Ineight Document Enhanced User Interface

Table of Contents

INEIGHT DOCUMENT USER GUIDE

User Interface

Information in this document is subject to change without notice. Companies, names and data used in examples are fictitious.

Copyright  2020 by InEight. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, for any purpose, without the express permission of InEight.

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Document: UGD-TB-XXX-V5 Revision: 0.13 Last Updated: 6 April 2020

1 – Introduction ...... 5

2 – Dashboard and Register ...... 6 2.1 Using new Dashboard features ...... 7 2.2 Using new Register features...... 11 2.3 Using the Master Navigation ...... 12 2.4 Using the Quick Launch toolbar ...... 12 2.5 Using Dashboard tiles ...... 14 2.6 Using Register columns ...... 15 2.7 Managing Register columns ...... 15 2.8 Using Register Views ...... 16 2.9 Changing row density ...... 17 2.10 Filtering and sorting Registers ...... 17 2.11 Using folders ...... 19

3 – Mail ...... 20 3.1 Using new Mail features ...... 21 3.2 Using the Mail Dashboard widget ...... 22 3.3 Using the Mail Register ...... 23 3.4 Using the Actions menu ...... 23 3.5 Creating new Mail ...... 24 3.6 Configuring Mail Workflow ...... 25

4 – Document ...... 27 4.1 Using new Document features ...... 28 4.2 Using the Document Dashboard widget ...... 29 4.3 Using the Document Register ...... 29 4.4 Viewing Document details...... 30 4.5 Using the Actions menu ...... 31 4.6 Using Admin actions ...... 32 4.7 Creating a new Document ...... 32 4.8 Reviewing Documents ...... 34

5 – Transmittals ...... 38

© 2020 by InEight Inc. All rights reserved Page 3 of 63 Table of Contents 5.1 Using new Transmittal features ...... 39 5.2 Using the Transmittals Dashboard widget ...... 41 5.3 Using the Transmittals Register ...... 42 5.4 Using the Actions menu ...... 42 5.5 Creating a new Transmittal ...... 43 5.6 Pending Transmittals ...... 44 5.7 Cancelling Transmittals ...... 45 5.8 Resending Transmittals ...... 46

6 – Packages ...... 47 6.1 Using new Packages features ...... 48 6.2 Using the Packages Dashboard widget ...... 49 6.3 Using the Packages Register ...... 49 6.4 Using the Actions menu ...... 50 6.5 Creating a new Package ...... 50 6.6 Generating addendums ...... 53

7 – Forms ...... 55 7.1 Using new Forms features ...... 56 7.2 Using the Forms Dashboard widget ...... 57 7.3 Using the Forms Register ...... 58 7.4 Using the Actions menu ...... 58 7.5 Using Admin actions ...... 59 7.6 Creating a new Form ...... 59 7.7 Configuring Form types ...... 60

1 – Introduction

InEight Document is upgrading its User Interface (UI). The purpose of this document is to provide a comprehensive reference for super users and administrators. It provides a comparison of existing ‘Classic’ functionality and navigation as well as the equivalent or alternative as it exists within the new UI.

InEight Document’s new interface gives you the ability to customize the look and feel of your Dashboard. With the new Dashboard, you can easily view key statistics for the modules you use the most. The Dashboard is made up of tiles that show you project information from each module. The tiles can be made bigger and smaller, and you can easily add and remove tiles.

You can access the new Dashboard by logging into InEight Document.

© 2020 by InEight Inc. All rights reserved Page 6 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.1 Using new Dashboard features Icon/Function Classic UI New UI Change Project Click the arrow next to the project name and Click the arrow next to the project name and select a project from the drop-down menu. select a project from the drop-down menu.

Project Settings Click the Settings icon next to the project Click the Gear icon in the top-right corner of name to open the Project settings window. the screen and select Project settings.

Training Videos Click the Video icon next to the project name Click the Help icon in the top-right corner of to access training videos. the screen and select Training videos.

© 2020 by InEight Inc. All rights reserved Page 7 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide User Click Settings in the top-right corner of the Click the Profile icon in the top-right corner Preferences screen and select User Preferences. of the screen and select User Preferences.

