HIVE CMS USER

GUIDE For Windows ®

GETTING STARTED This guide highlights topics such as navigation,

searching, search filters, libraries and content usage

workflows.

THIS GUIDE APPLIES TO VERSION 2021

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Version 2021

Contents What is HIVE CMS?.................................................................................................................................................................. 3

Logging in to HIVE CMS with a CTC user account ............................................................................................................... 3

About the CTC user accounts .......................................................................................................................................... 3

Security Best Practices ........................................................................................................................................................ 3

Getting Started by Logging in .............................................................................................................................................. 3

Steps to Log In with a New Account ............................................................................................................................... 3

Steps to Log in Using an Existing Account ....................................................................................................................... 3

Resetting a Password (Forgot Password) ............................................................................................................................ 3

User Preferences and Settings ................................................................................................................................................ 4

The Home Screen .................................................................................................................................................................... 4

Home Filters .................................................................................................................................................................... 5

Refreshing the View ........................................................................................................................................................ 6

Returning to the Previous View ...................................................................................................................................... 6

Searching ................................................................................................................................................................................. 6

Filtered Searches ................................................................................................................................................................. 8

Saved Searches.................................................................................................................................................................... 9

Editing Saved Searches ................................................................................................................................................... 9

Managing Saved Searches ............................................................................................................................................. 10

Favorites ............................................................................................................................................................................ 10

Feedback ........................................................................................................................................................................... 10

Reviews ............................................................................................................................................................................. 10

Pin Window (Make Always Visible) ................................................................................................................................... 10

Using HIVE CMS with Desktop Applications ......................................................................................................................... 11

Default Application Settings.......................................................................................................................................... 11

Using HIVE CMS with Autodesk® Revit ................................................................................................................................. 12

Viewing Content Details (Revit Content) ...................................................................................................................... 12

Loading Content into Revit ................................................................................................................................................... 14

Double-click - Load ........................................................................................................................................................ 14

Right-click Load/reload ................................................................................................................................................. 14

Right-click – Load Multiple ............................................................................................................................................ 14

The Type Selector .......................................................................................................................................................... 14

Content Management ........................................................................................................................................................... 16

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Accessing the HIVE Portal ................................................................................................................................................. 16

Roles and Permissions ................................................................................................................................................... 16

Creating Libraries .............................................................................................................................................................. 17

Library Creation Using the Portal .................................................................................................................................. 17

Adding Content to Libraries .......................................................................................................................................... 17

Updating Content .......................................................................................................................................................... 18

Content Updates Using a Spreadsheet ......................................................................................................................... 18

Removing Content ........................................................................................................................................................ 18

Content Attachments .................................................................................................................................................... 18

Revit Content .................................................................................................................................................................... 18

Processing Families ....................................................................................................................................................... 18

Processing Projects ....................................................................................................................................................... 18

Managing Tags .................................................................................................................................................................. 19

Creating and Editing ...................................................................................................................................................... 19

Assigning Tags to Content ............................................................................................................................................. 19

Company Saved Searches ................................................................................................................................................. 19

Content Reviews ............................................................................................................................................................... 20

Organizational Settings ..................................................................................................................................................... 20

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What is HIVE CMS? HIVE CMS (Content Management System) is a cloud-based service comprising the CMS desktop application (this guide),

web applications and databases provided and managed by CTC Software Inc. HIVE CMS can assist with the management

of many file types that are most often stored in local drives and folders.

Logging in to HIVE CMS with a CTC user account

About the CTC user accounts Online Reference (link)

A CTC account is required to use the HIVE services and applications. An email address and password must be established

or provided by an organization owns a subscription for HIVE. Most users will already have been provided an account to

use and will have received either the specific username and password or an email with an account activation link.

Security Best Practices • Log out or lock the desktop when away from the workstation.

• Use strong passwords containing punctuation (!$%&), numbers, letters and mixed cases.

• Do not use passwords from other accounts.

• Do not share account information.

• If account information must be shared (for example: tech support), use a new password.

Getting Started by Logging in

Steps to Log In with a New Account 1. A welcome email will be sent to the email address specified as the account username. Click the link in the email

to complete the process.

