BC 6.3 User Guide (Part 2)

Transcription

1 BC 6.3 User Guide (Part 2) Document Issuing and Brava! C Sellar 28 May 2015 Version 1 BC

2 BC6.3 User Guide (Part 2) Document Issuing and Brava! Executive Summary Document Management and Searching is described in Part 1 of this Guide. The formal issuing of documents is an integral part of the document management and workflow processes. Issuing is often used to distribute a set of documents to a number of people for a particular purpose, e.g. for information, for comment or for approval. Business Collaborator (BC) may be customised to reflect the workflow processes which apply to a particular project and so this guide will probably not reflect the exact options you see when issuing documents. Issuing documents in this way provides consistent methods for users to be aware of the documents which have been sent to them and a simple, direct way for them to provide their responses. As the distribution of the documents and responses provided are retained in BC, they can provide useful reference material later in the project. Issuing may also be used to send instructions on a project or request information. In such a scenario, issuing is being used to direct information to users even when there is no need to distribute documents May 2015 Version 1 BC i

3 Contents 1 Introduction What is issuing? 1 2 Creating and sending out an issue Introduction Issue type categories Selecting the documents to be issued Choosing the issue type Setting the issue details Choosing Documents Add documents to an issue Remove documents from an issue Referenced documents Identifying the users to receive the issue Specifying a reason for issue Selecting the users the User Picker External issuing Finalising the Distribution List Sending out the issue 12 3 Responding to an issue What are tasks? Finding your tasks Task counts Day Files Issue notification s Providing responses using the Task Viewer Using the Task Viewer to respond to issues The Task Viewer other tabs Using Brava! Viewing documents using Brava! Zooming and panning using Brava! Brava! menu quick reference guide May 2015 Version 1 BC ii

4 3.4.4 Creating and editing markups in Brava! Changemarks Drawing compare Limitations of the Task Viewer The Respond to Issue page Delegating your tasks Revising responses Discussing responses 27 4 Completing an issue Finding sent tasks Viewing a Sent issue Unread responses Viewing Brava! markups Issues to complete Completing the issue 33 5 Other issue-related information Searching for issues in a collection Responding on behalf of other users Volunteering responses Document Distribution and Issue History Forwarding an issue Reissuing documents on an issue May 2015 Version 1 BC iii

5 1 Introduction Part 1 of this Guide describes how to navigate around Business Collaborator (BC), how to add and edit documents and how to define searches. The aim of this document is to describe formal document issuing both from the perspective of the person sending out the issue and its recipients, responding to the issue. Full details of BC functionality are available in the Online Help. 1.1 What is issuing? Formal document issuing is a method of directing a set of documents to a number of people for a particular purpose. For instance, a set of reports may be sent to two people for checking and to a third for information. The person sending out the issue can assign deadlines for the recipients to provide responses. Recipients of the issue are usually informed by that they have been sent the issue. As a result of being issued the documents, its recipients are assigned tasks to perform they have to respond to the issue. If several documents are attached to a single issue, the issue recipients will have a corresponding number of tasks to complete in relation to the issue. In addition, the person who sent out the issue has a final duty - they have to complete the issue itself once they have received sufficient responses. BC provides dashboards to assist you in tracking your tasks. These dashboards offer both a high level and detailed perspective of your tasks. Users will normally also be informed by of tasks that have been assigned to them. Users may then discuss other users comments until a consensus is reached or the issuer completes the issue. The majority of aspects of sending and responding to issues are configurable. This configuration information is stored in the project s metadata schema which would be implemented out prior to the commencement of the project and is outwith the scope of this document. Further details of configuring the metadata schema are available in section 12 of the Online Help. UNIT4 can provide assistance in gathering project requirements and implementing appropriate metadata schema configuration. The behaviour described in this document, unless otherwise stated, reflects the most common configuration of projects May 2015 Version 1 BC

6 2 Creating and sending out an issue 2.1 Introduction There are several steps to the issuing process. In summary, these steps are: Initiate the issue process usually by selecting the documents to be issued Create the issue and choose its type Set its details for example name or description Choose additional documents to be issued (or remove currently selected ones). (This step is usually skipped if the issue was initiated by selecting documents.) Decide why the issue is going to each user, identify the people to whom the issue is directed its Distribution List - and when they need to respond Check that the details of the issue are correct and send out the issue Once the recipients have responded to the issue, the issue sender should complete it Although the issuing process may be configured to omit steps in order to reduce the number of steps to send out the issue, the final Send step may never be omitted. The majority of the settings relating to the issue including the reasons for issue, the format of the issue name, the issue s editable attributes, who can send which type of issue and for what reason, the frequency of notification and whether discussions may be held about responses on the issue are configurable in the metadata schema. 2.2 Issue type categories Issue type categories may be defined to group together similar types of issue. For instance, a Transmittal category might be defined containing General Transmittal and Drawing Transmittal - issue types which are used for gathering information about the issued documents. Alternatively, an Instruction issue type category could be defined to group together Site Instruction, Client Instruction etc. - which typically request information but may not be connected to a specific document. The action for starting the issuing process may be named after the available issue type categories. For example, if issue type categories are in use and a category of Transmittal is defined, the available actions for initiating an issue would be Add Transmittal or Selected Add to Transmittal. The fast-track bar may be configured correspondingly. By default, the only issue type category available is Issue and so the actions for initiating an issue would be Add Issue and Selected Add to Issue. These actions will be used henceforth throughout this document. 2.3 Selecting the documents to be issued To issue a set of documents, select them and choose the action for the appropriate issue type category. Any number of documents may be issued as a set and these may have different document types. Documents attached to a Not Sent issue are locked to prevent them from being changed, or their attributes being altered, before the issue is sent out. After the issue has been sent, the documents, and the issue itself, become immutable or fixed to prevent key information being changed. For example, the document metadata, including its name, cannot be changed, no recipients of the issue may be removed from the Distribution List and no documents added to, or removed from, the issue May 2015 Version 1 BC

7 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! Locate the documents you wish to issue - either from the location that contains them or by searching for them. 1 Select the documents you wish to issue (by ticking the box to the left of the documents in the usual way). 2 Click on Selected Add to Issue (or an action corresponding to the appropriate issue type category) to move to the next step of the issuing process. 3 Alternatively, select the documents and click on Add selected to Issue in the fast track bar. The page will refresh to show the first step of the issuing process. You may also create an issue without any documents, using Add Issue or the Add new Issue icon. Figure 1 Selecting the documents to be issued Select the documents to be issued Then click Selected Add to Issue Notes Certain users may be permitted to alter immutable data after an issue has been sent. See section of the Online Help for more information on metadata corrections. If the documents you are issuing are in a collection, the issue will be added to the collection. If the documents are in a folder structure, the issue will be added to a collection called Issues at the current level or higher up the hierarchy, if one exists. If no such collection exists, a collection called Issues will be created at the current level. Initiating the issuing process using Add Issue in a folder structure will put the issue in an Issues collection at the current level and create one if it does not exist May 2015 Version 1 BC

