Create and Delete:
Item Groups and Sub-Groups can be create and Delete by:
1. Right Clicking on a Group in the Navigation pane
2. Select New or Delete.
Note that Item Group that has Sub-Groups or contains Items can not be deleted before the Items and Sub-Groups are deleted.
Edit
To change the Number or Name of an Item Group:
1. Select the Item Group
2. Go to the Properties Panel which will show available Fields for that Item Group (refer below):
If Group Number is changed, the Item Numbers of all the Items within that Group could change if within the Administration Settings, Item Numbers have been set to include the Groups Number (Refer to Item Level Depth within Edit Item Settings).
Import and update using Excel-file
Read more: Import or Update Items groups
The Item responsibility groups are used to limit a user's access to specific Items, occurrences of Items or Products (here called Item-related objects). By assigning a responsibility group to an Item-related object, you can limit who can just see an object at both the Type and Occurrence Levels and who can update it.
Setting up Responsibility groups
To use, first create the responsibility group you want to limit your item-related object to. This is done in Settings in the client (under Project and database administration → Settings → Items → Responsibility groups. Add the new (see below).
Here you can add your new Responsibility. Please note that the abbreviated version ("Responsibility") is displayed a number of places, so it is a good idea to choose a short name here if possible.
In the edit panel, you can also choose to add status tags to the responsibility. This is something you do if you want users to pass item-related objects between them, for example when you want to have an acceptance status set to control who accepts and updates objects at a certain stage in their life-cycle (more about this in Restricting Access by Status).
Adding a Responsibilities to an Item and Occurrences
Responsibility is typically assigned to Items but when required additional alternative Responsibility values can be assigned to individual Occurrences of Items.
This may be of use where a particular Occurrence of an Item passes from one Responsibility to another for a particular Instance.
In the example below the Water dispenser has 3 Occurrences in the Gymnasium but we want one of the Occurrences to be editable by a user with Hydraulic Engineer Responsibility. The Occurrence is selected and the Responsibility changed in the Occurrences Property Panel:
In general, once the Responsibility Groups have been set up, you can add any Responsibility Group you have access to, to any Item you have edit access to.
In the figure below, the user has limited responsibility to EPLAN only. Therefore, the user can update (or create or delete) an Occurrence of an item with responsibility EPLAN, but cannot change the responsibility to ARC, for example.
Restricting user access
Restricting which users should have what responsibility, is done in the Web admin interface (see under "modify item rights for a user"). If what you want to do is to restrict the user to only create and update some objects - for example, only occurrences tagged with "EPLAN" - we advice giving the user 3-read as the overall access, and upgrad to 2 - Limited on the responsibility group EPLAN. This will give the user the ability to see other items on the room, for example, limiting the possibility of creating duplicates because one cannot see what is in the database.
If you want to give the user (me) the possibility to create new occurrences (chairs in the living room) of an item (chair), but not change or delete the occurrences of those items already put there by someone else (chairs in the kitchen):
- Create three different responsibility groups. Example: EPLAN (My main responsibility), ARC1 (the objects I should not be able to add/change) and ARC2 (the items I should be able to create an occurrence of)
- Give the existing occurrences (chairs in the kitchen) the responsibility ARC1
- Give the item (Chair specification) the responsiblity ARC2
- Give me the responsibilities ARC2 and EPLAN. If I can update the living room (at least permission 2-limited on rooms), I can now select the Chair item and press "add to room" go get a new occurrence of the chair in the living room. If I then want to keep on working on this chair in my EPLAN responsibility role, perhaps sharing it with other equipment planners who cannot create new occurrences (do not have ARC2 responsibility), I must remember to change the responsibility on the chair(s) in the living room to EPLAN.
dRofus can accommodate many fields for storing Item and Occurrence data. Therefore, it's often beneficial to create filters to define which fields display for different item groups in the Item module. To create an Item Type filter, which is also used for Occurrence Data fields, you need admin access to the database. The process involves two steps:
1. Create new Filter:
Open the “Item type filter” that is located under Home Menu-> Project and database administration
2 .Select “New”
3. Enter name. Example: Use Item group type name (eg "FFE"):
4. Select Parameters that will be included in the Filter. Expand the Tabs by clicking on the arrow icons to the left of the Tab Names. To include a Parameter in the Filter either double click on the Parameter or use the arrow icons in the middle of the Panel. The Parameters on the right side will be included in the defined Filter.
Attach the Filter to Items Groups
Open the Item module
Select the Item Group
Select Item filter in the drop-down menu within the properties pane.
An Items Type filter can be set to any Level of the Item Groups, but note that a Filter set on a lower level will supersede the Filter set to a higher level.
Tip: To differentiate between Item data fields and Occurrence data fields, especially when similar tab or flag names are used, consider using uppercase characters for all Occurrence data tab or flag names.
The Apply Template option is available for all Rooms regardless of what the Status of the Room was set to previously. When you apply a Template to a Room it will set all statuses (Room Data, Item lists, Finishes) to the selected template.
Selecting the Room(s) within the Rooms List
Selecting "Apply Template" within the Ribbon. Window bellow will appear displaying the list of templates:
3. Select template
4. Select “ok” and window will appear:
5. Select which part(s) of the Room Template you would like to apply to the Room(s).
6. Select “ok”
The template has been added to the room
When using Apply Template to a room previous Room Data status and Room Data will be deleted and replaced with the ones from the selected Template. This is also communicated through a warning in the dRofus client
The quantity and data of items listed as derived can be edited, added, or removed. Any changes made will be highlighted in orange to indicate deviations from the template. It is important to keep in mind the following rules when working with derived item lists:
Adding an item to the template will add it to all derived lists.
Removing an item from the template will remove it from all item lists, including any derived lists. For instance, if you delete the two chairs in the template, the chair in the corresponding room will also be deleted.
Once an item is derived, it will no longer be updated from the template. For example, if you modify the quantity of an item in the room, changing the priority on the template will not affect the priority of this item.
Derived Item Lists can be derived from an item list with a Unique or Templated status.
Room with Unique equipment list status can be changed to Derived. To make a unique room derived:
1: Select Room
2: Select Items→ *Equipment list tab* → Create Derived, within the ribbon menu.
3: Select which Room template to connect to.
The result of this exercise will be;
The room will be connected to the selected Room template.
All occurrences that derives from the Room template occurrences (type or quantities) will be derived occurrences on the room
The room will receive the status of Derived from xx.xxx (depending on the chosen template code)