2. A log in screen will open in the web browser. Enter the username (email) and temporary password (if provided).

3. Enter a new password following the best practices.

4. Confirm the new password by typing it again.

5. If successful, a message will indicate that the new password has been set.

6. Close the browser and find the HIVE CMS application in the Windows Start Menu.

7. Use the credentials from the previous steps to log in to the application.

Steps to Log in Using an Existing Account 1. Find the HIVE CMS application in the Windows Start Menu (or on the desktop) and run it.

2. A log in screen will appear. Enter the email address and password associated with the account.

3. Type the password for the account and click “Sign In”

Resetting a Password (Forgot Password) This function can be used to change a password as well.

1. If not logged out already, log out of the application by clicking the username in the upper-right and choose “Sign

Out”.

2. When the Sign In dialog appears, enter the email address for the account.

3. Click “Forgot Password”. A message stating “We’ve just sent you an email to reset your password” will be

displayed.

https://help.ctcsoftware.com/hive/security

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4. Check the email account for an email from hive@ctcsoftware.com. This may take up to 15 minutes, depending

upon your company’s email service. If it does not arrive, check the spam folder in the email program.

5. Click the link in the email. It will open using the system’s default web browser.

6. Follow the prompts to specify a new password.

7. Upon successful change, go back to the Sign In screen for the CMS application and enter the new password.

User Preferences and Settings Once successfully logged in to the CMS application, click on the username in the upper-right corner of the window and

choose ‘User Settings’.

• Log frequency: Errors Only (recommended default).

Errors and Warnings, Verbose – will cause log file sizes to become large.

• Number of items to display in searches: 25 (recommended default). Any value between 10 and 100

• [X] Notify if update is available on login: uncheck this to disable optional software update notification.

This does not apply to mandatory updates.

• [X] Display type selector dialog when loading Revit family: a type selector will be shown every time.

This can also be turned off from the type selector dialog.

• Caching: the CMS app caches content in temporary locations on the system drive in order to speed up the

loading of items that have already been used. The folder can safely be cleaned occasionally if desired either by

manually deleting the files or by clicking the ‘Clear Cache’ button.

The settings chosen here are stored with the CTC account.

The Home Screen

The Home screen is a starting point for finding content. It contains a list of shortcuts configured by the administrator of

the CMS. The tiles shown above may not match exactly, depending upon the organization configuration.

Each tile, when clicked, will navigate to a list of available choices under that subject. For example, when ‘Libraries’ is

clicked, a list of libraries for which the user account has access will be presented. Drilling down further will display 25

content items, or more, depending on the “Number of items” setting .

mailto:hive@ctcsoftware.com

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The same logic applies for the other tiles. These tiles are simply applying filters to a search. Notice that once the tile is

clicked, it switches the interface over to ‘Search’.

The result that is shown will contain the number of items that was specified in user settings. If there are more items

than the number specified, a button at the bottom of the list labeled “Load more content” will be shown. Click it to get

another set.

Home Filters If desired, pare down the list of tiles displayed by using the filter box. This is helpful to reduce the list of items to a

manageable size.

In this example, the beginning characters of “Electrical” were entered, reducing the list of items to those beginning with

‘Ele’.

Delete the characters in the text box to return to the full list.

The filter box is a common element throughout the interface. In most cases, it is used when there could be large

numbers of items, making things more difficult to find.

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Refreshing the View Occasionally it may occur that a new library or tag has been created and used in the CMS but it is not being displayed in

the shortcuts. In this case, it is necessary to “Refresh” the list to get a new set of items. To do so, click “Refresh” next to

the filter text box.

Returning to the Previous View On most of the views in the CMS app, particularly those that navigate two or more click inward, there is a back arrow

that is used to return to the previous view.

For example, starting at Home, click into Tags (if available). Then choose a tag tile to click one more level in. This

presents the search view.

From here, to get back to the list of tags, click on the home button. Then, in home, next to the Tags label in the upper-

left, there is an arrowhead or “chevron” icon. Clicking on this will return to the previous view.

This is a common navigation element throughout the CMS application.

Searching Searching within the application is the primary means of finding and using content items. The engine HIVE uses is

“adaptive” meaning that it is continuously optimizing based on how users conduct searches, whether content is used,

the terms and filters that are applied, the ratings of items, etc. This means that as more searches are performed, the

results should continue to improve their relevance and users will find what they are looking for more often.

