Team Binder - User Manual

QA software
Project Document Management and Collaboration System
USER GUIDE
Document: UGD-TB-008 Revision: 6 Last Updated: 2nd January 2009
Information in this document is subject to change without notice. Companies, names and data used in examples are fictitious. Copyright 2000 - 2009 by QA Software. 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 QA Software. Microsoft Windows, Internet Explorer and Microsoft Excel are registered trademarks of Microsoft Corporation. Although TeamBinder has undergone extensive testing, QA Software makes no warranty or representation, either express or implied, with respect to this software or documentation, its quality, performance, merchantability, or fitness for purpose. As a result this software and documentation are licensed as is, and you, the licensee are assuming the entire risk as to its quality and performance. In no event will QA Software be liable for direct, indirect, special, incidental or consequential damages arising out of the use or inability to use the software or documentation. Please send your comments to: QA Software 21 Bedford Street North Melbourne, VIC, 3051 Australia For technical support: Australia Phone: 03 8379 0000 Fax: 03 9326 6544 International Phone: +61 3 8379 0000 Fax: +61 3 9326 6544 Email: support@qa-software.com Internet: http://www.qa-software.com
TeamBinder User Guide
Page 2
Table of Contents
Chapter 1 Introduction ............................................................ 11

1.1 About TeamBinder ............................................................................................ 12
1.1.01 Introducing TeamBinder ........................................................................................ 12 1.1.02 Business Process.................................................................................................. 12 1.1.03 Benefits of using TeamBinder ............................................................................... 13
1.2 Getting Started .................................................................................................. 14

1.2.01 Launching TeamBinder ......................................................................................... 14 1.2.03 Quick Start Instructions ......................................................................................... 15
Chapter 2 - Dashboard ............................................................... 17

2.1 Introduction ....................................................................................................... 18
2.1.01 Overview................................................................................................................ 18
2.2 Management Summary..................................................................................... 18

2.2.01 My.......................................................................................................................... 18 2.2.02 Mail Statistics ........................................................................................................ 19 2.2.03 Document Statistics............................................................................................... 21 2.2.04 Workflow Statistics ................................................................................................ 21 2.2.05 Transmittal Statistics ............................................................................................. 22 2.2.06 Package Statistics ................................................................................................. 23 2.2.07 Task Statistics ....................................................................................................... 23
2.3 Global Search .................................................................................................... 24

2.3.01 Using the Global Search ....................................................................................... 24
2.4 Site Camera, Weather and Project Summary ................................................. 25

2.4.01 Site Camera, Project Image .................................................................................. 25 2.4.02 Weather ................................................................................................................. 25 2.4.03 Project Summary................................................................................................... 25
Chapter 3 - Mail........................................................................... 27
3.1 Getting Started .................................................................................................. 29
3.1.01 Overview................................................................................................................ 29 3.1.02 Setup Check List ................................................................................................... 29 3.1.03 Configuration Tables ............................................................................................. 30 3.1.04 Binders and Sections ............................................................................................ 31 3.1.05 Security Issues ...................................................................................................... 32 3.1.06 Workflow................................................................................................................ 32 3.1.07 Custom Mail Forms and Templates ...................................................................... 34 3.1.08 Custom Mail Footers ............................................................................................. 34 3.1.09 Company Logos .................................................................................................... 34 3.1.10 Fax-In Configuration.............................................................................................. 35 3.1.11 Email-In Configuration........................................................................................... 36 3.1.12 Customising the Mail Registers............................................................................. 37
3.2 User Preferences............................................................................................... 37

3.2.01 Overview................................................................................................................ 37 3.2.02 General.................................................................................................................. 38 3.2.03 Auto Responder .................................................................................................... 38 3.2.04 Auto Forward......................................................................................................... 39 3.2.05 Mail Options .......................................................................................................... 39 3.2.06 Mail Compose ....................................................................................................... 41 3.2.07 Mail Status............................................................................................................. 42 3.2.08 Notifications........................................................................................................... 43 3.2.09 Filter Options ......................................................................................................... 44 3.2.10 Apply preferences to other projects ...................................................................... 44
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3.3 Outgoing Mail .................................................................................................... 45

3.3.01 Overview................................................................................................................ 45 3.3.02 Create new mail .................................................................................................... 45 3.3.03 Sending Mail.......................................................................................................... 47 3.3.04 Speed Addressing ................................................................................................. 48 3.3.05 Adding Contacts on the Fly ................................................................................... 48 3.3.06 Using Contact Groups ........................................................................................... 49 3.3.07 Attachments .......................................................................................................... 49 3.3.08 The Drafts/Outbox ................................................................................................. 50 3.3.09 Duplicate Mail........................................................................................................ 50
3.4 Outgoing mail review........................................................................................ 51

3.4.01 Overview................................................................................................................ 51 3.4.02 Submitting mail for review ..................................................................................... 51 3.4.02 Reviewing mail submitted for review..................................................................... 51
3.5 Incoming mail .................................................................................................... 52

3.5.01 Overview................................................................................................................ 52 3.5.02 Reading Incoming Mail.......................................................................................... 52 3.5.03 Mark mail as Read/Un-Read ................................................................................. 54 3.5.04 Responding to mail................................................................................................ 54
3.6 Un-Registered Mail............................................................................................ 56

3.6.01 Overview................................................................................................................ 56 3.6.02 Business Process.................................................................................................. 56 3.6.03 Processing incoming faxes.................................................................................... 58 3.6.04 Processing incoming emails.................................................................................. 59 3.6.05 Processing Incoming Controlled Documents ........................................................ 61 3.6.06 Processing Incoming Mail Hardcopies .................................................................. 61 3.6.07 Mapping of Un-registered mail .............................................................................. 61
3.7 Live Mail ............................................................................................................. 62

3.7.01 Overview................................................................................................................ 62 3.7.02 Creating Live Mail.................................................................................................. 62 3.7.03 Responding to Live Mail ........................................................................................ 63 3.7.04 Managing Live Mail ............................................................................................... 63
3.8 Finding Mail ....................................................................................................... 64

3.8.01 Overview................................................................................................................ 64 3.8.02 Search Filters ........................................................................................................ 64 3.8.03 Detail Filter ............................................................................................................ 66 3.8.04 Thread View .......................................................................................................... 66 3.8.05 Binders and Sections View.................................................................................... 67
3.9 Managing Mail ................................................................................................... 68

3.9.01 Filing ...................................................................................................................... 68 3.9.02 Linking Mail ........................................................................................................... 69 3.9.03 Status of mail......................................................................................................... 70 3.9.04 Batch Changing the Status of Mail........................................................................ 71 3.9.05 Exporting mail to HTML or PDF ............................................................................ 72 3.9.06 Deleting Mail.......................................................................................................... 73 3.9.07 Batch Printing Mail ................................................................................................ 73 3.9.08 Attachments Download Wizard ............................................................................. 74
3.10 Integrated Fax and Email Services................................................................ 74

3.10.01 Fax-In .................................................................................................................. 74 3.10.02 Email-In ............................................................................................................... 75 3.10.03 Fax-out ................................................................................................................ 76
3.11 Mail Register Reports ..................................................................................... 76

3.11.01 Overview.............................................................................................................. 76 3.11.02 Available Reports Listing..................................................................................... 77
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Chapter 4 - Documents .............................................................. 79

4.1 Getting Started .................................................................................................. 80
4.1.01 Overview................................................................................................................ 80 4.1.02 Setup Check List ................................................................................................... 80 4.1.03 Revisions ........................................................................................................... 81 4.1.04 Status Codes......................................................................................................... 81 4.1.05 Disciplines ............................................................................................................. 82 4.1.06 Categories ............................................................................................................. 83 4.1.07 Document Types ................................................................................................... 84 4.1.08 File formats............................................................................................................ 84 4.1.09 Discipline Distribution Matrix ................................................................................. 85 4.1.10 Create Discipline Wizard ....................................................................................... 86 4.1.11 Security Issues ...................................................................................................... 87 4.1.12 User Preferences .................................................................................................. 88 4.1.13 Document # Masks................................................................................................ 89 4.1.14 Design Management Considerations and Standards ........................................... 89 Customising the Document Register................................................................................ 90
4.2 Document Register ........................................................................................... 91

4.2.01 Overview................................................................................................................ 91 4.2.02 Finding Documents ............................................................................................... 91 4.2.03 Detailed Filter ........................................................................................................ 93 4.2.04 Document Access ................................................................................................. 93 4.2.05 Subscribing to Documents .................................................................................... 94 4.2.06 Document Details .................................................................................................. 95 4.2.07 Viewing Documents............................................................................................... 96 4.2.08 Redlining Documents ............................................................................................ 98 4.2.09 Commenting on Documents................................................................................ 100 4.2.10 Comparing Documents........................................................................................ 101 4.2.11 Deleting Documents ............................................................................................ 101
4.3 Uploading and Distributing Documents ....................................................... 102

4.3.01 Overview.............................................................................................................. 102 4.3.02 Single New Document Upload ............................................................................ 102 4.3.03 Single Revised Document Upload ...................................................................... 104 4.3.04 Validation of Document Uploads......................................................................... 105 4.3.05 Distribution of Uploaded Documents................................................................... 105 4.3.06 Transfer Document Ownership ........................................................................... 107 4.3.07 Replace View File Wizard ................................................................................... 108 4.3.08 Batch Document Upload Wizard ......................................................................... 108 4.3.09 XLUPLOAD for Document Uploads .................................................................... 110 4.3.10 QCAD for Document Uploads ............................................................................. 111 4.3.11 QDMS for Document Uploads............................................................................. 112
4.4 Downloading Documents ............................................................................... 112

4.4.01 Overview.............................................................................................................. 112 4.4.02 Downloading a Document ................................................................................... 112 4.4.03 Using the Document Download Wizard .............................................................. 113 4.4.04 Document Check In / Check Out......................................................................... 114 4.4.05 Bulk Printing Drawings using QPRINT................................................................ 115
4.5 Reports............................................................................................................. 115

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Table of Contents
Chapter 5 - Transmittals .......................................................... 121

5.1 Getting Started ................................................................................................ 122
5.1.01 Overview.............................................................................................................. 122 5.1.02 Setup Check List ................................................................................................. 123 5.1.03 Configuration Tables ........................................................................................... 123 5.1.04 Default Transmittal response periods ................................................................. 123 5.1.05 Security Issues .................................................................................................... 124 5.1.06 Notifications......................................................................................................... 124
5.2 Outgoing Transmittals.................................................................................... 125

5.2.01 Create a Transmittal............................................................................................ 125 5.2.02 Acknowledgements and Responses ................................................................... 127 5.2.03 Pending Transmittals........................................................................................... 128 5.2.04 Transmitting Revised Documents ....................................................................... 129
5.3 Sent Transmittals Register............................................................................. 130

5.3.01 Finding Sent Transmittals.................................................................................... 130 5.3.02 Sent Transmittals Register .................................................................................. 131 5.3.03 Resend Transmittals ........................................................................................... 132 5.3.04 Cancelling a Transmittal...................................................................................... 132
5.4 Incoming Transmittals Register .................................................................... 133

5.4.01 Finding Incoming Transmittals ............................................................................ 133 5.4.02 Incoming Transmittals Register........................................................................... 134
5.5 Reports............................................................................................................. 134

Chapter 6 Workflow - Documents ........................................ 137

6.1 Getting Started ................................................................................................ 138
6.1.01 Overview.............................................................................................................. 138 6.1.02 Quick Start Check List......................................................................................... 139 6.1.03 Review Status Codes .......................................................................................... 140 6.1.04 Workflow Settings................................................................................................ 140 6.1.05 Discipline Review Teams .................................................................................... 141 6.1.06 Free Form Review Teams................................................................................... 142 6.1.07 Disabling commenting after a document review is complete .............................. 143 6.1.08 User Preferences ................................................................................................ 143
6.2 Document Reviews ......................................................................................... 144

6.2.01 Overview.............................................................................................................. 144 6.2.02 Upload of Documents for Review........................................................................ 144 6.2.03 Activating the Default Discipline Work Flow........................................................ 145 6.2.04 Activating a Custom workflow ............................................................................. 146 6.2.05 Modify an in-progress Workflow.......................................................................... 147 6.2.06 Reviewing Documents......................................................................................... 147 6.2.07 Document Approval/Release............................................................................... 149
6.3 Reports............................................................................................................. 150

6.3.01 Overview.............................................................................................................. 150 6.3.02 View review process Status ................................................................................ 151 6.3.03 Available Reports Listing..................................................................................... 152
Chapter 7 - Packages and Tenders......................................... 155

