Provides a user specific detailed view of:

• All documents that have been distributed,
• All document Revision Notifications.

Access is granted via Documents for Review permission, in which case all distributions Received or Sent by the user are visible.

Additional access to see all project distributions is given with the Documents for Review Project List role, with further Sign Off access also given with the Admin role.

The list can be set to show all Project distributions or distributions Received or Sent by the user. 

Further filters allow easy retrieval and location of distributed information, with commands to Review and Comment on documents meaning that the Docs for Review List page should be a primary page useful for all DMS users.

The Issued Date Filter in the left panel is highlighted to show last 3 months by default.

Filters Panel

A full set of Filters that act on the Docs listed in the main table window. 

Choose your required filters and click button at the bottom of the panel to action.  Click button to reset filters to default.

Status

The status of the distributions to show in the main table window.  This is the type also referenced in the status column of the DMS Document Library, as well as the Status column of Docs for Review List page

All

Shows all distributions IE all Active, Overdue and Complete in the main table window.

Active

Shows Active distributions in the main table window.  Active distributions are those which are yet to be Closed by all recipients.  This is the default setting for the page.

Overdue

Shows Overdue distributions in the main table window.  Overdue distributions are those which are yet to be Closed by all recipients and that have passed their Distribution Due Date.

Complete

Shows Complete distributions in the main table window.  Complete distributions are those which have been Closed by all recipients.

Container

Shows distributions of documents from each of the WIP / Share / Publish containers of the DMS document Library.  WIP is the default setting for the page.

Source

Shows distributions of documents that have been triggered either from a Workflow or Manually.

Approval Required

Shows distributions of documents that have an Approval Weighting requirement.

Filters

Various drop down selectors to filter the main table listing accordingly.  The filters available are:

Issued By Company

Show document distributions that are issued by users in this company.

(disabled by default in 'My Received' and 'My Sent' views)

Issued By User

Show document distributions that are issued by this user.

(disabled by default in 'My Received' and 'My Sent' views)

Issued To Company

Show document distributions that are sent to users in this company.

Issued To User

Show document distributions that are issued to this user.

Transmittal Purpose / Suitability

Show document distributions that have this Transmittal Purpose.

Document Purpose / Suitability

Show document distributions that have this Document Purpose.

Revision

Show document distributions that have this Revision.

File Type

Show document distributions of this file type.

Issued Date

Show document distributions that were sent during the two selected dates.

Response Required By

Show document distributions that have a Due Date during the two selected dates.

Expiry Date

Show document distributions that have an Expiry Date during the two selected dates.

Clear

 Clear any currently set Filters and show all documents in the main table window.

Filter

 Action any filters that are currently selected and show the results in the main table window.

Table Detail Listing

Details and Actions for working with Distributions.

Search

Search the displayed document distributions and display the results in the main table listing.   To trigger current search.   To clear search results.  Set the search drop-down to search:

• Filename - The document filename
• Transmittal - The Transmittal No
• Subject  - The Transmittal Subject

If you have some filters set on the view, Search will show results from that filtered set.  Clear the filtered set, and then Search will show all results.

View

Show the following document distributions in the main table window:

Project

Shows all document distributions that have been sent in the project.  Available to users with the Documents For Review, Project List role.

Security Group access is honoured in the Project filter view, so the following columns will not be available for documents without user security access:

• Download/View
• File Location
• Respond
• Secondary Files
• Linked Files
• Add to Basket

Users with the Admin role additionally get access to Signoff documents on behalf of other users.

Clicking on the Outstanding column icon provides additional details and options in the Awaiting Action From panel.  Select users and:

• Send Reminder - Sends an Email reminder to the selected users about the document distribution.  If the user is an External User, then any other Cc'd full users will also be Bcc'd.
• Signoff - Signoff the document distribution on behalf of the selected users.

These actions will be recorded in the Activity Log of a document as an action on behalf of the selected user.

My Received

Available to users with the Documents For Review, My Received / My Sent role.

