Chapter 4 - Multi-File Tools
In this chapter, you will find detailed descriptions of the MASTERWORKS Multi-File Tools. The Multi-File Tools are presented in the order in which the buttons appear on the Multi-File Main Dialog. For more information about the various MASTERSPEC features mentioned in this chapter, see the MASTERSPEC User's Guide.
About the Multi-File Tools
The MASTERWORKS Multi-File Tools provide the unique ability to manage, edit, format, and work with many sections. The Multi-File Tools automate many word-processor functions to quickly perform tasks that are time consuming, tedious, or difficult if done individually. The Multi-File Tools include the following:
Global search and find, search and replace
Spell checking
Global formatting, including fonts, paragraph numbering, and margins
Global editing of section headers and footers
Units of measure modification and removal
Generating reports from selected specifications
Creating a Table of Contents for a project
Creating Project Documents
Creating Sheet Specifications and Drawing Notes
Creating Outline sections from MASTERSPEC SMALL PROJECTÔ specification sections
Printing files
The Multi-File Main Dialog (Figure 4-1) is the starting point for all MASTERWORKS Multi-File tasks. In this dialog, you find your project folder with the folder browser, select the files you want to edit in the main file list, and select a Multi-File task from one of the task buttons on the right side of the dialog.
Figure 4-1 – Multi-File Main Dialog
The Multi-File Main Dialog window contains a file list which shows all of the files in the selected folder. The task buttons on the right side of the dialog will be enabled only when you have selected one or more files in the file list.
MASTERWORKS displays the location of the current folder in the drop-down list at the top of the Multi-File Main Dialog (Figure 4-1). If you need to change the folder, click on the Browse Button located to the left of the current folder. Clicking the Browse Button will open the Browse Dialog.
MASTERWORKS will save the locations of the last five folders you had open. If you have a set of current active projects, it may be faster for you to click the drop-down button on the right side of the folder list and choose a previous location from the five folders MASTERWORKS has stored.
Clicking the Change Folder Button 
on the Multi-File Main Dialog (Figure 4-1) displays the Browse Dialog.
The Browse Dialog is used to find and select project folders on computer. When you click the OK Button, the selected folder is used by the Multi-File Main Dialog as the project folder. The sections in the folder will be displayed in the main file list.
Clicking the Search Options Button on the Multi-File Main Dialog (Figure 4-1) opens the Search Options Dialog.
The Search Options Dialog provides multi-section search capabilities that you can use to do the following:
Search and Generate Reports
Search and Open Documents
Search and Replace
You can limit your search with the following search options: search only Article Title text, perform case-sensitive searching, and search only for whole words.
Search and Generate Reports
Search and Generate Reports will search each of the selected sections for the search text. When all the sections have been searched, MASTERWORKS will create a report in a new document. This report will list each selected section and indicate if the search text was found. When the report is finished, the selected sections will be closed.
Search and Open Documents for Editing
Search and Open Documents for Editing will search the selected sections for the search text. After all sections have been searched, MASTERWORKS will open the first section containing the search text and display the first occurrence. If more than one section is found to contain the search text, MASTERWORKS will display the Open and Search Toolbar (Figure 4-6).
Figure 4-6 – Open and Search Toolbar
The Open Next and Open Previous Buttons on this Toolbar will allow you to quickly move through the sections that contain your search text. The Open and Search Toolbar will open only the sections that contain the search text.
The Search Forward and Search Backward Buttons will close the open section, open the next or previous section, and locate the first occurrence of your search text.
Search and Open Documents for Editing stores the list of sections that contained the search text. This list will be saved until you click on the Exit Button or use Open and Search Documents for Editing again.
Search and Replace
Search and Replace will search all selected sections, replacing each occurrence of the search text with the replacement text. Search and Replace will not handle other forms of the word. When Search and Replace is finished, all selected sections will be closed.
Clicking the Spell Check Button on the Multi-File Main begins the MASTERWORKS Spell Check.
The Spell Check will always use the spelling dictionary that comes with your word processor. MASTERWORKS will open each selected document and begin the spell check. You must accept or correct any misspelled words that are found.
