24.08 (August Release)
The RIB CX August release starts rolling out from the 14th of August.
Unified Search Experience
What is the new Unified Search Experience?
Searching in RIB CX is getting a major overhaul! Say hello to a more efficient, intuitive, and powerful search experience. While we've maintained the core functionality of your searches, we've significantly improved the interface, performance, and added exciting new features. We have also ensured the new search experience is unified or consistent between searching globally as well as within the Publication Space. Ensuring you have a consistent user experience across the board.
New User Interface: Redesigned to be more intuitive and easy to access.
Quick Keyword Search: Access keyword searches quickly and effortlessly.
Consistent Search Interface: Enjoy a consistent search experience across all modules.
Pin/Unpin Criteria: Customise your search with the ability to pin and unpin criteria.
Enhanced Search Operators: Utilise new and consistent search operators for more precise results.
These enhancements are based on extensive user feedback and are designed to make searching in RIB CX seamless and user-friendly.
What have we changed?
Read on to learn more about the new search experience in RIB CX, its features, and how it differs from the old experience. We've also included information to help make your transition to the new interface smoother and more efficient.
Always available Keyword Search
We have introduced a new search input box in the main header of RIB CX to enhance the search experience.
Search Functionality:
Users can type in a keyword and press Enter or click the search button.
Upon clicking or pressing Enter, the search will run, load the results, and navigate to the advanced criteria page.
Users can also click "Show All Criteria" to go directly to the advanced filters page
The Advanced Criteria page
You can begin a search without typing in a keyword by clicking on the All Criteria button
This will take you to the Advanced Criteria page
The Advanced Criteria page allows you to run a search by adding criteria
Add more criteria to your search faster
To begin a search you can pick a Form Type or Status.
You can then add User Field criteria by clicking on + More Criteria and searching for the field you need. From here you can pick the options you require and click search.
As menttioned above, you can access all the available Criteria by clicking on the + More Criteria option
The dropdown displays the Selected Fields, Standard Fields and User Fields.
You can add any of these fields to your criteria by ticking the check box next to them and clicking done. You can select one or more fields at a time
You can also search for the fields using the search box at the top of the dropdown list
Filter Field Options more intuitively
You can filter fields with options as by typing into the input box to find the option you want, or by simply selecting the options you need.
New Search Operators
We have introduced a number of new search operators to help you find exactly what you need.
For User Fields with options we have added (Select, Radio, Checkbox)
equals
not equal
is blank
For numeric fields we have added (Currency, Number)
equals
not equals
greater than
greater than or equals
less than
less than or equal
between
Date Fields
between
on
before
after
during
last
Contact Fields
contains
logged in user
logged in user company
For a list of what operators are supported for which field please visit this link.
Expanded Document Fields in Global Search for Transmittals.
We have expanded on the available Document Fields when performing a Distribution, or Transmittal search. Now you can find the Distributions you are looking for by searching all your Document Criteria.
The list of supported fields now include
Documents
Created
Created By
Discipline
Distributed
Distributed To
DistributeTransmittal #
Distribution Status
Doc#
File Format
File Name
First Uploaded
Folder
Locked Status
Modified
Not Distributed To
Notes
Previously Distributed To
Rev
Rev Date
Rev Status
Title
Transmittal #
Type
Uploaded
Uploaded By
Changes to Keyword Searching Operators
We have also updated how keyword searching behaves with this release. Previously when you typed in multiple keywords it would perform an OR search. Meaning that results were based on finding a match for either of the keywords you typed in.
This has been changed to find results where BOTH keywords typed in need to match for a result to be returned
Details of all the changes to keyword searching can be found here
Pin and Unpin fields for easy access
Criteria that you often use can now be pinned against a Form Type. As an example if you are always searching on the Trade field for a Defect, you can pin the Trade field to the criteria for Defects, so that you do not need to add to your criteria the next time you select a Defect.
You can pin a field by hovering over the field and clicking on the Pin icon
Or you can click on the Pin icon when you add the field from the More criteria drop down
To unpin, you can click on the icon on the More criteria drop down
Or you can hover over your pinned field and unpin it.
Customising the look and feel
The new interface comes out of the box with 3 different layout options for the search criteria page. Allowing you to use RIB CX in the most efficient manner for your workflow and set up.
This UI toggle allows you to swap the layout of the criteria fields to a format that suits you best.
The 3 options are
Auto width - takes up the least amount of screen real estate by auto sizing the fields to match your input
Column view - fields are laid out in a 3 column structure
List view - field are laid out 1 per row.
Reset your Criteria
To clear or reset your criteria click on the Reset Crteria button
Picking Columns from a List table is more intuitive now
When trying to add columns from a list to your search you can do so by picking from the Table view selection drop down
Display Transmittals as Documents or Distributions
Select how you’d like to view your Transmittals - as either documents within the DTX’s or as a register of DTX’s.
Searching in the Publication Space
One of the key components of the new search overhaul is the consistent interface between Global search and Publication Space search.