Shows document distributions that the logged in user has Received.  This is the default setting for the page.

My Sent

Available to users with the Documents For Review, My Received / My Sent role.

Shows document distributions that the logged in user has Sent.  You must have Issue Documents role in order to distribute.

My Company

Available to users with the Documents For Review, My Company role.

Shows document distributions that have been sent To/Cc/Bcc anyone in the logged in user's company. 

This gives the same functionality as the Project view but with the built-in filter of showing user's company distributions.  In addition, normal users can Signoff distributions that have been sent to anyone else in their company, while users with the Admin role can Signoff all distributions.

Document Actions

Multiple Closeout

Opens the Close Item panel to close and add the same response to all currently selected files. Currently limited to 60 files in a single Close Out.

Multiple Closeout will function against Manual Distributions, Workflow Distributions and Distributions that require Approval but not a mixture of.

Add new markup (with QR Code)

Add a new markup with a QR code to a document distribution. 

PDF Documents that have previously been downloaded from Docs for Review when QR codes are configured on the project will have the QR code included on the cover sheet.  It is these files that work with this command.

The upload wizard shows the QR found status column to confirm that the code has been recognised and the original file located.  It is Red if not found, Green if found.

Email new Markup (with QR Code)

Download

Download the selected files to your local machine for review.

If QR codes are configured on the project, then PDF files will be downloaded with a cover sheet that includes a QR code.  Later, use Add new Markup (with QR Code) to automatically upload markup responses to the originally downloaded PDF.  Uploaded markups are added as Secondary files to the originally downloaded file.

Use this tool in conjunction with filters to isolate and bulk download files.  e.g. Search or Filter for a set of documents, Select all the results and Download in a single zip file.

Note: QR Code placement within documents is not supported when bulk downloading files.

Reissue

Only available in the Project and MySent views, the Reissue command enables the currently selected documents to be reissued via a new Distribution.

Basket

Add / View

Documents that appear in the Documents for Review can be added to the basket. Please see Basket Functionality for further guidance.

Reports

Metadata Report

Download the Document Metadata Report for all the files in the current filtered view.  This will show as the Search results option.

Please note that each document is only reported once in the output report, so you may get fewer results in the output than you have filtered results in the window.  This would show that some documents were distributed multiple times.

Signoff Report

 Download the Document Signoff Status XLS Report for all distributed files in the Project.

Options

Save Layout

Saves the current column layout, including the sorting orders for use in the current project.  This setting enables a different setup of columns to be saved for different projects.

Table options

 Set the table options.

• Excel Style Filters - Display the Excel style column header filters.  Note that these filters work on the current Page listing and not across all filtered results if they extend past the current page limit. 
• Freeze table column - The number of columns on the left hand side of the table to freeze if the table is panned across to the right.
• Row Height - The height of each row before any text wrapping that might happen for long values.

Notifications

Configure whether you would like to receive email notifications for Overdue Documents and Documents due the following day.

Table Columns

The Table Columns sort order and visibility can be set with a mouse right-click over the column headers.

The column widths can be dragged to resize.

The columns also have functions built into them.  By clicking on the buttons displayed and links shown, various actions can be triggered against the selected files.

The available columns are:

Select

 Select files in order to action multiple files in a single command.

Download/View

The Download/View column has 2 icons:

Download the file to be opened locally on your PC.  This will include a Cover Sheet if QR codes are configured on the project.  Once clicked, the icon changes to showing the download has started.  The time it takes for the download to start will depend on the size of the file which will then be downloaded according to your browser settings.

Inbuilt PDF file viewer.  For PDF files a preview can be shown within the browser.  Files can then be downloaded, printed and navigated via the preview panel. 

External Users will be able to see all annotations added to a document via Docs4Review, but they will not be able to respond to them.

Status

Displays the Status of the Transmittal of the Recipients who were sent 'To'.  The Status does not track recipients who were 'Cc'd for Information'. 

