Frequently Asked Questions

The new InEight Document Enhanced User Interface updates include dashboard and navigation improvements, new filter features, a new Document Register view, and an overall streamlined design.

You can change the password that you use to log into InEight Document by going to the User Preferences area on the top right hand of the dashboard. Click the Profile icon, and then select Change password.

If you’re working on several projects, you might have more than one set of login credentials. The login profile feature combines all your credentials under a single profile account. It allows you to log in to all your projects with one email address and password. Click the Profile icon and select Manage login profile, then fill in your details and click Save.

Single Sign-On allows you to log into and access InEight Document with the same credentials as those used when logging into your computer or organization network.

From the Module Menu, hover over Address book, and then select Contacts. The address book in Document is project specific and is structured in three levels:

• Contacts.

• Companies.

• Company types

The Dashboard is made up of tiles that show you project information from each module. You can also adjust the size of the tiles, reorder them or add/remove them.

• Click the tile icon in the top left corner of the screen to show a list of modules you can add.

• To change the order of Dashboard tiles, click the heading bar to drag and drop the tile where you want to move it.

• To re-size Dashboard tiles, click the arrow icon in the bottom right corner and drag the tile to make it smaller or larger.

With the new user interface, you can customize the look and feel of your Register. Dashboard and Register configurations can be saved, along with filter conditions for different Registers. To create a new view:

• Apply any filters and column settings.

• Click the View drop-down menu and select Save view as.

• Enter a view name and choose Personal as a register view type, and then click Create.

• Saved views are accessed by clicking the View drop-down menu

User preference settings let you define default user preferences for a project that are inherited by newly created users. Default user preferences for project standards for communication and notifications might have been assigned when you started out. You can update your own preferences as you become familiar with your projects.

Projects are linked together for the same user, based on the combination of User ID, Company ID, and Password. If any login details are different or changed for one of these projects, this might result in a project "disappearing" from the user's project list. Login Profiles allow multiple accounts relating back to a single physical user to be linked. This forms a single credential to access projects.

There are several ways to search for documents in the Documents Register. By Simple Search, Filter and Sort, and Column Filters. For a Simple search, enter key words in the search box above the Register. The Register will display documents (or mail if in the mail Register) containing those keywords.

To remove all user applied filters in the register view, simply click Clear All filter button above the register and this will return the register to default mode.

Use Filter/Sort in the Document Register and use the Module column filter to select purchase or deliverable items. The Module filter is only enabled if the project has Vendor Data.

Use of folders in Document enables a centralized filing system to be created for use by all parties on a project (public folders) or for use only by a single company on a project (private folders). The use of folders on a project does not in any way compromise your security level. You can create folders from your desired Register. These folders can either be standard, smart, or dynamic folders.

Smart folders can be used to effectively automate the filing of mail, documents, and other Document data into folders by defining a set of folder specific filing rules. Dynamic folders can automate the process of creating folders and the filing process of data into the created folders.

Remove the users from the distribution rules and then you can use the transmittal option to transmit documents.

There are two settings which must be in place to allow a user to upload documents:

• The user’s company must be authorized to an upload rule.

• The user must have “Full” access to the Documents Module Via the security group they belong to.

Only a Project Administrator, Additional Administrator (or Company Administrator) can configure these settings.

Check the following settings with your project administrator once you have confirmed the document(s) have successfully been uploaded.

• The Notify option within the Distribution Rule for that type of document.

• The required Notification is not checked under Documents in User Preferences.

• Notifications are batched which means you will only receive them every hour.

If you have access to update document details, you can select the document in the Register, and then click Actions. In the Admin menu, choose Change Document Details.

No. The document must be removed from the review process before the Document Number can be changed. After this is done, the uploader of the document can use the “Change Document Details” function in the Document Register.

A document going through the review is still in the Documents register. However, it is only accessible by the review team, administrators, and document originators. Users can see this document under the Latest register view (subject to document access).

A document stamp is configured to always follow what is in the specification. It will follow the set of rules, page size and paper size. Some reasons for this include:

• The page size or orientation for the document is not included in or doesn’t match the specification.

• The PDF document is locked for editing. The PDF view file size exceeds 50MB.

• The rule to activate the stamp has not been satisfied. There has been a delay in the stamping process.

For access to deleted document metadata – run report "080 Deleted Documents - by Document."To retrieve deleted view files (documents) Contact Ineight Support

InEight Document provides a number of different options for uploading documents into the Document Register. Click on the links below for more detail:

Documents uploaded to InEight Document that are restrained are posted to the document register with a review status of Awaiting Review/Release. A restrained document can only be accessed by the review initiator and project administrators. After the workflow is activated, the document can also be accessed by the review coordinator and review team members.

Mail visibility can be controlled by Security Groups or for a specific user. Users' Mail viewing access can be restricted to Personal, Company or Department mail access. Users will only be able to see mail that has been send to them (or their department or company if they have been granted that level of access).

You do not have access to the reply and forward mail types available for this type of mail or you do not have the appropriate mail access to perform this function. Contact your administrator.

Select all the mail you want to change the status of in the Register and then click Actions. Click the Change Status To menu item and select the new status you wish to change the mail to. Click Yes to confirm.

You can only delete mail in the Drafts and Unregistered Mail folders. However, you can cancel mail from the Sent Items folder. Mail can only be canceled if this option is activated in the project settings.

Every mail item has a status. Filter mail by status to see which items require action from you or a recipient. Manage resolved mail items by changing their status to closed out. You can also automatically set mail items to be given an automatic status in user preferences.