7.1 Getting Started ................................................................................................ 156
7.1.01 Overview.............................................................................................................. 156 7.1.02 Setup Check List ................................................................................................. 156 7.1.03 Security Issues .................................................................................................... 157 7.1.04 User Preferences ................................................................................................ 157
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7.2 Creating Tender Packages ............................................................................. 157

7.2.01 Creating a Tender Package ................................................................................ 157 7.2.02 Adding Tender Package Documents .................................................................. 159 7.2.03 Adding Tender Package Recipients.................................................................... 160
7.3 The Tender Phase ........................................................................................... 160

7.3.01 Releasing a Package for Tender......................................................................... 160 7.3.02 Addendums to Tender......................................................................................... 161 7.3.03 Managing Recipients within a Tender Package .................................................. 162 7.3.04 Closing a Tender Package released for tender................................................... 163
7.4 TenderDocs Website....................................................................................... 164

7.4.01 Overview.............................................................................................................. 164
7.5 Post Tender Package Maintenance ............................................................... 164

7.5.01 Overview.............................................................................................................. 164 7.5.02 Award a Tender Package.................................................................................... 165 7.5.03 Close out a Package ........................................................................................... 165
7.6 Standard Packages ......................................................................................... 166

7.6.01 Overview.............................................................................................................. 166 7.6.02 Creating a Standard Package ............................................................................. 166 7.6.03 Issuing a Standard Package ............................................................................... 167
7.7 Reporting ......................................................................................................... 168

Chapter 8 Tasks..................................................................... 169

8.1 Getting Started ................................................................................................ 170
8.1.01 Overview .......................................................................................................... 170 8.1.02 User Preferences - Task Status .......................................................................... 170 8.1.03 User Preferences - Notifications ...................................................................... 170
8.2 Working with Tasks ........................................................................................ 171

8.2.01 Creating Tasks .................................................................................................... 171 8.2.02 Viewing Tasks ..................................................................................................... 172
8.3 Reporting ......................................................................................................... 172

Chapter 9 Defects .................................................................. 175

9.1 Defects Register.............................................................................................. 176
9.1.01 9.1.02 Overview .......................................................................................................... 176 Defects List ...................................................................................................... 176
9.2 Reporting ......................................................................................................... 178

Chapter 10 - Reports ................................................................ 179

10.1 Standard reports ........................................................................................... 180
10.1.01 Overview............................................................................................................ 180 10.1.02 Generating Standard Reports ........................................................................... 180 10.1.03 Using Filters ...................................................................................................... 181
10.2 Custom Reports ............................................................................................ 182

10.2.01 Customising Reports ......................................................................................... 182
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Table of Contents
Chapter 11 - Published Reports .............................................. 183

11.1.01 Overview............................................................................................................ 184 11.1.02 Security Issues .................................................................................................. 184 11.1.03 Creating Categories .......................................................................................... 185 11.1.04 Publishing Reports ............................................................................................ 185 11.1.05 Linking Controlled Documents to Published Reports........................................ 186
Chapter 12 - Administration .................................................... 187

12.1 Projects .......................................................................................................... 188
12.1.01 Setup Check List ............................................................................................... 188 12.1.02 Create Project ................................................................................................... 188 12.1.03 Project Details ................................................................................................... 188 12.1.04 Project Calendar................................................................................................ 191 12.1.05 Project Links...................................................................................................... 191 12.1.06 Project Archives ................................................................................................ 192
12.2 Address Book................................................................................................ 193

12.2.01 Overview............................................................................................................ 193 12.2.02 Company Types ................................................................................................ 193 12.2.03 Companies ........................................................................................................ 193 12.2.04 Departments...................................................................................................... 195 12.2.05 Contacts ............................................................................................................ 196 12.2.06 Favorites............................................................................................................ 198 12.2.07 External Contacts .............................................................................................. 199 12.2.08 Contact Groups ................................................................................................. 199 12.2.09 Contact Titles .................................................................................................... 200 12.2.10 Trades ............................................................................................................... 200 12.2.11 Import Address Book......................................................................................... 200
12.3 Users .............................................................................................................. 201

12.3.01 Creating Users .................................................................................................. 201 12.3.02 Passwords......................................................................................................... 202 12.3.03 Create User Wizard........................................................................................... 203 12.3.04 User Maintenance ............................................................................................. 205 12.3.05 Restricted Users................................................................................................ 205
12.4 Project Administrator ................................................................................... 206

12.4.01 Overview............................................................................................................ 206 12.4.02 Mail Security Groups ......................................................................................... 206 12.4.03 Configure User Access to Modules................................................................... 207 12.4.04 Assign Company Administrators ....................................................................... 208 12.4.05 Processing Subscription Requests ................................................................... 208 12.4.06 Assigning Access to specific Documents.......................................................... 209 12.4.07 Change Document Access................................................................................ 210 12.4.08 Plain Text Email Notifications............................................................................ 210 12.4.09 Broadcasts ........................................................................................................ 211 12.4.10 Defining Mandatory Fields................................................................................. 211
12.5 Managing new Company Registration Applications ................................. 211

12.5.01 Overview............................................................................................................ 211 12.5.02 Applying to join a TeamBinder Project .............................................................. 212 12.5.03 Processing Registration Applications................................................................ 212
12.6 Using a Global Address Book...................................................................... 213

12.6.01 Overview............................................................................................................ 213 12.6.02 Getting Started with the Global Address Book.................................................. 214 12.6.03 Populating the Global Address Book ................................................................ 214 12.6.04 Creating Contacts in a Linked Project............................................................... 214 12.6.05 Maintaining the Global Address Book ............................................................... 215
12.7 Reporting ....................................................................................................... 215

12.7.01 Overview............................................................................................................ 215 12.7.02 Available Reports Listing................................................................................... 216
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Table of Contents
Chapter 13 - Technical ............................................................. 219

13.1 ASP TeamBinder ........................................................................................... 220
13.1.01 Overview............................................................................................................ 220 13.1.02 System Requirements ....................................................................................... 220
13.2 Self Hosting TeamBinder ............................................................................. 220

13.2.01 Overview............................................................................................................ 220 13.2.02 System Requirements ....................................................................................... 221 13.2.03 TeamBinder Architecture................................................................................... 222
13.3 Trouble Shooting .......................................................................................... 222

13.3.01 Technical Support ............................................................................................. 222 13.3.02 Speed Requirements......................................................................................... 223 13.3.03 Internet Explorer Security.................................................................................. 223
13.4 Integration with WebDocsPro ...................................................................... 225

13.4.01 Overview............................................................................................................ 225
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Chapter 1 Introduction
1.1 About TeamBinder
1.1.01 Introducing TeamBinder 1.1.02 Business Process 1.1.03 Benefits of using TeamBinder
1.2 Getting Started

1.2.01 Launching TeamBinder 1.2.02 Quick Start Instructions
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Chapter 1 Getting Started
1.1 About TeamBinder

1.1.01 Introducing TeamBinder
TeamBinder is a web-based project document management and collaboration system used to manage, store, and distribute information in the form controlled documents and communications In particular, TeamBinder will help you manage: The distribution, review and approval of documents during the project design phase. The preparation, release for tender and award of sub contract document packages during the procurement phase. Document distribution to subcontractors during the construction phase. All forms of communications between participants throughout the lifecycle of the project. Document archiving at project completion and handover to the customer.
With all your project documents and communications managed and maintained on a secure, open platform, project participants are able to focus on the successful delivery of the project on time and within budget.
1.1.02 Business Process

Automated business processes are integral to TeamBinders design and functionality, optimising the efficiency with which project information is managed by: Simplifying the process of consultants issuing documents along the supply chain. Ensuring that all issued documents conform to pre-defined project business rules. Automatically maintaining a centralised project document register (accessible from anywhere with access to the Internet) with an auditable history of all revisions for all project documents. Automating the distribution of documents via a Distribution matrix, Subscriptions, Transmittals and notifications with simple download direct from emails. Automated routing of documents for approval with the facility to comment/review/approve and release on-line plus, automated reminders to ensure reviews are completed on time. Audit trails of document release dates by originator, and download dates by each user. Integrated fax and email services to capture all project information regardless of how it is received. Automatically building communication threads between questions and answers to capture the chain of events in regard to issues. A management summary with key project statistics to identify parties not performing as required.
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Chapter 1 Getting Started
1.1.03 Benefits of using TeamBinder

The benefits of deploying TeamBinder on a project include:
A centralised register of all controlled documents such as plans and drawings which enables:
All project participants to access the latest information from any location with a web browser and an internet connection. A central location to find documents, and capture comments and inputs from stakeholders. Ability to view plans and drawings without the requirement for any specialist software. Automating the uploading and distribution of documents against a pre-defined set of business rules. Security controlled access matrix for viewing and downloading documents. The distribution of documents via transmittal to subcontractors if required. Reductions in plan printing and courier costs to distribute documents. Simplified handover of project documents at completion since all documents are already stored electronically and fully indexed and can simply be archived to CD.
An online approval process leading to:

Faster review and approval of the project design, leading to shorter overall project durations. Centralised storage of review comments by all parties meaning improved accountability.
A centralized communications system that enables:

A full and centralized audit trail of all communications between parties replacing traditional paper and uncontrolled emails. Threads of related communications facilitating issue resolution. Time sensitive communications such as technical queries and RFIs to be turned around more quickly, reducing delays. Improved accountability via centralized audit trail of communications including who read / actioned what and when. Automated capture of incoming faxes and emails from external parties ensuring all project information is maintained in one place. Improved management of variations via their online submission and review/approval.
A management summary displaying key project statistics such as:

Number of outstanding or overdue communications by mail type such as RFIs. Average response times in regard to communications by mail type. Average response times to transmitted documents which can be analysed by Project or Recipient.
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Chapter 1 Getting Started Number of documents at each phase in their project life cycle. Number of documents at each approval status which can be further analysed by Discipline. Numbers of tender packages at each phase in their life cycle.
More information on TeamBinder can be found at http://www.teambinder.com/
1.2 Getting Started

1.2.01 Launching TeamBinder
TeamBinder requires only Internet Explorer 5.5+ and an Internet connection for use. [For more details on the System Requirements to run TeamBinder, refer Section 13.1.02]. Before you can use TeamBinder you must be setup as a user of the system. This is normally done by either the Project Administrator or your Company Administrator, after which you should receive a welcome email which contains your Login details and a link to download the TeamBinder Guided Tour. This can be used to familiarise yourself with the system. Once you have your login details you are ready to access TeamBinder.
To launch TeamBinder
1. Open Internet Explorer. 2. In the Address Line type www.TeamBinder.com and click Go. 3. Once the TeamBinder homepage has loaded, click the Login menu option at the top left of the screen. 4. At the login window, type your Username, your Company ID, and Password and click Logon. Tip: Tick the box Remember Login User ID & Company at the login window so that on the next login you only need to enter your password. 5. If you have access to more than one project, click on the Project that you wish to login to. The TeamBinder Dashboard will now load. [Refer Section 2.1.01] Notes: (a) For regular TeamBinder users, it is suggested that TeamBinder be made your home page in Internet Explorer. Click on the Tools menu in Internet Explorer. Select Internet Options. On the General tab, type www.TeamBinder.com in the Address field.
(b) The first time TeamBinder is accessed from a workstation, scripts required to run the system are downloaded to the PC. Hence the first login can take a few minutes depending on the speed of your internet connection. (c) If you forget your password, click on the Forgot your password? link at the Login page and a new temporary password will be sent to you by email. (d) If you have any problems accessing TeamBinder, refer [Section 13.3.03] on Internet Explorer Security Settings.
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Chapter 1 Getting Started (e) Customers self hosting TeamBinder [Section 13.2.01] will be using a different URL to the address line at Step 2 above. Contact your system administrator to get the correct address.
1.2.03 Quick Start Instructions