8 Until the issue has been sent out, it may be destroyed using View/ Change Abandon Issue from inside the issue, access rights permitting. This will also automatically unlock any documents associated with the Not Sent issue. Until you progress beyond the Choose Type step (i.e. the first step) of the issuing process, the issue will not be created. (This prevents accidental creation of unwanted issues.) 2.4 Choosing the issue type The different types of issue which are available for you in the current location are displayed at the first step of the issuing process. (These are the issue types corresponding to the issue type category you chose when creating the issue. If you cannot see the issue type you are looking for, you should double check that it is not contained in a different category.) The available issue types are defined in the metadata schema by the person configuring the metadata definitions for the project. As well as limiting the types available in a particular location, the project configuration may also restrict which users are permitted to send out certain types of issue. Constraints might, for instance, prevent the majority of users from sending out an External Release of documents to third parties or limit the issuing of Financial Reviews to only users from a particular department. Process bar indicating the current step of the issuing process. Figure 2 Choosing the issue type Either select one of these options to create a new issue of this type, or select a Not Sent issue with which to associate the documents. Standard issuing buttons. Use Next> to progress to the next step in the issuing process May 2015 Version 1 BC

9 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! On this page, you may either create a new issue by selecting one of the available issue types from the lower section of the page or you may add your selected documents to a Not Sent issue which you previously created by selecting it from the upper part on the page. (If you have no Not Sent issues, only the lower part of this page is displayed.) A process bar indicates where you are in the issuing process. A standard set of buttons is displayed at the bottom of every step of the issuing process. Save - saves any changes you have made to the issue so that you can leave the issue and return to it later to complete it. < Previous - save changes to your issue and move back to the previous step of the issue. Next > - save changes to your issue and move to the next step of the issue. Send button sends out the issue. (Where buttons are not relevant, they are greyed out.) It is always possible to move back to previous steps of the issuing process. However you will only be allowed to move forward to the next page or to pages that you have already visited. Moving on to the next step of the issuing process creates an issue in the Not Sent state. The issue cannot be sent out until further information has been provided about it. 2.5 Setting the issue details An issue may have a number of attributes associated with it to help categorise it and make it easier to find at a later date. Like other Business Collaborator objects, issues usually have a name and a description. Similarly, they may have additional metadata values associated with them, depending on the configuration of this type of issue. 1 Optionally, give the issue a name. (Issues are more often located using other criteria e.g. who created it, when it was sent, what the deadlines are etc. than by name.) a By default the issue may be given a name based upon its unique Business Collaborator identifier. b Alternatively, issues of a given type may have an automatically assigned name based on information specific to the issue such as its type and the name of the issuing company. 2 Optionally provide a description for the issue. This information may be used for guidance by recipients of the issue. 3 Depending on the issue type, additional metadata fields may be associated with the issue. The issue may be located using these metadata values later. (Any fields marked with a * are compulsory or required fields.) 4 Click on the Next > button to confirm your choices and move to the next step of the issuing process. Notes One type of field which may be available is an Attachment field. For example, this could be used to attach an accompanying sketch to the issue. Click the Browse... button to find a document to be attached to the issue. Either click on Next> to progress or click the Upload button so that another document can be selected for attachment. Where no metadata fields, including name and description, are associated with the issue type, this step is usually omitted May 2015 Version 1 BC

10 Figure 3 Specifying the issue details The issue name may be supplied automatically. Provide a description of the purpose of the issue. Other metadata values may be associated with the issue. 2.6 Choosing Documents This step of the issuing process is skipped initially if documents are already attached to the issue, i.e. if the issue was created by selecting the documents and clicking Selected Add to Issue. However, for issues created using Add Issue you will be prompted to associate documents with the issue. Alternatively, you may return to this step of the issuing process later Add documents to an issue At the Choose Documents step of the issue, to add additional documents to the issue or remove documents which are already associated with the issue, click the Add Documents to Issue button. You will be returned to the location where you initiated the issuing process. Navigate from here to find the document(s) to be added to the issue. When you have located them, select them in the usual way and click on Selected Issue Document. You will be returned to the Choose Documents step of the issue where the documents you selected will be shown in the upper, Included documents section of the page. Note Alternatively, having selected the documents to attach to the issue, locate the documents and click on Selected Add to Issue and choose your recently created issue at the first step of the issuing process and progress through the issuing process in the usual way May 2015 Version 1 BC

11 Figure 4 Changing the documents associated with the issue Click to remove this document from the issue. Tick to make the document a referenced document Remove documents from an issue At the Choose Documents step of the issuing process, the upper section of the page indicates those documents which are currently included in the issue. To remove any of these documents from the issue, click on the icon (in the Remove column) beside the document name. Documents which you have chosen to remove in this way are moved into a new Pending Removal section lower in the page. They will be completely removed from the issue when you next save your changes, e.g. by clicking on the Save or Next > buttons. To change your mind and indicate that the document should in fact be included on this issue, click the icon (in the Reinstate column) beside the document name and it will be replaced in the Included Documents section of the page. When you have finalised your document selection, click the Next > button to move to the next step of the issuing process Set Distribution. Where you have returned to the Choose Documents step of the issuing process from the final Send step, the Skip to end >> button will save your changes and return you to the last step in the issuing process Referenced documents You may associate documents with an issue for reference only, i.e. to provide supporting information to the issue recipients but where you do not require comments on these documents. For example, a reference document may contain guidance or instructions on the criteria to consider when reviewing other documents. To indicate that a document is a reference document, tick the Reference column beside the document name at the Choose Documents step of the issuing process May 2015 Version 1 BC

12 Note Recipients of the issue will not be required (or able to) submit comments on referenced documents. 2.7 Identifying the users to receive the issue Specifying a reason for issue The users who will receive the issue comprise the Distribution List of the issue. They are chosen at the Set Distribution step of the issuing process. Before you specify the users to receive the issue you will need to choose a reason why they should receive it. The options available depend on the issue type you chose initially. Choose the reason from the drop-down list. Then choose the recipients. Clicking the issue. icon displays the user picker which is used to select the recipients of the Figure 5 Choose a reason for issue Select the reason for issue......then click on the face icon to launch the User Picker To send the same issue out for different reasons, the process of picking users needs to be repeated. As well as limiting the issue types which are available to you, predefined Constraints may also restrict the reasons for issue available to you suggest or enforce certain recipients of the issue specify the default response time for recipients of the issue see section automatically tick the company issue option see section (The project administrator controls which constraints apply in any given situation.) Notes A user may only receive an issue for one reason. This page may also offer the choice of specifying the privacy of the issue. Different types of issue may have different default privacy settings and different options available to set manually. Privacy on an issue limits who can view the issue. If a choice of privacy options is offered, this should be explicitly set May 2015 Version 1 BC

