ProjectDox Training Manual-Infrastructure Systems Group
Contents
1. ws 2 WSSC iew even cooronacor surteawnerotar co Won Name IES Bah Rava WNT Instructors Besse upload al necessary rawngs and supparing documents tthe coreepondag al rave been upboaded arc the Submission lense cick the Uploed Process Complete button at the bottom current User Logon Josh Mazurek jmazureesscweter com for VISSC reves o By ding es te Comite mutan ten Ihave drawings ane dementia te coneapentng tsidera ond sabt ar VSSE ma Follow the activity instructions to upload necessary documents and drawings AAll plans must be in vector based format Plan sheets must be uploaded individually and not combined Must be uploaded to the correct folder o Study o 30 o 70 o 90 o Bidready 14 ProjectDox Training Manual 1350 Department of Information Technology 4 Minimize the eForm and click on the folder that represents the review stage Expand the folder structure to get to the desired folder by clicking on the root Marked WSSC Pan Review wssc ial esse res mariana Lome ke Wrsaumsesmemvi win E snow uana For nune rg Suus2. Project Description Automatically entered Project Received Date 10 31 2013 Company Name Applicant First Name Applicant Last Name Applicant came Those without an asterisk are optional gt Applicant Phone Applicant Email Site County Select WSSC Project Manager WSSC Email WSSC PM Phone Required Field Create Project Click on Create Project button Don t forget to confirm the correct applicant email address as this will be used to notify the applicant that the project has been created and is ready for uploading documents 11 Page WSSC Department of Information Technology ProjectDox Training Manual 8 Click on the Project button to verify the project is in the project list and is attached to Applicant WSSCePlan Review naavanomes ene Ren tre mee TA Tons rae i p Notice that the Task now shows Applicant Upload Atthis tage theapplicant has received a link to the project and can now upload files XX comers 7 12 WSSC Department of Information Technology Applicant Upload ProjectDox Training Manual Applicants will receive an email invitation as a response to a Project Submittal Request After logging in to ProjectDox the applicant will find the project in his task list
3. eia ium A anges WSSC cPlan Review BRSETOAIX Quse tot an race rar ai in ety 5 ri EIU Eien ior mare atan rius oe eue aon 3 D atta Click Upload Files 15 Page 1350 Department of Information Technology ProjectDox Training Manual 6 When the new popup windows appears browse to where your files are located WSSC Plan Review wssc BR557941X kic Bassons TT WSSC cPlan Review caer E LI seen 16 Page WSSC Department of Information Technology ProjectDox Training Manual 7 The file name and the size of the selected file s will be displayed Once finished click on upload to complete the upload file s process WSSC Pian Review wssc BRSSTOAIK EFI un certact green fs Ss erie nr oles carey Su WSSC ePlan Review pars SEES teapot marean ert a IE The Name and Size of Selected Files will be Displayed Here ve tat stems licking Upload Will Complete the Browsing Process ntu ple Additional Files Can Be Uploaded by Cli Add Mor
4. WSSC Department of Information Technology Department of information wssc 12 9 2013 WSSC Department of Information Technology ProjectDox Training Manual ISG ProjectDox Training Manual Infrastructure Systems Group 2 Page WSSC Department of Information Technology 10 11 ABOUT THIS GUIDE AUDIENCE INTRODUCTION KEY CONCEPTS CREATE PROJECT APPLICANT UPLOAD PRESCREEN REVIEW FORMAL REVIEW PROCESS DEPARTMENT REVIEW QAREVIEW QA REVIEW BATCHSTAMPS PRC ProjectDox Training Manual 3 Pa 13 20 24 29 a 52 WSSC Department of Information Technology ProjectDox Training Manual 1 About this Guide This document contains step by step information for the Avolve Standard Workflow Process It is intended to provide detailed information for training purposes 2 Audience This guide is intended for use by Infrastructure Systems Group ISG users and departments involved in the electronic review process The focus will be on the ProjectDox workflows for use in reviewing water and sewer reconstruction and relocation capital improvement projects 3 Introduction This document contains general concepts and workflow details for Avolve Standard Workflow Process using specific electronic forms eForms The workflow itself controls all the process steps including the invitation of the Applicant and all required plan review team members It also controls the access and permiss
5. Participants Review Coordinator The Review Complete step will display to the Review Coordinator a completion button based on the results of the review If any review has the status of Corrections required the button displayed will be a reject button and will initiate the Resubmit Notification to the Applicant Any other status selected Approved No Review Required Assign Only will display only the Approve button and send the workflow to the final processing steps for electronic plan review The Review Coordinator will receive an email notification for assignment to the Review Complete Step after the QAReview step is completed 1 Select the ReviewComplete link from the Task List shown under the column heading of Task a This can be done from the global or project specific task lists 2 A dialog box will display Do you want to accept this task Select OK to accept responsibility for completing the task a Accepting the task removes the assignment from other group members task lists b Status column on the Task List updated from Pending to Accepted 8 Selectthe Approve or Reject button to advance workflow to next step a This will close the form complete the task and remove the task from the user s task list REVIEW COMPLETE STEP REJECT If Reject was selected the Applicant receives an email notification of the resubmit task assigned to them and a task added to their task list The applicant has
6. 1 Click Measure Calibrate 2 Locate the Graphic Scale on the Plans 3 Enter Points at Known Locations e g on a 1 50 enter first point at 0 second point at50 4 Onthe Calibration Window Select Appropriate Units Feet 5 Enter length between selected points C NEW x 8 TEE NEW LOCATION 1 16 100 NAL CERTI Enter Second Point Here Enter first point here CERTIFY THAT THESE DOCUMENTS WERE PREPA ROVED BY ME AND THAT AM A DULY LICEN BIONAL ENGINEER UNDER THE LAWS OF THE STATE 32 Page WSSC Department of Information Technology ProjectDox Training Manual Measure Access commands for measurement and calibration You measure lines polygons circles and rectangles use the measure count feature and access the measurement settings dialog Measurement Properties Depending on the measurement tool selected from the menu line polyline polygon rectangle circle or count various properties display for that measurement including Count Clear All and undo Last Bal clears all or only the last count marker placed on an image If Show Leader is selected a text box with category color border will display each individual measurement result on the entities you 33 Page WSSC Department of Information Technology ProjectDox Training Manual place The Negative Area check box allows you to place a negative entit
