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Document Review in a Workflow

Document Review in a Workflow

Markups are not done in their native file type e.g. if you are marking up a Word or Excel document you will need to download the file, make your markups and then upload it into CX to progress the workflow.

The latest documents for review will be issued on a Workflow Transmittal. You will receive a Notification when documents have been issued to you for review.  

Workflow Transmittal

The Workflow Transmittal has been specially designed for performing document reviews.

WTX Notification

When you receive a Workflow Transmittal (WTX) in your ToDo List notifications you can start the review process by clicking on Review Documents.

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Email Notification 

If the reviewing user subscribes to email notifications they will receive an email. Below is an example of a preview email. User will click on Open in RIB CX.

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Then click on Review Documents in the bottom right-hand corner to start the review.

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See Document Count, Serial Numbers & Checkboxes in WTX Preview

When previewing a WTX (Workflow Transmittal), you will be able to see:

  • a serial number so you can reference the documents in order

  • A Total: X documents count in the footer

  • Each row has a checkbox so you can multi-select for bulk actions

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  •  Removing a document updates the count and reorders the serial numbers live

  • The preview behaves and looks just like the DTX preview (for consistency)

Overview of Start Online Review

This is an overview of reviewing your documents online. For more information regarding review please refer to the table of contents.

  1. Click on Start Online Review

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  1. Add your comments first and then select the verdict. Once the verdict is selected the next document for your review will open.

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  1. Once all the documents in the workflow have been reviewed you will be taken back to WTX where you can click on Finish Review.

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View Document Details While Reviewing Documents

You can access the Details tab directly within the WTX review screen.

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  1. Start your online review.

  2. On the right-hand side when reviewing a WTX workflow:

    1. You’ll see a Details tab which appears alongside Issues, Verdict, Attachments, etc., on the workflow review screen

    2. It shows the same metadata layout as the Publication Space Details tab

    3. Includes both:

      1. System metadata (e.g. revision, discipline, filename)

      2. Custom or required user fields (e.g. Status Uploaded, Zone, etc.)

  3. The Details tab automatically updates when you move between documents

View Completed Steps During In-Progress Workflows

You can view a consolidated summary of all previously completed workflow steps for a document while the workflow is still in progress.

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  1. Start your online review.

  2. On the right-hand side you will see a Completed Steps tab under the Review Verdict tab

    1. Clicking it shows cards for each completed step, with:

      1. Step Name

      2. Reviewer (last recorded)

      3. Verdict + Date

      4. Comment (if any)

      5. Markup preview (if available)

  3. As you continue your review and switch between documents in the workflow, the panel refreshes to show the history for the newly selected document.

  4. Clicking on the Current Step tab will show your verdicts as you enter them.

  • Steps are listed in order of completion.

  • Sections are hidden when there is no content.

Apply a Review Verdict

You can select a verdict from the WTX page.

  1. Click Select Verdict on desired document.

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  1. Enter a comment if required.

  2. Continue to review all the documents adding a verdict and comment.

The comment box will automatically expand vertically to a maximum height of approximately 5-10 lines. If this is exceeded a scroll bar appears.

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  1. Once all documents on the workflow have been reviewed and a verdict added then the option to Finish Review will be available.

  2. Click on Finish Review and the workflow will move onto the next reviewer.

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View the Documents

To view any of the documents from the WTX click on the Document Number.

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Hide / Show Reviewed

If you have a number of documents to review, you can hide the documents you have already reviewed to just show those that are still outstanding.

  1. Click on Hide Reviewed.

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  1. To see all documents both reviewed and not reviewed click on Show Reviewed.

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Save and Customise Your Column Layout in WTX Screens

Users working in WTX review screens can customise their columns, reorder them. Those preferences persist across sessions. Just like in Publication Space, your view is remembered - so you can focus on the fields that matter most to you, every time you return.

This improvement applies to both the WTX Summary and WTX Review views.

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  1. When you open any WTX Summary or WTX Review screen:

    1. Click the column picker icon to customise your view

    2. Add or remove any of the following available fields:

      1. Rev Date

      2. Rev Status

      3. File Format

      4. File Name

      5. Folder Path (formerly "File Path")

      6. Rev Notes

      7. Uploaded

      8. Uploaded By

  2. Rearranged columns will remain in that order whenever you return

  3. Your selections are saved per user, not across the project

  • Most columns can be reordered - except for fixed system columns

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  • Includes standard + user fields e.g. Rev Date, Rev Status, Folder Path, and Uploaded By

  • "File Path" has been renamed to "Folder Path"

  • Summary screen exports include all visible columns in the PDF

Column Filters for Workflows in Progress

As a user you are able to see column filters for the grid on a workflow while it is still in progress. This will help you filter through different Rev statuses quickly when dealing with high quantity of documents.

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Downloading Documents

No Markups on Documents

  1. Select some or all files to download.

  2. Click download.

The latest revision of a file will always be downloaded unless there are markups.

If documents have markups then you get the choice to download the original file, all markups, or the latest file.

Markups on Documents

https://www.loom.com/share/6f25dfb99ee3410383d968943c61d964

When you're viewing documents on the workflow preview screen (before entering review mode), you’ll see expanded download options:

Option

What You Get

Original

The document exactly as it was uploaded—no markups included.

All Markups

A version that includes every markup applied across the document’s history.

Latest Markups

Just the most recent markup layer, perfect for quick reviews.

These options are accessible via the arrow icon next to the Download button.

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Please note that user access to markups will still be determined by the workflow template settings, which control when users can see parallel step markups and comments.

Original File will show you the original drawing without markup.

All Markups will show you all the markups past and present.

Latest Markups will show you the markups applied in the previous step (or by the previous reviewer).

Adding a Markup

To redline or markup a document.

  1. Click on the markup icon.

  1. The document will open and load the integrated Markup Tools within the workflow.

  1. Refer to here for information about markup tools and their uses.

  2. Manually uploaded markups can be removed prior to completing your review, by clicking on the markup tool and deleting your markups and clicking save.

  3. Once saved the document row will indicate there is 1 markup.

To Continue Adding Markups

  1. Click on the markup button again.

  2. You will be asked whether you would like to continue the markup.

  3. Click yes, continue.

Upload Markup

Mark-ups uploaded will not be visible to reviewers in a parallel workflow review.

If you have done your markup outside of RIB CX you can upload your marked up document.

  1. Click on the Upload icon.

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  1. An upload window will open.

  2. Drag and drop your file or click Select files.

  3. Click Done.

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Finish Review

To finish a review simply make sure all documents assigned to you in a workflow have a verdict applied. Only then will you be able to click the Finish Review button.

How Do I Know if a Step has been Completed?

Steps that are completed are shown with a Green tick as shown below.

WTX Summary Email Notification and Interactive WTX Summary

Summary Table in Email

The email notification now includes a summary table. 

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Interactive Document and Markup Revision Links 

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Document links within the WTX summary table are now clickable, redirecting users to the corresponding documents in CX. Users must be logged in to access these links.

MU revisions in the summary table are now clickable, allowing users to navigate directly to the specific revision. Users must be logged in to access these links.

WTX History and Audit Trail

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The Details section when expanded shows the date and time changes were made, what those changes were, who viewed the document, who downloaded the document etc.

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At the bottom of the details section is where any linked (associated) documents or forms are shown. What this means is that these documents or forms have been linked to this WTX. If the REF is blue you will be able to click on the link to open that document or form.

On the Email Notification the WTX history will show status progress only and any linked / associated forms or documents. Details of changers and viewers will not be displayed to maintain clarity and focus on key updates.

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