How to Work with Data Shortcuts

[tgreeneWA89M]

I'm trying to figure out how to use data shortcuts. I'm confused by the two options that appear when you right click Data Shortcuts in the Prospector tab: "Set Data Shortcuts Project Folder" and "Set Working Folder". I'm following a video (https://www.autodesk.com/certification/learn/course/course-v1:autodesk+civil3d-alignments-profiles-r...) in which the instructor in the video and the pdf instructions at the bottom of the page say to do different things. In addition, when the instructor clicks on "Set Data Shortcuts Project Folder," they're dialog box is already populated with a bunch of folders, but mine comes up blank and doesn't let me select anything. I end up creating a folder, but then it says that the folder doesn't have any data in it, which it doesn't since I just made it. The video and instructions make this seem so easy but I must be doing something wrong somewhere and I can't figure it out. Does anyone know what's going on?

[AllenJessup]

Working Folder = Main Project Folder i.e. Civil 3D 2020 Projects

Shortcut Folder = Project Name or Number. i.e. 3273

[AllenJessup]

It's kind of confusing. Usually if you follow through a menu from top to bottom. You'll be following the correct steps. However with Shortcuts you need to first create the "New Shortcuts Folder" then "Set Working Folder" then "Set Shortcuts Folder".  The dialog box will only be populated with folders that were created using "New Shortcuts Folder"

 

[tgreeneWA89M]

I apologize it's still not working. According to the video, when I do it correctly, a surface XML file should appear under the Surfaces tab under Data Shortcuts in Prospector. I've followed the steps you laid out, but that results in just creating an empty folder? How do I link it with/populate it with the data in the folders already created?

[AllenJessup]

No problem. It took me awhile to learn. Open the drawing that contains the Surface you want to DRef. Set the proper Working and Shortcuts folder. Use Create Shortcuts .

Select the Surface you want to Shortcut. Mine is greyed out since it's already been created.

When a Shortcut is created it should appear in the Prospector like this. At the bottom under Data Shortcuts.

 When you open a new drawing and set the Working and Shortcuts folder. You should see the shorcuts. Right Click and select "Create Shortcut"

[tgreeneWA89M]

One of my problems was that I was doing it in the drawing that I wanted to reference the surface into, not the surface drawing itself. I've followed your steps up to creating shortcuts, and now the surface does appear under the Surfaces tab in Data Shortcuts in Prospector. When I click create shortcuts, it says "To create data shortcuts, the current data shortcuts project folder must be the same as the project associated to the current drawing." Should I just go back into the data shortcut tab and choose to associate it with the current drawing?

[AllenJessup]

I think this is what you need to do.

 

[tgreeneWA89M]

Okay I did that. I think my last question for now, do I have to go through all the individual drawings and set this up first? If I wanted to use data shortcuts for multiple things in different drawings, do I need to make sure all the pathways are set up in those drawings before going to the drawing I want to reference them into?

[AllenJessup · Accepted solution]

Yes. You need to open each drawing, check that the paths are set correctly and then create the Shortcut. You can associate a project with multiple drawings.

To associate a data shortcut project with multiple drawings

1. In Toolspace, on the Prospector tab, right-click Data Shortcuts and click Associate Project to Multiple Drawings.
2. In the Associate Project to Multiple Drawings dialog box, select the project to associate in the Select Project drop-down. ...
3. Click OK. ...
4. Click OK.

[tgreeneWA89M]

Thank you for all your help!

[AllenJessup]

No problem at all. We all have to figure it out at one point or another.