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1. On the existing document from which you would like to split, click on the ‘Split’ button next to ‘Respond’
2. This will bring up a new window to create a new document in ‘Split’ mode. By default, the new document type will be the same as that from which the split was launched.
You will need to first select the required document type into which you would like to split.
You will then see a message prompt confirming that you want to leave the page in order to refresh the window to bring up the new correspondence type.
3. You can now proceed to populate all the relevant fields in the new form as required. Prior to submitting, you have the ability to select the ‘Mode’ of the split. The 3 options are:
- Split: The default option, which creates a link between the original and new split documents.
- Include: This includes a live version of the original document previewed inside the new split document, in addition to a link at the bottom between the 2 forms.
- Copy: This includes a copy of the original document previewed inside the new split document, in addition to a link at the bottom between the 2 forms.
You can also select the ‘Security’ of the split, choosing from:
- Secure: The default setting, which will grant access to users or members of the users’ companies that have been addressed on the respective forms.
- Insecure: This will grant access to the original form to all users or members of the users’ companies that have been addressed on the new split form.
- Hidden: Does not create any link between the original and new split documents. The split will only be visible when viewing the details of the document history
4. Once the split form has been submitted you will see a link to it at the bottom of the original document and there will be a link back to the original document on the split form.
5. Clicking on the link will open the associated document
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When you split in RIB CX:
You can create a secure, traceable communication with a third party whom you do not wish to include on the original form. This allows you to exclude some or all users named on the original form to facilitate side bar discussions.
You create a link between the original form and the new form.
Linked documents are displayed at the bottom of the form under the heading LINKED.
The link displays the new items reference number, action person, date and title.
Linked documents are accessible to anyone addressed on both documents
You may change the form type e.g. from a General Correspondence to an RFI.
You can include comments written by others on the split document by choosing either “Include” or "Copy" in the Mode dropdown.
Include - imbeds a live image of the original document in the new form. This means as the original form is updated so too is the linked form).
Copy - imbeds a snapshot of the original document at the time of split and will remain static.
Standard Split
On the form from you wish to split from, click the ‘Split’ button next to ‘Respond’.
A new version of the original form will display, minus the original collaborators and depending on configuration it may or may not contain the original text.
If required you can change the form type by choosing from the Type drop-down list.
Add Action and Info users and any additional information required.
Available only on Classic Forms. Confirm or change the split mode and security (see further details below).
If the original form had an attachment and you want it to be on your split, place a tick in the checkbox. It will be highlighted green. Add new attachments either by drag and drop or select files if required.
Ticking the checkbox for “include comments and attachments from” the original form will show all the comments and any attachments associated with those comments on this split form.
Click Submit to issue the new form. A link will display at the bottom of both forms.
Advanced Split Options
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Classic Forms only have this option. |
By default, the system will produce a Standard Split, however, depending upon the amount of information you want to provide on the new form or the security level that you wish to apply, the options for Mode and Security can be adjusted.
Split Modes
There are 3 split modes available to choose from when creating your split document. These modes relate to how information from the original document is carried through to the new document.
Split - The default option. The original text from the original document transfers to the new document.
Include - A dynamic image of the original document will be displayed inside the body of the new document. This includes the text, history, and attachments. This is a "live" version of the original document: the image will update as the original document is updated.
Copy - A static image of the original document at the time of split will be displayed inside the body of the new document. This includes the original text, comments/history, and attachments. The image will not update as the original document is updated.
Split Security
There are 3 Security options to consider when creating your split document:
Secure - The default setting. Both the original and new document will show a related document reference. Users or members of the users’ company named on both documents will be able to open the links. Users listed on only one of the documents will see the reference but will not be able to open the link.
Insecure - Both the original and new document will show a related document link. Users addressed on the new document will have access to the new and original. Users addressed on the original document but not the new document will be able to see the reference but not access it.
Hidden - A link is visible on both the original and the new form to the originator of the split and members of their company.
Remove Split Links
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Only the Author, a Correspondence Administrator, or a Project Administrator can unlink an association created by a Split. |
How to Remove Split Links
On the form that has the split you want to remove, click on Associate on the bottom right-hand blue ribbon.
Select the linked you want to remove.
Click on remove.
A confirmation pop-up will appear, click OK to proceed.
The link will move to the left column, then click on save. The link is removed from the form.
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If you get this pop-up message you do not have the permission to unlink the split.  |
Added Split/Associate Tags
To clearly indicate which forms have been split or associated.
History - Updated Logs
When viewing the history of the form (clicking on changes) the log will show when a split or an associated form / document has been unlinked.
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