If you are a standard user of TeamBinder, the first functions you will most likely need to learn about TeamBinder are: How to create a new mail How to read incoming mail How to find an item of mail How to upload a document How to download a document How to transmit a document How to review a document How to create a tender package How to generate a report How to use the dashboard [Refer Section 3.3.02] [Refer Section 3.5.02] [Refer Section 3.8.01] [Refer Section 4.3.02] [Refer Section 4.4.02] [Refer Section 5.2.01] [Refer Section 6.2.06] [Refer Section 7.2.01] [Refer Section 10.1.02] [Refer Section 2.1.01]
If you are a review coordinator (responsible for the review process for one or more disciplines of documents) you will need to know: How to activate a review workflow How to release a document [Refer Section 6.2.03] [Refer Section 6.2.07]
If you are a project secretary you will need to know: How to process un-registered mail [Refer Section 3.6.01]
If you are a project administrator for TeamBinder you will need to refer to the Getting Started sections of the TeamBinder documentation for each Module to see how to configure it for use. You will also need to understand how to edit the Project Details [Section 12.1.03], populate the Address Book [Section 12.2.01], setup the system Security [Section 12.4.01], and Create Users [Section 12.3.01]. The main TeamBinder modules are: Mail Documents Transmittals Workflow Packages Tasks Defects Reports Published Reports Administration [Refer Chapter 3] [Refer Chapter 4] [Refer Chapter 5] [Refer Chapter 6] [Refer Chapter 7] [Refer Chapter 8] [Refer Chapter 9] [Refer Chapter 10] [Refer Chapter 11] [Refer Chapter 12]
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Chapter 2 - Dashboard
2.1 Introduction
2.1.01 Overview
2.2 Management Summary

2.2.01 2.2.02 2.2.03 2.2.04 2.2.05 2.2.06 2.2.07 My Mail Statistics Document Statistics Workflow Statistics Transmittal Statistics Package Statistics Task Statistics
2.3 Global Search

2.3.01 Using Global Search
2.4 Site Camera, Weather and Project Summary

2.4.01 Site Camera, Project Image 2.4.02 Weather 2.4.03 Project Summary
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Chapter 2 Dashboard
2.1 Introduction
2.1.01 Overview
The Dashboard is the starting point after login to TeamBinder. There are six areas in the Dashboard. Dashboard Area Top menu Left menu Management Summary Explanation In the orange band at the top of the Dashboard are the top menu options for Administration and Global Search. The left menu is used to access the TeamBinder modules. Use the More button to see menus for modules you dont have access to. The Management Summary displays key project statistics by module with links to relevant data. It also includes a project drop down list allowing users to quickly move between multiple projects they have access to. This area can be used to display a static project image or stream feed from one or more web cameras plus summary information about the project. An on line weather channel.
Project Information Weather channel
The Dashboard is the starting point for all actions in TeamBinder and the left menu provides quick access to common tasks such as Create a new mail or Generate a Transmittal.
2.2 Management Summary

2.2.01 My
The My tab of the Management Summary (which is shown by default) displays key statistics from across the Mail, Documents and Transmittals modules of TeamBinder with quick links to relevant module and information. For each of the statistics below the My tab shows the number of related items: Statistic Mail New Items Status Outstanding To Review Returned from Review Documents Uploaded since last login To Review To Review - Overdue To Release To Release - Overdue Explanation Incoming Mail Mail items received but not yet read. Mail items received that currently have a Status = Outstanding. Mail items prepared by others and submitted for your review. Mail items submitted for review that have now been reviewed and are ready for sending. Documents Documents to which you have access that have been uploaded since you last logged in. Documents requiring review but for which the workflow is not yet activated or the review has not yet commenced. Documents requiring review and for which the scheduled review completion date has passed. Documents for which the review is complete but the documents are not yet released. Documents for which the review is complete and the scheduled release date is overdue.
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Chapter 2 Dashboard
Statistic Awaiting Activation Awaiting review within my Discipline(s)
Explanation Documents uploaded requiring you to activate the workflow. Documents under review by all review teams within the Discipline(s) that you as Review Coordinator are responsible for. Incoming Transmittals Transmittals received, requiring a response which is still outstanding.
Transmittals Outstanding
Click on any of the above statistics to go directly to the relevant module / information. Note that the default tab of the Management Summary can be changed via User Preferences [see Section 3.2.02].
2.2.02 Mail Statistics

By selecting Mail at the top of the Management Summary, it is possible to view either: Mail Statistics by Mailbox Mail Statistics by Status and Response Time Mail Statistics by Binders
When viewing the statistics relating to either of the above options, choose between: Personal Mail (Mail that you have sent or received) Department Mail (Mail that users in your department have sent or received) Company Mail (Mail that users in your company have sent or received)
Note that access to Department and Company Mail requires security access [see Section 3.1.05].
Mail Statistics by Mailbox

This screen shows the numbers of mail items for each of the following: Statistic Inbox Mail New With a response outstanding With a response overdue Explanation Incoming Mail Mail items received but not yet read. Mail items received that have not been responded to (as defined via the Responded Date). Mail items received that have not been responded to and for which the response is overdue (as defined via the Response Required by and Responded Dates). Mail items received that currently have a Status = Outstanding. Additional Status value statistics can be displayed if required [see User Preferences Mail Status 3.2.07] Outgoing Mail Mail items sent that have not been responded to (as defined via the Responded Date).
Mail with Status Outstanding
Sent Items Mail With a response outstanding
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Chapter 2 Dashboard
Statistic With a response overdue
Explanation Mail items sent that have not been responded to and for which the response is overdue (as defined via the Response Required by and Responded Dates). Mail items sent that currently have a Status = Outstanding. Additional Status value statistics can be displayed if required [see User Preferences Mail Status 3.2.07] Mail incoming from outside of TeamBinder Incoming Faxes not yet processed [see Section 3.6.03]. Incoming Emails not yet processed [see Section 3.6.04]. Incoming Emails not yet processed but already auto mapped. Incoming Emails not yet processed and that require mapping.
Mail with Status Outstanding
Unregistered Mail Faxes awaiting processing Emails awaiting processing (All) Emails awaiting processing (Mapped) Emails awaiting processing (Unmapped)
Click on any of the above statistics to go directly to the mailbox with the relevant mails displayed. Note: If you have access to multiple projects, the numbers of new mails, outstanding mails, and mails for review for each project are also listed both at the Project Selection window after login, and against each project in the Project drop down list in the top left corner of the Management Summary.
Mail Statistics by Status and Response Time

This screen shows the numbers of mail items and their percentage of the total of all mail as follows: Statistic Inbox Mail items for each selected status value. Response time (days) average Response time (days) contract Sent Items Mail items for each selected status value. Response time (days) average Response time (days) contract Explanation Incoming Mail Mail items received and currently at each status selected to appear under Inbox Mail Statistics [see Section 3.2.07]. The Average time in days between a mail being received and it being Closed-Out (via the status). The Contract response period [see Section 12.1.03]. Outgoing Mail Mail items sent and currently at each status selected to appear under Sent Items Mail Statistics [see Section 3.2.07]. The Average time in days between a mail being sent and it being Closed-Out (via the status) by the Originator. The Contract response period [see Section 12.1.03].
Note that the total number of mail items used on the percentage calculation is either the total of all Personal mail, all Department mail, or all Company mail depending on which of these three options is selected.
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Chapter 2 Dashboard
Mail Statistics by Binder

This screen shows the numbers of mail items in each Binder and their percentage of the total of all mail. Also shown is the number of mails that are UNALLOCATED into any Binder. From this screen it is possible to drill down into the Binder/Section filing system by clicking first on a Binder Title and then on any of the Sections Titles that appear. To view the mail items themselves, click on the value in the Qty column at any time and the Binder Tree View will load [see Section 3.8.05]. Click on UNALLOCATED mails and select either Inbox or Sent Items and run the Binders and Sections Filing wizard to file these UNALLOCATED mails.
2.2.03 Document Statistics

By selecting Docs at the top of the Management Summary, it is possible to view: Document Statistics by Type: The total number of documents in the document register for each document type will be listed together with the % each type forms of the total of all documents. Document Statistics by Discipline: The total number of documents in the document register for each document discipline will be listed together with the % each discipline forms of the total of all documents. Document Statistics by Status: The total number of documents in the document register for each document status (phase in its life cycle) will be listed together with the % each status forms of the total of all documents.
2.2.04 Workflow Statistics

By selecting Workflow at the top of the Management Summary, it is possible to view either: Workflow Statistics by Review Status: The total number of documents in the document register for each document review status will be listed together with the % each review status forms of the total of all documents. Note that the review status values included are: Review Status codes Awaiting Review Defined via the Configuration Tables [see Section 6.1.03]. Documents requiring review but for which the workflow is not yet activated or the review has not yet commenced. Documents for which the review is complete but the documents are not yet released. Documents not requiring a review workflow.
Awaiting Release
Un-Restrained
Workflow Statistics by Discipline: Click on one of the Review Status values to see the total number of documents in each discipline at the selected review status together with the % each discipline forms of the total of all documents at that status.
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Chapter 2 Dashboard The Workflow Management Summary also displays: Statistic Documents awaiting your review Documents awaiting your review Overdue Documents awaiting release Explanation Use this link to run the Document Review Wizard for documents you are required to review. Shows the number of documents for which your review is now overdue. Use this link to run the Document Release Wizard for documents for which you are the review coordinator and are required to review and release. Shows the Review Coordinator the number of documents for which the review is complete but the release is overdue. This option is visible only by Project Administrators and Review Coordinators and shows the total number of documents for review within the discipline(s) they are responsible for and for which the review is overdue. This option is visible only by Project Administrators and shows the total number of documents for all disciplines for which the review is complete but the release is overdue. Shows the logged in user the total number of documents they have uploaded for which the reviews is overdue. Shows the logged in user the total number of documents they have uploaded for which the release is overdue.
Documents awaiting release Overdue Overdue reviews within all Disciplines
Overdue release within all Disciplines
Uploaded with Overdue reviews Uploaded with Overdue release
2.2.05 Transmittal Statistics

By selecting Trmtls at the top of the Management Summary, it is possible to view the numbers of transmittals sent or received by either yourself (Personal Option) or your company (Company Option) as follows: Statistic Transmittals Sent Total With the acknowledgement pending With a response outstanding With a response overdue Explanation
Total number of transmittals sent by your company. Number of Transmittals sent which have not been acknowledged as received by the recipient. Number of Transmittals sent, requiring a response which is still outstanding [see Section 5.2.02]. Number of Transmittals sent, requiring a response for which the response is now overdue. Total number of transmittals received by your company. Number of Transmittals received, requiring a response which is still outstanding. Number of Transmittals received, requiring a response for which the response is now overdue.
Transmittals Received Total With a response outstanding With a response overdue
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Chapter 2 Dashboard
Statistic Number of Recipients Total transmitted to With superseded documents
Explanation
Number of unique recipients to whom your company has sent transmittals. Number of recipients to whom you have transmitted documents and for which there are now pending transmittals [see Section 5.2.03]. Number of documents your company has transmitted (sent). Average response time in days in regard to transmittals you have sent.
Sent Transmittal Statistics No. of transmitted documents Average response time (days)
Click any of the links above to view a list of only the relevant Sent or Received transmittals.
2.2.06 Package Statistics

By selecting Pkgs at the top of the Management Summary, it is possible to view the following information in relation to packages created and managed by your company: Statistic Number of Packages Total Private tender Public tender Standard Packages by Phase Pre-release Released for tender Closed for bidding Awarded Completed Explanation
Total number of packages. Total number of private tender packages. Total number of public tender packages. Total number of standard packages. Tender packages created but not released for tender or awarded. Tender packages currently released for tender. Tender packages closed for bidding but not yet awarded. Tender packages awarded but not yet completed. Tender packages completed.
Click any of the links above to view the Package Register displaying only the relevant packages.
2.2.07 Task Statistics

By selecting Tasks at the top of the Management Summary, it is possible to view the following information in relation to Tasks allocated to you by others or those tasks you have created: Statistic Tasks allocated to me All tasks allocated Overdue tasks Tasks to be completed today Tasks with High priority Tasks with status New Tasks with status In Progress
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Chapter 2 Dashboard
Statistic Tasks created by me All tasks created by me Overdue tasks Tasks to be completed today Tasks with High priority Tasks with status New Tasks with status In Progress Click any of the links above to view the Task Register displaying only the relevant tasks either created by you or allocated to you by others. Note: Additional Tasks Statistics can be added to the above lists based on the Task Status via User Preferences Task Status [see Section 8.1.02].
2.3 Global Search

2.3.01 Using the Global Search
The Global Search tool in TeamBinder enable users to search for mail, documents, transmittals, packages and/or other items across all TeamBinder modules based on a text string.
To run a Global Search

