Reviewing Documents

 

Reviewers receive an email notification advising of documents that require their review by a required date. The reviewers then review the documents either on-line or by downloading and printing them for manual mark up.

Each reviewer must complete their Review using the DocumentReview screen to record their review comments into the system. The Review screen can be used to:

• Redline the drawings on-line.

• Make text comments against the document on-line.

• Attach an external file, for example, an MS Word document of comments.

• Attach a scanned copy of a hardcopy mark-up.

The Review screen is also used to indicate that a reviewer has completed their review and the date. An email notification is then sent to the next reviewer in sequence and a notification is sent to the review coordinator informing the reviewer has finished.

Using the Document Review screen:

1. From the Module Menu, hover over Documents and select Review. Alternatively use the hyperlink in the Workflow Widget on the Dashboard .

   

   
   

2. If there are many documents awaiting review, use the Search box or filters.

   

3. Download one or more documents to a PC for either printing or offline review. If the hard copy is marked up, scan and upload as an attachment.

   • To download a single document, click the Download icon to download the document

   • To download multiple documents, click the Download icon in the toolbar, and then select the files from the Select files to download dialog box.

     

4. Click the Redlines icon to open the document in the online viewer (if activated on your project). The document can be marked up (red-line) and text comments can be added.

5. Click the Comments icon to add electronic comments to the documents.

6. In the new window, click the plus button to add a comment.

   

   • To attach external files, click Attach Files and select one or more files to attach and click Open.

     

   • Select a Category for your comment (optional).
   • A comment raised on behalf of a 3rd party is specified in the Raised by value.
   • Click Save when finished to return to the Comments window and close the window to return to the Document list in the Review screen. The comment icon changes to a red icon to indicate that there is an outstanding comment against the document.

   

7. Once your reviews are complete, from the Document Review screen, select the Document/s and click Complete.

   

Group items in the Document review register

You can group entries in the Document review register by available register columns to help you quickly locate documents.

The grouping tool, which is shown as a gray bar above the column headings, lets you drag and drop a column heading to group by that column. For example, if you drag the Sts column to the bar, the documents are grouped by status. In the image below, the documents are grouped by status in ascending order. The documents with no status would come first, followed those with IFC status and then those with IFR status.

You can click the arrow next to the column name in the tool to change the order from ascending to descending. You can expand and collapse the groupings, so you can find the document you are looking for quickly.

To use multiple groups, you can drag multiple column headings to the grouping tool. The documents are grouped in the order the headings are placed in the tool. For example, if you were to add the Discipline column to the scenario above, the documents would be grouped by status and then discipline within the status.