The input for search is always prominent and accessible at the top of the application window. To use it, simply type a

word and hit the enter key.

As a term is entered, a list of suggestions from other searches and similar terms will be shown as a list below the search

box.

Clicking on one of the list items in Content will perform a search using that term.

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Choosing one of the terms from another group will perform a filtered search based on that choice. For example, using

the word “health” in the search box shows a list containing the group Tags. Choosing the Healthcare item in the list will

find all of the content with the healthcare tag associated to it.

This is a good example of the value that Tags can provide. There are no families named using “Healthcare” yet the items

tagged with the term can still be easily found.

To perform a search limited to certain libraries, choose the desired libraries from the selector left of the search box.

Use the “Filter libraries…” function to pare down very long lists of libraries.

Its important to use filters whenever possible as this can make both searching and finding content much faster.

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Filtered Searches To refine a search by more than just the matching term, use the ‘Filters’ panel. Filters work on more than just the names

of content. The content ‘metadata’ properties are used to filter out less relevant items.

To use filters:

1. Click the filter count button to open the panel.

2. Select the appropriate properties from the lists. This will remove anything that does not have this property and

value from the search results.

3. Click apply to re-run the search with the selected filters.

The application will display a message at the top of the result window indicating that a filter is applied to the search. To

remove the filters applied, open the filter pane again and click “Clear” to remove all filters or deselect any properties as

desired.

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Saved Searches Saved searches are means to quickly re-run frequent searches without needing to re-specify search terms, property

filters or libraries. Once created, saved searches are stored along with the user account, making them available anytime.

To save a search, first perform one or configure a filtered search. Next, click the “Save” icon from the toolbar next to the

search box.

In the dialog that appears, give the saved search a useful name and description if desired. Click save.

Now, click the “Saved Searches” button to the left of the Libraries dropdown menu. The newly created search should

appear in the list.

Personal saved searches are only visible to this user account. Company Saved Searches will display the group icon next

to them. These are configured by the organization admin.

Editing Saved Searches To redefine or change a saved search, first run it. Make the desired changes to the search and click the save icon. Choose

Overwrite and select the desired search from the list. Click save.

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Managing Saved Searches To see and manage saved searches, click the “Saved Searches” icon from the navigation bar at the left.

If some recently created searches do not appear in the list, click the refresh button.

Select a search to work with it. The available operations are:

1. Execute – shortcut to run the search

2. Edit – Change the name and description

3. Delete – Completely remove the saved search (not recoverable!)

4. Refresh – gets the latest list from the cloud

Favorites Use this feature to create shortcuts to frequently used content items in the Favorites list. To add an item to favorites,

right-click on it to bring up the context menu and choose “Mark as favorite”

Access the favorites list from the home screen on by clicking the heart icon at the top.

Feedback If available, feedback on features or reporting of bugs can be quickly sent to CTC using this feature.

Use the form and be as descriptive as possible. This will help CTC determine how best to address the feedback.

Reviews Select a content item and open the details. There, if enabled, will be a list of reviews and a button to submit one to the

content manager(s)

Pin Window (Make Always Visible) Keep the CMS application on top of all other applications

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Using HIVE CMS with Desktop Applications To open a document from the CMS, double-click the item. The default program for the file extension will determine

which program the document is opened with.

To choose some alternate actions, right-click on a content item to bring up the context menu.

Depending upon the content and user role, some of the actions may not be available.

1. Load – opens the document in its associated program

2. Reload – for documents other than Revit types, this does the same as ‘Load’

3. Detail – opens the content details

When content is loaded or reloaded, the application first downloads a copy of the file from the cloud (or local share if

available) to a temporary location on the workstation. It then hands the opening of the file to Windows which, if

specified, uses the appropriate application to view or edit the document.

For example, if Microsoft Word is installed and set as the default application for .docx files, Windows will start Word up

and load the document.

If desired, edit the document as usual. Use the ‘Save As’ function to save the document to a different name and location.

Note that editing and saving a document in this manner does not update it in the CMS.