MASTERWORKS includes MASTERSPELL, a set of spelling dictionaries specific to construction specifications. MASTERSPELL contains dictionaries for:
Technical Terms
Abbreviations
Acronyms
If more than one document is selected to Spell Check, MASTERWORKS will display the Spell Check Toolbar (Figure 4-7).
Figure 4-7 – Spell Check Toolbar
The Spell Check Toolbar will allow you to move through the selected sections. MASTERWORKS will start Spell Check each time you open a section with the Next or Previous Buttons on the Spell Check toolbar.
Clicking the Document Format Button on the Multi-File Main Dialog (Figure 4-1) opens the Document Format dialog. The Document Format dialog (Figure 4-8) has five tabs, each with its own selections and options that apply to the tab title. Select a tab by clicking on one of the following tab names:
Page Format
Margins
Font
Editor's Notes
Units and Colors
Figure 4-8 – Document Format dialog
Document Font Tab
Click on the Document Font Tab (Figure 4-8) to view the document font options, where you may choose a font and a font size for the selected documents.
Page Margins Tab
Figure 4-9 – Format Wizard Button
Click on the Page Margins to view the Page Margins options, which allow you to choose document page margins, set the position of the headers and footers from the edge of the paper, and set a gutter width and position.
The Mirror Margins setting is provided for users whose printers are capable of duplex printing. The left and right margins are adjusted so that when you print on both sides of a page, the inside margins of facing pages are the same width and the outside margins of facing pages are the same width.
The Gutter Width settings are used when the printed document will be bound. Since a certain amount of page space, or gutter, is required to accommodate the binding, this setting will allow you to position and adjust the gutter area in the document.
Both of these settings are handled automatically by word. For advanced application of these features, please consult the Microsoft Word 98 help for more information.
Page Layout Tab
Figure 4-10 – Page Layout tab
The Page Layout tab includes settings for adjusting the justification of Section Titles and End Of Section paragraphs, line numbering, outline type selection, and paragraph spacing options.
MASTERSPEC specifications use the standard CSI 3-Part Outline style. The provided outline type and paragraph spacing options are available only for MASTERSPEC styled sections.
Editor's Notes Tab
Figure 4-11 – Editor's Notes tab
Choose font, font color and other options to adjust the appearance of Editor's notes in MASTERSPEC specifications.
Units and Colors Tab
Figure 4-12 – Units and Colors tab
Options for the Units of Measure are provided on this tab. You may select a unit of measure to remove, or you may set the order in which units appear and the color with which they will be displayed in.
You may also adjust the color of any Project Notes in the selected specifications.
Click the Edit Header and Footer task button on the Multi-File Dialog to display the Header and Footer Dialog (Figure 12) and add, change, or remove headers and footers for selected sections.
Figure 4-13 - Header and Footer Dialog
Begin and Repeat Settings
You must select a begin and repeat setting for the header or footer to activate the Header and Footer Dialog buttons. Begin and Repeat Settings allow you to specify where a new header or footer will start and how it will be repeated. If you select the <Keep Existing> option, the existing headers and footers will remain unchanged and the dialog buttons will be inactive. If you select <Delete From Document> the dialog buttons will also be inactive. Figures indicate other available combinations of Begin and Repeat Settings.
Keep Existing |
If both Options are set to Do Not Use, the Next Button on the Edit Header and Footer Dialog will be disabled. |
Use on Every Page |
MASTERWORKS will place the header/footer on every page of the selected sections. |
Use on Odd Pages |
MASTERWORKS will place the header/footer on odd pages of the selected sections. |
Use on First Page Only |
MASTERWORKS will place the header/footer on the first page of the selected sections. |
Skip First Page |
MASTERWORKS will place the header/footer on every page EXCEPT the first page of the selected sections. |
Delete from Document |
MASTERWORKS will delete all headers/footers from the selected sections. No text will be inserted, and any text in the edit box will be ignored. |
Once the Begin and Repeat Settings are selected, document(s) will show up on the screen for editing. The text you place in the document(s) will be inserted into the HEADER/FOOTER after you have clicked on the Process Header Footer button.