13 2.7.2 Selecting the users the User Picker Company Users to receive the issue may be identified by selecting them from the company on whose behalf they are working. Only those users who belong to the selected company and who are currently members of the project will be available for selection using this method. Clicking on the name of a company displays the users from that company who are members of this project Distribution Group Alternatively, Distribution Groups may have been defined, offering an alternative method of selecting issue recipients. Distribution Groups indicate which users are performing a particular role on a project, e.g. Managers, so that the appropriate recipients of an issue are identified by users even if they do not know these people personally. Unlike companies, users may belong to several Distribution Groups within a single project. Clicking on the name of a Distribution Group displays the users who have been included in that group for this project Suggested Recipients This option can be used as a quick way to send an issue to the same users who received a previous similar issue. Clicking on a reason for issue will display the list of users who received the most recent distributed version of any included document for the chosen reason on the current issue type Username or address Users to receive the issue may also be identified by username or address. Care should be taken when using this option to ensure that you get the user s username exactly correct. If entering the address of an existing user, this needs to be the address which BC has stored for this user. It is therefore safest only to enter an address if you wish to issue externally see section Find the users to whom you wish to send the issue and click on their names. These names will then appear in the Selected Users panel at the bottom of the user picker. When you have selected all of the recipients of the issue, click OK to return to the Set Distribution step of the issuing process. Notes To make it easier to find items in a list, e.g. companies in the Company list or users in a company or distribution group, type part of their name into the Filter box. You may be prevented from selecting certain users either because they have already received the issue or because of Constraints. Add All will add all members of the currently highlighted company to the Distribution List. Take care that you do not click on this accidentally. To make a private document available to all users in a company, it should be issued to a single representative user from that company and the Company Issue tickbox checked on the Set Distribution page as described in section May 2015 Version 1 BC

14 Figure 6 The user picker Select Company or Distribution Group or Suggested Recipients or type in user information, then......click on the name of a Company or Distribution Group ore reason for issue to see the names of the relevant users. Finally, click on the name of an individual who should receive this issue for this reason. The name(s) of selected individuals appear here. Click OK to confirm the recipients External issuing Occasionally, you may wish to send an issue to someone who is not a project member or who may not even be a registered user of the Business Collaborator server. For instance, you may need to issue a plan to a Local Authority planning department on a one-off basis. Similarly, issuing to other users of the server who are not members of the current project provides controlled access to documents on an ad-hoc basis without compromising a project s security model. Recipients of an external issue will not usually be able to respond to these issues but will be able to read the documents issued to them. On the user picker, the third option Username/ address offers a method of selecting individuals to receive external issues May 2015 Version 1 BC

15 By default, external issuing is not permitted. It must be explicitly configured in the project definitions (metadata schema). Any usernames or addresses specified will be validated against the rules which currently apply. Note If an address which is entered is associated with an existing Business Collaborator user, this is equivalent to selecting their username from a list Finalising the Distribution List The updated Set Distribution page will now list all of the selected users for each reason for issue. Figure 7 The Distribution List for an issue Reason issue is being sent to each set of users. Date and time by which responses are required from each user. External issue recipient Tick to make the issue (and its associated documents) available to other users in this recipient s company. Personalised notes for a user May 2015 Version 1 BC

16 You should now specify: If this is a Company Issue, i.e. whether the issue and its associated documents should be made available to all of the indicated recipient s colleagues. Doing so will mean that they can view the issue and read its associated documents even if the issue is not sent to them. These users will not have tasks associated with the issue. (This option is only relevant if privacy is in use.) The Due Date/ Time the date by which responses are required, if any. Constraints may have specified the default response dates automatically. Alternative dates and times may be selected using a date picker. Additional Notes offering guidance or instructions to each issue recipient individually. The text of the note for each user will be included in the alerting them to the fact that an issue has been sent to them. Click on the Next > button to confirm your selection and move to the next and final step of the issuing process. Notes Constraints may have specified whether it is a company issue automatically but these settings may be changed manually by the issuer. Due dates may also be specified by constraints but can be edited. Where default recipients have been suggested by a Constraint, these may be removed as recipients of the issue. However, mandated recipients may not. Click on in the columns where it appears to copy the value set for the top user down to all of the other users (who share the same reason for issue). In particular, this option is available for setting the Due Date and adding Notes. 2.8 Sending out the issue The final step of the issuing process allows you to check the issue s details are correct before you send it out. Any of the choices made up until now may be changed before the issue is sent out. Once the issue has been sent out, the documents attached to the issue, and the issue itself, cannot be altered, i.e. they are immutable. The only option would be to Cancel the issue (but the documents would remain immutable - unchangeable, without creating a new version). To change any of the attributes of the issue, click on the appropriate step in the progress bar (or [Edit] in the relevant section of the Send step). To change: the recipients of the issue, why the issue is being sent to them or the Due Date by which they should respond, click [Edit] beneath the Distribution Details heading on this page to return to the Set Distribution step of the issue. the documents associated with the issue, click [Edit] beneath the Issued documents heading on this page to return to the Choose Documents step of the issuing process see section 2.6. For each recipient of the issue, the information displayed for them includes: the reason the issue is being sent to them the Due Date by which they should respond the Notify User column shows whether each recipient will receive an instantly the issue is sent out, indicated by or whether the notification will be delayed, indicated by, which usually means the will be sent overnight. These s do not contain the documents but links back to the issue where the documents are listed and from where they may be read or downloaded. the Notify Sender column uses the same icons to indicate when the issue sender may expect an inform them when a recipient of the issue has completed one of their tasks May 2015 Version 1 BC

17 how many tasks each recipient will have allocated with a display of how many they have completed so far. For example, where an issue is being sent to a user For Comment and has 5 documents associated with it, 0/5 Tasks will be shown initially for the user. However, some reasons for issue, such as For Information, may not require a response the documents are being issued to make the user aware of them or give access to the documents (to overcome their privacy). Such issues will not assign tasks to the user. Figure 8 Sending out an issue Click links to edit aspects of the issue before sending it out Notification setting for recipient Send the issue The Subscribed column indicates if the issue recipient will receive notification s about other users activity on the issue. In addition to recipients responding to issues, further activity is possible on an issue recipients may be permitted to revise their responses (see section 3.7), discussions may be held around responses on the issue (see section 3.8) and users who haven t been sent the issue may be able to contribute responses (see section 5.3). In order to be updated regarding such activity on the issue, users must be subscribed to the issue. Recipients of the issue may be subscribed to the issue automatically. Other users may choose to subscribe to the issue. Conversely, anyone who does not wish to be informed about further activity on the issue may unsubscribe by clicking. Section provides further information on issue notification s May 2015 Version 1 BC

