Create a Form

Choosing a Form

1. Click the plus icon (+) on Project Toolbar to open the 'Create New Document' window.

Open

2. Select the form type you wish to create by either typing the name of the form in the search bar or by selecting it from the list of available types from the correspondence menu.

Open

3. The new document window will display.

Title

Give your form a title. (All RIB CX forms must have a title)

Status

• Draft - Only visible to the person who created the form. Drafts will have the default due date applied.  When a draft is edited after the due date has passed, RIB CX will now automatically update the due date based on the form's default due date configuration. For example:

  • Create and save a form as a draft on 1st of August - due date will be set to 8th of August (the Default due date is 7 days in configuration).

  • Edit the Draft on 10th of August (i.e. after the due date has passed) - the system will automatically update the due date to 17th of August (10+7 days).

  • If you click the issue button on the 10th the due date will automatically be updated to 17th.

• 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.

Type

This is the type of form you are creating.  If you decide you do not want to create this form you can click and choose a different form.  The form will refresh into the form type you choose.

Due Date

For “open” statuses the Due Date will be visible. The due date is set by your administrator for the form type you are creating. Default is 7 days. You can update the date manually if required.

Private

If private addressing is set up by your project administrator you can tick this box to ensure only the users listed in Action and Info sections and yourself can view and respond to this form.  It is not visible to any other user within any of the companies in the collaborators section.

Classic Form View

Modern Form View

Collaborators

1. Address the document to the recipient by typing their name or user id and hitting enter.

2. Alternatively, click on the Action or Info button to display the project address book.

3. Click on the user required and click action>.  The user will pop into the action box on the right hand side.

4. To add recipients for Info repeat the steps above but click on info>.

Warning Message:

1. When a user selects a role, company, or everyone in the action, a pop-up warning will appear:

   • "By adding X to the action, all users associated with X will receive notifications. Are you sure you want to proceed with notifying all these users?"

Copy Pasting User IDs into Contact Picker

Copy and pasting into Contact picker : If you paste a comma-separated list of user IDs into the new contact picker, it will automatically find and display the corresponding contacts.

ID Recognition: The contact picker checks for user IDs (e.g. rib-am), company IDs (e.g. rib-*), group names (e.g. GroupName), and roles. User can then manually click the ID to add him/her/them.

Add an External User

Step 1. Go to Address Book in the form you want to add external collaborator

1. Drop down menu to add existing external user

2. Click Add External User to create a new external user or add existing

Step 2. Add an External Addressee window pops up and fill in the details as required. 

Collaborators that are Retired

Retired collaborators will show as follows : 

When responding or editing, he/she will appear in 'grey pill' format on both modern and classic forms. This will notify the author that greyed out collaborator has been retired and will not be receiving this correspondence. 

When viewing correspondence, retired users will show with a strike-through

Display external tag for External Users

After form is sent you can see external users tagged with the word 'External' for quick identification. Simply click 'Show details' next to 'Collaborators' on the form:

Choose How Collaborators Are Notified

Classic Form View

Clicking on the notification icon allows you to change how the collaborators will be notified. 

• t means getting notification in the ToDo list

• e means getting notification in the Email

• s = SMS

• F = Fax

• E = Notification Sent as a Preview Email

• H = By Hand

Modern Form View

Turn Notifications Off

Send Notification to the ToDo List 

Send Notification Email

Email this Document

Hand Deliver

Add an Attachment

Attach any relevant files by drag and drop to Attachments section

Or click 'Select files...' button to upload from your computer

Images display as Thumbnails by default. Users have the option to click 'List' to enable a list view.

Deleting an Attachment

Attachment can be deleted by 1. the person who attached the image and 2. company admin. 

If you are the attacher or company administrator, you can delete this attachment any time. Even when responding to the correspondence. 

To delete attachment, click 'List' next to the attachment and click the 'bin' icon

Restoring an Attachment

Once attachment is deleted, you will see an update comment saying "Deleted file : Filename.ext Restore"

If you click the Restore link, attachment will appear again

Just like deletion, file can only be restored by attacher or Company Admin. Users (such as respondent to the form) that do not have that permission will not see the 'Delete' option or 'Restore' update in comments (as shown below from a non-author's perspective) 

Enter User Field Details

1. Where User Fields appear on a document, select the appropriate option.

Enter a Comment

1. Type the content of your document in the Comment.

2. Click Submit.

Move Users Between Action and Info

We have added an option to quickly move users between Action and Info via the address book. 

To move a user, select the user and click  on the up or down arrow buttons.