7. In red rectangular below WSSC Plan Review WSSC Project Create 156 Morin Cam rte HE rfc Conte i em Eng LL L Peete preet create esc SGrom cae Panos Fete pero rate coma ne cra Ema Fave p ee tnl eget sun ene fener emma bm he nat iot m Venen ms moea 3 Now you can start the workflow by clicking on ISG Project Application link WSSCePlan Review wssc asc Proectcreate i86 isa reas re poer d 4 Accept by clicking on OK OEE 9 Page WSSC Department of Information Technology ProjectDox Training Manual 5 Enter the application by clicking on the task in red rectangular below WSSC Plan Review s rem J a 0 toges Leman rome rots Rrra amtaa ree ies Soma MSSC Project Create ISG aee Sais spin y 6 Accept the task by clicking Message from web Y Do you want to accept this task Ca ea 10 Page WSSC Department of Information Technology ProjectDox Training Manual 7 Enter the project information All project information and options can be modified later through the Edit Project screen with the exception of the Versioning Enabled setting Wwssc i blan Review Items with an asterisk must be completed Project Unit sSelect Project Number Project
8. be followed to remove a department 1 On the eForm remove the check mark from the Select Column of the Select Reviewers table on the eForm 2 Click the Assign Remove Reviewers button a The page will refresh the row displayed the Department Review table be removed and the task be removed from the task list of the users associated to the group 3 Click the Complete Group Request button to close the eForm and complete the task or follow the above steps to add an Additional Group IMPORTANT Departments cannot be added and removed in the same action The addition removal of users must be a done sequentially if both actions are required 27 Page WSSC Department of Information Technology ProjectDox Training Manual Reactivate Completed Task The reactivate feature will allow a user who has completed their task to reaccept their task for an activity while others still have outstanding tasks in the same step in a running workflow Department Review for example If there are 3 departments selected for department review and user A completes their task and user s or C or both have not completed their task then user A can reaccept their task Reactivate usage notes Reactivate allows a reviewer for instance to update notes markups for review accuracy prior to activity completion e Department Reviewers can select the task and reactive to In review status Department Reviewers notes and markups are main
9. both documents display at 50 transparency In Side by side mode center the slider to view the changes side by side overlaid at 25 transparency Move the slider all the way to the left to view 50 transparency or all the way to the right for 0 transparency no overlay Nudge Alignment This button is available when using the Overlay Overlay Differences Side by Side Additions Deletions and Unchanged viewing modes You can use the Nudge Alignment commands to nudge and re scale a compare image or drawing to an open drawing allowing you to interactively make small adjustments to align the files more precisely This feature is especially useful for comparing two TIFF images that contain the same text but have different line spacing Click the Nudge Alignment button and select a direction to nudge the compare file by one increment 44 Pag WSSC Department of Information Technology Review Information ProjectDox Training Manual You can also use the hot keys below to quickly nudge the alignment Use one of the following key combinations once or multiple times to nudge the overlaid older version in the desired direction Ctrl arrow nudge position left lt Ctrl gt Right arrow nudge position right lt Ctrl gt Up arrow nudge position up Ctrl Down arrow nudge position down Compare files between projects or outside same folder This is done through the Resources tab on the eForm There
10. is a section that allows you to pick any 2 files from any 2 projects that you have access to as a user and then hit the compare button This has to be utilized when you have a task and therefore have access to the eForm Type in the name of the Project as no pick list is available VA rw XXV V iw VV Required Projet Routing Slip Site Utility Forms Developers Forms and Technical Services Group Fees Land Unit Select File File Compar ie Select projec BRETETLITEST JER1234A56 c BRITITITTEST co BRANI cg Drawings E Drawings 5 Fies De LE Teo testi m mn Study EE mer 20 percent a Documents 70 peront Approved cert ten 330 percent a wssc I evapore Documenta Compare Selected Files 45 Page WSSC Department of Information Technology Reports ProjectDox Training Manual Reports tab is available when you enter any project along with the Project Info tab that allows System and Project Administrators and Project members to run project specific reports that have been defined in the Admin Reports screen and made active by the Database Administrator Standard reports are delivered with the installation of ProjectDox Your database administrator can create additional reports upon request Customization of current reports is also available Sy
11. selected by clicking the link under the Task heading of the portal or by selecting the Task List PD Flow button on the Active Projects page to display the task list as a separate window Project Specific Task List amp Werkftew Portals If a focused view of a task for a specific project is needed it is accessed by entering into a project and selecting the Task List ProjectDox button Selecting this button while in the project will display a workflow page with any WF reports the user has access to the project specific task assigned and if permission has been granted the start workflow EForm An eForm is an html page used by the workflow to share information and advance the workflow A user only has access to the eForm when a task has been assigned to them or they have taken responsibility to perform a review for a given assignment First in Group The first user who accepts a task takes responsibility for the assignment and the completion of the step As an example the Fire Department may consist of 5 persons Using the concept of first in group the entire department will be notified of the review and a task issued to their task list If user 1 of Fire Department accepts the task it will be assigned specifically to User 1 and the other 4 users of the group will have the task removed from their task lists t is important to note that the Infrastructure Systems Group Units encourage the identification of reviewer resources prior to the