Help Click Help in the top-right corner of the Click the Help icon in the top-right corner of screen and select InEight Document Help. the screen and select InEight Document help.

Global Search Click Search in the top-right corner of the Click the Magnifying glass icon in the top- screen. right corner of the screen.

© 2020 by InEight Inc. All rights reserved Page 8 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide Address Book / Click Contacts in the top-right corner of the Click the Address book icon in the top-right Company Types screen. corner of the screen.

Reports Click Reports in the top-right corner of the Click the Reports icon in the top-right corner screen. of the screen.

Admin Click Admin in the top-right corner of the Click the Gear icon in the top-right corner of screen. the screen and select Admin.

New Item Click New and select the item type from the Click New and select the item type from the drop-down menu. drop-down menu.

Module Use the drop-down menu on the left side to In the top-left corner of the screen, the Selection select a module. current module is displayed. Click the current module to select another from a drop-down menu.

© 2020 by InEight Inc. All rights reserved Page 10 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.2 Using new Register features Icon/Function Classic UI New UI Advanced Click Advanced next to the quick search field. Click Filter/Sort in the top-left corner. Search

Saved Searches Click Saved next to the quick search field. Saved searches are now called Views. To save a search, click the drop-down menu next to the View field and select Save view as.

Register Filter Click the square icons to choose how to filter To choose how to filter documents, click the documents. Show drop-down menu and select an option.

Row Density This feature is not available in the classic UI. Click the Manage columns icon to select the row density of the Register.

© 2020 by InEight Inc. All rights reserved Page 11 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide Folders Click the Arrow icon to expand project Click the Arrow icon in the top-left corner of folders. the screen to expand project folders.

2.3 Using the Master Navigation You can use the drop-down menus at the top of the page to navigate between projects, other InEight products and different modules.

The project menu – Click to switch between projects you have access to within the same account. The application menu – Click to switch between InEight products available within the current project. The module menu – Click to switch between different modules of the project.

2.4 Using the Quick Launch toolbar You can link functions you use regularly to the Quick Launch toolbar by clicking Edit.

To create a quick launch link: 1. Click Edit and select New quick launch link. 2. Type the name of the new link. 3. Select the drop-down menus to select a new link.

4. Click Create. © 2020 by InEight Inc. All rights reserved Page 12 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide To delete a quick launch link: 1. Click Edit. 2. Select the quick launch link. 3. Click the cross icon.

4. Click Save.

To change the order of quick launch links: 1. Click Edit. 2. Select the quick launch link. 3. Click the arrows to move the link up or down to order them.

4. Click Save.

© 2020 by InEight Inc. All rights reserved Page 13 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.5 Using Dashboard tiles The Dashboard is made up of tiles that show project statistics by module. You can only view tiles for modules you have access to. To add a new Dashboard tile: 1. Click the Add dashboard tile icon.

2. Drag and drop the module into the Dashboard to add it.

To remove a Dashboard tile: 1. In the Dashboard, click the minus icon on the tile.

To resize a Dashboard tile: 1. In the Dashboard, drag the arrows to resize the tile.

Dashboard configurations can also be saved as Views. See 2.8 Using Register Views for information on creating Views. © 2020 by InEight Inc. All rights reserved Page 14 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.6 Using Register columns With the new user interface, you can customize the look and feel of your Register.

 You can resize each column by clicking on the edge of the column and using the arrows to resize.  You can move the position of each column by clicking on the header and dragging and dropping the column into position.

2.7 Managing Register columns Users can also manage the order, titles and visibility of columns by clicking Manage columns.

 The Available columns list on the left is a list of columns you can add to your Register.  The Selected columns list on the right is a list of all columns currently in your Register.  To lock a column so that it will always be shown in the Register, click the Padlock icon next to the column in the Selected columns list.

© 2020 by InEight Inc. All rights reserved Page 15 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.8 Using Register Views Dashboard and Register configurations can be saved, along with filter conditions for different Registers. To create a new View: 1. Click the View drop-down menu and select Save view as.

