Project Management

Customization

Single license users of ArchiCAD and small practices using only a handful of workstations usually get by without extensive customization of their CAD environment. Offices using several workstations must coordinate how ArchiCAD operators access project files and objects libraries over the network, determine the drawing standards, symbols and composite structures to be used in ArchiCAD projects, and develop their own object collection to complement commercial object libraries.

When ArchiCAD is introduced complementary to another CAD system, even the file exchange standards must be worked out before effective design work begins. To speed up the process, it is recommended to hire the services of an ArchiCAD service bureau, contract designer or draftsperson familiar with both ArchiCAD and the current CAD software.

Layers, Pens, Lines, Composites

The default layer system of ArchiCAD matches the logic of its construction and drawing tools; nevertheless, any logical layer system can be used for different projects. ArchiCAD layers can be renamed, new layers created or unnecessary layers deleted. Even a complete layer system can be imported from other CAD software, for example AutoCAD, by importing a template DXF or DWG file. ArchiCAD is very flexible when it comes to file exchange, and it can accommodate non-ArchiCAD structures.

ArchiCAD's 255 pens can be freely configured by color and pen weight. In a practice where files are intended to be exchanged often with another CAD application, it is advisable to match a reasonable number of pens with those of the other system. The same applies to ArchiCAD line types and fill patterns. When defining pen colors for file exchange, always take into consideration that ArchiCAD's default screen is white unlike the DOS-like black screen of some popular drafting CAD applications. You can either use identical pens and make the ArchiCAD background black, or match pens by number and use different pen color sets that are visible on different screens.

ArchiCAD can use numerous different composite patterns for walls, slabs and roofs. In a typical architectural office, the number of composites used in design is limited. Configure the ArchiCAD composites accordingly.

Template Files

When you are finished with the basic customization of the environment, set up stationary or template files for your operators to start projects with. Template files should be saved to the server as Read Only documents so that file preferences are preserved.

In your template files you are advised to configure the construction and drawing tools, the layer system, materials, line and fill types, active object libraries and other project attributes to best serve the needs of different project types. Users open the stationary files through the network, resave a copy to their local disk, and start designing without the need to change the settings every time they start a new project. Templates also help you in maintaining a standardized approach to file attributes.

A smart way of speeding up the work of your users is to take advantage of ArchiCAD's attribute and parameter transfer feature. ArchiCAD allows for picking up the settings of existing project elements by a simple mouse-click. It saves time and effort in changing tools, attributes and parameters. If you set up your template files placing a piece of each frequently used wall types, windows, doors, and other elements in the project, the user can simply click on an existing window to place an identical window somewhere in the project, or click on a piece of partition wall to start creating a new partition wall of the same type. Otherwise, choosing the desired tool and changing the settings may require several mouse-clicks.

TeamWork

The TeamWork solution of ArchiCAD can be used not only to share project files but also for full control over the conformance to office standards and regulations. The different levels of access rights give complete control over projects to the Administrator and Project Leaders, eliminating the possibility of unauthorized access and unwanted changes of settings. Configure the TeamWork system by defining User Names, Passwords and Workspaces.

Data Security and Backup

ArchiCAD comes in two configurations: the regular version for standalone workstations and the TeamWork version for workgroup environment. ArchiCAD for TeamWork supports the sharing of project files and also provides the tools to protect projects against illegal or unauthorized access.

AutoSave and Backup File

At its primary level, ArchiCAD offers the simple but very useful AutoSave and Backup File functions that are included in all versions of the software. If activated, the AutoSave routine saves a temporary copy of the open file at a set interval, e.g. every ten minutes, or a set number of actions, e.g., every ten steps. In case the computer or the software shuts off unexpectedly, ArchiCAD offers the AutoSave file to be opened at restart. If not required, the file is discarded.

ArchiCAD automatically creates a backup file of your project if the feature is active in the Data Safety Preferences of the software. The backup copy (*.bpn) is saved parallel with the main project file (*.pln), and you can use it as a replacement in case the project file is corrupted for any reason. Problems may occur with the backup file if the main file gets corrupted when saving it; therefore, we do recommend saving your work regularly.

Project Administration and TeamWork

TeamWork users have extended control over not only backup but also project access. The Project Administrator can decide how frequently backup files are saved, and how many of the backups are stored. The Administrator also has permanent and flexible control over user names, passwords and workspaces. New users may sign in defining their own passwords and workspaces only if the project is open for unregistered users. Team Leaders control project attributes including the layer structure, pens and colors, composites and materials. Selected project elements can be locked entirely.

Workspaces are defined as a combination of layers, stories and work area. Different users' workspaces can overlap in any aspect if at least one aspect is entirely different, e.g., two users can work on the same floor within the same area but cannot share the same layers so that they don't interfere with each other's elements.

When running a test project on ArchiCAD before full implementation, it is recommended that the TeamWork features, both project sharing and project administration, are used to simulate how ArchiCAD would really be used in a multiple workstation environment.

Library Management

ArchiCAD works with a large number of different objects - Library Parts - externally referenced from object libraries. Most Library Parts are complex elements integrating 2D, 3D and property information (furniture items, structural elements, doors, windows, lamps, etc.) but numerous 2D objects - drawing symbols - are used in project documentation. A very specific group is that of Zone stamps used in room schedules and building management.

Library Parts are small files that can be referenced by any number of ArchiCAD projects. Library Parts do not reside within a project file; only the name of the object is stored together with the list of parameters that have been customized for the object instance. This keeps project file sizes small, allows for the parts to be updated globally, and guarantees that different users in the same office use identical elements that conform to office standards.

For file exchange between different ArchiCAD users or for remote work, ArchiCAD allows for the creation of Archive Project Files (*.pla). Archives include the project file and the group of Library Parts used in the project.