12. some cases reviewers are associated to multiple departments and therefore multiple reviews In these instances ePlan has some additional steps to associate a user in this situation to a particular review Here is what you can expect A reviewer associated with multiple departments and invited to perform multiple reviews will see a task on their task list for each review The task list display is slightly different depending on the type of assignment being used If the concept of First In Group is used when the task is viewed on the task list the Attach To column will show the department name for each task and will treat the reviews as separate First in Group Assignment Tex pe m say Stasi If a reviewer is invited as an Individual two tasks are received with the Attach To column showing the reviewer s name but there is no indication associating a department to task In those cases an additional step is required to associate the department to the review using the Assign Group section of the eForm prior to gaining access to review the eForm 40 Page WSSC Department of Information Technology ProjectDox Training Manual Individual Assignment Prete p ra sd enc p For reviewers whose initial invitation to the project is done First in Group prior to the start of the second review cycle the invitations are converted to Individual assignments allowing
13. start of the review process This will help to enable notifications to be sent to the desired reviewers 5 Pa WSSC Department of Information Technology ProjectDox Training Manual Packaged Review Electronic Plan Review uses the concept of packaged corrections where a single resubmit notice is sent to the Applicant after all review departments have completed their portions of the review process QA Review and Review Complete steps must be completed before notice is sent to Applicant The notice lists all departmental problems and issues to be resolved The notice also contains links to the drawings and documents in question with respective markups and notes Reminders Reminders are not configurable as it must be hardcoded into workflow This is a list of the reminders that have been set up in the ISG workflow Applicant Upload Applicant will complete Applicant Upload task upon complete upload of all drawings and documents If Applicant has not completed task 45 days a reminder will be sent Prescreen Corrections If applicant does not resubmit within the requested period the following will occur Notification reminder to Applicant at 10 days Department Review e It Department Review is not completed within 3 weeks 21 calendar days notification sent to Review Coordinator group for action There are no reminders sent on formal review corrections 6 WSSC Department of Information Technology Proj
14. the original reviewer who accepted the review in cycle 1 to be the point of contact for the review for each subsequent cycle This means that the reviewers will need to associate a selected task to a department using the Assign Groups section of the eForm before gaining access to the review eForm starting in the second review cycle To complete a review where there are multiple assignments follow the below steps 1 List and accept the task by selecting OK to the dialog message wish to perform the review for by selecting the Radio button Select the Select Group button to accept the review for this agency Select the task link DepartmentReview found under the heading Task on the Task The Assigned Groups section of the form will display Select the department you 3 i et en fe da ten bre ns p Fapa unl scs ho bn Eseren Raven Mecanica Renae O Tl reviewer 5 The eForm will display a row in the department review table that will allow selection of a status for the review and comments to be added section are used for the The same steps as indicated in the Department Review completing a review 41 Pag e WSSC Department of Information Technology ProjectDox Training Manual DEPARTMENT REVIEWER Under Review Nros AvoLvEsOFTWAgE coM REVIEW ASSIGNMENT COMPLETE nTigavoLvesor Taare com
15. x days to resubmit If the x days is exceeded the workflow sends an email notification to the Applicant Management and Review Coordinator Groups changes the status of the project to Abandoned or any status of the jurisdictions choosing and terminates the workflow When workflows are terminated by the system information is recorded in the database to allow administrators to create a report to see all workflows in this state ApplicantResubmit To complete the resubmit the applicant should perform the following steps Participant Applicant 1 Log in to ProjectDox 2 Select the ApplicantResubmif link from the Task List shown under the column heading of Task 49 Page WSSC Department of Information Technology ProjectDox Training Manual a This can be done from the global or project specific task lists A dialog box will display Do you want to accept this task Select to accept responsibility for completing the task a Status column on the Task List updated from Pending to Accepted Applicant should review a Comments provide by the plan reviewers b View Checklist Items on the Checklist tab c Markups provided in the Markup Section Make required corrections and upload the documents to ProjectDox using the same naming convention as the original file In the Task Instructions section select the 3 check boxes to indicate the items have been completed The selection of all three 3 check boxes will enable the
16. Comparing files You can select two file versions contained in the thumbnails list and open them for comparison The Brava viewer Overlay Compare feature allows you to perform a graphical or textual comparison of two file versions 1 Select the two files you would like to view in Compare mode and click the Compare button WSSC ProjectDox TEST Windows Internat Explorer WSSCePlan Review 2013 4560 Main Contact Tyson Florence Folger a ries rewi SEWER Rolocate sewer ino on Baseine View Folders one Projectinfo Reports gt Project name Description Project imago F E a 2013 1 22 18 AM 2 1 Map Config Hame dene Location Contact Contacts oe Pager EG Project Owner cd Owners mas MESES amis Sis Status ne Projoct Sarina 42 Pag WSSC Department of Information Technology ProjectDox Training Manual 2 Brava launches in Compare mode with side by side as the default view The files will always display from oldest to newest version with the oldest in the far left position Two versions of the files can be compared by overlay side by side added or deleted information only and more from the drop down list of the Compare toolbar In overlay view the older file displays in red and the newer file displays in green for easy identification unchanged areas display in grey The Com
17. Participants Review Coordinator Group The main function of this step is to route the review to the required departments users Once the pre screen review is approved an email notification is sent to the Review Coordinator and a task added to the user s task list Upon selection of the task the eForm will display all possible departments available to which the review can be assigned While there are two types of assignment that can be used all groups in the Begin Review step use the concept of First In Group explained below First Selection Approach FirstInGroup Review Coordinator assigns the review task to all Department Reviewers The first Reviewer to select and accept the review task has it assigned to him her The review task is then removed from the other Department Reviewers task lists Individual This option allows a Review Coordinator to assign a review task to a specific Reviewer The Review Coordinator can review the application review request and decide who on their staff should complete the required tasks based on Reviewer availability skill set etc 1 Select the BeginReview link from the Task List shown under the column heading of Task This can be done from the global or project specific task lists E 2 A dialog box will display Do you want to accept this task Select OK to accept responsibility for completing the task a Accepting the task removes the assignment from other gr