2. Type the name of the View. 3. Select the Register view type.

4. If you want to set this view as the default Register view, select the Set as default view option. You can only select this if the Register view type is Company or Project. Only administrators can access this function. 5. Click Create. To access saved Views: Saved Views are accessed by clicking the Views drop-down menu and selecting from the following:  Project views are visible to anyone on the project.  Company views are visible to anyone in the user’s company.  Personal views are visible to the individual user.  System view is the default view for the project and is visible by anyone on the project.

To rename or delete a View:

Click the Views drop-down menu and select either:  Rename view.  Delete view.

© 2020 by InEight Inc. All rights reserved Page 16 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.9 Changing row density Row density can be adjusted for each Register, meaning you can control the height of Register rows. To change row density: 1. Click the Row density icon and select from the available options.

2.10 Filtering and sorting Registers The Filter/Sort option is on the top left of the Register. This option controls which Register items are currently visible. Each Register has different filter options such as mail sent or received from different companies, document review status, discipline, etc. To filter and sort Registers: 1. Click the Filter/Sort icon. 2. Select your options from the drop-down menus.

3. Click Apply.

© 2020 by InEight Inc. All rights reserved Page 18 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 2.11 Using folders Folders can be used to help filter and sort files into a format that suits the project requirements. Next to Filter/Sort, click the Arrow icon to show the folder structure.

 You can drag and drop items from the Register into the required folder.  When you select the folder, the Register will only display the content that have been moved to that folder.  Files will never be removed from the original Register. Folders help you organize and access existing Register content.

To create a new folder:

1. Click the plus (+) icon.

2. Enter the Folder ID and Title. 3. Select the Type and Security preference for the folder.

4. If you want to make the folder a Smart Folder, select the check box at the bottom.

 With Smart folders you can specify filter criteria, meaning any items in the Register that match the filter criteria will automatically be added to the folder.

InEight Document’s Mail module has a new interface. The InEight Document (DOC) Mail module can control and streamline the process of sending and receiving mail and communications between project participants.

The mail module includes an Inbox, Sent Mail, Drafts, Deleted items and Unregistered Mail. If you have access to these mailboxes, they can be found by clicking the module drop-down and selecting Mail.

© 2020 by InEight Inc. All rights reserved Page 20 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 3.1 Using new Mail features Icon/Function Classic UI New UI More Drop- Click More to select an option from the drop- Click Actions to select an option from the Down Menu down menu. drop-down menu.

New Mail Item Click New and select Mail. In the top left corner of the screen, click New and select Mail.

Configure Mail Click More and select Configure Mail Click Actions. In the Admin tab, select Workflow Workflow. Configure mail workflow.

Create New In the Configure Mail Workflow window, click In the Configure Mail Workflow window, click Mail Type New. the plus (+) icon.

© 2020 by InEight Inc. All rights reserved Page 21 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 3.2 Using the Mail Dashboard widget The Mail widget on the Dashboard shows you a snapshot of current mail statistics. This includes items such as:  New mail.  Inbox items awaiting response.  To review.

By default, the Mail widget displays your personal statistics.

To change Mail widget statistics display:

If the user has appropriate access, this can be changed to Company view by clicking the Personal drop-down menu and selecting a different option. 1. Click the Personal drop-down menu. 2. Select either Department or Company.

© 2020 by InEight Inc. All rights reserved Page 22 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 3.3 Using the Mail Register The Mail Register shows information on mail items, such as:  The mail reference number.  The sender and recipients.  Sent and received dates.

To perform Mail-related actions:

Select the check box next to the mail to show more options at the top of the Register. These options include:  Reply.  Reply All.  Forward.  Mark As.

 You can also access these options from the Mail screen after opening the Mail

3.4 Using the Actions menu After selecting a mail, click the Actions menu to show more options. These options include:  Change Status To.  Duplicate.  Generate Mail Hyperlink.

 You can also access these options from the Mail screen after opening the Mail.  If no mail is selected, you can use the Actions menu to select Generate Mail Hyperlink for the Current Register to generate a hyperlink of the Register view.

© 2020 by InEight Inc. All rights reserved Page 23 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 3.5 Creating new Mail You can create new mail items from the Mail Register. To create new mail: 1. Click the plus (+) icon and select the type of mail to open the mail creation window.

