Using It! - Admin reports, AKA listing your stuff!

My colleague Shawn McGaffick wrote these four blogs on some of the useful reports that administrators or project leads can run on their data. 

Reporting for CAD Administrators: Cell Count Reports

Reporting for CAD Administrators: Working Units, Scales and Coordinate System Reporting

Reporting for CAD Administrators: Easily Create Reports on File Branding

Reporting for CAD Administrators: Easily Create Reports on Sheet Indexing

If you have a complex system or project and need to know, for instance, how many cells your teams have created, where they are, how many are duplicates, how many are called ***OLD.cel, etc. This can arise when a project or system is being reviewed or new people come on board and don't know where anything is or how much is actually there to be found.

This exact problem came up for my team just now.

Instead of opening individual folders and files and just looking around a huge variety of data can be found and reported upon. The beauty of using reports for this is there is no need to be a programmer; although it does help to have knowledge of some core configuration variables.

In the case of the cells we wanted to find out how many cells existed, identify duplicates and flag up that the cell names were quite cryptic to new users having been generated in much earlier MicroStation versions. Running a Report on all of the Cells in the WorkSpace then exporting it to Excel made this information visible. 

Excel's Conditional Formatting can be used to highlight duplicates or other data points; its data sorting can be used to drill down into the list:

Note that some of the terminology has changed slightly since Shawn's blogs were written.

One gotcha at the moment, we have a bug (711881) where report definitions using using Search Location = Path lead to a crash when the Objects to be searched are edited. The way to avoid this for now is to setup and test the report using using Search Location = File, then once tested switch Search Location to Path. 

The whole process is demonstrated in this video:

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