1. Click on the Global Search option in the top menu at the Dashboard. 2. Enter a text string in the Search for field. 3. Click Search. The search results are displayed in the lower half of the screen. Notes: (a) The Global Search defaults to searching though the Title/Subject of the documents in the selected modules. To search all fields (all meta data), click the All option to the right of the caption Search Fields. (b) To fine tune which modules of TeamBinder are included in the search, use the tick boxes to the right of the Search in option. (c) The search can be made case sensitive if required. (d) The search can be made across all Projects that a user has access to by selecting the All Projects option. (e) Any work items found can be opened for more detail by clicking on them. (f) The search results can be printed using the Print button. (g) If searching the Address book, the All option to the right of the caption Search Fields must be used.
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Chapter 2 Dashboard
2.4 Site Camera, Weather and Project Summary

2.4.01 Site Camera, Project Image
A camera setup to take video or pictures of a project can be connected to a PC which can then feed back the video or images to the TeamBinder project where they are displayed live within the Site Camera area of the dashboard. QA Software can assist with organising a site camera if required. Note that multiple cameras can be supported with a gallery to view past images. Alternatively this space on the Dashboard can be used to display a static image of the project.
To display a static image

1. From the Administration menu, select Project List from the Project group of options. 2. Click on the current project to select it. 3. Choose the Uploaded Image option against Project Image. 4. Click up the Browse button to select the Image to display from your PC. 5. Click the Upload button to upload the selected image to TeamBinder. Notes: (a) Access to the Project Details is restricted to the Project Administrator only.
2.4.02 Weather
The weather channel display on the Dashboard is a live update of the weather conditions at the project location (or nearest weather station). The weather station displayed is defined via the project details by the project administrator.
To modify the weather station

1. From the Administration menu, select Project List from the Project group of options. 2. Click on the current project to select it. 3. Select the required location using the drop down lists against Weather Station Country and Weather Station City. Notes: (a) Access to the Project Details is restricted to the Project Administrator only.
2.4.03 Project Summary

The Project Summary space on the Dashboard can be used to display a brief summary of the project or any project news that would be of interest to TeamBinder Users.
To update the Project Summary

1. From the Administration menu, select Project List from the Project group of options. 2. Click on the current project to select it 3. Enter the required text in the Remarks field. Notes: (a) Access to the Project Details is restricted to the Project Administrator only.
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Chapter 3 - Mail
3.1 Getting Started
3.1.01 3.1.02 3.1.03 3.1.04 3.1.05 3.1.06 3.1.07 3.1.08 3.1.09 3.1.10 3.1.11 3.1.12 Overview Setup Checklist Configuration Tables Binders and Sections Security Issues Workflow Custom Mail Forms and Templates Custom Mail Footers Company Logos Fax-In Configuration Email-In Configuration Customising the Mail Registers
3.2 User Preferences

3.2.01 3.2.02 3.2.03 3.2.04 3.2.05 3.2.06 3.2.07 3.2.08 3.2.09 3.2.10 Overview General Auto Responder Auto Forward Mail Options Mail Compose Mail Status Notifications Filter Options Apply Preferences to multiple projects
3.3 Outgoing Mail

3.3.01 3.3.02 3.3.03 3.3.04 3.3.05 3.3.06 3.3.07 3.3.08 3.3.09 Overview Create new mail Sending mail Speed Addressing Adding Contacts on the Fly Using Contact Groups Attachments The Drafts/Outbox Duplicate Mail
3.4 Outgoing Mail Review

3.4.01 Overview 3.4.02 Submitting a Mail for Review 3.4.03 Reviewing Mail submitted for Review
3.5 Incoming Mail

3.5.01 3.5.02 3.5.03 3.5.04 Overview Reading incoming Mail Mark as Read/Unread Responding to Mail
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3.6 Un-Registered Mail

3.6.01 3.6.02 3.6.03 3.6.04 3.6.05 3.6.06 3.6.07 Overview Business Process Processing Incoming Faxes Processing Incoming Emails Processing Incoming Controlled Documents Processing Incoming Mail Hardcopies Mapping of un-registered mail
3.7 Live Mail

3.7.01 3.7.02 3.7.03 3.7.04 Overview Creating Live Mail Responding to Live Mail Managing Live Mail
3.8 Finding Mail

3.8.01 3.8.02 3.8.03 3.8.04 3.8.05 Overview Search Filter Detailed Filter Thread View Binder and Sections View
3.9 Managing Mail

3.9.01 3.9.02 3.9.03 3.9.04 3.9.05 3.9.06 3.9.07 3.9.08 Filing Linking Mail Status of Mail Batch changing the Status Exporting Mail to HTML or PDF Deleting Mail Batch Printing Mail Attachments Download Wizard
3.10 Integrated Fax Services

3.10.01 Fax-In 3.10.02 Email-In 3.10.03 Fax-Out
3.11 Reports
3.11.01 Overview 3.11.02 Available Reports Listing
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Chapter 3 Mail
3.1 Getting Started

3.1.01 Overview
The TeamBinder Mail Management module is used to control and streamline the process of sending and receiving mail and communications between project participants. The business process for sending and receiving mail is essentially: Users create and send outgoing mail to other project participants. Users of TeamBinder receive a notification about mail sent to them by email (from which they can use a hyperlink to directly access the mail within TeamBinder). Non Users of TeamBinder (External Contacts) receive the mail itself by email, fax or hardcopy. Users of TeamBinder read and respond (reply/forward) to received mail from within their TeamBinder Inbox. External Contacts reply by Fax or Email which is processed back to the sender via the Un-registered mail folder of TeamBinder. All dates and times in regard to creation, sending and receiving of mails are tracked by the system. Replies and Forwards are automatically linked to the original mail building thread views of questions and answers. An electronic filing system can be utilised to further index all communications if required.
3.1.02 Setup Check List

Once a new project has been created within TeamBinder, the check list below will ensure you have populated all the necessary parts of TeamBinder to effectively use the mail module and have considered all the available options. 1. Populate the address book [refer Section 12.2.01]. 2. Setup mail security groups [refer Section 12.4.02]. 3. Create users and assign group levels [refer Section 12.3.01]. 4. Assign access levels to mail registers [refer Section 12.4.03]. 5. Setup configuration tables for mail [refer Section 3.1.03]. 6. Setup mail workflow [refer Section 3.1.06]. 7. Setup the Filing System (optional) [refer Section 3.1.04]. 8. Setting up company based logos for use with mail [refer Section 3.1.09]. 9. Arranged any custom mail templates [refer Section 3.1.07]. 10. Define any Custom footers for use with mail [refer Section 3.1.08]. 11. Setup the Integrated Fax service for Incoming faxes (optional) [refer Section 3.1.10]. 12. Setup the Integrated Fax service for Outgoing faxes (optional) [refer Section 3.10.03]. 13. Setup the Integrated email service for Incoming emails [refer Section 3.1.11].
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Chapter 3 Mail
3.1.03 Configuration Tables

Throughout the TeamBinder Mail module there are a series of attributes that can be assigned to mail (such as the status) and these attributes are selected by drop down lists. The values in the drop down lists are defined on a per project basis via the TeamBinder configuration tables. Configuration table values can only be created and edited by the Project Administrator. They can however be viewed by all users.
To access the configuration tables

1. From the Administration menu, select Configuration Tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select a configuration table to work with. 3. Use the toolbar to add new records, delete records or edit existing records. The configuration tables that relate to Mail are:
Areas
The Area a mail item relates to can be selected from a drop down list when creating outgoing mail and can be used in search filters when finding mail.
Disciplines
The Discipline a mail item relates to can be selected from a drop down list when creating outgoing mail and can be used in search filters when finding mail. Note that the Discipline is also a key document attribute.
Locations
The Location a mail item relates to can be selected from a drop down list when creating outgoing mail and can be used in search filters when finding mail.
Mail Status Codes

Mail Status codes are used to assist with managing large volumes of incoming and outgoing mail. Mail Status codes can be applied when creating or reading mail. For example an incoming mail may have a status of Outstanding when first read, and Closed-Out when responded to. When accessing TeamBinder mailboxes the user always has the option of viewing mail at a particular status e.g. Outstanding only. Note that if a mail status code is use, if you try and delete it in the configuration table you are prompted to define a replacement which will be applied to all affected mail.
Mandatory Fields
The Mandatory Fields list can be used to control which fields are mandatory for user entry in each of the mail and document modules. Mandatory field settings affect all mail forms and in the document module affect the Document Register Details screen plus the Bulk Upload Wizard.
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Chapter 3 Mail
3.1.04 Binders and Sections

In addition to the standard mail folders for Incoming and Outgoing mail, TeamBinder enables projects and/or companies within a project to define a multi level filing system called Binders and Sections to further enhance the way mail is indexed or filed. Binders can be thought of as a lever arch file and Sections are then separators within the lever arch file. Use of Binders and Sections in TeamBinder enables a centralized filing system to be created for use by all parties on a project (Public Binders), or for use only by a single company on a project (Private binders). Use of Binders and Sections can be made optional or Mandatory on a per Company basis. This setting is maintained at a Company Level [see Section 12.2.03] The use of Binders and Sections on a project does not in any way compromise the standard mail security: With Public Binders and Sections, while any party on the project can add correspondence to these Binder/Section combinations, and while all parties on the project can get access to these Binders and Sections to view their contents, what they will see in the filing system is still limited to only correspondence on which they (or their company) are either the TO, CC or FROM value [see Section 3.1.05]. With Private Binders and Sections, use is restricted to only users belonging to the company that created them and a user with only personal mail access can see only personal mail filed within them.
To create a Binder / Section structure

1. 2. 3. 4. 5. 6. From the Administration menu, select Define Binders & Sections from the Mail group of options. From the Binders and Sections screen, click the New button to create a new Binder. Populate the details on the new Binder including Binder ID, Title and whether you want the Binder to be Public or Private and click OK. To add a Section to a binder, first click on the Binder and then click the New button. At the Section Details screen, enter the Section ID and Title and click OK. Note that the Section inherits the same security setting as the parent Binder. To add further levels of Sections, first select a parent Section and then click New and repeat step 5.
Notes: (a) Creation, Maintenance and Access to Binders and Sections is restricted by User Access options [see 3.1.05]. (b) It is possible to copy a complete branch of the Binder/Section tree structure to either another Binder or Section Node in the tree. Simply select the top node in the branch to be copied and right click and select Copy. Then navigate to the node to copy to, select the Binder or Section by clicking on it and right click and select Paste. You will be prompted to enter the ID of the top node in new branch. (c) There is no limit to the number of levels in the Binder/Section tree structure. (d) See also Filing Mail [Section 3.9.01] (e) See also Binders and Sections View [Section 3.8.05]
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Chapter 3 Mail
3.1.05 Security Issues

There are four types of security in regards to the use of the Mail Module in TeamBinder. These are: User Mail Security Groups Personal, Department, Company or No Mail Access for the User Access to Un-Registered Mail Access to Binder and Sections
Note that TeamBinder is designed around a fundamental principal that regardless of security settings, a user from one company can never see a mail between two or more other companies in which no-one from the users company was on the distribution. The mail security group a user is assigned to controls the types of mail they can create, view, edit, delete, print etc. [Refer Section 12.4.02] Whether a user can view only Personal Mail (mail in which the user is any of the TO, CC, BCC or FROM values on the distribution), Department Mail (mail in which a user of the same department is any of the TO, CC, BCC or FROM values on the distribution), or Company Mail (mail in which anyone from the users company is any of the TO, CC, BCC or FROM values) is managed as follows: 1. From the Administration menu, select Configure User Access to Modules from the Security group of options. 2. From the Company drop down list, select the company which contains the user that you wish to define the mail access for. 3. Next to that user, under the Std Mail column, select either None, Personal, Department, or Company mail. At the same screen, setup the user access to Un-registered mail and Binders and Sections: 4. Under Un-reg Mail, set the Users access level to the Un-registered Mailbox for their company. The options are None (no access), Personal (access to process mails sent to the user only), Department (access to process mails sent to any user in the same department), or Company Access (access to process mails sent to any user in the same company). 5. Under Binders and Sections, set the Users access level for Binders and Sections. The options are None, View and Full (giving full access to create new Binders and Sections). Notes: (a) Project Administrators can modify the user access for any user on a project. (b) Company Administrators can modify the user access for only users within their company and cannot give a user a level of access higher than their own. (c) The above settings can also be managed via the Address Book.
3.1.06 Workflow
Managing the workflow for each type of mail being used on a TeamBinder project is a great method of ensuring each user has limited options to choose from when replying to or forwarding mail. The workflow options also include the ability to define on a per mail type basis the default response period which is used to auto calculate the response required by date when generating mail. Finally the workflow options enable the definition of mandatory recipients as either TO or CC values on a per mail type basis.
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Chapter 3 Mail
To setup the mail workflow