2. Enter recipients in the To field. 3. Select the drop-down menus to select the Mail options.

4. If you want to attach any files, click Attach Files. 5. Click Send.  If you want to mark a mail item as confidential (only visible to the mail recipients), you can click Confidential at the top of the Mail screen.  After adding attachments, download them in bulk by clicking Download all.  To save mail as a draft, click Save as Draft.

© 2020 by InEight Inc. All rights reserved Page 24 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 3.6 Configuring Mail Workflow Administrators can configure mail workflow to manage the mail types available on the project. To configure mail workflow, click Actions. In the Admin tab, select Configure mail workflow.

This opens a window with all mail types currently available on the project. Each mail type has the following options:  Mail Resp Days: The default response period for each mail type.  Fwd Type: The mail type that can be used to forward the original mail item.  Reply Type: The mail type that can be used to reply to the original mail item.  Enable File Attachments: The ability to add attachments.  Mandatory Recipients: The ability to add or remove mandatory recipients to the To or CC fields of an email. These recipients cannot be removed when sending mail from the Mail Compose screen.

Double click any mail type to open the Edit Workflow screen.

© 2020 by InEight Inc. All rights reserved Page 25 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide From the Edit Workflow screen, the following can be adjusted for each mail type:  Mail Type Title: Controls the title of the mail type. Once a mail type has been created, you will not be able to edit the mail type code.  Enable file attachments: Select the check box to allow attachments to be added.  Available in TenderDocs: Select to make the mail available as part of the tendering process.  Response mail type only: Select the checkbox if you want the mail type not to be available to create as a new mail item. This means the new mail item can only be used as a response to an existing mail item.  Carry forward Orig. Ref No: Select the check box so that the Originator’s Reference Number field for that mail type will automatically carry forward to all replies and forwards once populated.  Allow users to modify the Orig. Ref No: If the above option is enabled, users can still modify the Originator’s Reference Number field if this check box is selected.  Single Mail Reference No with Response: Select this check box to add a response counter to the end of the mail reference number (e.g. HCC-MEMO-0001.01). The decimal number at the end increases for each reply or forward to any mail within the mail thread. This means the entire mail thread has a single mail reference number. If another mail type is created with this option enabled within the thread, it will overwrite the reference number and restart the response counter from 01.

InEight’s Document module has a new interface. The InEight Document register contains all project documents that have been uploaded by companies on the project.

You can access the Document Register by clicking the module drop-down menu and selecting Document.

© 2020 by InEight Inc. All rights reserved Page 27 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 4.1 Using new Document features Icon/Function Classic UI New UI Open Document Double click on a document to open the Click on the Document Number to open the Details document details. document details.

File Viewer Click the File Viewer icon. Click the File Viewer icon (updated icon).

More Drop Select a document and click More to select Select a document and click Actions to select Down an option from the drop-down menu. an option from the drop-down menu.

New Document Click New. Click the plus (+) icon and select Single Item.

Bulk Upload Click Bulk Upload. Click the plus (+) icon and select Bulk Items.

Documents for Click Review. Click the Module menu. In the Documents Review tab, select Review.

© 2020 by InEight Inc. All rights reserved Page 28 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide Documents for Click Release. Click the Module menu. In the Documents Release tab, select Release.

4.2 Using the Document Dashboard widget The Document widget on the Dashboard provides a snapshot of documents available in your Document Register. By default, documents are sorted by type. You can change this by clicking on the drop- down menu and selecting another option.

4.3 Using the Document Register The Document Register shows information on document items, such as:  The unique document number.  The latest available revision.  The document’s current status.  The document’s discipline.  The file formats each document is available in.

To sort documents by revisions:

1. Click the Show drop-down menu to select which revisions of documents are visible.

The following types are available for selection:

Option Description Latest Unrestrained Shows only the latest available revision of a document. Documents currently in the review process will not be shown. Latest Shows the latest revision of a document, including revisions that are currently in the review process which are considered “restrained”. All Superseded Revisions Shows all document revisions that are have been superseded by another revision. All Shows all revisions of a document.