Figure 4-14 -- Header And Footer Document
Formatting Options
The Header and Footer documents are used to create files which are then used inserted into the sections you selected in the main dialog. In addition to all of the formatting options available through your word processor, the following formatting options are available using Microsoft Word commands and the buttons on the toolbar. The tabs have been predefined for centering and right justifying text. MASTERWORKS then calculates the center and left tab positions for each document you selected in the main multi file dialog.
Keys and Commands Used |
|
Center text |
Press the (Tab) key once to move the cursor to the center of the edit box. Any text entered at this point will be centered. |
Right justified text |
Press the (Tab) key twice to move the cursor against the right margin of the edit box. Any text entered at this point will be right justified against the right margin. |
Insert Codes |
Click the Insert Codes button to display the Codes Dialog (Figure 4-15). Select the code you want, and click the OK button. The code you selected will be inserted at the cursor location in the edit box. Note: These codes are shown as text surrounded by square brackets. If the code text is changed or a bracket is missing, MASTERWORKS will not interpret the code properly and your header or footer may not be correct. |
Click the Insert Codes button on the Header and Footer toolbar to display the Insert Codes (Figure 4-13). Selected codes will be inserted in the edit box at the cursor location after you click OK.
Figure 4-15 - Insert Codes Dialog
The codes are displayed in the edit box as text in brackets. The codes will be replaced with actual formatting codes when the headers and footers are inserted in selected sections. The example codes shown below include [Section#], [Section Title], and [Date Text].
Page Number |
MASTERWORKS will place the page number wherever it finds a [Page#] code. The page number will automatically renumber as the section length changes. |
Section Number |
MASTERWORKS will replace any [Section#] code with the actual section number of each section that receives the header/footer. |
Section Title |
MASTERWORKS will replace any [SectionTitle] code with the actual section title of each section that receives the header/footer. |
Date (Unchanging Text) |
MASTERWORKS will replace any [DateText] code with the current date. The format of the date is determined by your current word processor setting. For more information, see the Date (Changing Field) code. |
Date (Changing Field) |
MASTERWORKS will replace any [DateCode] code with a special word processor-specific field or code that will be maintained by your word processor. Each time you open a section with this code in the header and footer, your word processor will insert the current date. The format of the date code is configurable. In Microsoft Word 98, select Insert->Date and Time. Select the format you want for your default setting, then click on the Default... Button. Word will ask you to confirm the current selection as the default setting. Click Yes to confirm. The next time you use MASTERWORKS to insert a [DateCode] code, the new default date will be inserted. |
Copyright Symbol |
MASTERWORKS replaces the [Copyright] code with the © symbol. |
Trademark Symbol |
MASTERWORKS replaces the [Trademark] code with the ™ symbol. |
Document File Path |
MASTERWORKS replaces the [DocPath] code with the path and file name of the section. Because a document path can be long, you may want to set the font of the [DocPath] code to a smaller size to prevent problems with text wrapping. |
Clicking the Reports Button on the Multi-File Main Dialog (Figure 4-1) opens the Reports Dialog.
The Reports Dialog is used to create reports about the sections in a project specification.
MASTERWORKS provides the following three report types:
Specification Articles Report |
Indicates if selected sections contain an Article Title. MASTERWORKS searches only Article Titles, and the text must match the report title. You may also enter a custom Article Title for specific project reporting needs. |
Submittals Report |
Indicates if selected sections contain a specific Submittal item. MASTERWORKS searches only in the "Submittals" Article for this information. You may enter a custom Submittal item for specific project reporting needs. If you type "Other" into the Custom Submittal Text box, MASTERWORKS will indicate the presence of additional Submittal items that are not specifically reported. |
Specification Review Report |
Indicates any selected sections that contain both units of measure types, any Options or Notes, any project notes, or any redline or strikeout text. |
The Specification Articles and Submittals Reports have an option to include the Article Title and all subordinate text.
Specification Articles Report
MASTERWORKS creates the Specification Articles Report by searching each selected section for Article Titles that match the selected report title. If you have entered a custom Article Title, or have extensively modified any of the selected sections, remember that MASTERWORKS considers only exact matches of text when building reports. If you choose to include Article text, MASTERWORKS will insert relevant text in the report. All text will follow the report checklist.
