{"id":17700,"date":"2021-09-07T09:46:02","date_gmt":"2021-09-07T07:46:02","guid":{"rendered":"https:\/\/www.modelical.com\/en\/?p=17700"},"modified":"2022-05-10T17:36:53","modified_gmt":"2022-05-10T15:36:53","slug":"document-management-how-to-manage-documents-with-spreadsheets-and-cmds","status":"publish","type":"post","link":"https:\/\/www.modelical.com\/en\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\/","title":{"rendered":"Document management with Gsheets and CMD"},"content":{"rendered":"<p>The use of document management tools is becoming more and more widespread in AEC projects. Their functionalities are expanding year after year and the link with 3D information models is becoming more fluid every time. However, there are still many teams that work without this type of tools and are able to manage large quantities of documents efficiently.<\/p>\n<p>In this post we will show a way to manage the drawing sheets of a project with tools that we all have at hand, a spreadsheet and CMD. Of course, we will help ourselves with a bit of magic.<\/p>\n<p>Before we go on, let&#8217;s clarify that CMD is an abbreviation used in computing, which stands for &#8220;Command&#8221; and that in the Windows operating system it is a command interpreter tool that allows you to execute actions in the operating system.<\/p>\n<p>The objectives of the document management that we are covering in this post are the following:<\/p>\n<ul>\n<li>Check that there are no missing drawing sheets to be printed (comparing the drawing list and the printed PDF files).<\/li>\n<li>Identify the printed sheets that are not listed in the drawing list.<\/li>\n<li>Sort the PDFs according to the drawing list and not according to the alphabetical order of their code.<\/li>\n<li>Organise the sheets in folders.<\/li>\n<\/ul>\n<p>The workflow is as follows:<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16752\" style=\"margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.modelical.com\/wp-content\/uploads\/50300_Delivery-post-EN.png\" alt=\"\" width=\"100%\" height=\"auto\" \/><\/p>\n<p>1. PDF drawings would be obtained as output from 2D or 3D design programmes: Revit, Autocad, etc.<\/p>\n<p>2. In a spreadsheet (GSheet in this case) the drawing sheets information (Sheet Name, Sheet code) is organized and recorded. In this particular case, sheets are organised in a 3-level hierarchy: chapter, subchapter and section.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16752\" style=\"margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.modelical.com\/wp-content\/uploads\/50300_Delivery-post_EN_2-1.png\" alt=\"\" width=\"100%\" height=\"auto\" \/><\/p>\n<p>3. Now comes the magic, a script created from the Gsheets Script Editor that generates a BAT file to be executed from the folder containing the PDF drawing sheets. The script uses the information contained in the GSheet (Sheet code and the name of the chapter, subchapter and section) to generate the different tasks that CMD will execute.<\/p>\n<p>A BAT file extension is a plain text file containing several commands that are used to automate repetitive tasks or to execute groups of scripts one after the other. This file opens CMD and executes the tasks described in it.<\/p>\n<p>When the BAT file is executed, CMD performs the following tasks:<\/p>\n<p>A. Creates a backup copy of the PDF blueprints before executing the following commands (in case something goes wrong).<\/p>\n<p>B. Renames the drawings.<\/p>\n<ul>\n<li>It assigns them the prefix of chapter, subchapter and section, consisting of 3, 2 and 2 digits respectively. Plus a sequential number. So it will rename the file PRO001-MOD-XX-A-59159.pdf as A010101_1_PRO001-MOD-XX-A-59159.pdf.<\/li>\n<li>This allows you to assign an order to them (independent of the alphabetical order of their code).<\/li>\n<\/ul>\n<p>C. Create a txt file with the list of the PDFs, in this case called CheckContent.txt<\/p>\n<p>D. Organise the plans by folders<\/p>\n<ul>\n<li>Create folders with the hierarchy specified in the list of plans in the spreadsheet.<\/li>\n<li>Move each plan to the corresponding folder.<\/li>\n<\/ul>\n<p>4. Finally, once we have executed the BAT file, the information obtained in the text file (CheckContent.txt) is copied to the GSheet to make the comparison of the printed plans versus the original list.