The coloured dots used to represent the status are:

Red - The Status is Issued, i.e. the Document Distribution is not 'Closed' by any of the recipients. 

 Orange - The Status is In Progress, i.e. the Document Distribution has been 'Closed' by some of the recipients but not all,

 Green - The Status is Complete, i.e. The Document Distribution has been 'Closed' by all the Recipients.

No

The Transmittal Number of the Document Distribution.  This value is included in the Search.

Author

This is the Document Author(User) as specified on document upload or via metadata editing.

Owner

This is the Document Owner(Company) as specified on document upload or via metadata editing.

To/Cc

Only available on 'My Received' tab, shows whether the recipient was a Directed To user or a CC user on the distribution.

Uploaded by

This is the User that Uploads a document into BIMXtra DMS and is captured from the current logged in user profile.

Issued By

The User who Issued the distribution.

Issued By Company

The Company of the User who Issued the Distribution.

Issued To

The total number of Document Distributions in the Transmittal.

Outstanding

The number of outstanding Document Distributions in the Transmittal.

Please refer to the additional functions for DMS Admins with the outstanding column in Project View.

Issue Date

The Date of the distribution.

Due By

The Response Required By Date of the distribution.

Expiry

The Expiry date of the distribution.  Documents are no longer available for View/Download by their recipients in Docs For Review after the expiry date. 

Subject

The subject line of the distribution which is also seen in the email notification subject line.

Transmittal Purpose / Suitability

The purpose of the distribution if the recipient was set 'To', otherwise 'Cc'd for information' for recipients Cc'd. 

File

The filename of the document distribution.  This value is included in the Search.

FileSize

The size of the file.

BS1192 ID

The Metadata ID as configured in the project DMS setup.

File Location

Link to the folder location in the Document Library.

Revision

The revision of the document distribution.

Document Purpose / Suitability

The purpose of the document that has been distributed.

Respond

Show the responses added to the document distribution.

Click to open the comments panel and add review responses with optional attached files.  The current transmittal number will show any other responses, and any further responses will be added to that transmittal number. 

Enter your Text Response and press Add Response, then add any required files to the response.

Adding a response does not close the document distribution and enables a review conversation to be undertaken in Docs For Review.  The status of the document will not be set to Complete until the Close command is also run.

Responses can be added at any time, even if the document distribution has been closed, and they can be added by:

• The original distributor
• Distribution recipients
• Distribution CC
• Project DMS Admins

Files can then be added to the response by the two types of BIMXtra users:

• Internal users can Browse to upload a local file from their PC or Link to DMS to add a file already in the project DMS
• External users can Browse to upload a local file from their PC

Responses can be seen by the two types of BIMXtra users in two ways:

• Internal users see all responses added to the document distribution
• External users only see responses added by:
  • The original distributor
  • Themselves

Status

A text label of the status of the document distribution of the logged in user.  It is either:

• Issued - The document distribution is not 'closed' by any of the recipients,
• In Progress - The document distribution has been 'closed' by some of the recipients but not all,
• Complete - The document distribution has been 'closed' by all the recipients.

Secondary Files

Open the Secondary files panel for the document.  You can download existing secondary files in Docs For Review, but further functions can only be done in the Document Library.

Signoff

Opens the Signoff Item panel in order to apply responses to document distributions and close them.  The Signoff facility can now only be launched from My Received or My Sent views

On DMS Workflow distributions that have been configured with an Approval you also select that approval before Submitting.  Approved and Approved Subject to Comments both result in an Approved vote for the document.  The actual resultant status of the document will depend on the Approval configuration in the workflow and the votes of other users on the approval list.

Additionally, enter your required Comment in the Add Response box and click Submit to apply.

Email Notifications can be sent to document participants as configured in the project DMS Distribution settings.

Once closed, your document distributions become Complete.

Reissue

Only available in the Project and MySent views, the Reissue column enables the current document to be reissued via a new Distribution. 

To reissue all currently selected documents, refer to the Reissue command.

Activity

Show the Activity log for the file.