18. a task notification email to the Review Coordinator and add a task to their task list This step allows the designated person to Perform a quality check on the review Return the eForm back to an individual reviewer to make corrections to their review updated status comments add remove markups prior to sending the review to the applicant or through final processing Corrections Required Assign the review back to a user 1 2 Select the Assign Corrections check box for the required user department Add Comments to be viewed by the plan reviewer in the QA Request box as needed Select the Assign Corrections button a b c d This will initiate an email to the select plan reviewer and add a task to their task list The Plan Reviewer views any comments by QA and can respond via the QA Response text box The Plan Reviewer makes corrections follow steps above to complete a review and completes the review Once the review is complete it returns to the QA Review step This cycle can be repeated as many times as required No Corrections Required 1 If no corrections are needed select the No Correction Required button a The eForm will close and the task removed from the user s task list 47 Page ProjectDox Training Manual comma 48 WSSC Department of Information Technology ProjectDox Training Manual Review Complete
19. complete button allowing the Applicant to complete the task Select the Review Complete button Respond OK to the dialog message to complete the task close the eForm Click Cancel to remain on the current view The selection of the Complete and OK buttons will finish the task for the Applicant close the eForm and remove the task from their task list In addition an email notification has been sent to the Review Coordinator assigning them to the step Resubmit Received ResubmitReceived Participant Review Coordinator Once the applicant selects the Review Complete button a notification is sent to the Review Coordinator Group assigning the task to complete the ResubmitReceived Step This step allows the Review Coordinator to confirm that plans have been uploaded and confirm the proper departments are selected for assignment for the next review cycle To complete this task 1 2 Log in to ProjectDox Select the ResubmitReceived link from the Task List shown under the column heading of Task This can be done from the global or project specific task lists A dialog box will display Do you want to accept this task Select OK to accept responsibility for completing the task e Status column on the Task List updated from Pending to Accepted 50 WSSC Department of Information Technology ProjectDox Training Manual 4 Verify the departments for the next review on the eForm a
20. e Applicant and if files are missing or incorrect the submittal can be rejected which allows the applicant to resubmit After the applicant upload is complete the Review Coordinator is notified via email that a task has been assigned to him and a task has been placed on the task list in ProjectDox The assigned task will show as Pending under the Status column of the task list until he accepts the Task To Accept a task is to take responsibility to fulfill the requirement of the step in the process To complete the PreScreenReview step follow the below steps 1 100 in to ProjectDox 2 Select the PreScreenReview link from the Task List shown under the column heading of Task This can be done from the global or project specific task lists Proectime Task Assignadon 1 naamansa wae Ames srienoaoe Ericerra Tie Perts m un 3 dialog box will display Do you want to accept this task Select OK to accept responsibility for completing the task Select Cancel to Close the eForm and keep the task as Pending a Accepting the task removes the assignment from other group members task lists b The Pending status will be updated to Accepted and show the name of the person performing the step in the Updated Column The Pre Screen eForm will display 20 Page WSSC Department of Information Technology ProjectDox Traini
21. e Files 8 Close the popup window 17 Page WSSC Department of Information Technology ProjectDox Training Manual 9 Verify your file s have been accepted by looking at the uploaded files section on the left side BRSS7OATX WssCePtan Review zi wssc rele Soran WIRA UNEREFYCIYL MAIR ETE Gm Gm Oswa Trans roras z LI C TI Hee MAZPONHGODAL edere Rennes ER ESSE Ex ER Fage tart tte stan ttermin The Uploaded File s Will Appear Here Information about the file s below WSSC ePlan Review BR5579A1X Main Contact John Smith Folder BR5579A1X Drawinas Study 1 Files 1 New WTF View Folders Upload Files omo Select mS x7 E ERSS69A13 plans pot 1022012 110746 AM 9 MB Josh Mazurek B g DX pelete permanently removed the file View History Provides a Checkout If clicked this summary of the workflow S res e will prevent others from history for this particular 5 editing the file until the i where particular topics uz P m checkout is undone can be discussed Download Enables the file to be saved to your computer 18 Page WSSC Department of Information Technology 10 Complete the application
22. ecoming enabled 5 Select the Complete button to complete the task a form will close and the task removed from the Review Coordinator user s task list wssc Plan Review Review Information Review Coordinator Renn Bengtsson kbengte vsscwater com J Review 1 Workflow Activity Name 156 Plan Review Workflow BatchStamps activity instructions ease apply the eppropriate approval temp Current User Logon Kenn Bengtsson kbengts wsscwater com J a patches stamped al enter sosumerts 53 Page
23. ectDox Training Manual Standard Workflow Electronic Form Design The eForm design contains four tabs at the top of the form that display information to the end users regarding the workflow process or application The four tabs are described below WZ wssc Bp ePlan Review Review Coordinator wssc 156 supportgavolvesaftvare com Review 1 Workfiw Acity Name instroctons 15G Pian Review Workflow ApplicantUpload ease upload al necessary drawings and suppor ng docurnents to the correspording Folders When al ies have been uploaded and the submission s ready for WESC review ease the upload Process Complete button at the bottom of this form Kern Bengtsson Koengtsewasenater com Current User Logon Review Information Displays information related to the current review in ProjectDox Required Project Info Displays information on Project data Resources Displays supporting resources like WSSC form on web or other sources of documentation Routing Slip Displays the sequential steps of the workflow allowing a user to see when a step has been completed in what cycle and by whom Assigned To PreScreenReview Accepted 4 8 2011 12 PM Nicole Thome 7 Page WSSC Department of Information Technology ProjectDox Training Manual 5 Create project Participants Review Coordinator Project Managers The ability to start a workflow is granted to designated pr