Default Application Settings To set the defaults by file type: 1. Search the start menu for “Default Apps”. 2. Click “Choose default apps by file type”

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Using HIVE CMS with Autodesk® Revit The CMS application will recognize Revit whenever it detects it running. Once it has found a Revit session, it will display

the name of it below the top toolbar.

If more than one instance or version of Revit it running, use the drop list to switch between them. The version and active

document name are used to identify them.

Notes:

• Whenever an instance of Revit is opened or closed, the CMS application may take a few seconds to update the

list.

• If an instance of Revit does not show up as expected, it may be an unsupported version.

• Some categories of families cannot be loaded in certain views (for example: a furniture family cannot be placed

in a schedule view).

• If Revit has a command active in the session window, the CMS application will not interrupt it. In these cases, it is

necessary to end the command in Revit. Click to activate the view, press the ESC key twice or click the “Modify”

tool button on the Revit tool ribbon.

• Occasionally, it may be necessary to perform the above action in between loading content. Especially on double-

click loads as these default to a placement action.

Viewing Content Details (Revit Content) HIVE CMS extracts and stores data about Revit content that can be viewed in the application such as:

• Category

• Units

• Revit Version

• Types (for families)

• Parameter Values

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To view the details of Revit content in HIVE, open the “Details” pane. This can be done by clicking the tool button or via

the right-click context menu on the content item (1).

Revit properties (2) are listed below the content properties. Click to expand.

The Revit versions that this content is available for are listed (3). The application will use the closest match available

when loading the content for the selected Revit version.

For families, the types and parameters tables (4) are shown here. To see the parameter values for each type, select one

from the list on the left.

By default, parameters with no values are hidden to simplify viewing. Uncheck this to see all parameters for each type.

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Loading Content into Revit The various ways of using content in Revit

Double-click - Load Typically, the fastest way to load a family into a model is by this method. If the CMS app setting “Display type selector

dialog” is enabled, it will be shown prior to starting the placement command.

This dialog allows for the selection of one or more types to be loaded into the model. If

Right-click Load/reload If the family is not already loaded, it will load for the first time. If reload is chosen, it will be reloaded, updating the

family in the model.

Both commands will then prompt for placement in the model.

Right-click – Load Multiple Select multiple content items by holding down the CTRL or SHIFT keys while left-clicking on several items. A right-click →

load or reload action will then bring all of the selected items and each family’s types into the model.

At the end of the operation, a list of errors, if there are any, will be presented. If not, the families will load with

prompting for placement.

The Type Selector Family Types: Internal

When loading a family, the type selector will display the best match version available (1). This can be set as desired.

Select a type or more (2) to load with the family. Skip the selections if all types should be loaded (3).

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Once loaded, Revit will prompt for placement. Use the properties panel in Revit to select the type to place.

If more types are needed, simply load them from the CMS application and they will be added to the family types

currently in the model.

If the family in the model has additional types that did not come from the version in CMS, they will remain in the model

only.

Family Types: Type Catalogs

Revit families with type catalogs can be used in much the same way as standard types.

Families with type catalogs are indicated with a checked “Type Catalog” label.

Double-click or use the context menu to download the family and choose the type(s).

Select types for placement using the Revit type selector.

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Content Management This section of the guide addresses the basics of managing the content stored in HIVE in addition to providing access and

management roles to other users.

A more complete guide is available online at help.ctcsoftware.com/hive/

Accessing the HIVE Portal Most of the administrative tasks are performed within the HIVE portal. The portal is our centralized web application for

administration and analytics.

A CTC account is required to access the portal. This account is used by all CTC products that require log in credentials for

their use.

Using a web browser (Chrome or Firefox are recommended and supported), follow this link to the HIVE Portal and use

the credential provided to your organization to log in.

In order to perform all of the management functions for the content management system, the CTC account must have

a minimum role of CMS Admin.

Roles and Permissions Roles for CMS can be assigned to groups or by individual account. All role assignments are done in the portal.