1. From the Administration menu, select Configure Mail Workflow from the Mail group of options. 2. Click the New button. 3. Select a Mail Type and click OK. 4. Click on the Mail Type in the grid to edit the Workflow. 5. At the Edit Workflow screen, populate the following fields: Default Response period: This is a period in days and means that the respond by date will be auto populated when creating outgoing mail with a date that is the number of days defined after the current date. The calculation is based on working days as defined by the Project Calendar [see Section 12.1.04]. Forward mail with Mail Type(s): This controls the type of mail that can be used to forward the current mail type with. Reply to mail with Mail Type(s): This controls the type of mail that can be used when replying to the current mail type.
6. Click OK and OK again when prompted.
To add Mandatory Recipients:

7. Click on the Add/Remove link next to the required mail type. 8. Select whether the mandatory recipients for the mail type are to be applied on a Project, Company, or Personal basis. 9. Select one or more Mandatory Recipients to be included in the TO distribution for all mails of the selected Type using the company drop down list and right arrow button. 10. Select one or more Mandatory Recipients to be included in the CC distribution for all mails of the selected Type using the company drop down list and right arrow button. 11. Click OK when done.
Notes: (a) Only the Project Administrator can maintain the mail workflow options for Response periods and Forward/Reply mail types. (b) Only the Project Administrator can define Mandatory Recipients on a Project basis. (c) Only the Project or Company Administrator can define Mandatory Recipients on a Company basis. (d) Any user can define Mandatory Recipients on a Personal basis. (e) Users cannot remove mandatory recipients defined by the Project or Company Administrator when creating mail unless the recipient(s) are currently unable to receive the particular mail type or the sender is restricted from sending mails to the particular recipient.
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Chapter 3 Mail
3.1.07 Custom Mail Forms and Templates

TeamBinder supports the use of customised mail forms and templates on a per project, per company basis. This enables any company within a project to use their existing company standard form templates for both capture of data (using custom fields) and formatting of mail outputs so that mail appears and prints like existing company standards. Note that most companies using TeamBinder are content to use the standard templates provided with TeamBinder (with the addition of their company logo [see Section 3.1.09]). Provision of custom mail forms/templates is a service provided by QA Software and charges apply.
3.1.08 Custom Mail Footers

Custom footers allow a user or company to have one or more standard footers to affix to the bottom of their outgoing correspondence.
To define a custom mail footer

1. From the Administration menu, select Define Mail Footers from the Mail group of options. A register of any existing custom footers will be displayed. An existing footer can be edited by clicking on it. 2. At the Mail Footer details window, click the New button to create a new mail footer. 3. Enter a Title for your mail footer. This will be displayed in a drop down list when creating new items of mail and should therefore be intuitive enough for a user to clearly determine what the footer will contain. 4. Enter the Text for the Footer. 5. If required, tick the box against Make this footer available for the users from my company. This will enable other users from your company to use the custom footer. 6. Click OK. Notes: (a) A Custom Mail footer can be created by any user. (b) This feature is not available for use on custom developed mail templates. (c) Users can choose their preferred default custom footer [see Section 3.2.06].
3.1.09 Company Logos

TeamBinder uses a series of default standard templates for all mail types within a project. Participating companies on a project using TeamBinder can add their own company logo to these templates if required. This logo will then be used as a header on all outgoing mail generated by the company.
To add a company logo

1. From the Administration menu, select Company Details from the Address Book group of options. 2. Click the company name to add a logo for. 3. Next to the Upload Logo box, click the Browse button. 4. Locate the logo file that you wish to upload and click the Open button. TeamBinder User Guide Page 34
Chapter 3 Mail 5. Click the OK button and your logo file will now be uploaded to the server.
Logo Settings
To fine tune how your logo appears on mail: 6. Click on the Customise button. 7. Edit the pixel settings which control the logo size (height and width). 8. Choose the required position for the logo from Top Right, Top Middle or Top Left. 9. Use the preview area button to see how you logo will appear on mail. Note that the preview will show you the position of the logo on a default mail template, not your custom mail template if one is in use. Notes: (a) Uploading a company logo to be used on correspondence can only be done by the Project Administrator, users within the Project Administrators company, and the Company Administrator for their own company. (b) The logo file formats supported are: GIF JPEG / JPG PNG BMP
(c) Use the Remove button to remove an uploaded logo. This is required if you want to replace your company logo with a new file.
3.1.10 Fax-In Configuration

The Fax-In Integrated fax service for TeamBinder enables incoming faxes sent to a standard fax number to be routed directly into TeamBinder and processed via the Un-registered mail module [see 3.6.03]. The Fax-In service is normally configured in TeamBinder on a per company, per project basis. For companies that have defined a departmental breakdown in the address book it is possible to configure the Fax-In service per Department rather than per company. All fax numbers for the Fax-In service must be arranged by QA Software. It is not possible to use existing company fax numbers for this purpose unless they are forwarded to the number provided by QA Software.
Obtaining the Fax Number

1. 2. Each company requiring use of the Fax-In service should contact their project administrator. The project administrator should then contact QA Software.
Activating the Fax-In facility

Once the Fax-In facility is activated by QA Software, to view the fax number assigned to your company: 3. 4. From the Administration menu, select Company Details from the Address Book group of options. Click your company at the Company Details screen to edit the details.
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Chapter 3 Mail 5. 6. In the Fax Number box you will see the fax number, which has been assigned to you. This can contain a combination of numbers, -, (, ) and spaces. E.g. (03) 9326-6544. Click OK.
Notes: (a) Configuring the company (or department) based fax number can only be done by QA Software. (b) To view the Departmental Fax number, edit the Department details in the Address Book. (c) It is possible to have multiple fax numbers configured for a single company within a single project at either a company or department level. (d) All senders of faxes that are to be received by this method must be added to the project address book.
3.1.11 Email-In Configuration

The Email-In Integrated email service for TeamBinder enables incoming emails sent to a standard email address to be routed directly into TeamBinder and processed via the Unregistered mail module [see Section 3.6.04]. The Email-In service is normally configured in TeamBinder on a per company, per project basis. For companies that have defined a departmental breakdown in the address book it is possible to configure the Email-In service per Department rather than per company. All email addresses for the Email-In service must be arranged by QA Software. It is not possible to use existing company email addresses for this purpose unless they are forwarded to the email address provided by QA Software.
Obtaining the Email Address

1. Each company requiring use of the Email-In service should contact their project administrator. 2. The project administrator should then contact QA Software.
Activating the Email-In facility

Once the Email-In facility is activated by QA Software, to view the email address assigned to your company: 3. From the Administration menu, select Company Details from the Address Book group of options. 4. Click your company at the Company Details screen to edit the details. 5. In the Email Address box you will see the email address that has been assigned for that company. 6. Click OK. Notes: (a) Configuring the company (or department) based email address can only be done by QA Software. (b) To view the Departmental email address, edit the Department details in the Address Book. (c) It is possible to have email-in addresses configured for a single company within a single project at either a company or department level. (d) All senders of emails that are to be received by this method must be added to the project address book.
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Chapter 3 Mail
3.1.12 Customising the Mail Registers

It is possible for users to customise the layout of columns in the mail registers in TeamBinder. The instructions below are based on the Inbox mail register but apply equally to Sent Items, the Drafts/Outbox, Deleted Items and the Un-registered mail registers. 1. From within the Inbox mail register, click on the Customise Icon on the toolbar and select Customize. It is possible to have two custom views of each mail register defined. By default in the Customize screen the view being customized is Custom View 1. Use the drop down list in the top right hand corner of the screen to configure Custom View 2. 2. 3. To remove a column from view, un-tick the Visible column. Click on the field name in the grid to edit any of the Alternative column heading name, the Column No (this controls the arrangement of columns from left to right) and/or the Column Width (the % of the grid the column is assigned) and click OK when done.
Notes:
a) Not all columns can have alternative names. b) To open Custom View 1 or Custom View 2 as the default view when you view the mail register, select the required View at the above screen and tick the Open mail box with this view by default box.
3.2 User Preferences

3.2.01 Overview
User Preferences are a number of settings that users can control themselves to increase the efficiency with which they use TeamBinder.
To access the User Preferences:

1. From the Administration menu, select User Preferences from the General group of options. 2. Click on one of the tabs available 3. Define the settings required. 4. Click Apply to return to the Administration menu. The user preferences are divided into the following tabs: General Auto Responder Auto Forward Mail Options Mail Compose Mail Status Notifications Filter Options Task Status [Refer Section 3.2.02] [Refer Section 3.2.03] [Refer Section 3.2.04] [Refer Section 3.2.05] [Refer Section 3.2.06] [Refer Section 3.2.07] [Refer Section 3.2.08] [Refer Section 3.2.09] [Refer Section 8.1.02]
Notes:
(a) User Preferences can also be defined by the Project Administrator for one or more users at the same time [see Section 12.2.05]. (b) User Preferences defined on one project can be applied to other projects the user has access to [see Section 3.2.10].
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3.2.02 General
There are number of general user preferences users can control in relation to the mail module of TeamBinder. These are accessed via the General tab of the User Preferences screen [see Section 3.2.02]: (a) Max number of records to display in grids: This setting controls the default number of records to display when viewing mail in the Sent Items or Inbox. (b) Check spelling before saving mail: Use this to always have TeamBinder run a spell check when saving mail. (c) Add Signatures to outgoing mails: Use this option to setup a default signature to be included on the mail form when composing new mail. If the signature is to be excluded when replying and forwarding, tick the box Dont add signature to Replies and Forwards. The Signature text itself is entered in the box provided. To define individual signatures on a per mail type basis, click the Advanced button. Select the Mail type in the upper half of the Add/Edit Signature window and type the signature required in the Signature box. To disable a signature defined in this way temporarily, un-tick the Enable Signature box. (d) Save Auto-recover info every X minutes: Use this option to control how frequently TeamBinder should save a mail you are composing for auto-recovery purposes should you lose your internet connection or time-out of TeamBinder. Users are prompted on login or access to a mail box of any mail items that have been auto recovered and can open the item to continue work from the list provided. (e) Display preview pane in mail register: This option controls whether a preview pane displaying the mail content is shown when accessing the mail registers. (f) Default Dashboard page: Use this option to control which tab should be displayed by default when using the Management Summary. (g) Default mark-up colour: This option is used to set the default colour to be used when redlining documents.
3.2.03 Auto Responder

The Auto Responder or Away Mode function of TeamBinder allows users to set up an auto responder message that will be automatically sent as a response to any correspondence received within a designated time period. This feature is ideal for when you go on holiday or leave a project, and allows any parties sending you correspondence to know immediately that you are unavailable.
To setup the Auto Responder

1. From within User Preferences [see Section 3.2.01], click on the Auto Responder tab. 2. Populate the Subject and Message that will be sent to users as the Auto Responder message. 3. Enter the date range that the Auto Responder will be active for. 4. Tick the box labelled Make Auto Responder active for the date range above to activate the Auto Responder.
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Chapter 3 Mail 5. Tick the box labelled Send me a sample notification to be sent a sample notification to your email address. 6. Click Apply. Notes: (a) The Auto responder also applies to the Workflow module of TeamBinder and will send the Review Coordinator an auto-response if you are sent Documents for Review during this period [see Section 6.1.08] (b) The Auto responder message sent is sent only once to each recipient that sends you correspondence while it is active.
3.2.04 Auto Forward

The Auto-Forward function of TeamBinder allows a user to have TeamBinder automatically forward any correspondence that they receive to a designated person with a standard covering note. This feature can be used when you are on leave and still want any correspondence that you receive to be actioned by someone assuming your role during your absence.
To setup Auto Forward

1. From within User Preferences [see Section 3.2.01], click on the Auto Forward tab. 2. Tick the box labelled Make Auto Forward Active. 3. In the first drop down box, select the person to whom you wish to forward your mail. This person will receive a mail from yourself with your covering note and a copy of the original mail in their Inbox. 4. Type the standard covering note that you want to be included with your Auto Forwards. 5. Click Apply. Notes: (a) Auto Forward remains active until you un-tick the Make Auto Forward active tick box.
3.2.05 Mail Options

