Proceedures for filing and issuing Sketchup drawings
-
Overview:
I am an architectural technician, so my methods are based around architecture, and my not transfer to other fields like carpentry.I'm going to use an example of a hypothetical house extension with a job number 118.
1. File Structure
The main idea behind setting up a good proceedure and file structure is so that a drawing that is issued can be logged with a specific drawing number and date. I will often find that clients, consultants or others will ask for a copy of specific drawing that was previously issued. Having a good file structure and logging mechanism can ensure that (a) I can find the drawing quickly and easily & (b) that the drawing I have on my server is the exact same as that which was issued. I try as much as possible to keep things simple and methodical.
1.1 My General File Structure
My projects are divided into 'admin' and 'drawings'. Obviously the admin is all letters, emails, fees, specifications etc., basically anything that is not a drawing.
The Drawings folder is then subdivided up into the different stages of a project: Sketch Design, Planning, Tender & Construction. I also have folders for Surveys & Maps, and I will also add folders for consultants where required. I organise and file my drawings according to the stages of the project. All my issued sketch design drawings are in the 'Sketch Design' folder etc.
When using CAD, I would put all my sketch design cad drawings into the 'sketch design' folder, but when working with sketchup, it's a lot more intricate than that as there can be several associated files with a single drawing issue, so it's best to keep them together if possible...
1.2 My Sketchup File Structure-”SKP1”
I set up a folder for each sketchup model, and call it skp1, skp2 etc. In each skp folder I'll have all my associated folders for that sketchup model:
CAD export files (If I'm exporting CAD drawings to consultants, or whoever needs them)
CAD import files (I usually initially sketch by hand, then draw up in CAD and then import the CAD into Sketchup)
Layout Imports (jpegs, or other files that make up the Layout sheets)
PDF Exports (PDF's of the Layout sheets)
Sketchup Details (If I want to add construction details or other sketchup models to the layout file of my main model)
Sketchup Export Jpegs (If I'm exporting to CAD, more on this later)
Sketchup Render Exports (If I've rendered any scenes)my reasoning is that all the 'bit's associated with an issued drawing should be together. What I don't want is linked files all over the job folder, and not knowing which is the latest, which have been issued, which layout file they're associated with etc.
2.0 Drawing up the model
If I'm using a CAD drawing as a basis for my model, I'll save it in the CAD imports folder and import it into the model and orientate it appropriately. I have templates set up for layers etc. I save the drawing as '118-skp1.skp' and save it in the skp1 folder.
I set up my scenes and number each one, e.g. 00-Site Layout Plan; 01-Ground Floor Plan; 02-First Floor Plan; 03-second floor plan; 04-section A-A; 05-section B-B; 06-Front Elevation; 07-Back Elevation; 08-Side Elevation; 09-perspective 1; 10-perspective 2; 11-perspective 3 etc.
I would keep all appropriate information for in the skp1 file. If I was doing construction details (for tender or whatever), that wouldn't be covered by the main model, I would either draw them up separately and save in the 'Sketchup Details' sub folder of skp1, or copy a standard detail that I had previously and save it in the 'Sketchup Details' sub folder of skp1.
If I need to do a quick change that may or may not come to something, I set up a 'temp' folder and save a copy of the sketchup file in there.
3.0 Issuing a set of drawings
Say I want to issue a set a drawings for the house extension that I have drawn up. I'll open Layout template and save as 'job number-skp1.layout' in my Sketch Design folder., and set up my pages with my scenes imported from the skp1 file. So, using my example, I'll have 8 sheets which would be numbered in the title box: Site Layout Plan-00; Groud Floor Plan-01; Detailed Ground Floor Plan-02; First Floor Plan-03; Second Floor Plan-04; Section A-A & Section B-B on sheet 05; Elevations on sheet 06; perspectives on sheet 07.
Add whatever details (grid lines etc.) and notes that are required. In the title box each sheet would have the job number, drawing number and sheet number, e.g. 118-skp1-06 would be the elevations for skp1, job number 118.
