Overview
When you have an existing form in iTWOcx and you wish to create a new one with a permanent link to the original, use the Split function.
Splitting creates a new form of the same type i.e. another Request for Information form (as per the image below), alternatively, you can choose a different form type like a Site Instruction.
Any like fields are automatically copied across.
When you split in iTWOcx:
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 people named on the original form to facilitate side bar discussions.
You create a link between the original form and the new item.
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".
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
1. On the form from you wish to split from, click the ‘Split’ button next to ‘Respond’
2. A new version of the original form will display containing the original text.
If required you can change the form type by choosing from the Type drop-down list.
3. Add Action and Info users and any additional information required.
4. Confirm or change the split mode and security (see further details below).
5. Click Submit to issue the new form. A link will display at the bottom of both forms.
Advanced Split Options
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.