 building plan have assigned value of "state" attribute: sold , free or reserved. If we interested in sold facilities we can choose for presentation purposes those that match the criterion. On menu "Edit" choose "Find Objects" command. On the dialog window choose that objects of facility type searching criteria that the field of state has "sold" value. Choose "New Object Set" dialog command. The set is created and all set facilities are marked by grey arrows in the hierarchy. To make navigation through them easier choose "Object Infoscope" command on "View" menu. The question about a hierarchy that the Infoscope is to be prepared to is displayed. If you have been answered "Facilities", you can see the hierarchy that looks similar to the ordinary "Facilities" hierarchy but is limited to sold facilities objects and all their parents. You can navigate through the hierarchy in the similar way as through that visible on "Facilities" page.

"Facilities state" dynamic presentation

State of facilities can be also presented dynamically. Select as the active object ground floor of A12 building, still in "Facilities" hierarchy of course. On "View" menu choose "Filtering - Facilities" command. All ground floor facilities on the drawing that have assigned some value to "state" attribute have been colored according to the legend that is displayed on that drawing.

Area measurement

HyperDoc enables facilities area measurement. To do it select any facility on the screen. Watch the state line that is displayed on the bottom of HyperDoc window: you can see an area information there. If you select a few facilities you can find at the same place the appropriate area information that concerned all selected facilities.

6. "Equipment" hierarchy - an example of object-oriented graphical application

"Equipment" hierarchy is another example of graphical application that bases on building plans. HyperDoc can aid any equipment management with built-in hierarchy of type "building/floor/apartment". An equipment may consist of machines, installations, computers, the other nets and wires, desks, bookcases, etc.. The "Equipment" hierarchy implements the only one, an example equipment element called "machine". It is described by the following parameters: a name, a type, a number, a serial number and a state. "Equipment" application aids a graphical searching and presentation of "machines" that match some specified criteria. A graphical representation of "machine" is polygon.

New machine

Select "Equipment" hierarchy: the plan of quarter is displayed in the drawing window. Double click on plan in A12 building. The vertical section of the building is displayed. To display a ground floor plan make double click on the ground floor. To see a list of defined facilities unfold the ground floor hierarchy object. Notice that some of them have machines as subobjects. Choose a facility without machine, e.g. 35 facility. Choose "New - machine" command. On the dialog window that is displayed you can define all attributes for a new machine object. In the field "State" write down "guarantee granted". To accept the entered attributes choose "OK & Draw" command. Now you should draw the polygon shape of machine placed inside 35 facility.

"Machine state" dynamic presentation

A state of machines - similarly as state of facilities - can be also presented dynamically. Select as active object ground floor of A12 building, being still in "Equipment" hierarchy. On "View" menu choose "Filtering - with infoscope" command, and then "Filtering - Machines". All ground floor machines on the drawing that have assigned some value to "state" attribute have been colored according to the legend that is displayed on that drawing. The object infoscope with "Equipment" hierarchy that is limited to machines and their parents is also visible.
HyperDoc can track placement of the machine. Select any machine and choose Drawing/Transform/Move elements command and move machine to another facility. The change of machine placement results the corresponding change in the hierarchy: the machine object will be assigned to the facility that the machine is placed inside.

7. Advanced HyperDoc possibilities

7.1. Publishing documents via Internet

It is possible to publish documents' archive to Internet via special HyperDoc module. Due to this module, field or affiliated workers can gain remote access to that archive; public accessibility of database resources is also possible. You may get acquainted with Internet version of HyperDoc at tessel.com.

7.2. Integration with existing database applications

HyperDoc may be integrated with other existing database applications, extending its possibilities with graphical presentation. Successful integration of HyperDoc with commercial applications for facilities management from Norway and Germany may serve as an example.
 
Database (3,38MB)
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