18 To send out the issue, click Send. (Remember that sending out the issue makes it, and the documents associated with it immutable. Thus no details relating to the issue or attributes of these versions of the documents may be altered.) Finding issues which have been sent to you and responding to them is covered in section 3.2. Tracking issues you have sent out is described in section 4.1. Notes Some users may be given additional rights to correct mistakes in metadata even after documents have been issued although the information is immutable. More details on metadata corrections are available in section of the Online Help. Certain metadata fields may be defined to be mutable during, or even after, issuing. These are, however, the exception. Issues which have been sent out cannot be abandoned. If an issue is sent out in error it can be cancelled. Cancelling an issue is very similar to completing an issue see section May 2015 Version 1 BC

19 3 Responding to an issue 3.1 What are tasks? Sending out an issue invariably allocates tasks to the issue recipients - the people on the Distribution List of the issue and to the person who sent out the issue. A task is associated with every document on each issue. You can find tasks either by document or issue using your dashboards. In addition, you will usually also be sent an informing you of your tasks. You should always try to keep your outstanding tasks to a minimum. Some issues may be sent for a reason for issue which does not require the recipients to carry out a task, e.g. For Information. These are Taskless issues and they do not contribute tasks to dashboards. (The issuer will still be required to complete such issues see section 4.5 unless this is done automatically.) The following sections describe how to find your tasks so that you can complete them. 3.2 Finding your tasks Task counts My Tasks in the left-hand panel counts all of your tasks in all your projects. The My Tasks panel can be displayed from any page by clicking on the My Tasks heading in the left-hand panel. The Summary tab includes a My Project Tasks portlet which counts your tasks solely for the project you are currently in. You can return to the Summary tab for the current project at any time by clicking on it. For each task count: Tasks In identifies your incoming tasks those where you have an outstanding response. Tasks Out (Unresponded) counts the tasks you have sent to other people where some of the tasks have not yet been completed. the To Complete section counts the issues you have sent out where all the recipients have responded There are 2 columns: the one headed counts Issue Tasks, e.g. how many issues you have sent out. the one headed counts Document Tasks e.g. how many documents have been issued to you that you need to respond to. Clicking on a number in a task count searches for the relevant tasks and returns the corresponding issues or documents. Notes The number of objects returned when you click on a number in My Tasks or Project Tasks may not equal the number displayed. This is intentional. My Tasks and Project Tasks counts the number of tasks, not documents or issues. For example, if you send an issue to 2 recipients, you will see 2 issue tasks under Tasks Out but clicking on this will return a single issue which has 2 outstanding tasks relating to it. Adding together the number of tasks shown beside Today, within 7 days and within 28 days will not typically sum to the number shown beside All. Note that a task due today also contributes to the count of 28 May 2015 Version 1 BC

20 tasks due this week and to the count for the month. Conversely, an issue that has no due date associated with it will only contribute to the All count. Section 4.3 describes the Unread Responses section of My Tasks or Project Tasks. Figure 9 The My Tasks panel Total count of incoming document tasks Issue tasks you have sent, which are awaiting responses Issue tasks you have sent, awaiting completion by you It is usually best to use the Document Tasks column to find documents to respond to and the Issue Tasks column to find issues you sent out. Clicking on a number in the incoming Document Tasks column will return documents. Beside these is a link in the Tasks In column, indicating the urgency of the issue. Clicking on this link will open the Task Viewer see section 3.3. Clicking on a number in the outgoing Issue Tasks column will return issues. Beside these is a link in the Tasks Out indicating the urgency of the issue and how many users have not yet responded. Reviewing other people s responses and completing the issue are discussed in section 4.6. Notes Overdue tasks are preceded by a! in front of the Tasks In link and are shown in red. My Tasks and Project Tasks only count activity on issues that are in the Sent state, not for example after they have been completed. Your Tasks In count will therefore decrease whenever the issuer completes an issue that was sent to you as well as when you respond to an issue May 2015 Version 1 BC

21 Figure 10 Documents requiring responses Documents found by clicking on a number in the Document column of the In section of the My Tasks panel Click on the link in the Tasks In column corresponding to one of the documents to respond Day Files The My Project Day File on the Project Summary tab lists all the issues you have been sent in specific time periods, grouped by their issue type. Issues which you have dealt with are included in the count in the In column. However, the To Do column only lists issues which you have not yet responded to. Click on the number of issues to search for all of the outstanding issues of this type in the project. On the resulting page, click on the link in the Tasks Out column and respond to the issue as described in section 3.5. Note The My Project Day File is not available in the Graphite (core) interface Issue notification s Usually, issues are configured so that s will be sent to the recipients of an issue to inform them about it. Clicking on Respond in an incoming issue notification takes the user to the Respond to Issue page see section May 2015 Version 1 BC

22 The configuration may be set to send you an as soon as the issue is sent Instant Issue Notification or once a day Delayed Issue Notification - containing all of the issues which have been sent to you during that day. An Instant Issue Notification is shown below. A Delayed Issue Notification is shown in section 4.1. Figure 11 An instant issue notification for an incoming task Click to go directly to the Respond to Issue page Due date and time for your response Link to the issue if you wish to see other users responses before providing your own. Similarly, the issue sender will usually receive an when the recipients of the issue complete their tasks. Depending on the project configuration, users who are subscribed to the issue which may include users who are not recipients of the issue may also be sent s when further activity takes place on the issue, e.g. a response to the issue is revised or a discussion item is added. Note Issue notification s relating to tasks being completed or further activity on the issue have a very similar format to the incoming issue notification but do not have the Respond link May 2015 Version 1 BC