24. ectrflee Page Location to move bacara forth between changes tackercund color and oare Taanon are 30 Page WSSC Department of Information Technology ProjectDox Training Manual Annotation The annotation has tools for creating Changemarks Changemarks The Changemarks tool allows markup authors to type or copy paste in detailed text in a scrolling window Authors can also add hyperlinks to point the user to additional information Reviewers simply need to double click on the markup entity while in select mode to review the text or automatically scroll through each Changemarks contained in the Changemarks list by clicking a Next button See Also Changemarks Panel Changemarks combination tools These tools are available purely for convenience With a single click you can add a Changemarks with either a Highlight Text Highlight i Cloud or Arrow added the two entities behave independent of each other The Text Highlight is only enabled when text found on the file or document 31 WSSC Department of Information Technology ProjectDox Training Manual Measure Measure toolbar contains tools for measurements purposes Annotate Redact Measure Before measuring calibration must be completed To calibrate
25. ext contained in a document file Use the Text Comparison mode to view the non WYSIWYG text content comparison of the open and compare documents 43 Pag WSSC Department of Information Technology ProjectDox Training Manual Open File Only Only the file that was first opened is displayed normal colors The set alignment points for comparison tool are available in this mode All Annotate Review Redact Measure and Publish features are supported in this compare mode only Compare File Only Only the file that was opened for compare is displayed normal colors The set alignment points for comparison tool are available in this mode Measure and Publish features are supported in this compare mode Additions Only added areas areas present in the compare version but not in the open version are displayed in green Deletions Only deleted areas areas present in the open version but not in the compare version are displayed in red Unchanged Only areas that are present in both the compare version and open version are displayed in Transparency Slider This tool is available for Overlay Overlay Differences and Side by side modes to adjust transparency amount of the two documents In the two overlay modes move the slider to the left to reduce the transparency of the Compare document additions move the slider to the right to reduce the transparency of the Open document deletions When the slider is centered
26. ion rights for all parties involved in the process This is a proven business process currently in production at over 45 jurisdictions across the U S The goal of the workflow process is to allow the Reviewers to spend as much of their time as possible within ProjectDox performing their plan review tasks The developed workflow will manage the plan review documents address task assignments update review status changes consolidate department reviews issue and manage resubmit notifications and stamp final approved documents This document details each step name identifies departments users involved in the step and provides step by step instructions for completing the process 4 WSSC Department of Information Technology ProjectDox Training Manual 4 Key Concepts Task The definition of a task is an assignment to perform an action in the workflow Task List A list items assigned to a user for a workflow process If a user has no tasks assigned to them in the ProjectDox application no Task List portal will display on the user s Active Projects page If a user has been assigned a task for a given workflow process the list will display in two areas of the ProjectDox site the global task list and the project specific task list Global Task List list displayed on the Active Projects page below the list of projects the user has been invited to The list will show all tasks assigned to a user across all projects A task can be
27. k list IMPORTANT Only departments with a check mark in the check box will be invited to the review Once the Begin Review button is selected and the dialog response given the Review Coordinator no longer has access to the eForm to add additional departments or make changes 8 1 Additional Features Change Assignment Type When the eForm displays three 3 columns are enabled for the Review Coordinator to make selections from Select Assignment and Reviewer Upon display of the eForm to the Review Coordinator the Assignment column displays the intended assignment type First In Group The Review Coordinator can select the dropdown to change the assignment from First In Group to Individual or vice versa for exceptions in the assignment process When changing the Assignment from First In Group to Individual follow the below steps 1 Select the check box for the required department 2 Inthe Assignment column select the dropdown box and choose Individual for the specific department 8 Inthe Reviewer column select the name of the single person that should perform the review for the selected department For changes from Individual to First In Group use steps 1 and 2 above changing the Assignment from Individual to First In Group 26 Page WSSC Department of Information Technology ProjectDox Training Manual Request for Additional Groups Received A task can be assigned back to the Review Coordinator Group by a department whi
28. le in the Department Review Step requesting an additional group added to the review When a plan reviewer selects the Request Additional Groups button on the eForm WF is in the Department Review step a task is assigned to the Review Coordinator Group The Review Coordinator receives an email notification stating in the subject line Additional Group Requested The department reviews are not affected by this request however the Request Additional Groups button will be hidden from the reviewers until the Review Coordinator fulfills this request A Review Coordinator should follow the below steps to complete this task 1 Select the task from the task list and accept the task by selecting to the dialog message 2 Review the Requested Groups section of the eForm for the group being requested 3 Select the check box for the new department s to be assigned in the Select column of the Select Reviewers table 4 Click the Assign Remove Reviewers button a The Assign Remove Reviewers button must be selected to initiate the invitation to the selected group 5 Click the Complete Group Request button to close the eForm and complete the task Removing an Assigned Department department can be removed by a Review Coordinator when the Request Additional Groups button is selected as long as NO plan reviewer for the department has accepted the task If the task for the department to be removed shows as Assigned the below steps can