Article Title |
Information Contained in Article |
Allowances |
Identification of items for which a portion of cost is determined by an allowance. |
Alternates |
Identification of items for which alternate bid prices are requested. |
Commissioning |
Commissioning activities specific to the section. |
Demonstration and Training |
Demonstration of equipment operation and training for the Owner's personnel. |
Extra Stock and Materials |
Extra stock and materials provided to the Owner for future use on the project. |
Field Quality Control |
Testing samples obtained at the Project site and inspection of installed work. |
Maintenance Service |
Continuing maintenance service required after completion of construction. |
Related Sections |
Related products and construction specified in other sections. |
Summary |
Work included in the section. |
Warranties |
Required warranties in addition to the Contractor's warranty. |
Custom Report |
Based on the Article Title you type in the edit box. |
Submittals Report
The Submittals Report is created by searching all Paragraph Level 1 (PR1 style) paragraphs after the "Submittals" Article. Only exact matches are considered. Some report option items, such as "Tests," may refer to multiple items like Acoustical Test or Fire-Test Response. If you are searching for a specific item, use the Custom Submittal Text box. If you choose to include Article text, MASTERWORKS will insert portions of text containing the relevant items into the report. All text will follow the report checklist.
The Submittals Report will include the following submittal items:
Compatibility Test Reports
Construction Photos
Construction Video
Coordination Drawings
Delegated Design
Design Data
Evaluation Reports
Field Test Reports
Installer Certificates
Insurance Certificates
Maintenance Data
Manufacturer Certificates
Manufacturer’s Field Reports
Manufacturer’s Instructions
Material Certificates
Material Safety Data Sheets
Material Test Reports
Preconstruction Test Reports
Product Certificates
Product Data
Product List
Product Schedule
Product Test Reports
Qualification Data
Research Reports
Samples
Samples for Color Review
Samples for Initial Selection
Samples for Kind Review
Samples for Pattern Review
Samples for Review
Samples for Texture Review
Samples for Verification
Shop Drawings
Welding Certificates
Wiring Diagrams
Custom Submittals
Specification Review Report
The Specification Review Report alerts you if there are any items that need your attention in the selected specifications. MASTERWORKS reviews the specifications for any remaining Options surrounded by square brackets ([ ]), Notes surrounded by angle brackets (< >), project notes, paired IP/SI units of measure, or redline/strikeout text. MASTERWORKS will create a checklist in the report to indicate if any of these items are present in any of the selected sections.
Report Creation Process
MASTERWORKS searches for and identifies report items by looking for exact matches of text and then checking for the appropriate style. For example, if MASTERWORKS is building a Submittals report about "Tests," and the section text has been modified to say "Test," MASTERWORKS will fail to find a match and that item will not be included in the final report it creates. It is important to adhere to MASTERSPEC standards when editing or creating specification sections.
Since February 1998, all MASTERSPEC sections have the section number and title stored in the Descriptive Name and Subject areas of the document properties. MASTERWORKS checks this area for the section number and title. If the section number and title is not found in the document properties, MASTERWORKS will look in the section, searching for the word "SECTION - quot; followed by a five-digit number. If a line of text follows the number, MASTERWORKS will use the text for the section title and number. If the attempt to find the section number and title in the section fails, MASTERWORKS will use the section file name.
Because of the potential difficulty associated with searching the section for the section number and title, the document properties information should not be changed or removed.
Generate Table of Contents Dialog
Clicking the Generate TOC Button on the Multi-File Main Dialog (Figure 4-1) opens the Generate Table of Contents Dialog.
The Generate Table of Contents Dialog will create a table of contents based on the selected specifications. The Table of Contents created by MASTERWORKS is organized by Division, with individual specifications ordered by section number. Any selected sections that are not MASTERSPEC compatible will be included at the end of the Table of Contents, under the heading of "Other."
When MASTERWORKS has finished working, the new Table of Contents document is left open in the word processor as an unnamed document. You will need to name and save the Table of Contents document.