23 Some systems carry out security checks on messages that they handle and may alter the message before sending it to the recipient if the message is considered to be a security risk. Such checks may alter the contents of the links in the s sent from BC. In this case, use the long link in the to request that the full content of links is displayed in future issue notification s you receive. (Alternatively, you could ask your system provider to whitelist s received from the BC server.) 3.3 Providing responses using the Task Viewer Using the Task Viewer to respond to issues When responding to document tasks, clicking on links in the Tasks In column will usually open the Task Viewer (depending on the configuration of the BC server). The Task Viewer enables anyone responding to a document task to see the contents of the document and enter their comments side by side. The right-hand panel will displays the document. Ether open it using the Brava! viewer if applicable - see section 3.4 or download it to your local PC and open it in the native application in the usual way. The Brava! viewer may be used to view documents for which you do not have a suitable application on your local PC. The Respond tab in the left-hand panel displays details about this issue including who sent it and when. The lefthand panel also presents you with the relevant response options for this issue. The specific response options available to you are dictated by the type of issue and the reason it was sent to you. (This details are contained in the project configuration.) Typical response options include: A paragraph of text where you can input your comments Options from a drop-down list such as Approved, Approved with Comments, Rejected An attached document which might contain extensive comments, formatted sections to insert in a document or a copy of the original document with Track changes indicating the changes to be made Marking up using the Brava! viewer indicated by a Click to markup option in the left-hand panel To initiate commenting using the Brava! viewer, click on the Click to markup link in the left-hand panel. This will open the document using the Brava! viewer in the right-hand panel, with Brava! s commenting tools displayed see section Note You will be prompted to save your markup file when you save your responses to the issue in the Task Viewer. You should do this as described in section May 2015 Version 1 BC

24 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! To provide responses to issues using the Task Viewer, first click on a link in the Tasks In column associated with a document. The Task Viewer will open in a new window. 1 Open the document by clicking on one of the links at the top of the right-hand panel, e.g. using the View in Brava! link in the right-hand panel. (Note that this will open a read-only view of the document.) 2 Optionally, if you have the option to respond using the Brava! viewer, click on Click to markup to annotate the document using Brava! s markup tools and save these changes by clicking on and, if prompted, give your markup file a name. (Using the Brava! viewer to make comments is described in section 3.3.1) 3 Review the document and provide further comments using the available options in the left-hand panel of the Task Viewer. 4 At any time, click Save as Draft to save your changes and then continue updating your comments. 5 When you have finished commenting on this document, click Save and Submit to save your changes and make them visible to other users who have access to the issue. The Task Viewer will update showing your comments and you will not be able to respond further although you may be permitted to Revise them via the issue - see section 3.7. The number of incoming tasks on My Tasks or Project Tasks will be decreased. 6 Now progress to the next document on the issue by selecting it from the list under Documents in Issue in the left-hand panel and clicking Go - and comment on it in the same way. 7 Repeat steps 1 to 7 until you have responded to all the documents on the issue. Then a Click View Issue to close the Task Viewer and return you to the issue page without saving any changes you have made, or b Click Close Window to close the Task Viewer without saving your changes and without altering the content of the original browser window from which the Task Viewer was launched The Task Viewer other tabs Comments that you and other users have provided to a document on an issue are displayed on the Completed tab of the Task Viewer. Select a user from the list under Responses on this tab to see their comments. Beside their name is their company and the date on which they responded. The Related tab allows you to look at information on objects related to the one on which you are currently responding. You may, for instance, select a different version of the document to see comments which have been made previously. Similarly, you may look at other issues which have included the current document. 3.4 Using Brava! Two versions of the Brava! viewer are available for use with BC. The default viewer is the Brava! Java (5.2) version which is a Java2 applet. In order to use this, you will need a Java2 runtime environment installed on your PC for you to be able to use this version of the viewer. The first time you try to use Brava! 5 you will be prompted to download and install the Java2 runtime environment (if it is not found locally on your PC). Brava!.NET (6.2) is an alternative implementation of Brava! It offers an additional feature that is not available in the Java version, e.g. the ability to compare drawings see section The installation processes for both versions of Brava! are described in an Appendix to Part1 of this Guide May 2015 Version 1 BC

25 3.4.1 Viewing documents using Brava! Depending on the configuration of your BC server, you may be able to view documents using the Brava! viewer by clicking on View with Brava as well as when responding to issues. (If you have the option to Annotate and Issue, you may also be able to comment on documents using the Brava! markup tools without going through an explicit issuing process. An issue will be created on the fly, allowing you to annotate the document and forward it on to others as required.) Zooming and panning using Brava! Use the icon to move around a document in Brava!. There are a number of ways of zooming into a document to view aspects of it in more detail. Click the resize the document to its original size after zooming into a particular feature. icon to You can use the textbox to search for text in a document. Type the text you are looking for into the box then click on the icon. Zooming, panning and searching can be done when simply viewing (rather than marking up) a document. The markup features are listed in the following section and their use is described in section To display a watermark on printed documents, click on the icon then the Banners/ Watermarks button and then unfold Watermarks and type in the desired watermark text Brava! menu quick reference guide Standard Toolbar Markup Toolbar Markup File Markup and Select Save Markup Line Arrow Print Text Measure Changemark see section Select Links /Text Raster Image Fit All Cloud Fit Width Pan/Zoom Sketch Line, Polyline, Arc, Scratchout, and crossout 28 May 2015 Version 1 BC

26 Zoom Window Solid and Hollow shapes (Unfilled/Filled Rectangle, Ellipse, and Poly) Zoom In/Out Magnifier Page thumbnails Blockout for Redaction Edit Text (Strikeout, Underline, and Highlight) Hyperlink Help Rotate Colour Set Visible Layers Monochrome Line Style Line Width Background Colour Page Control Search the document Creating and editing markups in Brava! Documents may only be redlined when responding to an issue using the Brava! markup functionality if this option has been made available for this type of issue and reason for issue. Several people may provide their own comments at once and the issuer may view a number of comments together. Think of a markup layer as a transparent layer over the underlying document the document itself is not changed but the comments indicate how it should be altered. Clicking on the Click to markup link (or the Markup with Brava link on the Respond to Issue page see section 3.5) opens the document with the markup toolbar displayed. Any of the options on the markup toolbar, listed in the previous section, may be used to annotate the document. The currently selected option is displayed immediately below the displayed, e.g. the colour of a cloud or the font of text. icon. Beside it, the editable attributes of this tool are To change an existing markup item, use the icon to select it and then modify it. When a markup item is highlighted, the name of the user who created it and the date and time when it was created are displayed. When you have made all the markup comments you wish, save the markup file and all of your markups by clicking. You will usually be prompted to give the markup file a name. Alternatively a name may be assigned to your markup file automatically. The name of the newly created markup file will appear in the Respond section of the lefthand panel of the Task Viewer May 2015 Version 1 BC

27 Note If the markup toolbar does not display automatically, it may be opened by clicking the menu and choosing New (provided you are permitted to use Brava! to comment on this document) Changemarks The icon creates a changemark which allows you to associate some additional text with any of the graphical markup items. In addition, it gives those viewing markup files an easy way to locate your comments and automatically zooms in to the details you were viewing when you added the changemark. When prompted, give your changemarks names which will enable other users, as well as yourself, to identify them. Figure 12 Using Brava to mark up a document Details of issue The markup toolbar Click to save, open or close markups Pan and zoom controls Provide your responses using the available options. Document with Brava markups A changemark with its title and details displayed under Review Changemarks May 2015 Version 1 BC

