Version Sets: Managing Set Names, Issue Dates, and Bulk Edits

User Personas: Project Manager

A version set is one dated release of drawings, and every sheet you upload belongs to one. The Version Sets page is where you manage the set itself: what it is called, when it was issued, and the details carried by the sheets inside it.

Use this article for anything that applies to a whole set. For working with sheets and sheet details, see Sheets: Viewing, Uploading, and Managing.

You will need a Drawings license and the appropriate Drawings permissions. See the Permissions table at the end of this article.

Use the links below to jump to a topic:

• View Version Sets
• Change a Set Name
• Change an Issue Date
• Bulk-Edit a Drawing Set
  • Select Multiple Sheets
  • Review a Set in Card View
  • Delete Sheets from a Set
• What Carries Forward to a New Version Set
• Permissions
• FAQ
  • What is the difference between a version set and a sheet version?
  • Why did my markups not appear on the new version of a sheet?
  • Can I change several set names or issue dates at once?
  • Do I have to re-upload a set to correct its name or issue date?
  • Can I attach two snapshots of the same sheet to one RFI?
  • I deleted the wrong sheet from a set. Can I get it back?

View Version Sets

1. Select Projects on the global navigation menu.
2. Choose the project from the list.
3. Select Version Sets under Drawings on the slide-out menu.

The Version Sets page lists every drawing set on the project with its issue date.

Change a Set Name

From the Version Sets page:

1. Select the Set Name field for the set you want to rename.
2. Enter the new name in the inline text field. Changes save automatically.

Clear set names are what keep multiple drawing releases apart over the life of a project.

Change an Issue Date

From the Version Sets page:

1. Select the Issue Date field for the set.
2. Enter a date directly, or pick one using the calendar icon. Changes save automatically.

This lets you record the official issue date of a set without re-uploading any files.

Issue dates do more than label a set. An set download (from the Sheets Log) download picks the most recent version of each sheet by issue date, so a set with a wrong date can pull the wrong sheet into an as-built package. Correct the date when a set is created, not when someone notices.

Bulk-Edit a Drawing Set

Once a set is uploaded you can go back into it and work on many sheets at once: rename and renumber sheets, re-run sheet detail capture, assign disciplines, and apply tags. The bulk-edit screen is the same Edit Sheets Log you saw during upload, so the workflow will already be familiar.

From the Version Sets page:

1. Select the three-dot button next to the set you want to work on.
2. Select Edit. The Edit Sheets Log opens.

For the full breakdown of every control in that screen, see Edit Sheets Log Features in the Sheets article.

Select Multiple Sheets

You do not have to work sheet by sheet. Select a group of sheets in the Edit Sheets Log and then apply a discipline, add tags, or run sheet detail capture against the whole selection in one action.

Only one discipline can be assigned to a sheet, so applying a discipline to a selection replaces whatever those sheets had before. Tags are additive.

Review a Set in Card View

Card View swaps the grid for a thumbnail of each sheet, which makes it much faster to confirm you are looking at the right drawing before you rename or renumber it. Card View supports search, sort, and a quick filter, it flags duplicate sheet numbers, and your filter and sort selections carry over when you switch back to the grid.

Duplicate sheet numbers are worth catching here rather than later. A sheet number is what links a sheet to its earlier versions, so two sheets sharing a number in one set will confuse version history and markup carry-forward from that point on.

Delete Sheets from a Set

Sheets can be removed from a set in bulk, which is the practical fix when a PDF split badly, when a cover page or index sheet came in as a drawing, or when the same sheet was uploaded twice.

From the Edit Sheets Log:

1. Select the sheets you want to remove.
2. Select Delete.

Deleting a sheet removes it and its markups from that set. Versions of the same sheet in other version sets are not affected.

What Carries Forward to a New Version Set

When you upload a revised set, eSUB does not make you redo the organizing work. Sheets in the new set are matched to sheets in the previous set by sheet number, and the following comes across automatically.

The matching is by sheet number and nothing else. A sheet whose number changed between issues, or a sheet whose number was captured incorrectly, is treated as a brand new sheet: it starts with no markups, no discipline, and no tags. That is the single best reason to fix sheet numbers in Card View before you leave the Edit Sheets Log.

Permissions

Drawings is a separately licensed module. A user needs both a Drawings license and the right Drawings permissions before anything on this page is available to them. Permission groups are managed by your account Admin in Company Settings > User Administration > Permission Groups.

If an action described in this article is unavailable to you, check your Drawings license assignment first and your permission group second. See Upload and Manage Project Drawings: Guide for how both are set up, and Permission Group Descriptions for the full permission reference.

FAQ

What is the difference between a version set and a sheet version?

A version set is the release: one upload of drawings, with one issue date, covering many sheets. A sheet version is the history of a single drawing across those releases. You manage sets on this page and sheet versions in View Versions of a Sheet.

Why did my markups not appear on the new version of a sheet?

Two reasons account for almost all cases. Either the markups were never published, since only published annotations copy forward, or the sheet number changed between the two sets. Carry-forward matches sheets by number, so a renumbered or mis-captured sheet is treated as a new sheet with no history. See What Carries Forward to a New Version Set.

Can I change several set names or issue dates at once?

No. Set names and issue dates are edited inline, one set at a time, on the Version Sets page. Bulk editing applies to the sheets inside a set, not to the sets themselves.

Do I have to re-upload a set to correct its name or issue date?

No. Both are edited in place on the Version Sets page and save automatically.

Can I attach two snapshots of the same sheet to one RFI?

Not currently. Attaching a second snapshot of the same sheet to the same RFI leads to an error when the linked documents on that sheet are retrieved. Use one snapshot per sheet per RFI, or crop a single snapshot wide enough to cover what you need to show. See Link a New Snapshot to an RFI.

I deleted the wrong sheet from a set. Can I get it back?

Not from the Version Sets page. Re-upload the sheet into the set, then re-apply its discipline and tags. Markups on the deleted sheet are not recoverable, which is worth remembering before bulk-deleting from a set that has been marked up.