The Mail Options tab of the User Preferences screen enables users to control: Requirement for read receipts when sending or receiving mail. Printing options when sending mail by hardcopy. Automatic printing of mail hardcopies when sending, regardless of send method. Auto update of the Responded Date when Status of a mail is changed. Auto update of the Status when replying to mail. Printing options for Internal Notes.
To access the Mail options tab: 1. From within User Preferences [see Section 3.2.01], select the Mail Options tab.
Read Receipts
2. To always request a read receipt when sending mail, tick the box under Read receipts Request read receipts. 3. For the sending of read receipts in response to mail you receive, choose between:
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Chapter 3 Mail Never send You will never be prompted to, nor will the system ever send any read receipts, regardless if they are requested by the originator of the mail or not. The exception to this is if you change the status of a mail and in this case if the Sender requested a read receipt you will be forced to send one to proceed. Notify me when requested The system will prompt you to send a read receipt when the originator of the mail requests one. Always send The system will automatically send a read receipt when the originator of the mail requests one. This receipt will be sent as soon as you open the mail.
Printing options when sending mail by hardcopy

4. When mail is sent by hardcopy from TeamBinder the mail is always printed. Choose between whether the print should be displayed as a preview first or printed immediately using the two options for this provided under the Hard Copy Print option heading.
Automatic printing of hardcopies when sending, regardless of send method

Users can configure TeamBinder to automatically print a piece of correspondence upon sending (regardless of sending method). 5. Under the Print Mails sub heading, choose between: Never Print You will not be prompted to, nor will the system print a hardcopy when you are sending a mail Prompt to Print When sending, the system will prompt you to print a copy of the mail. Always Print Whenever you send a mail a hardcopy will be printed.
Auto update of the Responded Date when Status of a mail is changed

It is possible for users to have the responded date allocated to a mail automatically if they change the status of the mail. 6. The options available for this are found under the heading Update responded date with current date when: and the choices which will apply each time the user changes the status of a mail are: Never Update Prompt to Update Always Update
Auto update of the Status when replying to mail

It is also possible to have the status of mail changed automatically to a pre-defined status when users reply to a mail. 7. Under the Replying mail heading, select the Status to update the mails to and choose between the following options which will apply when you click Reply or Reply to All to a mail: Never Update Prompt to Update Always Update
Printing options for Internal Notes

All TeamBinder mails have the facility for the user to record Internal Notes about the mail. These notes are not included in the mail sent to the recipients but can be included on a hardcopy printout of the mail printed by the sender.
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Chapter 3 Mail 8. Under the Include Internal Notes heading, choose between the following options to include Internal Notes on print outs which will apply when you click print to print a mail you have sent or received: Never Print Prompt to Print Always Print
3.2.06 Mail Compose

The TeamBinder system enables users to use an integrated rich text editor when composing mail that allows users to format their correspondence using such features as: bold, italic, font size, font color, justification, background color and more. It is also possible to: manage the way the formatting of replies and forwards are handled; to specify that a PDF rendition of each mail should be created and attached to the outgoing mail; and to define and use a custom footer for mails you compose.
(a) To access the Mail Compose settings

1. 2. From within User Preferences [see Section 3.2.01], select the Mail Compose tab. Tick the box labeled Send mails in Rich Text format.
(b) Message Fonts

Select the font to use when composing new mail. Select the font to use when replying to, or forwarding mail.
(c) Managing Replies and Forwards

When replying to mail, choose from the following options: Do not include original message text. Include original message text. Include and indent original message text. When forwarding a mail, choose from the following options: Include original message text. Include and indent original message text. It is also possible to control the character used to indent the original text when including this text in replies and forwards.
(d) Attach Copy of Mail Options

It is possible in TeamBinder to have every outgoing mail you send include a PDF rendition of the mail attached to the standard HTML format. To enable this tick the box labeled Attach a copy of the mail as and choose between HTML or PDF.
(e) Mail Footer

Select your preferred default mail footer from the drop down list.
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3.2.07 Mail Status

TeamBinder enables users to manage a number of actions/displays in regard to the Status of mail. These actions are managed via the Mail Status section of Users Preferences [see Section 3.2.01] and include: (a) A Status value to be assigned automatically to incoming mail you receive as a CC or BCC contact as opposed to being the person the mail is directly addressed TO. This option is useful if you only ever respond to mail on which you are the TO person in the distribution. By selecting Closed-Out for example using this option, the status of any mail you receive on which you are not the TO person, will be automatically changed to Closed-Out after being read. To set this up: At the Mail Status tab, use the drop down boxes to select the status required. (b) The display on the Dashboard of all mail by Status value: which enables you to include within the management summary a total number of, and link to, all mail of a particular status. This will give you quick access via the management summary for example to all mail with a current status of Outstanding. To set this up: At the Mail Status tab, under Display the following mail status statistics on my dashboard, select from between 1 to 3 different status values by which mail will be summarised under the Mail Statistics within the management summary at the Dashboard. (c) Allow the sender to see the status of mail in my inbox: which enables other users to run reports of mail they have sent you displaying the status you have assigned to it, as opposed to the status they have applied to it. To set this up: At the Mail Status tab tick the box against Allow the sender to see the status of mail in my inbox. Note that by ticking this box, you do not give anyone free reign over your Inbox. Rather you simply allow them to compare the status of an item of mail in their Sent Items, with the status of an item in your Inbox. (d) Send yourself automatic reminders by email in regard to mail by status value. This is a useful option to allow you to have an automatic reminder sent to you by email say every 2 days in regard to perhaps outstanding mail for which your response is overdue. To set this up: At the Mail Status tab, under Automatic mail reminders, select from between 1 and 3 status values for which you would like to be periodically sent, by email, a summary list of mail with the selected values. Select the interval for the sending of the automatic reminders using the Send me a notification every X days field. You can further expand the selection by choosing to include the following mail regardless of status: Which I have not responded to. For which the response is overdue.
Notes: (a) The mail status codes in use on a project are configurable by the Project Administrator [see Section 3.1.03].
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3.2.08 Notifications
Notifications are the means by which TeamBinder informs users of events that are related to them. For users who are logged into TeamBinder continuously, notifications may not be required and the sending of notifications can be switched off via User Preferences. It is also possible to control the method by which notifications are sent to you. From within User Preferences [see Section 3.2.01], select the Notifications tab.
Delivery method for notifications

Select the way you wish to receive notifications from the options: None - You will not receive any notifications. Email - All notifications will be sent to you via your normal email address. SMS - Not currently available.
Modules for which you want to receive notifications

Place a tick in the boxes against the modules that you wish to receive notifications for. Your options are: Mail - Receive notifications of the following mail events: Notification of New Mail Notification of Auto Responder Notification of Automatic Mail Status Reminder Notification of change of user preference Notification of completion of mail review Notification of mail issued for review Notification of mail returned from review Notification of new company un-registered mail in TeamBinder Notification of new department un-registered mail in TeamBinder Notification of new un-registered mail in TeamBinder Notification of Successful processing of Incoming Email as TeamBinder Document Notification of Successful processing of Incoming Email as TeamBinder Mail Notification of Successful processing of Incoming Fax as TeamBinder Document Notification of Successful processing of Incoming Fax as TeamBinder Mail TeamBinder Read Receipt. Documents Receive notifications for document and workflow related events. [see Section 4.1.12] Published Reports Receive notifications of the following published reports related events: Notification of Successful Release of published report. Tasks Receive notifications of the Task related events. [see Section 8.1.03]
Note that it is possible to control the receipt of notifications at an individual notification level by using the Select Notifications link against the relevant module. It is not possible to switch off receiving notifications for: Transmittals [see Section 5.1.06] Packages [see Section 7.1.04]
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Sending copies of notifications to other users

It is also possible to have a copy of selected notifications you receive to be sent to other selected users. This feature is ideal for example if you are a review coordinator and would like a copy of all notifications you receive about restrained documents uploaded that require workflow activation to be sent to other members of your company if this role is not clearly defined. To set this up: 1. Click Send copies of selected notifications to other users. 2. At the Select Notifications tab, select the notification types copy to other users by selecting them with the tick boxes and using the right mover arrow. 3. Click on the Select Contacts tab. 4. Select a Company. 5. Select the contacts to be copied by clicking on them or using the right move arrow. 6. Click Close and Yes when prompted. Notes: (a) Users having trouble with the format of notifications they receive from TeamBinder should consider activating the user of Plain text notifications [see Section 12.4.08].
3.2.09 Filter Options

The Filter Options tab of the User Preferences screen allows users to control the filter settings when accessing the various TeamBinder modules. Tick the select box against each register as required to display the relevant filter when accessing the register (i.e. so that the filter appears before the register itself is loaded). To define the default settings for the filter for each register, use the Set Default Filter link against the register and the relevant filter will load. Define the default settings as required and click OK. Default date period range for filters: Use this option to control the default date range settings across all filters. By default, TeamBinder displays information sent/received in the last 7 days. To change this, enter the required number of days in the field Within last X business days. Alternatively define a starting from date before which, information sent or received will be excluded from being displayed by default.
3.2.10 Apply preferences to other projects

To apply the User Preferences defined for the current project to one or more other projects to which you have access, click the Apply to all projects button at the User Preferences screen. At the Project/Options select screen that appears: 1. Select the required projects to copy to, listed on the Project tab. 2. Click on the Options tab to fine tune exactly which User Preference settings should be copied. 3. Click OK when done.
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3.3 Outgoing Mail

3.3.01 Overview
Outgoing mail in TeamBinder is generated by either using the New Mail option to compose and send a new item of correspondence or by use the Reply and Forward options when reading an incoming mail. As part of the implementation process, the mail types required on a project and their format are pre-configured into the system. There is no limit to the number of mail types that can be used and, the types of mail available to each user is controlled by the mail security group they belong to [see Section 3.1.05]. After composing an outgoing mail it can be sent by either TeamBinder, Email, Fax or Hardcopy. Sending by TeamBinder means that the recipients receive the mail in their TeamBinder Inbox, while at the same time receiving a notification that they have new mail via their normal email system. Sending mail by Hardcopy, Email, or Fax is normally reserved for External Contacts [see Section 12.2.07] as with these methods, the recipient receives a copy of the mail itself as opposed to a notification about the mail. While this may sound desirable for all mail, capturing the response is harder for external contacts than for users who receive and respond to mail from within the system. TeamBinder captures the date and time that all mail is sent and supports standard concepts such as the user of Blind Copies and read receipts if required. Outgoing mail once sent cannot be deleted. Management of large volumes of mail is enabled in TeamBinder by the use of: Status codes [see Section 3.9.03]. Filters to enable finding of mail [see Section 3.8.02]. Links to build a thread of a chain of communications [see Section 3.9.02]. Binders and Sections for electronic filing [see Section 3.9.01]. Reports [see Section 3.11.01].
3.3.02 Create new mail

New mail in TeamBinder (as opposed to a Reply or Forward) can only be created by using the New Mail menu. The steps below are the basic steps involved in creating and sending a new mail. Refer also to the notes at the end of this section as there are many options available when creating new mail.
To create a new mail item