28 Note When viewing markups, click on and Review Changemarks to display a list of all the changemarks for markup files you have open. Click on the title of a changemark to go directly to the changemark at the level of magnification used by its creator Drawing compare Brava! s Drawing compare feature allows you to compare 2 versions of a drawing. (Note that it may only be used to compare file formats which the Brava! viewer can view natively, e.g. AutoCAD DWF or DWG.) In particular, this could be used to compare a new version of a drawing which has been created after its predecessor had been through a review process. You could check that the changes you requested to the original version had been made to the new version. When responding to an issue, an additional Compare with option is displayed in the left-hand panel of the Task Viewer. (On the Respond to Issue page, this option is displayed beneath the name of the drawing.) When documents are being compared, there are several options for how the information is presented. By default, the documents are presented in Overlay mode which displays an amalgamation of both documents. Moving the slider to one extreme or another displays 100% of one document or the other. It is not possible to create markups when using the Compare feature - it is intended as a read-only feature Limitations of the Task Viewer There are a number of actions available on an issue see section 3.5 which are not available via the Task Viewer. These include: Cancel or Complete the issue see section 4 Interactive issuing see section 3.6, section 3.8 or section 5.3 Respond on behalf of another user see section 5.2 The ability to copy down values from one response to another Formatting of the response form with headings 3.5 The Respond to Issue page Using links in the Issues column of My Tasks or Project Tasks returns issues and then clicking on the corresponding links in the Tasks In column will open the Respond to Issue page. The main advantage of responding to the entire issue is that you may provide comments on several documents at once with a minimum amount of effort. Certain actions may only be carried out from a view of the entire issue (rather than on individual documents). These actions include delegating tasks (see section 3.6) and completing the issue (see section 4.6). Depending on the type of the issue and the reason it was sent to you, you will be asked to provide responses in different formats, e.g. typing in text, ticking checkboxes, selecting options from drop-down lists, attaching a separate document of comments or using Brava! to redline the document. Clicking on links to Markup with Brava beside a document will open the Task Viewer see section and display the document with the markup toolbar showing May 2015 Version 1 BC

29 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! To respond to an issue, you should 1 Read the documents on the issue and evaluate them. 2 Provide your responses for each document using the response methods provided. 3 Click Save All as Draft to save your responses at any point. 4 When you are happy that you have completed your response for a document (or several documents), select the response(s) by ticking the boxe(s) in the Select column and click Submit Selected. The documents with submitted responses will disappear from the Respond to Issue page and your comments about this document will be shown on the issue for other users to see. Figure 13 The Respond to Issue page Details about the issue Documents associated with the issue Response fields Tick to select responses which are ready to be submitted. Click to see other issue details such as Responses to Date Click Save All as Draft to save your changes Click Submit Selected to submit the selected responses May 2015 Version 1 BC

30 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! Notes To provide the same comment about several documents or to make the same selection(s) from a list, fill in your response for the top document and then click on (copy down) To complete the tasks on several documents at once, tick the checkbox under the Select heading and then click on Submit Selected. The Submit Selected button will remain greyed out until you select at least one response by placing a tick in the Select column beside it. If you do not read a document before commenting on it, this will be clear from the issue. 3.6 Delegating your tasks If you have received an issue that you feel would be better dealt with by a colleague, you can delegate your issue to someone else. It is not possible to delegate different tasks on the same issue to different users they must all be delegated to the same person. Once you have provided at least one response, you will need to provide the remainder yourself. To delegate your tasks on an issue: 1 On the Respond to Issue page, click on the link beside Alternatively, you can delegate your task to someone else by clicking here. 2 On the resulting page, use the user picker to choose the single user to whom you wish to delegate your tasks. 3 Click on Delegate. You may not delegate to someone to whom the issue has already been sent. Notes Delegation is not an excuse to pass all of your tasks on to someone else! The fact that you have delegated an issue response is recorded on the issue. The project configuration may limit who is permitted to delegate tasks 3.7 Revising responses After you have submitted a response to an issue, you will not be able to modify this response. However, the project may be configured in such a way that you can revise a response that has already been submitted. This would, for example, be useful if you spot an error in your original response or additional information is brought to your attention after you submitted your response. It is only possible to revise responses on active issues, i.e. those which have not yet been completed see section 4.6. You will only be permitted to revise responses made by yourself (and, depending on the project configuration, made by colleagues from your company). To revise a response, click on Revise for one of your responses. Your existing response will be displayed in an editable form. Save the revision using Save All as Draft or Submit Selected. (The Submit Selected button will remain greyed out until you select your response by placing a tick in the Select column beside your response.) Until 28 May 2015 Version 1 BC

31 you click Submit Selected, your revised response will have draft status and so will not be visible to other users. Other users will, however, see that the original response is under revision. The issuer might then choose to delay completing the issue until the updated response has been submitted. Your revised response supersedes the original comment but both are accessible from the issue. 3.8 Discussing responses The issuing process is seldom as straightforward as someone issuing a set of documents to several people, receiving their responses and being sufficiently satisfied with the responses provided to progress on the basis of these responses. There are many circumstances where the ability to obtain clarification or debate the merits of a response will be useful, e.g. A recipient of the issue does not understand what they are being asked to do by the issuer The issuer does not understand a recipient s response or believes it does not fulfil their original remit. One recipient (or another user) disagrees with a response made by one of the recipients There is therefore often the need to be able to conduct an iterative discussion around the issued documents and the responses supplied on the issue until a satisfactory conclusion has been reached. Projects may be configured to permit discussion items being added to the issue. The resulting options are: Add Discussion Item from the issue itself - initiates a discussion regarding the issue itself Discuss beside the name of a particular document on the issue - permits the document to be discussed Discuss on an existing response - starts a discussion thread around that response Figure 14 Adding a discussion item to an issue Text of discussion Choose a suitable label Save in the same way as an issue response May 2015 Version 1 BC

32 Discussion items are draft when they are initially saved. Until you click Submit Selected, no-one else will be able to see the discussion item. (The Submit Selected button will remain greyed out until you select your response by placing a tick in the Select column beside your response.) You may cancel a draft discussion item - which will completely removes it from the issue - using Cancel Draft. Alternatively, you may edit it using Edit Draft. Once a discussion item has been submitted, it cannot be removed from the issue. Submitted discussion items may be revised by their creator or have further discussion items added to them. Note The project may be configured so that anyone with access to the issue may be permitted to contribute discussion items not just the issue sender or recipients. If you add a discussion to an issue which was not originally sent to you and wish to be informed of further activity on the issue, you should click on of the Online Help. to subscribe to any future notification s relating to the issue see section 28 May 2015 Version 1 BC