29. me the WF will Time Out prompting ProjectDox to send an email notification to the Management and Review Coordinator Groups The workflow will remain in the Department Review step allowing the department to be completed e A Project or System Administrator can reassign a task that has been accepted but not completed to another member of their team ADDITIONAL FEATURES Request Additional Groups Selection of the Request Additional Groups button assigns a task to the Review Coordinator Group allowing them access to the eForm in the Department Review step to add a missing department to the review The Review Coordinator can be notified using the Requested Groups section of the eForm Once a reviewer selects the Request Additional Groups button it is removed from the eForm for all plan reviewers in the workflow until the Review Coordinator completes the request Reviewers can continue to perform their review after selection of this feature 1 Select the sign to add the group or groups to the Groups Selected box a Use the box to enter a review agency and click enter to search the list of options 2 Select the Request Additional Groups Button 39 Pag WSSC Department of Information Technology ProjectDox Training Manual a When the Review Coordinator accesses the eForm the requested groups will be displayed Department Review Completing the Review for Multiple Departments In
30. ng Manual WSSC ePlan Review Review Coordinator WSSC ISS support avolvesoftware cem Review 1 Wortiow Actvty ISG Review Woriclow PrescreenReview 1 activity Instructions lease verfy applicant submission s comple 3osh Mazurek jmazure wsscwater com PREScREGUINS COMMENTS 4 Minimize the eForm and navigate to the folders in ProjectDox and review the uploaded documentation based on your business rules to determine if the submittal will be Approved or Rejected and then select the appropriate button 5 Button selection will determine the direction of the workflow APPROVE Selected when no additional information or corrections are required from the applicant and the submittal is ready to be routed to the departments for the formal review process to being a Click the Approve button b Click OK to the dialog box message to move to the next step in the process 21 WSSC Department of Information Technology ProjectDox Training Manual Message from webpage c The eForm will close and the workflow will progress to the Begin Review step used to route the review to the required departments d The Review Coordinator Group will receive the Begin Review email notification and a task assigned to their task list The Project Status will be updated to Submitted e REJECT The eF
31. o Suus AOT 7 pum me px agar caro m Paro manaon sonas nine a Pei nane acsounsr eem 1 Click on the Project Name and then on Workflow Portal You can click directly on the Task link to jump directly to the eForm as well WSSC Plan Review BRSSTOAIX ansia 9 mapcomg ame ret p Pe rap onner Owners ma ettam Pact Twos comes is em eh mone saevae rens vm 8 senten EEEE Gmc Zoe Cen in 1 ees ME TET en rot jon user riw 3i M wer zoagmanewen nascann com 2 Click on Applicant Upload and accept the task WSSC Plan Review BRSsTeAIX anune WSSC CAR assist lom 13 Page WSSC Department of Information Technology ProjeciDox Training Manual 3 Once accepted by the applicant a new window ProjectDox Plan Review Form will open This Window is required to complete the File Upload Process This window may be minimized but Do Not Close Exit u E BRB NNNM jotice that the status of the task is now shown as prssvoatx Accepted roman ror eme ere inen Md enc ree Ele rR unters SY V E stow ra Fora usere I Panawar suum Avedon
32. oad To complete the task the following steps should be done 1 Select the task from the task list and select OK to accept responsibility to complete the task for the group task removed from other members task lists The eForm window will pop up but just minimize it for now 2 Navigate to the Drawings Folder to perform a Batch Stamp Batch Stamp Process 3 Select the applicable file s followed by the batch stamp icon a Atleast one file must be selected in order to use the batch stamp process WSSC ePlan Review AAAwateranalysi Main Contact Hala Flores Folder AAAwateranalysis Drawings Study 1 Files 1New WTRA Halas View Folders Upload Files Project Info Reports CurentSor Select x Project Name 018 SeS oa xej Project Image 11 25 2013 3 30 37 PM 778 Map Config Name Kenn Bengtsson Location aaax Contact Contact s Email 52 Pag WSSC Department of Information Technology ProjectDox Training Manual The length of time for the file to complete their processing and display the thumbnail can vary depending on several factors including but not limited to number of files being processed in the batch stamp uploading stamping of other projects at the same time etc 4 Navigate back to the eForm and in the Task Instructions section select the check box to indicate the plans have been stamped This action results in the Complete button b
33. oject groups through the project template on the project groups tab by checking the Allow Workflow Start check box The project template is established by the SA System Administrator The individual projects can be updated once a project is created by either an SA or a PA Project Administrator When selected this feature adds a section to the project specific task list that displays the available workflows that can be started In the Standard Electronic Review Process the Review Coordinator Group is responsible for starting the workflow process When projects are created the applicant receives an email Notification inviting the user to the site and project and providing instructions on how to upload documents to the site Once the applicant uploads plans documents to the site an email notification ProjectDox New File Notification is sent to each user in the Review Coordinator Group These emails are the indication that a WF Workflow may be started for a review 1 To create a project with ISG templates and workflow click on the WSSC Project Create ISG link from the Project column on the projects page Upper left side on Project list WSSCePlan Review 15 recently entered project s out of 55 for Kenn Bengtsson kbengts wsscwater com Project Options Description o2 SSC Proj ISG Form to Create Projects 8 Page WSSC Department of Information Technology ProjectDox Training Manual 2 Click on Workflow Portals
34. omments and status Instructions Current User Logon Joshua mazurek com e Notice that Changemarks appear SG Wate 55 Relocation Amis ERE Tuy ot Tra estem shoud be relocated the locaton pesa Watermain POE amet The aden pa tobe HAUS Radeon pred Pesta 37 Page WSSC Department of Information Technology ProjectDox Training Manual 13 Complete the review by changing review status and then click on Complete review A Ada notes las needed Update to reflect currentstatus To submit the review dickhere 5 Click OK to confirm Message from webpage corelu vi akatah var pte 38 WSSC Department of Information Technology ProjectDox Training Manual IMPORTANT e the plan reviewer selects OK to the dialog the task is removed from the user s task list and the form cannot be accessed by the plan reviewer If changes are needed the plan reviewer should contact the Quality Assurance individual who can return the form to the user once all reviewers have completed their reviews e The review step is tracked for time and configured so all reviews must be completed within 12 days from the date it was assigned by the Review Coordinator If not all reviews are completed in the specified time fra