Roles

CMS Admin:

Can add and remove libraries, content and tags for entire organization

Can set up access for groups and users

Can assign library manager, contributor or consumer role for groups and users to libraries

Can invite external users as managers, contributors or consumers to libraries

Can view all CMS analytics for the organization

CMS Library Admin:

Can add and remove libraries and content for entire organization

Can set up access for groups and users

Can assign library manager, contributor or consumer role for groups and users to libraries

Can invite external users as managers, contributors or consumers to libraries

CMS Tag Admin:

Can create and delete tags for the organization

Can associate and disassociate tags to content which they can access

CMS Library Manager:

Can assign other users access and roles to libraries for which they are the manager

Can upload, update and remove content for libraries they manage

Contributor:

https://help.ctcsoftware.com/hive/https://hive21.ctcsoftware.com/#/cms

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Can use and download content from libraries for which they have been granted access

Can write reviews on content in libraries for which they have been granted access

Consumer:

Can use and download content from libraries for which they have been granted access

Creating Libraries Libraries can be considered a collection of groups and users. This may seem counter to the traditional definition. This is

because content within HIVE is not contained in any library; content is associated to one or more libraries so that access

to it can be granted by the library itself. Therefore, a library is a list of users and groups as well as references to content.

Because content can be associated to more than one library, it is more easily tracked and managed as this eliminates the

need for duplication files and data.

Library Creation Using the Portal Online Reference (link)

Navigate to the CMS area using the link at the top of the portal interface. At the left, on the application drawer, use the

“Manage Libraries” → Libraries interface. From here, click the button in the upper right to start the library creation.

The create library dialog steps through first naming, adding a description and choosing whether new content associated

to this library will have its files uploaded to HIVE.

Next, optionally assign users/groups(recommended)/roles (step 2) or invite external users (step 3).

Assigning groups, users, roles and sending invitations can be done after a library is created. Libraries will not be visible to

other users in the CMS desktop application until they have been granted access.

To grant access to an existing library, click the library in the list here click ‘EDIT’. To shortcut this, click the pencil icon at

the start of the row.

To remove libraries, check the box at the start of the row for the library or libraries and click the large X at the top right

of the list.

Note that removing a library does not affect the content, only the associations and access.

Adding Content to Libraries Using the desktop application, click “Add Content” on the left toolbar.

Begin adding content by selecting one or more libraries and tags that will be associated to the content in the batch.

Choose the method: files or folders. If choosing folders, all of the files contained within it and any sub-folders of files

will be added to the batch. It is also possible to drag files or folders from Windows Explorer onto the content list.

When satisfied with the batch, click process to begin.

At the end of the batch, a log will be presented showing what was done and the result (success, warning, error). Inspect

this log to verify there were not failures. The log can be saved as a spreadsheet file for later reference if desired.

https://help.ctcsoftware.com/hive/libraries#createlibraries

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Updating Content Any content that is uploaded will be checked against content already in the system. If a file is found with the exact same

name, it will automatically be considered an update of what is in the system already.

To update content, follow the same steps as adding. In this way, new content and updates can be done in the same

batch.

Content Updates Using a Spreadsheet On the Add Content view, select a single library and click “Export Content” to receive a comma delimited file (.CSV)

report via email.

This file can be used as a list to process all of the content in the library. In addition, if the content has been updated in

the source location it will be processed and updated in HIVE. If the file has been saved to a new location, change the file

path in the spreadsheet to the new location.

For HIVE to consider this an update, the file must be saved in its new location to cause the date of the file to be greater

than the same file in HIVE.

This process can only be used to update content that is already loaded into HIVE.

Removing Content Perform a search to find the content items to remove. Select them (CTRL and SHIFT click for multiple) and right-click to

bring up the context menu. Choose delete from the menu.

Content Attachments Add files such as PDF, images, text, etc. to content as attachments to content. This is useful when more information

about a content item is needed.

Select the content item, open the details pane and expand “Attachments”.

Files and links to files or internet locations can be attached to content.

Revit Content

Processing Families When adding Revit families to the CMS, it is easiest to use the highest version installed. For example, if adding 2018

families using Revit 2021, they will be processed and stored as 2018. They will not be automatically upgraded.

Processing Projects When adding Revit project families, schedules, sheets and views to the CMS, it is advised to use the lowest available

version of Revit. This is because the only way to process those elements is to open and extract them using the CMS

application. Therefore, it is important to ensure that the version used matches the model version.