1. 2. 3. 4. Click the New Mail menu option from the left menu. Select the mail type to create from the list displayed. Note that the list of mail types to select from depends on the user group you belong to. At the Mail Register New window, click on the To*: button. At the Add Recipients window, select the Company of the person you are sending the item to using the drop down list. The name of the contacts within the selected company will be listed. 5. Click on the Name of the person you are sending the item TO (they will move to the TO box on the right hand side of the screen).
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Chapter 3 Mail 6. 7. Click on the Name of a person to CC to the item to if required (they will move to the CC box). Click OK when done. Tip: If the person you need to send the mail is not listed in the Address Book, it is possible for users belonging to company of Project Administration to add new contacts on the fly. See also [Section 3.3.05]. 8. 9. Type the Subject of the mail item. Type the content of the mail item in the Details box.
10. Type (or select using the date picker) a Respond By date if you require a response. 11. Tick Request Read Receipt if required. 12. To attach an external file to your mail item, click the Browse button at the bottom of the mail form, select an external file, and click Open. See also [Section 3.3.07] for details on how to attach information stored within TeamBinder. 13. Enter the number of pages in the field labelled No. Pages: 14. To send the mail immediately, click the Send Mail Now button. The mail will automatically be sent and placed into your Sent items mail box. 15. Alternatively, to save the mail to the Drafts/Outbox, click the Close button and click Yes when prompted. You will then be shown the Drafts/Outbox which stores mail that is saved but not sent. Notes: (a) See Sending Mail [Section 3.3.03] for more details on what happens during and after the sending process. Note that the way the mail is sent defaults to the settings for the contact in the address book but can be changed on a per mail basis. (b) There are a number of ways of selecting the distribution for a new mail. Use the Autocomplete feature to quickly populate the distribution by typing the first few letters of each persons name. Use the Favorites arrow button to the right of the To box at step 4 above to select the distribution from your list of favorite contacts [see Section 12.2.06]. Other alternatives for selecting the distribution for your mail (steps 3 to 7 above) are Speed Addressing [see Section 3.3.04], and Contact Groups [see Section 3.3.06]. (c) It is possible for the Project/Company Administrator and/or individual users to define default and mandatory recipients as either the TO or CC values for specific mail types. Hence it possible that there will be names on the distribution that you cannot remove. [See Section 3.1.06]. (d) At the Addressee Details screen at step 4 above, click on the column headers in the left grid to re-sort the address book as required. (e) If you cannot find the contact you are looking, you may be a restricted user with access to only a limited project address book [see Section 12.2.05]. (f) If you require a contact to be added to the address book, contact the Project Administrator or your company administrator if the contact is within your own company. Note that users belonging to the company of the Project Administrator can create Contacts themselves [see Section 12.2.05]. (g) TeamBinder supports the use of Blind Copies (BCC) on a per project basis. If enabled [see Section 12.1.03], contacts can be made as BCC values in the distribution of the mail by selecting them at step 5 by ticking the box next to them and then using the mover arrow buttons next to the BCC box.
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Chapter 3 Mail (h) At Step 9, use the Rich Text and Plain Text options to switch from plain text (i.e. without formatting) to rich text (i.e. with formatting), and vice versa, when creating mails. The default setting is controlled via User Preferences [see Section 3.2.06]. (i) After completing the details of the mail, select a Discipline, Area, and Location that the mail item relates if these fields are available, to assist in future searches (these fields are normally on the standard TeamBinder mail templates). (j) To use a Custom Footer with your mail, scroll to the bottom of the mail form to the section labelled Footer and select the Custom Footer that you wish to use. If a custom footer is selected the text can be edited on a per mail basis. See also Defining custom mail footers [Section 3.1.08]. (k) Use the Action note and / or Response fields to make any internal notes about the mail item being created. These fields are not visible to the recipient(s) of the mail item. (l) It is possible to Print Preview an item of mail before sending using the print preview button in the toolbar. The mail will be displayed with a DRAFT Header as it has not been sent. (m) If you are prompted or forced to file your mail in a Binder and Section before sending, see [Section 3.9.01] for more details on how to do this. (n) Default response periods per mail type (which will auto calculate the respond by date at step 10 above) can be defined via the mail workflow [see Section 3.1.06]. (o) Your default setting for requesting read receipts can be set via User Preferences [see Section 3.2.05]. (p) If you would like your work to be auto saved every X minutes, which means that should you lose your internet connection while typing a mail you will minimise the lose of data, [see Section 3.2.02 on auto recovery] (q) It is possible to automatically attach a PDF or HTML copy of a mail to the mail sent from TeamBinder by ticking the box for this at the bottom of the mail form. [See also User Preferences Section 3.2.06]. (r) It is possible to use pre-defined signatures for use on outgoing mail either on a general or per mail type basis [see Section 3.2.02].
3.3.03 Sending Mail

Mail in TeamBinder is normally sent immediately after creation. Alternatively mail can be saved to the Drafts/Outbox [see Section 3.3.08] for further editing or review/approval prior to sending if required.
Send Methods
There are four ways that mail can be delivered (sent) using TeamBinder: TB This column is always ticked. This column indicates that the mail item will be delivered to the recipients TeamBinder Inbox. As this column cannot be un-ticked, every mail sent from TeamBinder will be delivered to the recipients TeamBinder Inbox regardless of whether they are a user of TeamBinder, in addition to any other options you select.
Email By ticking the box in this column, TeamBinder will send this recipient the mail via email. They will receive the mail in their normal email inbox, as well as their TeamBinder inbox. When ticking this box, the system will check that the user has an email address. This option is the default when sending mail to External Contacts [see Section 12.2.07].
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Chapter 3 Mail FAX By ticking the box in this column, the mail will be sent out using TeamBinders FaxOut Integrated fax service. This is an optional service for which charges apply and is enabled on a per company per project basis [see Section 3.10.03]. When ticking this box, the system will check that the contact has a valid fax number and that Fax-Out is enabled for your company. By ticking the box in this column, TeamBinder will flag that this recipient is to be sent the mail via hardcopy. Upon sending, TeamBinder will automatically load a print preview so that a printout can be generated. This option is often used on site where it is more convenient to hand a copy of a mail to a recipient rather than send by email, fax or TeamBinder.
HC
Notes: (a) When mails are sent within TeamBinder (sent by TB) a notification is sent by email to the TO and CC values notifying them that they have new mail in TeamBinder. The recipient can access the mail from a hyperlink contained in the email notification. (b) TeamBinder captures both the date and time mail is sent. (c) The default send method for each contact is defined via the Address book [see Section 12.2.05]. (d) It is possible to automatically print hardcopies of mail sent by methods other than hardcopy during the send process automatically if required [see Section 3.2.05]. (e) Sent Mail is stored in the Sent Items mailbox. This can be accessed via the Sent Items menu option. (f) The method used to Send each mail item can be viewed by right clicking on a mail and selecting View Sent Methods. (g) The prompt to print Internal Notes on hardcopies can be controlled via Users Preferences [see Section 3.2.05].
3.3.04 Speed Addressing

When working with a large address book, it is often quicker to simply type the names (or parts of the name) of the contact(s) you are sending the mail to in the TO and CC fields rather than selecting them from grid at the Add Recipients window. As you do this the Auto complete function will suggest matches from the address book as you type. If you omit to select the names as they are suggested you can use the Check Names button to try and find matches.
To use Speed addressing when creating outgoing mail

1. At the Add recipients window, type all or part of the names of the contacts your mail is to be sent to in the TO and CC fields. 2. For multiple contacts, use a comma to separate the values. 3. Click the Check Names button. 4. A window showing matching names from the address book will be displayed. Tick the names that you wish to add to the distribution of this mail. 5. Click OK to return to the Add Recipients window. Notes: (a) It is possible to use a combination of normal contact selection and speed addressing on the same mail to select the distribution.
3.3.05 Adding Contacts on the Fly

For Users belonging to the Project Administrators company, it is possible to create new companies and contacts on fly from within the mail form screen. 1. At the Create New Mail screen, click on the New button under either To: or Cc: to load the Create New contact window. TeamBinder User Guide Page 48
Chapter 3 Mail 2. At the Create New Contact window, enter the First and Last Name of the new contact and press Tab. The ID of the new contact will default automatically (but can be changed). 3. If the new contact belongs to an existing company already in the system, simply select the company from the drop down list. Then complete the remaining details on the screen and click OK. 4. If on the other hand the new contact belongs to a new company, click the Add Company button to the right of the company drop down list. 5. Enter a Company ID, Company Name and select the Type and click OK. Notes: (a) Project Administrators can use the Add as User option which they will see at Step 2 above to launch the Create New User Wizard. See also [Section 12.3.03]. (b) When entering new Companies the system will check both the Company ID and Company name to see if they already exist. (c) The New button for adding new contacts on the fly is also available in the Select Address window and works in the same way as above.
3.3.06 Using Contact Groups

A Contact Group is a predefined list of contacts that can be used as a standard distribution when creating outgoing mail. Contact Groups are setup via the Address Book [see Section 12.2.08].
To use Contact Groups when creating outgoing mail

1. At the Add Recipients window, click the option Select Contact Groups. A list of available Contact groups will be displayed in the grid. 2. Select your distribution group from the left of the screen and click on the right arrow mover button. 3. The values for TO, and CC will be populated based on the contents of, and settings for the Contact Group. Notes: (a) Contacts within a Contact Group can be pre-defined as TO or CC values. (b) To modify the distribution for an outgoing mail after selecting it via a Contact Group, use the standard arrow buttons to remove or add additional contacts.
3.3.07 Attachments
It is possible to attach any of the following to outgoing mail: External Files TeamBinder Controlled Documents TeamBinder Mail TeamBinder Published Reports
Select the required option from the Attachments options at the bottom of the mail screen. Notes: (a) When attaching information that is stored in TeamBinder you will first be prompted with the relevant filter for that module to enable you to select the information to attach.
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Chapter 3 Mail (b) It is possible for the Project Administrator to define a maximum file size via the Project Details, above which the user will prompted if they try and attach an external file of greater size. (c) When viewing mails the size of attachments is displayed to the right of the attachment file name.
3.3.08 The Drafts/Outbox

The Drafts/Outbox in TeamBinder stores outgoing mail that has been created and saved but not Sent. Mail in the Drafts/Outbox is stored their permanently until either Sent or Deleted.
To access the Drafts/Outbox

1. From the left menu, select Drafts/Outbox. 2. If the filter screen appears (which depends on your User Preferences) click OK unless you have a large volume of mail in your Drafts/Outbox in which case you may want to adjust the filter settings. 3. To open a mail for further editing, simply click on it and edit as normal. When done either Save (the mail will remain in the Drafts/Outbox) or use the Send Mail Now button from within the mail form.
To send mail from the Drafts/Outbox

Mail can be sent from within the Drafts/Outbox either by opening each item one by one, and using the Send Mail Now button within the mail form, or by simply ticking one or more mails in the Drafts/Outbox grid and using the Send button on the toolbar. Notes: (a) Mail printed from within the Drafts/Outbox prior to sending will be stamped as DRAFT by the system automatically.
3.3.09 Duplicate Mail

The Duplicate mail option is used to create a new mail that is very similar to an existing item of mail, removing the need to select the distribution or enter the Subject and Details as these will be copied from the mail being duplicated.
To create a new mail using the Duplicate option

1. In any of the Drafts/Outbox, Sent Items, or Inbox, select the mail to be duplicated by ticking the select box against it. 2. Click the Duplicate button. 3. From the drop down list, select the correspondence type for your new mail. The mail form will now open with all details populated based on the mail being duplicated. 4. Edit as required and send as normal.
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3.4 Outgoing mail review

3.4.01 Overview
For some projects and within some companies it is required that certain types of correspondence are reviewed by one or more people prior to them being sent. This is managed in TeamBinder using the Review button rather than the Send button when generating mail. Mail sent for Review is received by the nominated reviewer who can then do any of the following: Review and return the mail to the originator for sending, or Review and send the mail directly to the recipient, or Send the mail to another person for review.
Users can be restricted from sending mail directly, thus forcing them to use the review process. This is controlled via mail security group definitions [see Section 12.4.02].
3.4.02 Submitting mail for review

1. After preparing an outgoing mail as normal [see Section 3.3.02], if the mail requires review, click the Review button on the toolbar. 2. At the Mail for Review window, select the required reviewer, enter a due by date and any comments and click OK. 3. After clicking OK the user is taken back to the Drafts/Outbox register and the mail is listed as under review. An email notification is automatically sent to the reviewer and the mail is also listed in the Drafts/Outbox of the reviewer.
Notes:
(a) While under review the mail cannot be sent by the originator. (b) A review can be cancelled by the originator at any time by opening the mail in their Drafts/Outbox and using the Cancel Review button.
3.4.02 Reviewing mail submitted for review

Mail submitted for review is generally accessed via the My tab of the Management Summary where there is a link for To Review under the Mail heading. It can also be accessed via the Drafts/Outbox. On opening a mail submitted for review, a Mail for Review window opens automatically in conjunction with the mail opening. This window can be closed by clicking OK after reading the review request details. The reviewer has a number of options: They can make changes to the body text of the mail itself (perhaps highlighted in a different colour) and then return the mail to the originator. They can make comments and forward the mail onto someone else for review. They can make any changes to the mail and send it directly to the recipient using the Send button (in which case the FROM person on the mail will change to the reviewer rather than the originator). Note that in this case the Originator is sent a notification advising them that this has been done.
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Chapter 3 Mail To either return the mail to the originator or forward to another reviewer, click the Review button. If a further reviewer is selected at the Mail for Review window, then on clicking OK (after entering any comments and a further Due by Date) an email notification is sent to the second reviewer and they review in the same way as the first reviewer. If the Originator is selected at the Mail for Review window, then on clicking OK (after making any comments) a notification is sent to the Originator advising that the Review is complete. The originator now sees a link to Mail Returned from Review via the My Tab on the Management Summary. On opening mail returned from review, the originator sees all reviewer comments and makes any changes to the mail require and sends as normal. Note in addition to the normal notification sent to the recipient when sending mail, notifications are sent to the reviewers advising them the mail has been sent.
3.5 Incoming mail