4.4 Viewing Document details Click on the document number to open the document details window.

The document details window has the following tabs:

© 2020 by InEight Inc. All rights reserved Page 30 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide  Details tab: Displays all document data and a list of files attached to the document.  Comments tab: Lists all comments that have been made against the document. o Click the plus (+) icon to add a new comment. o Click the chat bubble icon to respond to an existing comment.  File Viewer tab: Previews files without having to download them. The File Viewer supports over 250 different file formats.  User Access tab: Shows a list of users that currently have access to the selected document.  Transmittal History tab: Lists all incoming and sent transmittals that the document has been a part of.  History tab: Shows a complete audit of all actions performed against the document.

4.5 Using the Actions menu Select a document in the Register and click the Actions drop-down menu to perform the following actions:

 Check Out/In: You can check out a document to temporarily remove it from the Register. When checking a document out, you can remove access for all other users until the document is checked back in. You will need to provide a reason for checking the document out.  Resubmit for Review: You can resubmit a document that has already been sent through the review process without having to make any changes to the document details.  Compare (not available at this time): You can select two documents or two different revisions to compare differences between them.  Duplicate: You can duplicate a document, which will open a new document creation screen with the details of the document you selected. You can edit these details from that screen.  Generate Document Hyperlink: You can generate a hyperlink that can be copied and used externally.  Generate Hyperlink for Current View: You can generate a hyperlink for your current Register view. This is useful for sharing with other users that need to see a specific set of documents.

© 2020 by InEight Inc. All rights reserved Page 31 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 4.6 Using Admin actions Select a document, then Actions. In the Admin tab, select from the following:

 Manage Document Workflow (not available at this time): This option displays a list of documents currently awaiting workflow activation as well as documents currently in the review process.  Assign Document Access: This option allows administrators to provide a user with access to a document.  Manage Document Access: This option allows administrators to see which users have automatic access to future document revisions.  Restrict Document Access (not available at this time): …  Transfer Document Ownership: This option allows you to change the ownership of the document to another user.  Delete: This option allows an administrator to delete a document. When deleting a document, a reason must be provided to maintain a complete audit trail.  Replace/Remove View File (not available at this time): …  Change Document Details: This option allows you to change a documents details without changing its revision or status.  Document Mask: This option is used by administrators to define which document numbering formats can be used. The table below shows the character options available when creating a document mask.

Option Description N Alpha or Numeric characters (0-9, A-Z) A Alpha characters only (A-Z) # Numeric characters only (0-9) X Any Alpha or Numeric characters other than (space comma / < > : * ? " |)

4.7 Creating a new Document To create a new document:

 Single Item: This option opens the single document upload screen where you can enter the document’s details. Click Save to upload the document to the Register.

 Bulk Items: This opens the Bulk Upload interface. Here you can populate the metadata details of multiple documents across multiple row.

To add files to the interface select the Arrow icon at the top of the register and select Upload file in bulk (or Upload files if you have selected a specific row that you want to upload to).

You can also add more rows to the interface by adjusting the new rows counter at the top left of the screen and then selecting the Plus icon. When you are ready to upload the documents you should select Validate and then Save at the top right of the screen. After selecting Validate any errors will appear at the for right of the columns.

To supersede a document:

1. Click on the Document Number to open the document. 2. Click the Revision drop-down menu and select a revision.

3. Attach any new files to the document. 4. Click Save.

Note: Documents cannot be superseded if they are currently going through a review workflow. You will need to wait until the review is completed before a new revision can be uploaded.

4.8 Reviewing Documents Documents that have started the review process can be found by clicking the Module drop-down. In the Documents tab, select Manage Workflow.

© 2020 by InEight Inc. All rights reserved Page 34 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide This will open a screen showing a list of documents that are awaiting workflow activation, as well as all documents currently in the review process. You can select what type of documents are shown in the Register by clicking the Show drop-down menu.

Click the icon underneath the Workflow members column to open the Document review workflow screen.

This screen allows review initiators, coordinators and administrators to control which users are part of the review team, the review progression sequence, how many days the review will take and who will be the review coordinator.

To review documents: 1. Click the Module drop-down. 2. In the Documents tab, select Review.

Reviewers can:  See the review history by clicking on the clock icon in the Review History column.  Add comments by clicking the chat bubble icon in the Comments column.  Download the document by selecting the download icon in the Download column.