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Managing Tags Online Reference (link)

The tagging system in HIVE can greatly improve the search experience by allowing Tag Admins to create relationships to

content under several more logic terms. While descriptive naming and metadata properties are helpful in this respect, it

is not always as intuitive or feasible to rely solely on this convention.

Tags can create data relationships like this, for example:

01_hc_2302_HP_phleb.rfa with tags “healthcare equipment, phlebotomy, lab equipment” is much more easily found

and doesn’t require decoding of a naming convention.

Creating and Editing Tag creation and editing is performed on the HIVE Portal under the CMS area. To create and edit tags, the role of Tag

Admin or higher must be assigned.

Create a tag: click on “Add Tag” icon.

Minimally, give the tag a name. Click “CREATE” for just one or “CREATE AND NEW” to save it and quickly create another.

Edit a tag: click the pencil icon at the start of the row for the tag.

Delete tags: check the boxes for the row(s) of the tag(s) to delete. Click the large X icon next to the add tag button.

Assigning Tags to Content Right-click on any content in the HIVE CMS application and choose ‘Manage Tags’ → ‘Assign Tags’. To assign the same

tag to multiple content in a single step, shift-select or ctrl-select the items, then use the same procedure.

Company Saved Searches Similarly to user saved searches, a CMS admin can create saved searches for the entire organization to use.

Create the search as described here: Saved Searches. In the last step, check the box labeled “Share with organization”.

This will expand the permissions control. Use the ‘Select Groups’ function to add groups of users that should be able to

see and use the search.

https://help.ctcsoftware.com/hive/2021/cms#tags

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Content Reviews If enabled (see Organization Settings), users of the CMS can create reviews and ratings on content. Review can enhance

the user experience and help to boost the relevancy of items if the rating is good.

Organizational Settings On the HIVE Portal, log in as a user with CMS admin role or higher. Under the CMS area, find Settings → Organization on

the left navigation drawer.

[X] Notify if a software update is available – notification of updates will be shown upon opening the CMS app.

[X] Enable content requests – determines whether the content request system is available to any users

Cache and Logs – the paths set here determine where temporarily stored content and logs and how old items should be

before automatic clean-up.

Library Settings:

[X] Allow sharing invitations to other organizations – uncheck this to disable external invites for all users

[X] Allow public libraries – uncheck to disable public library creation for all users

Content Settings:

[X] Allow contributor comments and ratings – uncheck to disable the review system

[X] Allow cloud content caching – uncheck to disable the upload of files for the content

[X] Prefer cloud content – always attempt to download files from the cloud before using local paths

[X] Allow downloads – uncheck to prevent users from directly downloading content files

[X] Allow clear content – uncheck to prevent users from clearing their content cache in the CMS interface

[ ] Disable Automatic Preview – check this to bypass the custom preview generation during processing

[ ] Use Existing Preview – check this to skip generating a new preview when processing

Once the options here are saved, the new settings will take effect the next time each user starts the CMS application.

What is HIVE CMS?Logging in to HIVE CMS with a CTC user accountAbout the CTC user accounts

Security Best PracticesGetting Started by Logging inSteps to Log In with a New AccountSteps to Log in Using an Existing Account

Resetting a Password (Forgot Password)

User Preferences and SettingsThe Home ScreenHome FiltersRefreshing the ViewReturning to the Previous View

SearchingFiltered SearchesSaved SearchesEditing Saved SearchesManaging Saved Searches

FavoritesFeedbackReviewsPin Window (Make Always Visible)

Using HIVE CMS with Desktop ApplicationsDefault Application Settings

Using HIVE CMS with Autodesk® RevitViewing Content Details (Revit Content)

Loading Content into RevitDouble-click - LoadRight-click Load/reloadRight-click – Load MultipleThe Type Selector

Content ManagementAccessing the HIVE PortalRoles and Permissions

Creating LibrariesLibrary Creation Using the PortalAdding Content to LibrariesUpdating ContentContent Updates Using a SpreadsheetRemoving ContentContent Attachments

Revit ContentProcessing FamiliesProcessing Projects

Managing TagsCreating and EditingAssigning Tags to Content

Company Saved SearchesContent ReviewsOrganizational Settings