MASTERWORKS provides a set of content and formatting features for the Table of Contents. Content options are as follows:
Include Series Zero Documents |
Includes Series Zero documents in the Table of Contents under a unique heading.
Series Zero documents are contract documents and forms available through the AIA, CSI or other sources. Series Zero documents are not specifications but are frequently used and included with specifications in the project manual. |
Include Last Revision Date |
Places the last revision date for each section into the Table of Contents. |
Include Dot Leader |
The Table of Contents will include a dot leader between text entries. |
No Page Count |
MASTERWORKS will delete the page count for each section in the Table of Contents. This option implies the exclusion of the Dot Leader option. |
Formatting options for the Table of Contents are as follows:
Font |
Set the font and font size for the text of the table of contents. By default, the title of the Table of Contents is kept slightly larger than the other text point size. |
All Capitals |
Specification section names will be converted to uppercase in the Table of Contents. This setting does not change the section names. |
Initial Capitals |
Specification section names will be converted to initial capital letters in the Table of Contents. This setting does not change the sections. |
Table Of Contents Creation Process
Problems with text wrapping may be encountered with long section titles. Changing font sizes or adjusting the tab settings may help to adjust the layout of the Table of Contents.
Since February 1998, all MASTERSPEC sections have the section number and title stored in the Descriptive Name and Subject areas of the document properties. MASTERWORKS checks this area for the section number and title. If the section number and title is not found in the document properties, MASTERWORKS will look in the section, searching for the word "SECTION - quot; followed by a five-digit number. If a line of text follows the number, MASTERWORKS will use the text for the section title and number. If the attempt to find the section number and title in the section fails, MASTERWORKS will use the section file name.
Because of the potential difficulty associated with searching the section for the section number and title, the document properties information should not be changed or removed.
Create Project Document Dialog
Clicking the Create Project Doc Button on the Multi-File Main Dialog (Figure 4-1) opens the Create Project Document Dialog.
A project document contains all the specification sections for a project. A project document may be appropriate for a small project manual produced from MASTERSPEC SMALL PROJECT.
Project documents should be created last after editing and formatting is completed on all individual sections. Because MASTERWORKS makes project document creation easy, it is usually best to create a project document after all changes are made than to edit a large project document.
MASTERWORKS creates a project document by combining the selected sections into a single large document. The process of creating a project document can require large amounts of computer memory. If your attempt to create a large project document exceeds the physical memory limits of your computer, it may slow down to unacceptable speeds, "lock up," or crash. If your computer shows the symptoms of insufficient memory (slow performance, excessive hard disk access, or excessive crashes), you may want to consider a computer memory upgrade.
Newly created project documents are not automatically saved. You must name and save the project document.
MASTERWORKS offers several options for the composition and formatting of a project document.
Page Format Options
The Page Format Options allow you to select the way that MASTERWORKS combines the individual documents.
The Use Same Header and Footer in Merged Document Button will use the same header and footer for each section in the project document. MASTERWORKS will use the header and footer from the first section and remove the headers and footers from all subsequent sections as they are merged into the project document.
The Use Page Break Between Sections Button will cause sections to be separated with a page break, which will force a new page between the end of one section and the beginning of the next section. The Use Section Break Between Sections Button will allow one section to end on the same page that another section begins. Selecting to separate specifications with section breaks will result in a shorter project document.
The Keep Document Headers and Footers Intact Button, requires the use of a page break between sections to preserve the headers and footers of each section.
Page Numbering Options
The Page Numbering options affect the way that pages are numbered in the project document and referenced in the project document Table of Contents.
The default button selection is No Page Numbering. It instructs MASTERWORKS to do nothing with respect to page numbering in the project document. This setting will preserve any page numbering that exists in any of the selected sections.
The Consecutive Page Numbering Button will instruct MASTERWORKS to set the page numbering at the beginning of each section to follow the previous section so that the project document will be numbered consecutively from beginning to end. This option is useful for a Table of Contents, which can reference each section and the subordinate articles by sequential page number.
