Split from a Form

Owned by Damith Samarakoon
Last updated: Dec 17, 2024 by Rebecca David
5 min read

Overview

When you have an existing form in RIB CX and you wish to create a new one with a permanent link to the original, use the Split function.

Splitting creates a new form of the same type i.e. another Request for Information form (as per the image below), alternatively, you can choose a different form type like a Site Instruction.

Any like fields are automatically copied across.

When you split in RIB CX:

  • You can create a secure, traceable communication with a third party whom you do not wish to include on the original form. This allows you to exclude some or all users named on the original form to facilitate side bar discussions.

  • You create a link between the original form and the new form.  

  • Linked documents are displayed at the bottom of the form under the heading LINKED.

  • The link displays the new items reference number, action person, date and title.

  • Linked documents are accessible to anyone addressed on both documents

  • You may change the form type e.g. from a General Correspondence to an RFI.

  • You can include comments written by others on the split document by choosing either “Include” or "Copy" in the Mode dropdown.

Include - imbeds a live image of the original document in the new form. This means as the original form is updated so too is the linked form).

Copy - imbeds a snapshot of the original document at the time of split and will remain static.

Standard Split

  1. On the form from you wish to split from, click the ‘Split’ button next to ‘Respond’.

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  1. A new version of the original form will display, minus the original collaborators and depending on configuration it may or may not contain the original text.

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  1. If required you can change the form type by choosing from the Type drop-down list. 

  1. Add Action and Info users and any additional information required.

  2. Available only on Classic Forms. Confirm or change the split mode and security (see further details below).

  1. If the original form had an attachment and you want it to be on your split, place a tick in the checkbox. It will be highlighted green. Add new attachments either by drag and drop or select files if required.

  1. Ticking the checkbox for “include comments and attachments from” the original form will show all the comments and any attachments associated with those comments on this split form.

  1. Click Submit to issue the new form. A link will display at the bottom of both forms.

Advanced Split Options

Classic Forms only have this option.

By default, the system will produce a Standard Split, however, depending upon the amount of information you want to provide on the new form or the security level that you wish to apply, the options for Mode and Security can be adjusted.

Split Modes

There are 3 split modes available to choose from when creating your split document. These modes relate to how information from the original document is carried through to the new document.

  • Split - The default option. The original text from the original document transfers to the new document.

  • Include - A dynamic image of the original document will be displayed inside the body of the new document. This includes the text, history, and attachments. This is a "live" version of the original document: the image will update as the original document is updated.

  • Copy - A static image of the original document at the time of split will be displayed inside the body of the new document. This includes the original text, comments/history, and attachments. The image will not update as the original document is updated. 

Split Security

There are 3 Security options to consider when creating your split document:

  • Secure - The default setting. Both the original and new document will show a related document reference. Users or members of the users’ company named on both documents will be able to open the links. Users listed on only one of the documents will see the reference but will not be able to open the link.

  • Insecure - Both the original and new document will show a related document link. Users addressed on the new document will have access to the new and original. Users addressed on the original document but not the new document will be able to see the reference but not access it.

  • Hidden - A link is visible on both the original and the new form to the originator of the split and members of their company.

Remove Split Links

Only the Author, a Correspondence Administrator, or a Project Administrator can unlink an association created by a Split.

How to Remove Split Links

  1. On the form that has the split you want to remove, click on Associate on the bottom right-hand blue ribbon.

  1. Select the linked you want to remove.

  2. Click on remove.

  1. A confirmation pop-up will appear, click OK to proceed.

  1. The link will move to the left column, then click on save. The link is removed from the form.

If you get this pop-up message you do not have the permission to unlink the split.

Updated Logs

When viewing the history of the form (clicking on changes) the log will show when a split or an associated form / document has been unlinked.