1. Select one or more documents in the Register. 2. Click the Complete drop-down menu. 3. Select Complete to send the document to the next sequence in the review.

To release a document:

Once the document has been completed by all reviewers, the review co-ordinator is able to see documents ready for release. 1. Click the module drop-down menu. 2. In the Documents tab, select Release.

3. Click the Review status drop-down menu and select either Released or Rejected for each document. 4. Click Save and Release to release documents marked Release.

InEight Document’s Transmittal module has a new interface. Transmittals are used within InEight to issue documents to recipient(s) with the option of also adding a reason for issue and response required date. The documents being transmitted must already be in the Document Register and the sender must already have access to both the documents and the file formats being transmitted. The transmittal module includes Inbox, Drafts, Sent Items and Pending.

You can access Transmittals by clicking the module drop-down menu and selecting Transmittals.

© 2020 by InEight Inc. All rights reserved Page 38 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 5.1 Using new Transmittal features Icon/Function Classic UI New UI More Drop- Select a document then click More to select Select a document and click Actions to select Down Menu an option from the drop-down menu. an option from the drop-down menu.

New Transmittal Click New. Click the plus icon and select an option from the drop-down menu.

Pending On the Transmittals drop-down menu, click Click the Module drop-down menu. In the Transmittals Pending. Transmittals tab, select Pending.

© 2020 by InEight Inc. All rights reserved Page 39 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide Cancel Click Cancel. Click the Module drop-down menu. In the Transmittal Transmittals tab, select Sent Items.

From the Sent Items Register, click Actions and select Cancel.

Resend Click Resend. From the Sent Items Register, click Actions Transmittal and select Resend.

© 2020 by InEight Inc. All rights reserved Page 40 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 5.2 Using the Transmittals Dashboard widget The Transmittals widget on the Dashboard shows you a snapshot of transmittals that have been sent and received by the user. The widget also displays information on sent transmittals with:  Acknowledgement pending.  Transmittals required for review.  Sent items with responses outstanding.  Items returned for review.

Any overdue items will be highlighted in red. By default, the widget will show your personal statistics. If you have the right access, you can use the drop-down menu to change this to department or company statistics.

© 2020 by InEight Inc. All rights reserved Page 41 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 5.3 Using the Transmittals Register The Transmittals Register shows a row by row view of each transmittal item, with information such as:  The transmittal number  The package number  The sender and recipients  Sent and received dates.

Select a transmittal to enable more options at the top of the Register. You can use these options without having to open the transmittal first.

5.4 Using the Actions menu Select a transmittal from the Register and click Actions to select an option.

These options include:  Duplicate without recipients: Creates a copy of the transmittal excluding the original recipients.  Duplicate with recipients: Creates a copy of the transmittal including the original recipients.  Generate Hyperlink of the current Register: Provides a hyperlink for the user’s current Register view. This is useful for sharing with other users that need to see a specific set of transmittals.

© 2020 by InEight Inc. All rights reserved Page 42 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide To configure a transmittal workflow: 1. Click Actions. 2. In the Admin tab, select Configure transmittal workflows.

3. Under the Transmittal Type column, select the Transmittal. 4. Click the drop-down menu to select the response type for the transmittal.

5.5 Creating a new Transmittal To create a new transmittal: 1. Click the plus (+) icon and select the type of transmittal.

To create a new transmittal from the Document Register: In the Document Register, select the documents and click Transmit to select an option.

© 2020 by InEight Inc. All rights reserved Page 43 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide When the transmittal is created, the transmittal creation window will open. From here, you can enter in the transmittal details, such as:  Recipients.  Reason for Issue.  Respond by date.  Respond by message. You can also upload additional documents by clicking the plus (+) icon below the message section.

5.6 Pending Transmittals To access pending transmittals: 1. Click the Module drop-down. 2. In the Transmittals tab, select Pending.

© 2020 by InEight Inc. All rights reserved Page 44 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 5.7 Cancelling Transmittals To cancel a transmittal: 1. Select the transmittals in the Register. 2. Click Actions and select Cancel.

You can also cancel a transmittal by opening a sent transmittal and clicking Cancel.

