Archiving Information at the End of a dRofus Project Modified on: Sun, 12 Nov, 2017 at 10:15 PM

Item 01 - Export all Data onto Excel:


We recommend exporting all the dRofus Data on to Excel as this will enable you to potentially "work" / "manipulate" your data even after your dRofus Contract has ceased and you do not wish to start another Contract to use dRofus.


Go to "Reports and exports", then under "Excel exports", click on each of the built-in Excel Exports (as applicable to your project) and Generate your Excels.


(Tip 01) When Exporting "Room and RDS", if you wish to export Rooms that were "Marked as Deleted", don't forget to check the box that says "Show deleted rooms":



(Tip 02) In order to allow for maximum data possible, avoid using any of the Restrictions. For example in the "Items in room" Export, leaving all the highlighted restrictions will promise the fullest data available:



(Tip 03) After you click on "Next", in order to allow for maximum applicable fields possible, ensure that you add all the fields from the left-hand side to the right-hand side as follows:




Item 02 - Export all Item Documents:




Step 01


In the top left-hand corner of your dRofus window, go to dRofus > Export > Export item documents. A window will pop up requesting you to define a location where you would like to download the documents to:






Once you have defined a folder and hit "Ok" to download the documents, you will find that these file names will be = <Item Number>-<original filename> as follows:





Item 03 - Export all Item Images:

 

Step 01

 

In the top left-hand corner of your dRofus window, go to dRofus > Export > Export item images. A window will pop up requesting you to define a location where you would like to download the images to:




Once you have defined a folder and hit "Ok" to download the images, you will find that these file names will be = <Item Number>-<image position> as follows:



Item 04 - Export all IFC Segments:

Step 01

In the top left-hand corner of your dRofus window, go to dRofus > IFC > Model connection... A window will pop up requesting you to "Choose BIM data connection". If you are using the option "Local model", it is given that you already have the IFC file(s) located somewhere in your Server / Hard Drive, hence it is only a matter of archiving this file(s) directly within your Server / Hard Drive. However, if you are using one of the "Model server" options, then click on that Model server and you will see something similar as follows:



Step 02


If your "Model" contains more than one File (segments) as in the example above, click on each File (segment) and "Download file" as follows:



Step 03


If you have more than one "Model" as in the example below, be sure to go to each "Model" (by clicking on the little drop-down arrow) and then within each Model, download all the Files (segments) as follows:




Item 05 - Report all Relevant PDFs:



We recommend reporting all the dRofus Data on to relevant PDFs as this will enable you to keep a record of the latest formatted / formalized "snapshot" of your data after your dRofus Contract has ceased and you do not wish to start another Contract to use dRofus just for the sake of creating this latest formatted / formalized "snapshot" of your data.


Go to "Reports and exports", then under "PDF reports" and / or "Project reports" (as applicable), click on each of the built-in and / or custom Reports (as applicable to your project) and Generate your PDFs.

 

(Tip 01) In order to allow for maximum data possible, avoid using any of the Restrictions (typically on the left-hand side), and at the same time ensure you use all applicable Inclusions (typically on the right-hand side). For example in the "Room Data Sheet" Report, leaving all the yellow highlighted restrictions + using all the red highlighted (applicable) inclusions will promise the fullest data available:




(Tip 02) In the "Room Data Sheet" Report, be aware that the "RDS view filter" if left blank, will utilize the default RDS view filter. If you are to report any additional tabs / fields that is not included in the default RDS view filter, ensure that you select a view filter here that actually includes these additional tabs / fields:




Item 06 - Export a List of All Users:



We recommend exporting a list of all the Users that had access to the Database for record keeping purposes.


Step 01


In the top left-hand corner of your dRofus window, go to Administration > Settings > Project > Users. Then, on the right-hand side of the window, right-click anywhere and select "Add/remove columns". A window will pop up where you will need to ensure all the available fields have been added from the left-hand side to the right-hand side of the window, then click on "Ok":




Step 02


Now, on the right-hand side of the window, right-click anywhere and select "Export to MS-Excel".


Item 07 - Screenshots of All Users' Specific Rights:



While the Excel Export containing list of Users (carried out in Item 07 above) contains the (broad) level of Rights in each module, there may still be more specific access Rights (at the next level of granularity) for each User that will not be displayed in that Excel Export.
For example, the following User has restricted write access narrowed down specifically as follows:
In regards to "RDS":


In regards to "FFE specification":


In regards to "Responsibility groups":


In such cases, we suggest taking screenshots (similar to the 3 above) for all such Users for record keeping.In addition, these may serve you as a guide for setting up a new set of Users for any new dRofus projects you may undertake in the future.
Please also note that such specific User access pertaining to each User does get stored in the compressed & archived Database. And so, if a previously compressed & archived Database does get restored for you later down the track, all these specific User access for every User will also get restored.


Item 08 - Screenshots of All Attribute Configuration Settings:

We suggest taking screenshots of all Attribute Configuration Settings within the dRofus Plug-in in Revit / Add-on in ArchiCAD for record keeping.

In addition, these may serve you as a guide for setting up a new set of configurations for any new dRofus projects you may undertake in the future.

Please carry these out for every configuration (as applicable) for the highlighted (as applicable) sections:




Please also note that all configurations within all the above sections do get stored in the compressed & archived Database. And so, if a previously compressed & archived Database does get restored for you later down the track, all these configurations within all the sections will also get restored.



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