33 4 Completing an issue 4.1 Finding sent tasks Once an issue has been sent out and responses have been received, the sender of the issue will need to Complete it. No further responses may be made to the issue after it has been completed. The issue may be completed even if responses are still outstanding from some users. For instance, you may feel that sufficient responses have been submitted and there is no need to gather more. Completing an issue removes any outstanding tasks associated with the issue for both the sender and the issue recipients. It is not possible to contribute further responses or add more discussion items to a completed issue. The issue may only be completed by the person who sent it out. There are several ways to track issues you have sent out (before they are completed): My Tasks or Project Tasks count Tasks Out linking to issues which are still active i.e. haven t been completed. The Tasks Out / Unresponded dashboard provides links to issues you have sent on which tasks are still outstanding. The To Complete section see section 4.5 counts issues you have sent out where all of the requested responses have been provided. When users submit responses to your issues, you will usually be notified by (subject to project configuration). Searching for the issue see section 5.1 It is important to complete issues in a timely fashion because it will help to keep the numbers in your My Tasks or Project Tasks, and those of other users, manageable. Figure 15 Instant issue notification Click to view issue details including existing responses. Details of users who have responded 28 May 2015 Version 1 BC

34 Note Issues where only Taskless reasons for issue exist may be configured so that the issue is completed automatically. 4.2 Viewing a Sent issue The top of a Sent issue contains the standard information about the issue including the recipient details and the included documents. The Responses to Date section at the bottom of an issue only shows completed responses. Figure 16 Viewing the responses on an issue Optionally, filter for unread responses (the ones highlighted in yellow). A response by one user, on behalf of another. Discussion items have a userselectable response label to indicate the type of response. A volunteered response. The fields available when adding discussion items may not be the same as when responding to the issue May 2015 Version 1 BC

35 The Responses to Date section of the issue includes: An indication of the type of response (or discussion) The name of the person who made the response Values for each of the response methods they have used When the document was read When the response was contributed Documents which have been revised are highlighted in red. This warns users that more recent revisions of these documents exist and so the information they are looking at has been superseded. (This highlighting appears on issues whether they are current or have been completed.) 4.3 Unread responses In the previous sections, the elements of My Tasks and Project Tasks dealing with incoming and outgoing tasks have been discussed. Respectively, these inform you of issues which have been sent to you and those which you have sent out. However, they do not inform you about other people s activity on the issues in which you are involved. This information is particularly relevant on issues where discussions are being held in which you are interested. This is the information being tracked by the Unread Responses section of My Tasks or Project Tasks. For example, you may find it useful to read your colleagues responses before supplying your own. You may simply be able to echo someone else s responses to the issue rather than having to devise your own. Figure 17 Unread responses on an issue Click to Mark as Read the individual response Unread responses are highlighted Acknowledge all currently Unread responses. There are two parts to: Unread Responses: Unread Responses All includes all responses by other users which you have not read on an issue that you are involved in - as the issuer, a direct recipient or if you have contributed to the issue by adding a volunteered response or adding a discussion item May 2015 Version 1 BC

36 Unread Responses Responses to me counts responses and discussion items which you have not read on issues that you sent out. In addition, this count will increment when someone adds a discussion item see section 3.8 to a response which you added to an issue. (In both these cases, it does not matter whether the response was direct or volunteered see section 5.3.) After clicking on a number in the Unread Responses section of My Tasks or Project Tasks, any items with comments you have not yet seen will be displayed. (Whether documents or issues are returned is governed by which column you clicked in the Documents or Issues one.) Clicking on an unread responses link displays the issue. On the issue, the responses you have not read are highlighted in yellow. There is a filter in the Responses to Date section of an issue which allows you to display only the responses you have not read. Once you have read a response, you may Mark as Read on it so that it is no longer highlighted in yellow or contributing to your Unread Responses count. Alternatively, you may scan the comments and then use Mark All as Read to indicate that you have read all of the currently highlighted responses. (New comments added at a later date will increment the count in the Unread Responses section of My Tasks or Project Tasks and will be highlighted on the issue.) Notes There is no requirement for you to read all of the responses to an issue. It is recommended that you concentrate on minimising the numbers in My Tasks or Project Tasks for Tasks In and ensuring that issues you send out are completed promptly. It is less important to try to keep the number of your Unread Responses down - because this information may relate to issues in which you are no longer interested. Like all numbers in My Tasks or Project Tasks, Unread Responses only count activity on issues in the Sent state and so these numbers will decrease whenever the issuer completes an issue in which you were involved. 4.4 Viewing Brava! markups In the Responses to Date section of an appropriately configured issue, beside the name of each user who responded to the issue using Brava!, is a column containing a link to the Brava! markup file they created. Beside each document in the Included Documents section of the issue is a link marked View Markups(n) which links to all of the markups created in response to this document. Clicking on the View Markups(n) link on a Respond to Issue page opens the Task Viewer. On the Task Viewer, clicking the View all markups on this document for this issue (n) link on the Completed tab will display all of the markups provided for the document so far. 4.5 Issues to complete The My Tasks panel indicates issues which are awaiting your completion. These are issues which you sent out where all of the recipients have provided all their responses. Clicking on the number of issues To Complete will search for all of your issues where all of the responses have been provided Completing the issue is described in the following section. It is possible to complete issues at any point after you send them out, without waiting for all recipients to respond. You should only complete the issue when sufficient responses have been received. Any responses which have been provided are shown in the Responses to Date section at the bottom the issue May 2015 Version 1 BC

37 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! Notes Clicking on the Tasks Out link beside the name of an issue which is ready for you to complete will take you to the issue and immediately prompt you to confirm that you wish to complete it. You may send a reminder to users who have not yet responded to the issue. 4.6 Completing the issue It is only possible to complete an entire issue and so this action is only available from the issue, not the Task Viewer. To complete the issue, find the issue: 1. Click on the number of issues To Complete in your My Tasks panel. Then: 2 Click on the issue name in the Tasks Out column of the search results to view the issue. 3 Consult the Responses to Date section towards the bottom of the issue and ensure that you have sufficient responses and that you are satisfied with them. If not, you should discuss the responses as described in section Click Complete. You will be prompted with a list of any users who have not yet responded and will be asked to confirm that you wish to complete the issue despite this. 5 Click Confirm to complete the issue. Notes Clicking on the Tasks Out link beside the name of an issue which is ready for you to complete will take you to the issue and immediately prompt you to confirm that you wish to complete it. You may send a reminder to users who have not yet responded to the issue May 2015 Version 1 BC

