Project Baseline

During our 12+ yrs experience with helping customers, we´ve came across this in various ways and it´s kind of difficult to provide one specific answer unfortunately. 

Can you describe it from a user perspective and not M-Files tech lingo? 

We might help but need to understand better. 

Hello,

As a user, I create technical plans as part of a construction project. Once the structure is built, the plan remains attached to my project. If there is a new renovation project for this structure later on, the plan is transferred to the new project. My goal is to maintain the history of all the plans that were designed as part of the initial project and display them in a view.

If you have a project with multiple phases or a project that has sub projects, the easier way to go is to have 2 separate project objects. something like;

Project Object

SubProject Object with Related Project select from projects list property in it.

We generally  used M-Files Vaults as published documents storage. When a new version of the same document needs to be added to the vault, instead of creating a version of the file, we just create as new file. It looks like this;

StJohnRen-Ph001-ARC-001-Rev1

• related project : St John Cathedral Rennovation (StJohnRen)
• related project phase : Phase 001 (Ph001)
• Document Type : Architectural (ARC)
• Document No : 001
• Revision No : 1
• Revision State : Latest Revision
• Document Name : StJohnRen-Ph001-ARC-001
• Document Full Name : StJohnRen-Ph001-ARC-001-Rev1

then rev2 of the same file gets created as a new file witih 

StJohnRen-Ph001-ARC-001-Rev2

• related project : St John Cathedral Rennovation (StJohnRen)
• related project phase : Phase 001 (Ph001)
• Document Type : Architectural (ARC)
• Document No : 001
• Revision No : 2
• Revision State : Latest Revision
• Document Name : StJohnRen-Ph001-ARC-001
• Document Full Name : StJohnRen-Ph001-ARC-001-Rev2

System checks Document Name if another document of this name exists, it checks Revision State and moves it to "Old Version". So you could have a view with latest versions and also have "document name" based view to see the version history

Alright, it sounds something that we would normally solve with our in-house apps we´ve developed in order to get some automation as well. But there are other questions in terms of permissions, workflows, project/ document structure etc. that needs to be addressed as well. Does the technical plans ever get updated when the initial project is done? How do you manage document versions today? Who has access to what and when? 

You can have your Project Phase as object and put your read and/or write permitted personnel on that object. So any object with Phase 002 selected, will have users that are on Phase 002 metadatacard automatically granted access.

• Does the technical plans ever get updated when the initial project is done? 

Weeelll, it shouldn't but it does. Just because the same reason you have your drawings at the start of the project and you end up with "AsBuilt" drawings..

You can have your Project Phase as object and put your read and/or write permitted personnel on that object. So any object with Phase 002 selected, will have users that are on Phase 002 metadatacard automatically granted access.

• Does the technical plans ever get updated when the initial project is done? 

Weeelll, it shouldn't but it does. Just because the same reason you have your drawings at the start of the project and you end up with "AsBuilt" drawings..