Review Documents in a Workflow

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.

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.

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:

• 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.

WTX History and Audit Trail

The "Linked" section contains clickable links that direct users to the appropriate documents and forms in CX.

The "Linked" section will be displayed in the email to show associated documents or items.

WTX History Inclusions :

The email will include WTX history, showing status progress only.

Details of changers and viewers will not be displayed to maintain clarity and focus on key updates.