Respond to a Form

Owned by Damith Samarakoon
Last updated: Dec 12, 2024 by Rebecca David
5 min read

Responding to forms in RIB CX allows you to:

  • Add comments.

  • Change the status (where permissions allow).

  • Change the action person (where permissions allow).

  • Add another collaborator to the form.

When you respond on a form in RIB CX:

  • It is a reply all.

  • A new document is not created.

  • Your response will be added below the original text. Responses work from the bottom up so the most recent response will be closest to the original text.

  • Notifications are sent to all people addressed on the form to alert them of a response.

  • You cannot delete people off the Collaborators List but you can add others by typing in the Action or Info section.

  • You may be able to add people that the original author could not.

Open Response Window in New Tab / Window 

The user interface for responses to modern forms shows a pop-up window with the ability to open it in a new window/tab.

Click on the Open in a new window/tab icon to open the form in a new tab.

Submit a Response within RIB CX 

  1. On the document you wish to respond to, click Respond on the bottom left of the window.

  1. Change the addressing to the relevant Action person by either dragging and dropping the user id of existing recipients or by adding additional users by typing their name in the Action field.

Where configuration allows you may be able to address more than one recipient.

  1. Repeat the step above to add any additional recipients for Info.

  2. Change the status if required or permitted to do so.

  • Draft - Only visible to the person who created the form.

  • 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.

  • Initiated - Optional interim status that a Form sits in between being issued and opened by the action person. Good for starting the workflow as soon as the form is viewed.

Statuses can determine whether a document is tracked on your Hotlist or can be used to identify a step in a workflow.

  1. In the Comments field, type your response.

  1. Once done, click Submit.

Quick Respond within RIB CX

  1. When previewing a form, it appears in the right-hand side pane.

  2. Click in the Comments section and type your response.

  1. Change the status if require or permitted to do so.

  2. Change the Action user if permitted to do so.

  3. Add a user to the form.

  4. Upload attachments if required. 

  5. When complete click Submit.

Insert Attachments or Copy/Paste images into Comments (Modern Forms only)

Modern forms allow you to add images and attachments within comments in 3 ways:

Drag and Drop or Copy and Paste

  1. Click into the comments field and drag and drop or copy and paste your image(s) (jpg, png, bmp) or attachment(s).

  2. Click Submit.

Attachment Icon

  1. Click on attachment pin icon.

  2. Either Drag and Drop or Select Files (this will take you to your computer folder structure).

Insert Attachment Drop Down

  1. Click on the Insert Attachment drop down button.

  2. Select from the previously attached images or documents to attach into your current comment.

Hide Attachments from Associated Forms by default

When responding to a form that has associated forms with attachments, unselected attachments are not shown by default.

If you want attachments to be shown, there is an option that says "Show Attachments from Associated Forms" below the attachments section. When ticked only attachments from the associated forms are displayed.

Reply to an Email to Add a Comment

This is only available when you have your notifications set to preview email. Refer here for how to set this up.

You can also add a comment to an RIB CX form by replying directly to an email notification. 

  1. Click on reply from your email application. 

  1. Add your comment above the email content and click send. This text will be added to form as a response.

Respond to an Email Using the Respond Button

  1. You can add a response to the RIB CX form you have received by clicking on the Respond button on the email.

  1. This will open up the form in your browser.

  2. You can click in the comments section and type your response or if you have user fields on the form to complete you can fill those in too and then click on submit.

Respond to an Email Using the Open in RIB CX Button

  1. Click on Open in RIB CX.

  2. RIB CX will open in your browser.

  3. Log in.

  4. Go to the form.