The Restart Page Numbering with Each Section Button will reset the page numbering at the beginning of each section which ensures that each section will have consistent page numbering in case each has references to specific pages in other sections. Combining this option with the Use Section Breaks Between Sections format option may lead to errors in page numbering.
Table of Contents
MASTERWORKS can create a Table of Contents for your project document. A Table of Contents provides a useful subject matter index for the project document. Including a Table of Contents will require considerable time to run, especially if you are merging many documents and including all Section Titles and Article Titles in the Table of Contents.
A Table of Contents will be most useful with Consecutive Page Numbering in the project document.
The default button selection is No Table of Contents. MASTERWORKS will not create a Table of Contents.
The Use Section Title Page Numbers Button will create a Table of Contents, based on Section Titles only, with the page number of the start of each section.
The Use Section Title and Article Title Page Numbers Button will create a more complete Table of Contents with Section Titles and Article Titles and the page number of the start of each. This button choice requires more time to run than the others.
The Create Outline Button is available only if you are using SMALL PROJECT specifications. This dialog is installed with MASTERWORKS only from the SMALL PROJECT CD-ROM. MASTERWORKS will not attempt to create an Outline section from MASTERSPEC full-length sections.
Clicking the Create Outline Button on the Multi-File Main Dialog (Figure 4-1) opens the Create Outline Dialog (Figure 4-16).
The Create Outline Dialog modifies selected SMALL PROJECT sections to create basic outline or preliminary project sections.
Figure 4-16 – Create Outline Dialog
The first button, Include Parts 1 and 2 (Creates an Outline Specification), will create basic outline specification sections. The second button, Use Part 2 Only (Creates a Preliminary Product Specification), creates preliminary product specification sections from the selected SMALL PROJECT sections. The modified files are saved with the letters "OTL" appended to the file name. The original files are not modified in any way. MASTERWORKS will overwrite files of the same name and extension when it saves the outline sections.
Clicking the Create Sheet Spec Button on the Multi-File Main Dialog (Figure 4-1) will create a sheet specification section with Part Titles, headers, footers, and End of Section Titles deleted. Paragraph numbering will be redefined and blank lines will be removed except those before and after Article Titles. Each sheet specification section will be saved, with the file extension "CSS," in the same folder as the selected section. Any existing files with the same file name and extension will be overwritten.
Clicking the Create Drawing Notes Button on the Multi-File Main Dialog (Figure 4-1) will create a set of drawing notes with Part Titles, Article Titles, headers, footers, and End of Section Title deleted. Paragraph numbering will be redefined and all paragraphs will be single-spaced. The drawing note set from each section will be saved, with the file extension quot;CDN," in the same folder as the selected section. Any existing files with the same file name and extension will be overwritten.
Click the Print task button on the Multi-File Dialog to display the Print Dialog (Figure 4-17). The Print Dialog has the name of the current printer and several printing options.
Figure 4-17 - Print Dialog
MASTERWORKS will use the options set for your printer to print all of the selected files in the multi file dialog. Some of the commonly used options are described below.
Print Dialog Options
Output Selection:
Single Sided Single -sided printing is the default for most printers. This option will print the selected sections on one side of the paper.
Duplex (Auto) Duplex (Auto) may only be selected for duplex printers. This option will print the selected sections on both sides of the paper.
Print Options:
Number of Copies Select the number of copies to be printed.
Print Editor's Notes Check this box to print editor's notes.
Add Line Numbering Check this box to print the selected sections with line numbering.
Click the Open Files Button to open all selected section files for editing or review.
The Open Files Toolbar (Figure 4-18 ) will help you manage large numbers of selected sections.
Figure 4-18 – Open Files Toolbar
MASTERWORKS will automatically open the first selected file (section). You can open subsequent (or previous) sections by clicking the Open Next and Open Previous Buttons on the toolbar. When you open a section using the toolbar, MASTERWORKS will automatically close the current section (if the current section was previously opened by MASTERWORKS) before opening the next section. You will be prompted to save changes, if any, before the current document is closed.
MASTERWORKS will keep the sections selected until you either select a new list of files to open, or close the Open Files Toolbar by clicking on the Exit Button.