This offers a seamless experience across the product. All the tools and enhancements discussed above will also apply to searching within the Publication Space.
Tools for Admins
As Admins, you have the ability to configure the default pinned criteria for each form type as well as the Publication Space.
Form Types:
Navigate to the Form Type config page and click on "Configure Default Pinned Criteria."
Add the fields you prefer to have as default criteria for each user when they select that form type.
Optionally, override any pinned criteria users have configured by setting the default for all users.
Publication Space:
Go to Publication Space Settings and Views.
Configure the default pinned criteria in the same way.
These fields will be pinned as criteria for all users.
Publication Space
Report - Documents Requiring Distribution (Company/User)
With this release, we are introducing two new reports to the Publication Space. These reports will make it easy to identify documents that need to be distributed, either by company/user or by document.
Grouped By Company
The "By Company" report allows you to search for documents that need to be distributed to different companies based on what was previously distributed to their users.
This report groups results by company and shows how many new revisions of documents need to be distributed to each company's members.
If you wish to search for documents distributed to individual users within a company please tick the Compwny-Wide Search. Without it ticked the report will search only for documents distributed directly to a company entity such as RIB-*
Summary View
The summary view groups results by individual companies and shows how many new revisions of documents need to be distributed to each company's members.
Detailed View
Results are grouped by company and show individual users within each company, along with which revisions they have received.
Orange: User has received a previous revision but not the latest.
Green: User has received the latest revision.
Empty: User has never received the document.
Grouped By User
Results are grouped by individual users, allowing you to see the distribution status for each user.
Distribute from the report
Once you've selected the documents you wish to distribute, click "Distribute" to load the auto-distribution screen.
Save the Report
You can also save the report for future use, allowing you to run it as a pre-filled search whenever needed.
Requires Distribution by Document
For each document, this report lists pending distributions where at least one user has received a previous revision but not the latest one.
Workflows - Adjust reviewers at the time of applying workflow.
From the August release, you will be able to edit workflow steps when applying a workflow, enhancing flexibility and control over workflow configurations. This feature provides greater flexibility in managing workflows, allowing users to tailor workflow steps to meet specific needs at the time of application.
Editable Workflow Steps:
When applying a workflow template to documents, users can now click setting icon in the step to edit the workflow steps
The step details will be displayed, allowing users to make changes.
Editable Fields:
Step Reviewer: Users can change the assigned reviewers.
Duration: Users can modify the duration of each step.
Update Reviewers:
Users can change the reviewers and and duration click "Update" to apply the changes.
When the workflow is applied, the updated reviewers will be addressed instead of the configured users from the template.
Workflows - Enumerate User Groups as Individual Steps
We have added a new setting to the workflow step configuration called "Enumerate User Groups as Individual Steps," providing enhanced flexibility in workflow management.
Setting Addition:
A new option, "Enumerate User Groups as Individual Steps," is available in the step settings.
Enumeration Logic:
If this option is selected, the following logic will be applied:
When a group is added as a step reviewer, the single step will automatically break out into multiple steps, one for each reviewer in the group.
Each individual step can be assigned a verdict during a review.
The step name for each step will be the original step name followed by the reviewer name (use code for now).
Display and Functionality:
These individual steps will be displayed in the workflow review screen.
The functionality supports on-the-fly workflow step changes, ensuring the steps are updated accordingly.
Auto-generated steps will be shown along with the decision node.
Special Cases Handling:
If a group contains another group, role, or company, it will be treated as a single entity.
If the step contains a single user and a group set to enumerate, both the single user step and individual group steps will be displayed.
If a single user is in multiple groups, they will only have one individual step.
Workflow Report - Export Collapsed view
When exporting the Workflow report you now have the option export the summary view (collapsed view) or the detailed view (expanded view)
Workflows - Skip Parallel Step for One User
When skipping a parallel step in a workflow, RIB CX now allows you to skip the step for just one user within that parallel step.
Allows individual user steps to be skipped without affecting other reviewers.
Users must still provide a reason before skipping that step
Workflow - New Download options while WTX is in progress
With this release, any user in the workflow (current reviewers and info users) can download the original file, all markups, or the latest file while the workflow is in progress.
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.DTX - record redistributions on the DTX history
Workflows - Modified date for a document is updated when markups are added
The modified date is now updated when a markup revision is uploaded.
Workflows - Delegate a Step to Multiple Users
We have updated the Delegate screen to enhance usability and functionality, incorporating the following features:
Delegate to Multiple Users:
Users can now delegate a step to one or more users.
Modern Contact Picker:
The contact picker has been updated to the modern picker for a more intuitive user experience.
Parallel Step Restriction:
Delegation to a user within the same parallel step is not allowed to prevent conflicts.
Notification:
New users will be notified as usual when they are delegated a step.
Step Handling:
Delegated steps with multiple users will now be treated as steps with multiple assignees.