If issuing by email, save as a PDF file, in the PDF folder (or actually what I normally do is save it in the 'Sketch Design' folder.
I would fill out an issue sheet listing each of the drawings issued (I would class each sheet as a different drawing if that makes sense).
4.0 Revisions
So, our sketch design drawings have been issued to the client, and the client has come back with a few things they want to change. Let's say they wanted a new window where there was none before.
I would open up skp1 and save it in a new folder (complete with subfolders) skp1a. If I do a revision to a drawing, I save it as 'a', or 'b' etc. That way, a copy of any drawing that has been issued is saved, and saved in a location that is easy to remember and access.
Revise the 3D model as appropriate, and change the layout file as well and save it as 'job number-skp1a.layout' in the sketch design folder. Add description of the revision in the revisions part of the title box.
Issue the drawings as before, logging each drawing issued in an issue sheet.
5.0 issuing drawings for more than one model
So we've moved on to tender drawings, and like I said above, I want to include details in my drawing issue package. Let's say the client is happy with revision 'c' of the model (we'll then have separate folders for 'skp1', 'skp1a', 'skp1b' and 'skp1c'), and wants to go to tender (I'm skipping planning application).
Make any changes required to skp1c. Draw up whatever construction details are required, as skp1-d1, skp1-d2 (sketchup file 1, detail 1 etc.) etc. Incorporate those into the existing layout file (118-skp1c.layout). So I'll have the original 8 sheets (00-07) plus a couple of sheets for details. I can add specification to a sheet, or just have a sheet of specification as well.
So all my drawings to be issued are on the one layout file, and all the linked associated files are in the one folder (in this case skp1c).
Save the layout drawing in 'Tender Drawings' skp1c.layout, make a PDF of the drawings and make the layout file 'read only'.
If I make a revision to any of the details in the subfolders, I'll make a full revision and move to the next letter. Even if it's only a tiny change, it's good practice to do this, because you can get confused (or worse, caught out by having 2 different versions of the same drawing number).
Hope this helps, and feel free to add, subtract or question any of the ways I do things.
-
Thanks for sharing. Its always interesting how people organize their files. Even more interesting where they are from different parts of the world.
-
nice man, thanks for sharing
-
Yes thank you for sharing.
I am new to Sketchup & Layout and need to learn quickly.Two observations
- A good file structure essential when using SU & LO as the links are easily broken.
- It would useful if the mini icons for Sketchup & Layout were a different colour as rightly or wrongly I keep both SU & LA files in common project folders. I know sub-folders would help.
I like the new logos but they are so similar.
-
Penguin, different colored icons would be nice but you could display the file extensions and sort the files by type. That would help.
-
porch_unplugged - that is one sophisticated and comprehensive system you have developed - very impressive.
For my own work (domestic extensions etc), I like to keep it simple. I would be tripping myself up all the time with a complex system.I export a pdf for each drawing needing issue, and print directly (if a print is required!) from the pdf or e-mail the pdf.
If there is a substantial revision to the scheme, then (if I remember) I make a copy ('save copy as') before proceeding with the amendments, but basically I keep the same SU file and the same Layout file throughout.
Having made a new pdf of a drawing which has been amended, I then move the superseded copy into a 'superseded' folder. This has worked so far (!), but it isn't infallible and I am sure your system (if meticulously maintained) is much more likely to call up earlier versions, should they be needed.David
-
Super basic I know, but keep sub folders labeled by date in this fashion for order - (year, month date). So in my PDF or IMAGE folder, I keep sub folders that are labeled by date, such as 130118 = 2013, January, 18. This keeps everything sequential and simply records the process by date.
-
@dcauldwell said:
porch_unplugged - that is one sophisticated and comprehensive system you have developed - very impressive.
For my own work (domestic extensions etc), I like to keep it simple. I would be tripping myself up all the time with a complex system.I export a pdf for each drawing needing issue, and print directly (if a print is required!) from the pdf or e-mail the pdf.
