Mark ups 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 mark ups 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 it will look like below :
Email Notification :
If the reviewing user subscribes to email notifications, the email will include a summary table of the WTX as shown below :
Click 'Review Documents' button in lower right corner to start the review process
The WTX will open in the window so the the document review can begin the review process
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
Downloading Documents
1. Select some or all files to download.
2. Click download.
The latest revision of a file will always be downloaded when using a workflow. This includes any mark ups attached in previous steps.
View the Documents
To Preview any of the Documents, just click on the Document Number.
Apply a Review Verdict
When reviewing documents, select a verdict form the list of available Revision Statuses. The list of revision status options will depend on the permissions you have been granted. These are set up by the Project or Register Administrators.
1. Click Select Verdict on desired document.
2. Enter a comment if required.
3. Continue to apply your review to all documents in the workflow.
Review Tools
Depending on your access rights you may or may not see the exact Review Tools as depicted.
Cancel this Workflow
This can be done by the creator of the Workflow Transmittal or by Administrators or those configured to do so.
Fill in the details and select Yes, Cancel.
Workflow Cancellation Message
When a workflow is cancelled and a reason is provided, it will be displayed in the Workflow Transmittal summary screen.
Skip This Step
This can be done by Administrators or those configured to do so.
Fill in the details and select Yes, Cancel.
Remove Documents
Tick the document / s you want to remove from the WTX and then select remove documents.
Select your Verdict and click Yes, Remove.
Bulk Update
To update multiple documents with the same review details use Bulk Update.
1. Select the documents you wish to update.
2. Click Review Tools, then Bulk Update.
3. Enter the Details and /or a mark up file you want to apply to the selected documents.
4. Click Done.
5. The selected documents will be updated with the new details.
Bulk Upload Mark Ups
To speed up reviews of lots of files that require mark ups, you can use bulk upload mark ups tool.
To use this functionality both the files in the review and your marked up version need to follow the default file naming convention for the Register.
[Doc#][[Rev]][Title].[File Extension]
e.g. A1001[A]First Floor Plan.pdf
Also, your mark up files need to be zipped before you upload.
1. Click Review Tools, then Bulk Upload Mark ups.
2. Select your zipped mark ups file.
3. This will extract and match the files, once you are ready to proceed, Click Apply.
4. The matched files will begin uploading against the relevant documents. Once done you can close this window.
Delegate Documents
You may decide to delegate some or all of the documents assigned to you to someone else for review.
1. Select the documents you wish to delegate.
2. Click Review Tools, then Delegate.
3. Select the Project User you wish to delegate the documents to.
4. Click Done.
The selected documents will be issued to the delegated user. They will receive a notification and the workflow transmittal will be in their hotlist.
The step in which the documents have been delegated will be remain incomplete until all documents have been reviewed by all reviewers (original and delegated).
Delegating a Parallel Workflow Step
To delegate documents that are in a parallel workflow:
1. Click on Review Tools and select Delegate.
2. Choose which Step you want to delegate to another user and click Done.
Delegate a Step to Multiple Users
Delegate screen offers modern contact picker and enables the following features:
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- Delegate to Multiple Users:
- This functionality allows user to delegate step to multiple reviewers.
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 be treated as steps with multiple assignees.
- For example, in screenshot below, Ruth Powers delegates to three other users. As a result, Ruth Power is no longer needs to Action but the three new users are added in Action :
Send Reminder
Send a Reminder will send a notification to the users in the workflow to remind them to review the documents.
A reminders sent notification will appear briefly on the bottom right hand corner.
Associate
Associate is used to link a form or document that is within RIB CX to the WTX.
1. Click on Review Tools and Associate.
2. The Associate window will open.
3. Choose your search criteria.
4. Click Search.
5. Select the document you want to associate to the WTX from the Search result window.
6. Click add > and the document will got to the Documents to Associate window.
7. Click Save.
Adding a Mark Up
To redline or mark up a document.
1. Click on the Mark Up icon.
2. The document will open and load the integrated Mark Up Tools within the workflow.
3. Refer to here for information about mark up tools and their uses.
4. Manually uploaded mark ups can be removed prior to completing your review, by clicking on the mark up tool and deleting your mark ups and clicking save.
5. Once saved the document row will indicate there is 1 mark up.
To Continue Adding Mark Ups
1. Click on the mark up button again.
2. You will be asked whether you would like to continue the mark up.
3. Click yes, continue.
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.