Distribution - Easier distribution of markups from a Workflow
We have introduced new features and options to enhance the workflow summary and distribution capabilities, providing greater control and flexibility for users.
Distribute Options:
Added the following options under "Distribute
Original File
All Markups
Latest Markup
Add to Basket Options:
Added the following options under "Add to Basket":
Original File
All Markups
Latest Markups
Revision Selection:
Users can distribute or add to the basket the selected revision(s) for a single or multiple documents.
When adding to the basket, only the selected revisions will be included.
DTX Creation:
When distributing, a DTX will be created that specifically includes only the selected revisions.
WTX Configuration Option:
Added a new option in WTX config for "Distribute Markups on Workflow Completion" with the following choices:
Do not distribute
All markups
Latest markups
Automatic DTX Generation:
When set to "All markups" or "Latest markups," a DTX will be automatically generated for the workflow reviewers, including the configured revisions. This will be one DTX with all the reviewers.
If there are info users configured for workflow completion, they will be added to the same DTX.
DTX Title and Author:
The title of the DTX will be the same as the Workflow title.
The author of the DTX will be the WTX author.
When DTX are created they will always include the source revision (or original revision) + the configured markups revisions from the completed workflow.
Eg
If you select Latest Markup, the DTX will include the original revision + it’s latest markup
If you select all markups, the DTX will include the original revision + all it’s markups
This is done to ensure the recipients of the DTX have access to the original revision for the applicable markups so that they can be viewed as layers for the original revision
Document - History Tab user interface update
We've updated the history tab of a document to a table view, making the information easier to review.
Additionally, we've added a dropdown list for revisions, allowing you to switch revisions and see which users have access to each one.
Distribution Transmittals - Record redistributions on the DTX history
When a user accesses a Distribution Transmittals (DTX) and clicks "Distribute," the new DTX will be associated with the original DTX and displayed in the "Linked" section.
A new history record will be added, showing the user name and include a comment such as “Distributed x of y documents on DTX#XXXX.”
The DTX will also be a clickable link in the comments.
Update Import Utility Changes - Notes Field / Rev Column
We have introduced several new features and improvements to the Excel import functionality for updating documents, providing greater flexibility and accuracy in data management.
Revision Column (Rev):
Added an optional "Rev" column to the import/update Excel file.
Users can choose to fill it in or leave it blank.
Notes Field:
Added a "Notes" field to the PS Excel import file template to update documents.
Users can enter document numbers along with revisions and import data so that specific notes can be imported against a specific revision.
Notes Import:
Users can fill in the "Notes" field and import values for each row.
Imported values will be stored and recorded against the respective document.
Revision Matching:
The system will match document numbers and revisions to update the relevant revisions.
Only the specified revisions will be updated based on the provided data.
Handling Blank Revisions:
If the "Rev" column is left blank, the system will treat it as updating the latest revision the user can access.
Example: If Revision C is the latest and "Rev" is blank, it will update Revision C.
User Field Updates:
For user fields specific to a revision, the system will update the specific revisions.
For non-revision-specific user fields, only the latest revision will be updated.
Duplicate Revision Handling:
If a document has multiple revisions marked as the same (e.g., Revision A), the system will update the latest accessible revision marked as A.
History Tracking:
A history log will be added to the document and revision where values are updated via import, ensuring traceability.
Forms
Document Triggers - Auto tick row checkbox if associated forms in that row are closed
We have introduced new capabilities for document triggers based on user field changes, specifically making document list user fields available for selection. These enhancements provide more granular control over document triggers and user field updates, improving automation and user experience.
User Field Selection: Document list user fields can now be selected in trigger criteria.
Status Category Lookup: When using a document list user field in the criteria, the system will look up the status category type of the forms in the document list user field.
Configurable Status Category: Users can configure criteria such as "Doclist User Field Status Category Type = Closed."
Action Performed Selection: For these types of triggers you can configure which user must perform the action in order to run the trigger.
Trigger Logic: When responding to a form with such a trigger, the system checks the forms in the document list user field. If they match the configured criteria (e.g., all forms are in a status category of closed), the trigger runs and updates any post actions.
User Field Settings Update: In user field settings, a tickbox will appear below the editable field if there are triggers that update that field.
Tickbox Functionality: If the user ticks this box, a list of triggers that will update this user field is shown. If ticked, the field in the form will not be editable manually and will only update based on the trigger. If not ticked, the user can manually edit it if they have edit rights.
Empty Doc List Handling: If the document list user field is empty, the trigger will not run, and the field will still be locked and uneditable if set to only update via a trigger
Document Triggers - Prevent fields updated via a Trigger from being editable
User Field Settings Enhancement:
A tickbox will now be displayed in the user field security settingss, but only if there are triggers that update that field below the editable field.
Trigger List Display:
If the user ticks the tickbox, a list of triggers that will update this user field will be shown.
Field Editability:
If the tickbox is selected, the field within the form becomes non-editable and will only update based on the trigger.