35. orm contains many features that allow the Review Coordinator to communicate issues with the submittal to the applicant including free form text box field and the ability to attach supporting documents to the eForm for the applicant to review Prescreening Comments The prescreen comments text box is a free from text box that allows the Review Coordinator to type information to the applicant about issues regarding the submittal This information is in a read only format when being viewed by the applicant Additional Features Email PDF Copy of EForm The bottom of the Form provides an email field that allows participants of the workflow 1o create and send a copy of the current state of the eForm The email address indicated does not need to be a member of the project or the ProjectDox site Email 22 Pa WSSC Department of Information Technology ProjeciDox Training Manual Correction Complete Participants Applicant This step is used to notify the Applicant of issues with the uploaded submittal and requests for more information and or correction of information prior to the departments being assigned This step is the responsibility of the Applicant and initiated by the Review Coordinator when the Reject button is selected in the pre screen review The Applicant will receive an email notification informing them of the resubmit request and instructing them to log in to ProjectDox to get more information The Applicant
36. oup members task lists and changes the Status from Pending to Accepted 24 Page WSSO Department of Information Technology __ProjectDox Training Manual 3 On the eForm locate the Select column in the Assign Reviewers table to add departments a Add new departments by placing a check mark in the check box of the select column for the department b Deselect a department by removing the check mark from the check box for the department EA e A WSSC ePlan Review Review Coordinator Kenn Bengtsson kbengts amp wsscwater com Review Cyce 1 Workflow Activity Name T56 Plan Review workflow BeginReview i Activity Instructions Please select the required review departments from the ist below 1 Current User Logon Kenn Bengtsson kbengts wsscwater com 5 ASSIGNMENT REVIEWER seroneneane ceva Erste Group fem Bengtsson 8l n eso REVIEW NN 5 John Angie E Bo Fist Grup Kern Bengtsson 25 WSSC Department of Information Technology ProjectDox Training Manual 4 Select the Begin Review button A dialog box will display Completing this task will finish your participation in this step and cannot be undone Continue 5 Select Ok to initiate the review and send the email invite notifications to the selected departments and their corresponding users a The eForm will close the task completed and the task removed from the users tas
37. parison toolbar appears at bottom of viewing window The toolbar contains various buttons for different viewing options Depending on the viewing option currently chosen alignment buttons nudge alignment set alignment points and clear align and a transparency slider may be present Note that while viewing in Compare mode most of the functionality associated with Annotate Review Redact Measure and Publishing except Save View as JPG will not be available for use Overlay Use this button to overlay both versions on top of each other Use the slider to change the transparency of each file left to dim the compare version right to dim the open version Overlay Differences I Wit this button the compare file version opens overlaid on the open file The open file displays in red deleted geometry or text and the compare file displays in green added geometry or text Geometry text that has not changed between both revisions is gray Use slider to change transparency for clearer visibility of the file differences right to dim red deleted areas left to dim green added areas Side By Side Both versions are displayed in a split screen view Move the slider to view transparent differences overlaid in each version 5 Text Comparison 2 while a graphical comparison is useful for viewing differences in CAD drawings as overlaid images this method has limitations when it comes to comparing the actual t
38. process by opening up the eForm described in step 3 WSSC Plan Review ltr pasirasoma omise WIRA Sea nena oe ne ee ProjectDox Training Manual Sip Deam renv Upload Process Complete Cick this button if al files for the submittal have been uploaded Please make sure that fies are uploaded once clicked eden ee a continue Later Select this f More Mene l Festa nina nee TT eee CREE be hadnt a Ler bee eos EX E n tor not be empleg eremo ie eco i eon so see is more fies can be added for this submittal fo om Verne VERSION 7S E EI IDEE RENI This will complete the applicant upload task and the workflow will move on to Prescreen Review ma WSSCePlan Review ies m M SES Terran roae CSmpoexse TSA aT The Task Shows Pre Screen Review 19 Page WSSC Department of Information Technology ProjectDox Training Manual 7 Prescreen review Prescreen Review Participants Review Coordinator Group The Prescreen Review step is used to review the uploaded documentation in the project prior to assigning the review to the departments It will verify that all documents required for review are properly uploaded by th
39. re correct a system will automatically select the department and the plan reviewer from the previous review cycle review cycle should have incremented by one b EXCEPTION Supervisors Groups Example Structural Review Supervisor will not be reassigned only the selected plan reviewer will be selected If the supervisor wants to be invited instead of the previously selected reviewer for a subsequent cycle the below steps should be done i Locate the review department from the list and deselect the check box Example Structural Review ii Locate the Supervisor group and select the check box 5 Select the Begin Re Review to complete the task a Users from the selected departments that have the check box selected are assigned a task and sent an email notification b form will close and the task will be removed from the Review Coordinators task list REVIEW COMPLETE STEP APPROVED 51 Page WSSC Department of Information Technology ProjectDox Training Manual 11 Batch Stamps PRC Participants Review Coordinator This step is used by the Review Coordinator to apply final stamp of approval to the plans and documents through a process called Batch Stamping The Batch Stamp process allows templates to be used for placing the required stamps at designated locations on each file with ease and consistency The process then places a copy of the stamped plans in the Final Approvals Folder for the Applicant to downl
