Respond to a Form

Owned by Damith Samarakoon
Last updated: Sept 26, 2024 by Usman Shahid
4 min read

Responding to forms in RIB CX allows you to:

  • Add comments.
  • Change the status (where permissions allow).
  • Change the action person (where permissions allow).
  • Add another addressee to the form.

When you respond on a form in RIB CX:

  • It is a reply all.
  • A new document is not created.
  • Your response will be added below the original text. Responses work from the bottom up so the most recent response will be closest to the original text.
  • Notifications are sent to all people addressed on the form to alert them of a response.
  • You cannot delete people off the Address List but you can add others by typing in the Action or Info section.
  • You may be able to add people that the original author could not.

Modern Form Response Screen 

The user interface for responses to modern forms will now show a pop-up window with the ability to open it in a new window/tab. This will maintain consistency between classic and modern form UI to enable a better user experience as users transition their projects to modern forms.

Click on the Open in a new window/tab icon to open the form in a new tab.

Submit a Response within RIB CX 

1. On the document you wish to respond to, click Respond on the bottom left of the window.

2. Change the addressing to the relevant Action person by either dragging and dropping the user id of existing recipients or by adding additional users by typing their name in the Action field.

Where configuration allows you may be able to address more than one recipient.

3. Repeat the step above to add any additional recipients for Info.

4. Change the status if required or permitted to do so.

  • Draft - Only visible to the person who created the form.
  • 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.
  • Initiated - Optional interim status that a Form sits in between being issued and opened by the action person. Good for starting the workflow as soon as the form is viewed.
Statuses can determine whether a document is tracked on your Hotlist or can be used to identify a step in a workflow.

5. In the Comments field, type your response.

6. Once done, click Submit.

Quick Respond within RIB CX

1. When the form appears in the right-hand pane of RIB CX, click in the comment field and type your response.

 

2. Change the status if require or permitted to do so.

3. Change the Action person to address the form to the relevant user.

4. Upload attachments if required. 

5. When complete click Submit.

Insert Attachments or Copy/Paste images into Comments (Modern Forms only)

Modern forms allows you to add images and attachments with comments in 3 ways :

  1. When adding a comment you can drag and drop (or copy and paste) to include image (jpg, png, bmp) to the comments area. This is particularly useful if you want to show the image in comments (e.g. perhaps an instructional image that goes with the written comment) 
  2. You can click attachment pin icon to attach a file from your folder
  3. Insert Attachment button inserts a previously attached document into the comments

Hide Attachments from Associated Forms by default

When responding to a form that has associated forms with attachments, unselected attachments are not shown by default.

If you want attachments to be shown, there is an option that says "Show Attachments from Associated Forms" below the attachments section. When ticked only attachments from the associated forms are displayed.

Reply to an Email to Add a Comment

You can also add a comment to an RIB CX form by replying directly to an email notification. 

1. On your email application click on Reply to the RIB CX notification. 

This example is from Outlook. The interface on your email application may be different.

2. Add your comment above the email content and click send. This text will be added to form as a response

3. Click Send.

Reply to an Email Using the Respond Button

1. You can add a response to the RIB CX form you have received by clicking on the Respond button on the email.

2. This will show you the form information and allow you to fill out the form fields as required.

3. Once you have filled in the necessary data, click on submit.