Each recipient can manage their own Mail status without affecting the mail statuses of other recipients. For example, if the sender of a mail item sets the Mail status to closed out, the recipient’s status will remain as outstanding.

Thread status is equivalent to the originator’s mail status. After the originator closes out the first piece of mail sent in the thread, the thread status is closed out. It can only be closed out when the first or originator email has been closed out.

Click the Manage column near the top-right of the Mail Register view and select Favorites by ticking the box near to it. Next, click the arrow icon to the Select column on the right. From here, you can position the Favorites column by clicking the top and bottom arrows on the right-hand side. Finally, click Apply when done to activate.

To send mail to external contacts:

1. Register the contact within InEight Doc with a valid email address.

2. Mark them as an external contact. This makes the system send the entire content of the correspondence to their normal email inbox.

3. Generate a mail and assign this contact as the recipient.

4. Remember that the responses from external contacts will land in your unregistered mail inbox, where you must go in and process them.

We highly recommend inviting all contacts to login and access their InEight Mail to have the most amount of control and status tracking.

You can only delete mail in the Drafts and Unregistered Mail folders. Mail items in your Inbox and Sent Items folders cannot be deleted. All deleted mail is moved to the Deleted Items folder. From here, you can delete it permanently.

There's no limit on the number of attachments or file sizes. It is however recommended that a reasonable file size be used depending on your Internet Connection speed.

An Administrator can access this function by clicking Actions and then under Admin, selecting Configure Mail Workflow. This brings up a list of mail types available from which forwards and replies mail types can be defined.

Only Project Administrators have access to create new mail types.

By default, this can only be done by the user. However, if the Project Admin believes that administrators should be able to change the email address for other users, a request to enable this function can be made through InEight Support.

Access to the system, Modules, Mail types, Transmittal Types and Forms are managed using Security Groups.

Recipients can automatically be notified about future transmittals of revised documents by selecting the Notify recipients of future revisions automatically option. If this option is not selected, recipients will not automatically be notified about revisions. The Pending folder shows recipients that have not yet received transmittals containing the latest revision of a document.

A Non-workflow form only has two steps: Originator step and a response step (all other sections except originator sections belong to this step).

A Workflow form can have a more strictly controlled set of steps to follow. A form can move forward or backwards according to programmed workflow. You can also control and assign statuses to automatically change based on where the form is in the workflow.

With the appropriate permissions, open the user record from the address book and edit details as required. To make a user inactive tick the Make Inactive box. Click Save once completed.

Company administrators are similar to project administrators; however, they are restricted to administrative tasks within their own company up to their own level of access and security.

Each company can only have one user assigned by a project administrator to be a company administrator.

Company administrators can perform the following tasks within their company:

• Create new users.
• Edit contact’s details within the project Address Book.
• Make users inactive.
• Change passwords.
• Create new Mail Security Groups.
• Modify Mail Security Group Definitions.
• Set Discipline Matrices.
• Approve and reject document subscriptions.

Importantly, a company administrator can only assign access and security levels that they themselves have been assigned. For example, if the company administrator has access to only Architectural documents (Discipline Matrix) and no access to send Transmittals, then users within that company cannot be assigned access to documents of another Discipline (e.g. Electrical) or be given access to send transmittals in InEight Document.

See Also:

Assign Company Administrators

The process of creating a new user involves:

1. Adding the user to the Address book.

2. Assigning the user to a security group.

3. Setting the user’s access levels to the different modules of InEight Document.

4. Adding the user to a document distribution rule set (optional).

The minimum requirements for enabling Document users are adding them to the Address book and allocating them to a security group.

Contact the project administrator and request for the company administrator to be changed.

See Also:

Updating the Project Administrators

The project settings can be access by clicking the Settings icon in the user preferences and help area located at the upper right corner in the Register view dashboard.

Contact and company details can be imported from a Microsoft Excel worksheet. The imported Microsoft Excel sheet needs to be downloaded, completed, saved and then imported. Contact and company details can also be imported from other InEight Document projects that the project administrator has access to.

See Also:

Importing Contacts from Microsoft Excel

Importing Contacts from Another InEight Document Project

On the top dashboard navigation bar, click the Module Menu, hover over the Address book, and select Contacts. Then, if you have the appropriate permissions in the contact list, you can go to the Contact ID column and select a user. You can then edit the details as required, and then click Save.

When PDF documents are uploaded to the Document module, a background process checks the uploaded file to see whether it is a scanned document or an image based PDF file (that does not have any extractable text).

If the file does not have extractable text, then the InEight Document OCR engine attempts to do an Optical Character Recognition (OCR) of any text in the document and converts the text to extractable and searchable text. The extractable text is then overlayed on the file and the updated file then becomes available to end users.

Open the file with Adobe Acrobat Reader, and click File then Save as Text. If the saved text file has any text in it, it will not be extracted by the InEight Document OCR engine. If the text does not appear in the text file output, it is likely image based text which should be extracted by the OCR engine.

Currently only PDF file formats are supported.

Currently only Document view files use OCR.

When the OCR process completes the document view file will be replaced with the OCR copy of the file and a corresponding entry will be created in the Document History.

Currently only English is supported.

No, only the files that are uploaded after the setting has been enabled will be analyzed by OCR.

This could be due to a number of reasons, check the following:

• Ensure the project is using the Enhanced UI (it is not compatible with classic).

• Ensure the OCR project setting is enabled.

• Ensure the document does not already have extractable text.

• Ensure the document text is in one of the supported languages.

• Ensure the document size (I.e. page dimensions) is not too small. Ideally the document size should be a minimum of A4 or Letter size.

• Ensure the PDF file is not corrupted

If you still have any issues, please contact us for further investigation with the document details.