40. should perform the below steps to complete the task 1 Log in to ProjectDox 2 Select the CorrectionComplete link from the Task List shown under the column heading of Task This can be done from the global or project specific task lists 3 A dialog box will display Do you want to accept this task Select to accept responsibility for completing the task a Accepting the task removes the assignment from other group members task lists 4 Review the comments if provided in the text box a Revisions of documents should be uploaded using the same naming convention as the original file to allow for automated versioning of the file to occur 5 Select the check box to indicate corrected items documents have been uploaded This action enables the Corrections Complete button to become enabled 6 Select the Corrections Complete button 7 Select to the dialog message Completing this task will finish your participation in this step and cannot be undone Continue a Select Cancel to return to the eForm b Select the button to complete the task and perform the following EForm will close e Task removed from Applicant s task list Email notification sent to the Review Coordinator assigning a task to perform the prescreen review again 23 WSSC Department of Information Technology ProjectDox Training Manual 8 Formal Review Process BeginReview
41. stem and Project Administrators may run project reports Reports that have been created with a type of Sitewide can be viewed and executed through the Reports button of the ProjectDox User Interface cero rns trm Forward cb Projecte Site wide Reports Prete iz 44 Logout Press Enter To Search k List Po riom Bo Nor USE From the Available Reports list see below click the report icon to view the information in Report Viewer WSSCePlan Review Warageret Open Warton Tasis an Loggain users A Prjese Report Smees coraouraton Changes fy Date o Deseioen rampe The results will display in the report viewer which provides options for search navigation scale exporting and printing the currently displayed report WX jus M Find o WSSC ePlan Review Management All Open Workflow Tasks ireke Accepted 10012 nsinzms aebwriqusscwnrecom 12 33PM 1237m Design review rendra 10252012 10252012 46 Page WSSC Department of Information Technology ProjectDox Training Manual 10 QA Review QA Review After all assigned departments from the Department Review step have completed their task the workflow will send
42. t step in the process QA Review 4 Select the DepartmentReview link from the Task List shown under the column heading of Task This can be done from the global or project specific task lists Task Attached To TO Intake Decstmonroir eonats wescwator com for Customer Caro 5 eForm window pops up follow the instructions 6 Minimize the eForm and click on Projects button and then your Project 7 Select the drawing to be reviewed under the appropriate folder WSSC ePlan Review AAAwateranalysis Main Contact Hala Flores tl Collapse Mi WTRA Halas AAAwateranalysis Project info Reports Project Name Description Project Image 90 percent Map Config Name Bid R 29 Pa WSSC Department of Information Technology ProjectDox Training Manual 8 Click on the file to be reviewed WSSC Plan Review AAAwateranalysis Main Contact Hala Flores Folder AAAwateranalysis Drawings Study 1 Files 1 New WTRA Halas View Folders Upload Files soia Project Name HH OwSsesonaxs Descriptor Fo m Map con name Kenn Bengtsson Location Contact Contact s Email Phone WOOUSIDE PARK Annotate Location where can be added Alowa layers tobe cured en oratt Inv
43. tained and can be updated after the task is reactivated e candidate for Reactivation must be marked as complete and no other pending tasks for a different activity exist otherwise the workflow will be considered having moved on e Reactivated tasks will be filtered for the user requesting them One user can t re accept a completed task for another user that would be a re assignment Once all reviews are completed no requests can made to reactivate task e If there is another task that is incomplete for the same activity that this user is on and is for a different user than the person who is looking at it It does not consider a single task that requires 100 completion It ignores the percentage code 28 Pa WSSC Department of Information Technology ProjectDox Training Manual Department Review Participants Departments Project Groups The selected departments and users will receive an email notification initiated by the Review Coordinator The email received will indicate the project name the step in the process they are invited to and the name of the Review Coordinator that invited them All departments users are notified at the same time and can perform the review in parallel however the review will not move 1o the next step in the process until all reviews are completed If 10 departments are invited all 10 departments will need to complete their assigned task before the workflow will move to the nex
44. ted to a file or to the Clipboard through the Takeoff Export dialog To hide a category click the hide icon to toggle between visible hide To toggle all categories from visible hide state click the icon located in the column heading Hidden category information will remain available for export Category and takeoff information is saved as a markup layer to the current file and can be reviewed as any other markup file 34 Page WSSC Department of Information Technology ProjectDox Training Manual 10 Add changemarks as comments Title Be sure to enter a brief description for the title Do Not leave the title blank 35 Page WSSC Department of Information Technology ProjectDox Training Manual 11 Once all comments have been added you have to click Save Title The title should follow a consistent format and match your corresponding unit Example File ISG WAU J Smith ISG Infra Systems Group WAU Water Analysis Unit 1 Smith First initial Last Name 36 Page WSSC Department of Information Technology ProjectDox Training Manual 12 Once all comments are saved and you have closed the Brava Viewer reopen the eForm again WSSC ePlan Review Coordinator Joshua Mazurek_ jMazure wsscwater com 1 Workow ACUVy name 156 r m Departmenta s Upon acceptance of task please the required drawangs and provide any appicabie c
45. y for that category As long as the check box is selected any entity you place on the drawing will subtract from the accumulated results The measurement entities text box displays a negative number if Show Leader is selected You can select the Snap check box if you would like your measurement points to snap to the nearest picking point or to the midpoint of segments and circles Note that only CAD type formats support snap The setting has no effect on raster images and text documents Measure Takeoff To access the Measure Takeoff panel click a or from the Measure button LN select Takeoff You can create categories of different types length area and count and accumulate total measurement values for each category defined Select New to define a new category through the Takeoff Category dialog You can Edit or Delete a selected category if you are the author You can assign a different color EE for each category and the measurements placed on the document will display with that color The list of categories can be sorted by name click Category in the top column Click the ascending descending arrow to arrange the list accordingly Once the categories are defined highlight a category and use the available dependent on type measurement tools to place multiple measurements on the document As you place each measurement entity accumulated totals display at the top of the takeoff panel Takeoff information can be Expor
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