General > Reference Numbering
Reference Numbering | Specify how the Form will be automatically assigned a reference number by the system both as a Draft and once it has been Issued. | The next reference number is generated by looking up the previous reference number that matches the format described here, and then incrementing the number by one. If you specify the number format to be the same as for another Form type, the numbering will not be unique. If you are using the Form type only within one company, you may prefer to un-toggle from which includes the code of the company who sent the Form in the Reference Number, e.g. GEN:DEM-PC#0001, where DEM is the "from" company.
Click here for detailed information regarding document numbering. | ||
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May Edit Reference Number | Specify who can edit the reference number at when. | Toggle on or off who can edit the reference number and when it can be done eg on Create or Reply. | ||
May Edit The Title | Specify who can edit the title on the form. | Add users, groups, roles, companies, administrators, author etc who can edit the title on the form. To see who is excluded from editing the title toggle on "Show Exclusions". | ||
May Edit Due Date | Specify who can edit the due date on the form. | Add users, groups, administrators to be able to edit the due date at any time. To see who is excluded from editing the title toggle on "Show Exclusions". |
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General > Status > Status List
Status List
Specify the statuses that can be applied to a Form.
The available status options are generally all you need.
You can set up the status options in such a way as to, for example, allow anyone in your company to create a Form, but only allow them to send it as a Draft "For Approval" to a manager, who may then issue it.
By toggling on the "Force selection of status on every submit" means a status must be selected in order for the form to be submitted.
Toggle buttons on or off to show Retired Status and Action Buttons.
Select a Workflow from the drop down if there are multiple workflows created.
Click on Add New to create a new status.
You can retire or view the history of each status.
Click on the plus sign to add action buttons. Click here for how to create action buttons.
Click here for detailed information regarding editing Statuses.
General > Status > Status Allocations
For each status you can define who has access to the status. Click here for more information.
General > Status> Approvers
When you have a Status of Draft Awaiting Approval you will need to define the Approvers.
Select the Company and User who is responsible for Approving the Draft.
You can also define Users that can bypass the Approval process
Click here for more information.
General > Status > Triggers
Status Triggers allow you to automatically split to a new form type when the original form is submitted in a particular status.
Click here for more information on Status Triggers.
General > Status > Security (Open / Close)
Closers and Status Changers
May Change the Status but not to a Closed Status
Users who may change a status option is controlled by who can access the Form.
It is usual to allow anyone to change the status to any of the non-closing options, but only allow the Author to close the Form.
Under Closers and Status Changers, toggle on or off who can change the status of the form, but not to a Closed status.
(a) The Author (the person who creates the Form),
(b) Author Company Administrator (company administrators)
(c) Anyone on the TO List(Action person(s)), or
(d) Anyone on the CC List (information person(s)).
You may want to add users, groups, roles, companies etc to the box "the following people".
Toggle on "Show Exclusions" to see who has been excluded from changing the status of the form.
May Change the Status to a Closed Status
Under Closers and Status Changers, toggle on or off who can change the status of the form to a Closed status.
(a) The Author (the person who creates the Form),
(b) Author Company Administrator (company administrators)
(c) Anyone on the TO List(Action person(s)), or
(d) Anyone on the CC List (information person(s)).
You may want to add users, groups, roles, companies etc to the box "the following people".
Toggle on "Show Exclusions" to see who has been excluded from changing the status of the form.
Re-Open a Closed Document
Default is set to document type admin, however you can choose to have an individual, group or any other administrator type.
Toggle on "Show Exclusions" to see who has been excluded from re-opening a closed document.
General > Status > Categories
You can add a status to a category or add a new status category. Status categories allow you to group statuses to map with your processes. Colours can be assigned to a category to identify them easily.
Click here for more information.
General > Addressing
Action To
Specify how the Form will be addressed by default.
TO (Action By)
Allows you to choose if a Form must be addressed to "A single person" only or may be addressed to "Multiple people".
A single person addressed Form can only be actioned to one person at a time.
"Multiple People" addresses the same Form to various people who will be able to see the other names in the address list.
Sort Order of Addressees
Specify the order in which Addressees are listed.
By Person - alphabetical order according to User ID or User Name.
By Company - alphabetical order according to the User's Company Name.
Addressing Layout Option
Specify what information you want to show or hide in the address header
Toggle on or off as needed to show or hide the addressee's company, address, etc in the Form header. Note: Name is mandatory so cannot be toggled off.
Show Addressing Layout
Specify if you want the Addressing Layout to Show All the Time or on Demand.
You can choose to show the Addressing Layout at all times.
Or on Demand - this is the default layout. Click on Show Details for addressing to look like above.
Addressing Type Default
Specify how you want your addressing type.
Addressing Type Default is set to Normal, however you can change this here or individually on each form creation.
Normal - fully collaborative.
Multiple - to use this you must have the 'action by' set to multiple. This option sends each recipient in the Action By their own correspondence with a unique reference number. eg 5 users entered into the action by addressing, 5 forms (one to each user) will be sent with the for Info users receiving 5 forms. Anyone in the Info addressing will receive a notification for each form sent. They cannot see or collaborate on others correspondence unless they belong to the same company. If from different companies they will be unable to see the others correspondence.