© 2020 by InEight Inc. All rights reserved Page 45 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 5.8 Resending Transmittals To resend a transmittal: 1. Select the transmittal in the Register. 2. Click Actions and select Resend.

3. Select the recipients and click Resend.

InEight Document’s Packages module has a new interface. Packages can be used to group documents and recipients for the purpose of managing the issue of documents.

You can access Packages by clicking the module drop-down menu and selecting Packages.

© 2020 by InEight Inc. All rights reserved Page 47 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 6.1 Using new Packages features Icon/Function Classic UI New UI More Drop Select a package and click More then select Select a package and click Actions to select Down an option. an option.

New Package Click New. In the Package tab, select an Click the plus (+) icon and select an option. option.

Generate Click the notepad icon. Click the envelope icon. Addendum

© 2020 by InEight Inc. All rights reserved Page 48 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 6.2 Using the Packages Dashboard widget The Packages widget on the Dashboard shows you a snapshot of how many packages have been sent by your company. By default, packages are sorted by Type. You can use the drop-down menu to sort them by Phase, which will show the current phase of tender packages. Any overdue packages will be highlighted in red.

6.3 Using the Packages Register The Package Register shows a row by row view of each package. Information includes:  The package type  The package ID  The package title  The reason for issue  The date released  The last addendum.

© 2020 by InEight Inc. All rights reserved Page 49 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 6.4 Using the Actions menu 1. Select a package from the Register and click Actions to choose an option.

These options include:  Duplicate: Creates a copy of the selected package as a standard or tender package. Duplicating a package will copy the package details, excluding the Package ID, the attached documents and the recipients.  Generate Package Hyperlink: Provides a hyperlink to the selected package that can be copied and used externally.  Generate Hyperlink for the current Register: Provides a hyperlink to your current Register view. This is useful for sharing with other users that need to see a specific set of packages.

6.5 Creating a new Package To create a new package: 1. Click the plus (+) icon and select the type of package.

A new window will open where you can enter the package details, such as the package ID, title, trade and reason for issue. After you enter the package details, click Save.

© 2020 by InEight Inc. All rights reserved Page 50 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide This saves the package as a draft, allowing you to add documents and recipients before issuing the package. On the next screen, you can add these options.

To add documents: 1. Select the Documents tab. 2. Click the plus (+) icon. 3. Search for the documents and select them. 4. Click Save.

© 2020 by InEight Inc. All rights reserved Page 51 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide To add recipients: 1. Select the Recipients tab. 2. Click the plus (+) icon. 3. Select the recipients you want to add. 4. Click the arrow icon to move the recipients to the right field. 5. Click Save.

To issue a package: 1. After adding documents and recipients, click Issue Package.

2. Type a title and message for recipients. 3. Click Send.

You can also check the attached documents by using the tabs at the top of the screen.

© 2020 by InEight Inc. All rights reserved Page 52 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 6.6 Generating addendums Once a package has been issued, new documents and revisions can be added later. If any changes are made to the package, an addendum will need to be sent to the recipients for them to gain access to the new documents. In the Packages Sent Items Register, two icons indicates if new revisions are available, or if changes have been made to the package.

 The icon on the left indicates that a change has been made to the package (such as new documents being added). This means an addendum must be issued to recipients.  The icon on the right indicates that new revisions are available for documents that have already been issued in the package.

Selecting the icon on the right will open the package and show a list of new revisions that should be added to the package. Select the documents and their file formats and click Save.

Once the documents have been added to the package, an addendum can be sent to the recipients. You can either open the package or click the icon on the left, and then

When creating an addendum, you need to enter a subject, reason for addendum, and a message for the recipients. Then click Send.

InEight Document’s Forms module has a new interface. InEight Forms are documents that are completed on a step by step basis with inputs and sections often completed by different parties within InEight Document. A simple example of an InEight Form is a Request for Information (RFI) where an initiating party uses an RFI Form to raise a question from party to another on a project. This question is then responded to on the same Form by one or more other parties.

You can access Forms by clicking the module drop-down menu and selecting Forms.