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full\" style=\"margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.modelical.com\/wp-content\/uploads\/50300_Delivery-post_EN_3-1.png\" alt=\"\" width=\"200%\" height=\"auto\" \/><\/p>\n<p>We have now the list of missing drawings and the list of those that are not recorded in the Drawing list. So at this point we should print the missing ones (Column D) and check those not recorded to either delete them or add in the Drawing list.<\/p>\n<p>The work will be finished once this process is repeated and columns D and E show no output.<\/p>\n<p>The next step will be to review the content of the project drawings, which we will be able to do in a more comfortable way since we will have the PDFs organized by folders according to the chapter, subchapter and section of our list in GSheet.<\/p>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-16752\" style=\"margin-left: auto; margin-right: auto;\" src=\"https:\/\/www.modelical.com\/wp-content\/uploads\/50300_Delivery-post_EN_4.png\" alt=\"\" width=\"100%\" height=\"auto\" \/><br \/>\n<iframe title=\"YouTube video player\" src=\"https:\/\/www.youtube.com\/embed\/j5QV5WBiKNQ\" width=\"560\" height=\"315\" frameborder=\"0\" allowfullscreen=\"allowfullscreen\"><\/iframe><\/p>\n<p>Author: <a style=\"color: #0555e6;\" title=\"Andreu Cortada\" href=\"https:\/\/www.modelical.com\/en\/author\/andreu\/\">Andreu Cortada<\/a><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The use of document management tools is becoming more and more widespread in AEC projects. Their functionalities are expanding year after year and the link with 3D information models is becoming more fluid every time. However, there are still many teams that work without this type of tools and are able to manage large quantities [&hellip;]<\/p>\n","protected":false},"author":41,"featured_media":26923,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[4],"tags":[720,411],"class_list":["post-17700","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-guidelines","tag-technology-excel","tag-technology-revit"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.8 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Document management with Gsheets and CMD - Modelical<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.modelical.com\/en\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Document management with Gsheets and CMD - Modelical\" \/>\n<meta property=\"og:description\" content=\"The use of document management tools is becoming more and more widespread in AEC projects. Their functionalities are expanding year after year and the link with 3D information models is becoming more fluid every time. However, there are still many teams that work without this type of tools and are able to manage large quantities [&hellip;]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.modelical.com\/en\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\/\" \/>\n<meta property=\"og:site_name\" content=\"Modelical\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/Modelical\/\" \/>\n<meta property=\"article:published_time\" content=\"2021-09-07T07:46:02+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2022-05-10T15:36:53+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.modelical.com\/wp-content\/uploads\/Posts_5_DocumentManagement.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"600\" \/>\n\t<meta property=\"og:image:height\" content=\"375\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"Andreu Cortada\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@modelical\" \/>\n<meta name=\"twitter:site\" content=\"@modelical\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"Andreu Cortada\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"3 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/\"},\"author\":{\"name\":\"Andreu Cortada\",\"@id\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/#\\\/schema\\\/person\\\/a16379e093af22a7cddf2b987043921f\"},\"headline\":\"Document management with Gsheets and CMD\",\"datePublished\":\"2021-09-07T07:46:02+00:00\",\"dateModified\":\"2022-05-10T15:36:53+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/\"},\"wordCount\":645,\"commentCount\":0,\"image\":{\"@id\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/#primaryimage\"},\"thumbnailUrl\":\"https:\\\/\\\/www.modelical.com\\\/wp-content\\\/uploads\\\/2021\\\/09\\\/Posts_DocumentManagement-400x250-1.jpg\",\"keywords\":[\"Tec Excel\",\"Tec Revit\"],\"articleSection\":[\"Guidelines\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/\",\"url\":\"https:\\\/\\\/www.modelical.com\\\/en\\\/document-management-how-to-manage-documents-with-spreadsheets-and-cmds\\\/\",\"name\":\"Document management with Gsheets and CMD - 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