If there is a substantial revision to the scheme, then (if I remember) I make a copy ('save copy as') before proceeding with the amendments, but basically I keep the same SU file and the same Layout file throughout.
Having made a new pdf of a drawing which has been amended, I then move the superseded copy into a 'superseded' folder. This has worked so far (!), but it isn't infallible and I am sure your system (if meticulously maintained) is much more likely to call up earlier versions, should they be needed.David
thanks for the compliments. I have fairly complicated projects (recent major project had almost 300 separate drawings just for the construction stage), so I need to keep good tabs on which drawings are the latest ones, who has a copy of what drawings, when were they issues etc.
I just like to keep on top of things in as simple a manner as possible, so that if someone else in the office needed to print off a drawing, they'd be able to find it easily enough, and know that it was the latest/correct drawing.
-
@unknownuser said:
Super basic I know, but keep sub folders labeled by date in this fashion for order - (year, month date). So in my PDF or IMAGE folder, I keep sub folders that are labeled by date, such as 130118 = 2013, January, 18. This keeps everything sequential and simply records the process by date.
Yeah, try and keep things simple as possible, and find a system that works for you.
I find that trying to remember where the latest drawing is, and whether it was sent is a disaster. And worse, if you're trying to explain where the latest drawing is saved to someone over the phone while you're on holidays
. -
This is how I put my work together. I have been using this system for years and I have had no major issues yet "touch wood".
Each project I start is assigned the next sequential number. My next project will be No 0147.
From now on every reference file to this project all start with 0147, and all go in a sub directory of the project folder 0147. So at a glance I know where any file belongs. This goes for all images, invoices, letters, drawings, models etc etc etc.
I number my drawings as: 0147-AA-13-001-REV-A01
0147 – Project No:
AA – Normally Clients Initials
13 – The year
001 – Drawing No:
REV –A01 – Revision No: A01, A02, A03 – This allows for a lot of revisions on the same Dwg No:This is how I have it all structured on the PC:
On larger projects I keep the Drawing No’s all the same and only update Sheet No’s when Saved/exported/plotted as there are always several drawings on one sheet. I always keep an Excel sheet with the created Sheet no’s on and a brief description of each sheet. This is more a check list for submitting to local authority of what is being submitted.
I don’t have an issue with different consultants having out of date drawings as I tend not to release anything significant until the client has OK’d everything. But if I do update anything of significance I would forward the drawings on to one and all involved as a matter of course. I don't have an issue with people not finding files on my system, as there is only me
The biggest pain “AutoCAD” is to keep an eye on your model space editing. I do not just do one elevation per dwg file or one floor plan per dwg file. I keep multiple instances of each project all in the same dwg file, including all revisions [save as]. This is much better to cross ref your work, but it’s a pain if you have 10x A1 sheets, with 6-8 drawings on each sheet, then trying to find the corresponding drawing in model space of a particular viewport in paper space. This calls for creating a large grid in model space and labelling each one with the paper space sheet no/viewport. Then each drawing goes in its own grid.
This doesn’t happen in SU. I do use more than one model for each project. I think the last project had about 4-5 models? not counting the scrapbook or detail drawings.
[Extensions & Alterations]
Model 01 - The existing Building & site plan
Model 02 - I take model 01 [save as] and edit it to do all the structural work, openings in existing building etc.
Model 03 - I take model 02 [save as] and add the new build parts to it.
Model 04 - I take model 03 [save as] and break it apart to show construction & detailing.
Model 05 – etc etcThen my LO file will just reference each of these models as and when required.
I only use multiple models when the design is complete as it saves creating lots of extra scenes and hiding layers/components/styles etc. It’s just easier and less of a headache. Plus it's an easy "Start again" method if everything changes drastically.
Gaz...
[Edit]
I forgot to mention I always keep all files in all folders organised as: [Sort by DATE] this way they are all listed in the correct order.
Advertisement