Standard Libraries

In a small firm, library management is rarely an issue. Large practices usually carry several thousands of Library Parts organized in an appropriate library structure. A central library contains a few hundred common objects used for every project while less frequently used elements are stored in specific topical libraries. Standard libraries are best stored on a central server so that every user in the firm accesses the same parts and that every library is protected.

In a shared TeamWork project, users can create local copies of shared libraries. Called Satellite Libraries, the local copies are automatically synchronized with the master project library when requested by the user.

Project Libraries

Each project requires a specific selection of Library Parts to be used. These objects normally reside in several different libraries, which would all have to be loaded as Active Libraries. Loading numerous libraries, especially over a network, may require a great deal of time, therefore it is recommended to create Project Libraries where objects used in specific projects are stored. Saving Project Archives (*.pla) automatically creates these libraries that should only be used for the respective projects.

New library parts created for different projects should be reviewed by the CAD manager and copies placed in appropriate standard libraries if they are considered reusable in other projects.

Converting Symbol Libraries

When migrating from another CAD software to ArchiCAD or implementing ArchiCAD complementary to another CAD system, it is practical to convert existing symbol or block libraries to ArchiCAD Library Part format, if possible. In case the current software uses or can translate common file formats such as DXF or DWG, conversion is relatively easy and is worth the effort. AutoCAD blocks can even be converted in batches.

Detail drawings such as eaves or foundation details or standard drawing symbols such as insulation or electric symbols should be saved and used in ArchiCAD as Library Parts with 2D symbol only. If appropriate, some symbols, e.g., a kitchen sink could be completed with a 3D object designed and modeled in ArchiCAD.

When converting 3D objects to Library Parts, ArchiCAD creates a temporary floor plan symbol from the top view of the object. In case of complex forms - vehicles, people, curved shapes - modeled using meshes, the temporary symbol may require manual editing. Delete unnecessary mesh lines or contours from the symbol to speed up the redraw of plans.

Object Catalog

Though ArchiCAD provides several tools to browse object libraries, it is recommended that the CAD manager regularly issues a printed or electronic, e.g., Acrobat PDF, object catalog for ArchiCAD users in the office. It could also be useful to issue the current libraries on CD-ROM, to coordinate the work of remote offices of an architectural firm.

Layer Management

As layers play an extremely important role in project coordination, setting up the correct layer structure is vital to successfully managing ArchiCAD projects. To ensure a consistency of approach among CAD users in a project team and also across the whole office, standardized layer structures are best defined and stored in template files. It is recommended to demand strict discipline in using layers, and layer access should be rigidly organized and maintained by the Project Administrator in case of projects of high complexity and importance.

When using ArchiCAD in a mixed CAD environment, either because consultants use different applications or because multiple software packages are used in the same office, the layer structure should accommodate users with specific layer combinations to export and import project data.

Layer Names

In ArchiCAD there is hardly any practical argument against using long, descriptive layer names, e.g. walls - ext - brick. Any layer name could be 31 characters long, and names need to be typed only when you create them. Nevertheless, layers can be named using any alphanumeric code.

Layer names could end with extensions, e.g., walls.ext, which helps organizing layers in the layer list. Layers are listed in alphabetical order by default but a simple mouse-click reorders the list by extension. Alternatively, you can list layers with a specific extension only. If you use the .ext extension for layers of exterior elements and .int for interior ones, the following layer name lists can be toggled between:

Layers can be locked, hidden, renamed and deleted quickly and in a flexible way.

Layer Combinations

If you isolate reasonably small typical groups of elements, and create a new layer for each group, then you can define numerous different layer sets for different specific documents, views or other purposes. The number of available layers is practically unlimited, managing layer combinations is easy, and the feature is very powerful.

Layer combinations and, of course, the rigid use of the layer logic when constructing ArchiCAD projects, allow you to automate the process of displaying only required elements for each document. A simple mouse click can activate the proper layer combination for an electric plan, an architectural floor plan or a landscaping plan. Using the right combination of layers containing 3D construction elements we can speed up the generation of perspective views, sections and elevations because elements on hidden layers are not processed by the program. Layer combinations can be quickly changed if it becomes necessary to involve or exclude layers.

File Import

When you regularly import and export project data in non-ArchiCAD format, it is recommended to limit the amount of exchanged information to the necessary minimum, and arrange the layer structure to best support the exchange.

When opening DXF or DWG files, ArchiCAD imports the original layer structure. There are different options to add the necessary part of the imported data to your ArchiCAD project:

1. Resave the imported file in ArchiCAD format, and merge it into your project file. Merging a file into another adds the layers of the merged file to the file structure of the hosting one, and leaves merged elements on their original layers.
2. Select the desired elements in the imported file and Copy/ Paste them into the ArchiCAD project file. Copied elements carry their layers with them. You can close the imported file without saving.
3. Resave the imported file in ArchiCAD format. If you had already created the entire layer structure in the project file that you want to add the imported data to, create layers with identical names in the imported file and reposition the elements accordingly. Delete the old layers and merge the imported file into your project file. Alternatively, create the desired layer names in the imported file only and carry them over to the main project file by merging.

The above process can be reasonably simplified by requesting the consultants to use layer names matching your own. In case you exchange files in-house, use matching layer structures in ArchiCAD and the other CAD software.

File Export

When exporting to consultants or colleagues, you may set the rules of exchange including the layer structure. When working with clients who require files to be submitted in a specific electronic format such as DXF, DWG or DGN, you must usually conform to the client's requirements. Get a template file from the client if you can. Open the file in ArchiCAD and resave it in ArchiCAD format to import the required layer system.

As ArchiCAD saves only visible layers when exporting files, it is recommended to create layer combinations for each type of file to be exported. This allows for quickly calling the necessary sets when files need to be saved.