38 Figure 18 The confirmation step of completing an issue Click to complete the issue this cannot be reversed. Users who had not completed their tasks would be listed May 2015 Version 1 BC

39 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! 5 Other issue-related information 5.1 Searching for issues in a collection If you know which collection contains the issue you are looking for, use the collection s Filter tab to locate the issue. This offers a large number of search options - who sent the issue, when it was sent, the reason for issue etc. - as described below, which can be combined to perform a convenient search. The search results contain links to the issue. To find an issue which you have sent out but not yet completed using the collection search filter, go into the collection 1 Results Type make sure that this is set to Issue 2 Document Type leave this set to --Any Type 3 Optionally a if you know the issue type, select it from the Issue Type drop-down list. If not, leave this set to --Any Type--. b if the issue was labelled with additional metadata values, click on the icon to display the issue metadata and specify the relevant values. 4 Issuing Criteria - click on the icon to display the issuing criteria 5 Issued by - Select User in the drop-down list then select Current User from the list of users which will appear beneath it. 6 Select the blank option in the drop-down list indicated by Issued to 7 Select Sent in the Where the issue is list. a Optionally, specify additional information about the state of the issue and/ or when it was sent and/ or when its deadlines are. 8 Click Apply Filters. The issues which match your search criteria will be displayed on the Listing tab. Notes Not Sent issues those created previously but not yet sent may be located by selecting Not Sent in the Where the Issue is drop-down list. You can list all of the issues in the collection by setting the Results Type to Issue and clicking on Show All. These searches can be used to find not only active (Sent) issues but also Not Sent, Completed and Cancelled issues May 2015 Version 1 BC

40 Figure 19 Searching for issues in a collection Results Type should be set to Issues The issue type may be selected. Optionally find the issue by its Reason for issue, the date range in which tasks are (or were) due and / or who sent or received it and / or its state - Not Sent, Sent, Completed or Cancelled - whether tasks are outstanding and / or the date range in which it was sent out. 5.2 Responding on behalf of other users It is often useful for one user to respond to an issue on behalf of a colleague, e.g. if the original recipient is on leave. The user responding to the issue does not need to be a recipient of the issue but does need to have access to it. If the issue is private so that only those who have been sent the issue can see it, this would restrict who could respond on behalf of their colleagues. Similarly, you would need to be a member of the project containing the issue in order to be able to access it. By default, users are not permitted to provide responses to issues that were sent to other people. This facility would need to be configured for the project in order to permit responding on behalf of other users. The functionality may also be configured to permit the person who sent the issue to respond on behalf of recipients. Thus, if a recipient provides their response outside of BC, e.g. by , the issuer could update the issue to indicate what the response was. Thus a central record of all responses from all recipients would be maintained, regardless of how the response was provided initially May 2015 Version 1 BC

41 how BC 6.3 User Guide (Part 2) Document Issuing and Brava! To respond to an issue on behalf of someone else 1 Find the issue by, for example: a Clicking on the name of the relevant issue type in the Project Totals portlet on the Project Summary tab. This will list all issues of the relevant type in the project and you can then filter on the issues returned by, for example, the name of the issue, its description or the person who sent the issue, to find the one you are looking for. b If you know which collection the issue is in, filter for it using the Filter tab as described in section 5.1. c Use the Advanced Search and an issuing search term to find the issue. d If you are the sender of the issue, use My Tasks or Project Tasks to find the issues you have sent. 2 Click on the issue name to go into it. 3 In the Distribution Details section of the issue at the top of the page, scroll down till you see the name of the user on whose behalf you wish to respond. Move across to the Tasks Complete column on the far right-hand side of the page and click on the Respond link 4 Click Apply Filters. The issues which match your search criteria will be displayed on the Listing tab. Figure 20 Responding on behalf of other users User has responded on behalf of another Optionally, respond on behalf of this user The Responses to Date section of an issue displaying a response by one user on behalf of another is shown in a figure in section May 2015 Version 1 BC

42 5.3 Volunteering responses Depending on the configuration of the project, it may also be possible for users who were not recipients of tasks on an issue to add a response to it. For example, if you were sent the information for a Taskless reason such as For Information you may still wish to respond to the issue. In order to be able to volunteer a response to an issue, you will need access to it access rights and privacy must permit you to click on the issue and view it. On the issue, click Respond for any of the documents. You will be prompted to provide information using a variety of fields - text boxes, drop-down lists etc. in the usual way. Save your response by clicking Save as Draft or Submit Selected. (The Submit Selected button will remain greyed out until you select your response by placing a tick in the Select column beside it.) If you Save as Draft, your response will be saved with draft status until you subsequently Edit Draft and tick the Select column and then click Submit Selected. Submitting your response in this way will change the status of your response to submitted and make it visible to other users. The fields which are presented when volunteering a response may be different from those for a direct (or requested) response. Notes If no documents are included on the issue, you may volunteer a response using the Add Volunteered Response option in the fast track bar at the top of the issue. Volunteering a response differs from responding on behalf of another user because, when you are volunteering, you are not providing your responses in place of someone else s. They are recorded in addition to the issue recipients responses. If you volunteer a response to an issue and wish to be informed of further activity on the issue, you should click on to subscribe to any future notification s relating to the issue. 5.4 Document Distribution and Issue History To see the distribution history of all documents on an issue, click View/ Change Distribution History of Documents from inside the issue. When a document has been issued, its Distribution History may be obtained by clicking on the icon beside its name. This lists the issues which the document has been associated with and indicates which users each issue was sent to. It also indicates when each recipient received the issue, e.g. by forwarding. The Distribution History is also available for several documents at once by selecting the documents in the usual way and clicking Selected Distribution History. The Issue History action shows a different view of the issues which a document has been associated with. It is an issue-focused view rather than the document-focused Distribution History. The Issue History gives quick access to all of the issues which the document has been associated with. It shows the status of all the issues which the document has been attached to at a glance. The Issue History may only be viewed for one document at a time May 2015 Version 1 BC

43 Figure 21 The Document Distribution History Documents and their details Links to the issues involving this document Ticks indicate which documents were on which issue(s). and which users received which issue(s) 5.5 Forwarding an issue When an issue has been sent out, it is not possible to make changes to it it becomes immutable (as do the documents associated with it). However, if you have omitted someone from the Distribution List, you may forward it to the person you originally omitted. This adds the user to the Distribution List of the issue in an analogous manner to the original recipients. Settings on the issue may limit who is permitted to forward it. An issue is forwarded, from an issue which has been sent out, by clicking on the icon in the fast-track bar towards the top of the issue. As the Distribution List of the original issue is simply being extended, those users who have already been sent the issue are not available for selection. After the reasons for issuing (and deadlines) have 28 May 2015 Version 1 BC