Allow Private Addressing
Specify if you want users to be able to send private forms.
Tick if you want users of this form to be able to use private addressing (keep the collaboration between themselves and those addressed on the form).
General > Comments
Comment Numbering
Specify if you want to number each comment.
Show Comment Numbers - Toggle on if you want comments made by users to show a comment number. This also allows users to split directory from a comment. Click here for information about splitting from a comment.
Public / Internal Comments
Specify if you want users to make public and internal comments.
Allow Internal Comments - Toggle on if you want users of this form to be able to make internal comments. Default is set to off which means all comments will be public.
Click herefor information about public and internal comments.Configure Forced Comment at Different Statuses
Specify if comments are forced or not and on what status.
When Public / Internal Comments is toggled on then you get the option to configure at which status, if at all, a comment is forced.
Toggle on / off for each status.
General > Toolbar
Handover Report
Add Handover report button to toolbar.
Toggle on if you want this button to appear on the form toolbar. You can change the Name of the Button if required and choose who will have access to this button. Toggle on "Show Exclusions" to view exclusions.
This is useful for handover of work lots.
Please note only Document Type Admins have access to this section by Default.
Click here for how to set up Document Type Admin. Alternatively you can add users, groups etc to give them access.
Click here for how users will view and use this button.
Bulk Update Status for Linked Docs
Add a Bulk Update Status button to the toolbar.
Toggle on if you want a button to appear on the toolbar of the form. The name on this button can be modified if required.
Click here for more information regarding setting this up.
Click here for more information on how the user sees and uses this.
Create a Tender Package
Add a button to the toolbar that allows users to create a tender package.
Toggle on to have a button appear on the toolbar of this form. You can rename the text of the button if required.
This button will only be clickable on the form if the form is in the closed status and you are a tender admin.
Click here to set up users as tender admins.
Click herefor further information on how to create a tender package.
General > Splitting
Restrictions
Prevent users other than the author making changes to the document.
Toggle options on or off as required.
You cannot reply to this document but you may split from it means no replies / comments can be made on the form. . Users can only Split from the document.
When this is toggled on you can:
Select the statuses where the form is locked e.g. when a form is in the CLOSED status you may want users to split only and not reply to the form.
Specify exempted users i.e. who can reply to the locked form.
Only the Author can change Addressing for this document means only the document Author can add / remove names from the address list.
Do not automatically put 'Split' into title if you want the split form created to not have the word "Split" in the title.
Hide Split Button if you do not want the split button to show on the form.
Do not add original message from line to the body of the document is on by default.
Click here for more information about locking responses to forms at specific statuses.
Split Mode / Type
Select if you want type and mode to be available on your form.
Show Form Type Selection - By Default is toggled on.
Classic Forms Only - By default show mode and security options is toggled on.
Who can see it - who do you want to be able to see these options.
Toggle on Show Exclusions to see which users are excluded from seeing this option.
Click here for more information.
Custom Split
Create Custom Split Buttons
Manage Custom Splits - you can configure a button to appear on the bottom of the Form. For more information click here.
General > Contract Admin
This option shows for the Contract Form.
Click here for more information about Allow Unclaimed Line Items to be Changed after the First Claim is Raised.
Click here for more information about Show Linked Budget Line Column.
This option shows for the Budget Form.
Click here for more information on Budget Settings.
This option shows for the Contract Progress Claim and Provisional Sum Adjustment Claim Forms.
Click here for more information regarding Allow to claim more than 100% per line item.
Click here for more information regarding Include uncapped / hidden SoR rows in Retention Calculation.
This option shows for the Progress Payment Certificate.
Click here for more information.
This option shows for the Contract Variation (HCV), Provisional Sum Adjustment and Subcontractor Contract Variation Forms.
Click here for more information on Allow progress to be claimed per line item.
Click here for more information on Variation Assessment.
Click here for more information on Can edit the value of variations after a claim.
Click here for more information on Allow claims against unapproved variations.
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For more information regarding Contract Admin configuration click here. |
General > Default Values
Default values
Specify default text for some document fields.
In Title name you can specify the label for the Title box.
In Title text, you can specify the default text that appears in the document title.
In Header, you can enter information you would like to be displayed at the top of the text of this form, e.g. you may wish to include "according to clause xxx of the contract we hereby...".
In Body, enter information you would like to display between the Header and Footer text of this form.
In Footer and Footer2, enter information you would like to display at the bottom of the body text of this form, e.g. "this memo does not necessarily constitute a variation...".
General > Quick Text
Quick Text
Add quick text that applies to a single or multiple forms.
You can add quick text that can be applied to one or many forms. Click here for more on how to configure this.
Layout (available in Classic View Only)
Layout
Select how the Action and Info user information will Display
Correspondence Style expands the Addressing of User information to include Company and Contact Numbers.
Form Style condenses the Addressing of User information to Names only.
Letter Style is only available to RIB CX. For further information please contact your RIB CX Consultant or Support.
Custom Style is if you have a custom style file. For further information please contact your RIB CX Consultant or Support.