Archiving Information at the End of a dRofus Project Modified on: Tue, 27 Aug, 2019 at 9:52 PM

Item 01 - dRofus Client - 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 the Reports and Exports Module, 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 Room Data", if you wish to export Rooms that were "Marked as Deleted", don't forget to check the box that says "Include 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 - dRofus Client - Export all Item Documents:


 

Go to the Items Module, then within the "Import/Export" Ribbon, select "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 location and hit "OK" to download the documents, you will find that these file names will be = "<Item Number>-<original filename>.<extension>" as follows:


 


Item 03 - dRofus Client - Export all Item Images:

 

Go to the Items Module, then within the "Import/Export" Ribbon, select "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>.<extension>" as follows:


Item 04 - dRofus Web - Export all IFC Segments:

Within dRofus Web, if you happen to have IFC Segments uploaded to the database, you are able to download the same.

Login to the project within dRofus Web here:

https://web-au.drofus.com


Go to "Model settings", then within "IFC Models", select "Download" against each IFC Segment. The files will get downloaded to your computer's default folder for downloads:



Note that the dRofus Client only supports local IFC Segments, meaning if you were only using the dRofus Client, 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. 
 


Item 05 - dRofus Client - 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 the Reports and Exports Module, 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, and at the same time ensure you use all applicable inclusions. For example, in the "Room Data" Report, leaving all the restrictions as is + using all the highlighted (applicable) inclusions will promise the fullest data available:



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




 

Item 06 - dRofus Client - 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.


Go to Settings, and then under "PROJECT AND DATABASE ADMINISTRATION, click on "Settings":




Next, click on "Project" and then "Users", and 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": 



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



Item 07 - dRofus Admin Website - Screenshots of All Users' Specific Rights:



While the Excel Export containing list of Users (carried out in Item 06 above) contains the (broad) level of Rights in each Module, there may still be more specific access Rights (at a deeper level of granularity) for each User that will not be displayed in that Excel Export.
For example, a User has restricted write access narrowed down specifically as follows:

In regards to "RDS":



In regards to "Item specification":



In such cases, we suggest taking screenshots (similar to the 2 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 note that such specific access levels pertaining to each User does get stored in the compressed & archived database (which we can carry out for you upon request). 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 - dRofus Plugin / Addon - Screenshots of All Attribute Configuration Settings:

We suggest taking screenshots of all Attribute Configuration Settings within the dRofus Plugin in Revit and / or Addon 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 all available Configurations within all the following highlighted sections (as applicable):



Please note that all available Configurations within all the above highlighted sections do get stored in the compressed & archived database (which we can carry out for you upon request). And so, if a previously compressed & archived database does get restored for you later down the track, all the Configurations within all the above highlighted sections will also get restored.

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