© 2020 by InEight Inc. All rights reserved Page 55 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 7.1 Using new Forms features Icon/Function Classic UI Improved UI Cancel Form Click Cancel. Select a form and press the Cancel icon.

More Drop Select a form and click More to select an Select a form and click Actions to select an Down option. option.

New Form Click New and select the type of form. Click the plus (+) icon and select form type.

© 2020 by InEight Inc. All rights reserved Page 56 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 7.2 Using the Forms Dashboard widget The Forms widget on the Dashboard shows you a snapshot of how many forms you have access to. The widget also displays information on:  The number of outstanding/closed-out forms created.  The number of draft forms not viewed yet.  The number of new forms not viewed yet.

By default, your personal statistics are shown. If you have the right access, you can use the drop-down menu to change this to company statistics. Any overdue forms will be highlighted in red.

© 2020 by InEight Inc. All rights reserved Page 57 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide 7.3 Using the Forms Register The Forms Register shows a row by row view of form items, with information such as:  The form reference number  The form subject  The date and time of issue  The form initiator  The form status.

7.4 Using the Actions menu Select a form from the Register and click Actions to select an option.

These options include:  Change Status To: Changes the status of selected forms in bulk. Note that you will not be able to change a forms status to one that is not available for that form type.  Create Forms in Bulk: Generates multiple form drafts.  Duplicate: Creates a copy of the selected form so you can either create a new revision or new form. Either option will copy all information within the initiator section as well as the recipients.  Generate Form Hyperlink: Provides a hyperlink that can be copied and used externally.

© 2020 by InEight Inc. All rights reserved Page 58 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide  Generate Hyperlink for the Current Register: Provides a hyperlink to your current Register view. This is useful for sharing with other users that need to see a specific set of forms.

7.5 Using Admin actions Select a form and click Actions. In the Admin tab, you have the following options:

 Configure form types: Allows you to configure the settings of all existing form types on a project.  Transfer form ownership: Allows administrators to transfer ownership of the form.  Provide bulk from access (currently not available): …  Remove Recipients: Allows administrators to remove recipients in bulk.  Replace Recipients: Allows administrators to replace an existing recipient with a new one.

7.6 Creating a new Form 1. Click the plus (+) icon and select the type of form.

After you select a form, the form creation window will open. From here, you can add the For Action and For Info recipients.

© 2020 by InEight Inc. All rights reserved Page 59 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide  For Action recipients will be able to add information to the form.  For Info recipients will only be able to view the form.

7.7 Configuring Form types Click Actions. In the Admin tab, select Configure form types.

© 2020 by InEight Inc. All rights reserved Page 60 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide This opens a window that lists all existing form types on a project. From here you can set up the distribution, workflow, status and status distribution of forms.

To set form status: Select the icon underneath the Status column. This will open a window that shows a list of all the current status codes with that form type.

 You can add more status codes by clicking the plus (+) icon. More form status codes can be added in the Configuration Tables.  Click the minus (-) icon to remove form status codes.  Deselect the checkbox next to a form to make it inactive.  Making a status inactive or removing it means it will not be selectable for future forms.

To set form status distribution:

Select the icon underneath the Status Distribution column. This will open a window that allows you to specify a set of users that will be notified of a form when the listed status has been applied.

 You can also choose to give that user For Info access to the form, meaning they can view it in their Register. To set form workflows:

By default, all forms a non-workflow forms, meaning there is no workflow between the form sections. Select the icon underneath the Workflow column to change the form to a workflow form.

 Changing a form to a workflow form allows you to build a set workflow for the form and control the order in which the sections are completed.  Select the first check box to hide the form from recipients until their action is required.  Select the second check box to lock the form recipients so that the initiator or administrator cannot edit the form distribution.  Select the plus (+) icon to add a new workflow steps to the form.

© 2020 by InEight Inc. All rights reserved Page 62 of 63 UGD-TB-XXX-V5 — InEight Document - User Interface Guide To set form distribution: Select the icon in the Distribution column once a form has a workflow associated with it. This allows you to specify which users are responsible for each of the workflow steps.

 When a new workflow form is created, the initiator will be able to select from a list of Distribution Groups created for the form and the recipients will be automatically populated.  Click the plus (+) icon to create a new Distribution Group.