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4. Type a heading for the document in the Title field
5. Choose the status of the document.
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Title
Give your form a title. (All RIB CX forms must have a title).
Status
| Info |
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Being able to choose a status is based on permissions. Dependent on your project set up the status options may vary to that in this example. |
Draft - Only visible to the person who created the form. Drafts will have the default due date applied. When a draft is edited after the due date has passed, RIB CX will now automatically update the due date based on the form's default due date configuration. For example:
Create and save a form as a draft on 1st of August - due date will be set to 8th of August (the Default due date is 7 days in configuration).
Edit the Draft on 10th of August (i.e. after the due date has passed) - the system will automatically update the due date to 17th of August (10+7 days).
If you click the issue button on the 10th the due date will automatically be updated to 17th.
Open - Used for the active part of a workflow. Any form in an open status is tracked by the system and will appear in the Hotlist of the action person.
Closed - Used for the Workflow end. When a form moved to closed status it will be removed from the action person's Hotlist.
Cancelled - Used to remove a Draft Form.
Type
This is the type of form you are creating. If you decide you do not want to create this form you can click and choose a different form. The form will refresh into the form type you choose.
Due Date
For “open” statuses the Due Date will be visible. The due date is set by your administrator for the form type you are creating. Default is 7 days. You can update the date manually if required.
Private
If private addressing is set up by your project administrator you can tick this box to ensure only the users listed in Action and Info sections and yourself can view and respond to this form. It is not visible to any other user within any of the companies in the collaborators section.
Classic Form View
Modern Form View
Collaborators
Typing in Action or Info
Classic Form View
Address the document to the recipient by typing their name or user id and hitting enter
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Modern Form View
Start typing the action users name or user ID and then select from the drop down list. ction users name or user ID and then select from the drop down list.
Clicking on Action or Info Buttons
Alternatively, click on the Action or Info button to display
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7. Add relevant recipients for Info by repeating the steps above.
8. Attach any relevant files by clicking UPLOAD MANAGER to drag and drop, or BROWSE LIST to attach documents.
9. Where user fields appear on a document, select the appropriate option.
10. Type the content of your document in the Comment section.
11. Click submit to issue the form.
Move users to Action or Info
We have added an option to quickly move users between Action and Info via the address book.
To move a user, select the user and click on the up or down arrow button
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Classic Form View
Modern Form View
Select the user required then click on Action > button to add to the Action. The user will pop into the action box on the right hand side.
To add recipients for Info repeat the steps above but click on Info >.
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Warning Message: When a user selects a role, company, or everyone in the action, a pop-up warning will appear:  |
Copy Pasting User IDs into Contact Picker
If you paste a comma-separated list of user IDs into the new contact picker, it will automatically find and display the corresponding contacts.
ID Recognition: The contact picker checks for user IDs (e.g. rib-am), company IDs (e.g. rib-*), group names (e.g. GroupName), and roles. User can then manually click the ID to add him/her/them.
Move Users Between Action and Info
Classic Form View
In the address book (clicking on the Action or Info buttons) there is an up and a down arrow.
Select the user you wish to move and click the appropriate arrow. The selected user will be moved.
Modern Form View
Click on the Action or Info buttons and remove users from Action and Info sections and place the users as desired.
or
Drag and drop to move from Action to Info and vice versa.
Add an External User
Go to Address Book in the form you want to add external collaborator.
Click on Add External User to create a new external user or add existing.
The Add an External Addressee window pops up.
Fill in the details.
Click Add.
After the form is submitted external users are tagged with the word 'External' for quick identification.
To view click 'Show details' next to 'Collaborators' on the form.
Choose How Collaborators Are Notified
Classic Form View
Clicking on the notification icon allows you to change how the collaborators will be notified.
t means getting notification in the ToDo list
e means getting notification in the Email
s = SMS
F = Fax
E = Notification Sent as a Preview Email
H = By Hand
Modern Form View
Turn Notifications Off
Send Notification to the ToDo List
Send Notification Email
Email this Document
Hand Deliver
Collaborators that are Retired
When viewing correspondence, retired users will show with a strike-through.
When responding, the retired user will appear greyed out' format on both modern and classic forms. This will notify the author that greyed out collaborator has been retired and will not be receiving this correspondence.
Enter User Field Details
Complete the required user fields in the Form Section.
Placing an Image into Rich Text User Fields
To insert an image into a rich text user field, either drag and drop or copy and paste the image.
Attachments
Add an Attachment
To attach files, drag and drop them in to the attachments section.
Or click on the 'Select files...' button to upload from your computer.
Images display as Thumbnails by default. Users have the option to click 'List' to enable a list view.
Delete an Attachment
Attachment can be deleted by 1. the person who attached the image and 2. company admin.
An attachment can be deleted by the attachment uploader or company administrator. This can be done when responding to the correspondence.
To delete attachment, click on 'List' and the click the 'bin' icon.
Restore an Attachment
Once attachment is deleted, you will see an update comment saying "Deleted file : Filename.ext Restore".
If you click the Restore link, attachment will reappear.
Just like deleting, files can only be restored by the attachment uploader or Company Administrator. Users (such as respondent to the form) that do not have that permission will not see the 'Delete' or 'Restore' options in the comments (as shown below from a non-author's perspective)
Submit the Form
To send the form to the users in the Action and Info, click on Submit.
Save as Draft
Alternatively, you can Save as Draft to Issue later.
Drafts can be found in your Hotlist > Action Items > Drafts on the Landing page of RIB CX.
Click on the arrow next to the number of drafts you have.
Click on the draft you wish to edit, issue or quick cancel.
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The Issue button is only available if all the required user fields, including title, action user etc. are completed. Otherwise you will only have the Edit button. |
Cancel a Draft
Click on the QuickCancel button on the bottom right-hand side of the blue ribbon.
Or click on the Edit button on the bottom right-hand side of the blue ribbon and change the status of your form to CANCELLED.
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The QuickCancel button will only appear if it has been configured. Cancelling a draft will remove it from the system. It will NOT be issued. (Nobody addressed on the form will receive it). |
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