3.5.01 Overview
Mail received in TeamBinder is stored in your Project Inbox. Mail can arrive in your inbox either from another user who has sent you a mail from within TeamBinder, or from External Contacts who have sent you mail by normal Fax or Email and this has been processed via Un-registered mail [see Section 3.6.01]. Normally you will receive a notification (a message that you have new mail in your inbox) via your standard email system (unless you have switched off the receipt of such notifications [see Section 3.2.08]. New Mail can be accessed by either logging into TeamBinder and using the Inbox, or by clicking the hyperlink within the email notification in which case you will be prompted to enter your login details and will be taken to the new mail directly. From within the Inbox, you can: Read Mail Manage the Status of incoming mail. Download Attachments Send Read Receipts Reply to Mail Forward Mail View Personal or Company Mail
3.5.02 Reading Incoming Mail

The steps below are the basic steps to open and read a mail. See also the notes at the end of this section for information on the many other options available when reading incoming mail.
To read incoming mail

1. Click the Inbox option on the left menu. 2. If the What Inbox items do you want to see? screen appears (which depends on your User Preferences), click OK to use the default filter settings which are: Personal Mail All Mail Types Page 52
Chapter 3 Mail Received in the last 2 days
[See Section 3.8.02 for an explanation of the filtering options available]. The Inbox is then displayed in a register style format. 3. To open an item of mail, simply click on it once. 4. If prompted for a read receipt, action as required. To modify the defaults for how you action read receipts, see [Section 3.2.5]. 5. Attachments are listed at the bottom of the mail item (there is a link to attachments from the top of the mail for easy navigation) and can be downloaded by clicking on them. 6. Click Close when done. Notes: (a) The display of the filter screen by default when accessing the Inbox is controlled via your User Preferences [see Section 3.2.09)]. (b) Incoming mail once opened is automatically marked as read by the system and the date opened is captured. [See also Section 3.5.03]. (c) Mail opened within session changes colour in the mail register for the duration of the session or until you click Refresh. (d) The mail you can view in the Inbox defaults to Personal Mail only but can be changed to view all mail received by your Company [see Section 3.1.05]. (e) It is possible to display a preview pane within the Inbox (and other mail registers) that shows the contents of each mail as you move through the register. This is activated via User Preferences [see Section 3.2.02]. (f) If an incoming mail has been sent to multiple people in your company a + sign will indicate this when viewing the Inbox for all mail sent to your Company as opposed to Personal Mail only. (g) The List of mail in the Inbox defaults to mail received in the last two working days. Use the filter options to change this at Step 2 above or click the Filter button from within the mail register. The default settings can be changed via User Preferences [see Section 3.2.09]. (h) Use the Reply and Forward buttons to respond to an incoming mail [see Section 3.5.04]. (i) The way the mail items are sorted in the Inbox can be changed by clicking on the column headers. For example to sort the mail items by subject, click the Subject column heading. (j) Attachments can be downloaded by clicking on them or viewed directly within TeamBinder using TeamView [see Section 4.2.07]. A paper clip icon is shown against mail items with attachments in the Inbox list. Alternatively use the Attachments Download Wizard [see Section 3.9.08]. (k) It is possible to process any attachments to mails (either sent or received) as Controlled Documents into the Document Register using the Process Attachment(s) as Controlled Document button on the toolbar within the mail details window. This will load the Document Details window window for Document Registration. Note that if there are multiple attachments to the mail (of different file formats), they will all be processed against the same Document Number. If there are multiple attachments of the same file format the user will be prompted with attachment to use. (l) If a mail is linked to other mail, this is highlighted via the links icon and the links can be viewed using the Thread View button [see Section 3.8.04]. or by opening the mail and using the Show Thread View link at the bottom of the mail form. TeamBinder User Guide Page 53
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(m) To update the status of the mail after reading, using the Status drop down list. You can also batch change the status of multiple mails [see Section 3.9.04]. (n) The priority the sender has applied to the mail you have received, if other than normal, is displayed as a red exclamation mark (for high priority) or a blue down arrow (low priority) against the mail in the Inbox. (o) It is possible to allocate a user defined status automatically to any mail you receive as a CC or BCC value [see Section 3.2.07]. (p) It is possible to file incoming mail into Binder(s) and Section(s) if these are being used on your project [see Section 3.9.01]. (q) It is possible to batch print a number of Incoming mails [see Section 3.9.07]. (r) It is possible to export one or more mails to PDF or HTML format [see Section 3.9.05]
3.5.03 Mark mail as Read/Un-Read

Incoming mail once opened in the Inbox is automatically marked as read and the date opened stored in the Read column of the Inbox list. Mail that is unread appears in the Inbox with a closed envelope icon against it, while Read mail has an open envelope icon next to it. Unread mail Read mail A read mail can be marked as unread again if required to assist with mail management.
To change the Read status of a mail item

1. From within the Inbox, right click on a mail item and select either Mark as Read or Mark as UnRead as applicable. 2. To change the Read Status of multiple mails, simple select the mail items using the select tick boxes and right click on any of the selected mails and proceed as with Step 1 above. All selected mails will have their read status updated accordingly. Notes: (a) Changing the Read Status of a mail that has not previously been opened will update the Read Date field. (b) Changing the Read Status of a mail that already has a date stamp will not change these values.
3.5.04 Responding to mail

Mail listed in the Inbox can be responded to by either Forwarding the mail item to someone else or by Replying to the sender of the mail item using a new mail item for the purpose in both cases.
To respond to a mail item

1. Click the Inbox option on the left menu. 2. If the What Inbox items do you want to see? screen appears, click OK or filter as required [see Section 3.8.02]. 3. From within the Inbox, select the mail item to respond to by ticking the box to select it.
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Chapter 3 Mail 4. Click the Reply, Reply To All or Forward buttons on the toolbar and if required, select a mail type to use for the Reply, Reply To All or Forward. 5. Proceed as normal for creating outgoing mail [see Section 3.3.02]. 6. Change the Status of the original mail as required after responding to it.
Notes: (a) The contents (and the way the contents are formatted) of the original mail can be included in the body text of the reply or forwarding mail if required [see Section 3.2.06]. (b) The mail types that you can use for Reply and Forward are controlled via the Mail Type Workflow [see Section 3.1.06]. (c) Mails created as Replies or Forwards are automatically linked to the original Mail [see Section 3.9.02]. (d) Use the Management Summary to see a list of mail with responses outstanding or responses overdue [see Section 2.2.01]. (e) Set up TeamBinder to automatically send you a reminder by email every X days for mail with an outstanding response [see Section 3.2.07]. (f) It is possible to have the system auto update the status of mail to a status of your choosing when you reply to it via User Preferences Mail Options [see Section 3.2.05]. (g) Run Report 005 - Cross Company Mail Status Report to see the both the status of a mail item within your sent items mailbox, and the status of the same mail item in the Inbox of people to whom the mail was sent. [Refer Section 3.11.01]. (h) Run Report 010 - Sent Items Report with Responses to see a list of both the responses and people who have not responded for mail you have sent. [Refer Section 3.11.01].
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3.6 Un-Registered Mail

3.6.01 Overview
TeamBinder supports the management of incoming faxes and emails from parties not using TeamBinder via its unique Integrated Fax-In [see Section 3.10.01] and Email-In [see Section 3.10.02] services. Faxes and Emails sent by external parties to the Fax numbers and Email addresses set up specifically for the project [see Sections 3.1.10 and 3.10.11] are received automatically into specific mail folder called Un-Registered Mail. A user from each company or department that is utilising the Fax-In and Email-In options for TeamBinder checks the Un-Registered mail folder regularly (daily) and processes any Incoming Faxes or Emails to the parties they are address to. TeamBinder uses a combination of auto and manual mapping [see Section 3.6.07] to streamline the process of identifying the sender and addressee(s) as far as possible. This also enables mails that are successfully mapped to an addressee to be processed by the addressee themselves via their personal unregistered mailbox. For unregistered mail processed at either a company or department level, the intended recipients are notified about the new incoming mail by notification in the normal way and the new mail appears in their inbox in the same way it would as if the sender had generated and sent the mail via TeamBinder. The originator of the fax or email receives a notification confirming receipt.
3.6.02 Business Process

There are four levels of access that users can be allocated for unregistered mail: None: Personal: Department: Company: No Access. Can only access the unregistered mails mapped to his/her name. Can access unregistered mail received by the Department that the user belongs to. Can access unregistered mails received at a Company level or mails received to the Department account to which the user is allocated and which are mapped successfully to the user.
Note that no user can: a) Access unregistered mail that was not sent to their company b) Access unregistered mail that was sent to a Department within their company to which the user does not belong.
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Chapter 3 Mail The complete business process is: Notifications about new Un-registered mail sent.
Incoming Email
Mail Handler receives the incoming Email
Incoming Facsimile
Fax converted to a PDF file and forwarded to TeamBinder as an email.
Auto Mapping to find the TO and FROM addressees in the TeamBinder Address Book.
Users access Unregistered Mail according the Matrix below.
Email sent to: Unregistered Mailbox User Access Company Department Personal Company No or Incorrect Personal Prefix Y N N With Correct Personal Prefix Y N Y Department No or Incorrect Personal Prefix With Personal Prefix N Y Y
Mail Visible (Y/N) N Y N
Sender is notified.
Users process unregistered mail.
A copy of the processing mail is delivered to the Inbox of the Addressee(s). Addressee(s) are notified.
A copy of the processing mail is saved into the Sent Items mailbox of the sender.
Processing Mail Filed in a Binder / Section (Optional) Sender and Recipient Companies: Processing Mail Filed in: Sent Items copy auto filed: Same Public Binder Y Private Binder Y Different Public Binder Y Private Binder N
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3.6.03 Processing incoming faxes

Incoming faxes sent by external parties to a fax number configured for TeamBinders Fax-In module [see Section 3.1.10] are received automatically into the Un-Registered Mail folder. Notifications are sent to users that an un-registered mail has been received as configured via User Preferences [see Section 3.2.08].
To process incoming faxes

1. Select the Un-registered mail option from the left hand menu. 2. If the filter screen appears, check (and change if required) the follow settings: Mapping = All Date received is the last 7 days. Received via Fax Mail Status = Unprocessed
If the filter screen does not appear, it can be accessed at any time from within the Unregistered mail box using the Filter button. 3. Click OK. Un-processed incoming faxes will listed in the unregistered mail list. 4. Open the fax that you wish to process by clicking on it. 5. View an image of the Fax by clicking on the attachment image at the bottom of the form. 6. Note the distribution (who the fax from, sent to, and copied to) from the fax image. 7. Close the image of the Fax. 8. Now populate the details of the mail that will be used to distribute the fax to the intended distribution as you would when creating a normal outgoing mail [see Section 3.3.02]. Note that the system attempts to map the FROM person who sent the fax to the correct company in TeamBinder based on intelligent fax number recognition. If the auto mapping fails, it is necessary to view the image of the fax to derive the FROM person as well as the TO distribution. After selecting the from person, tick the box Remember this From contact for future faxes received from X. Future faxes received from this fax number will be auto mapped to the selected Contact. 9. Select the mail type to process (deliver) the incoming fax with from the drop down list. 10. Send the mail as normal. Notes: (a) Either a TIFF, PDF or other digital representation of the original fax will be sent as an attachment to the mail used to distribute an incoming fax. (b) Click on the attachment/paper clip icon at the unregistered mail register to view an image of the fax (PDF format only supported) via a new browser window, without opening the incoming fax mail itself. If the fax image is not PDF, you will be prompted to download the image. (c) Users can only process un-registered mail that has been sent to their own companys project fax number. (d) Users can control whether to be notified about new Company, Department or Personal mail only received as unregistered mail. This is done via User Preferences [see Section 3.2.08]. TeamBinder User Guide Page 58
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(e) Once the processing mail is sent, it will be distributed to all contacts in the distribution list. (f) The processing mail will be placed in the Sent items of the person marked in the FROM box of the mail (even though that person may not be a TeamBinder user), not the Sent items of the person processing the unregistered mail. The processed fax remains in unregistered mail and is marked as processed. (g) The FROM person will be notified by email that their fax has been processed. This notification can be switched off via Company Details [see Section 12.2.03]. (h) It is possible to reprocess a processed fax. Simply follow the instructions above but choose Processed at the filter at Step 2. Note that the system will warn you that you are reprocessing an incoming fax. (i) Use the Delete button to delete any unregistered mails. They will be moved to the Deleted Items folder [see Section 3.9.06]. (j) It is possible to process the incoming fax as a document rather than a mail [see Section 3.6.04]. (k) Access to Unregistered mail is restricted [see Section 3.1.05]. (l) The processing mail can be filed into a Binder + Section as with normal mail [see Section 3.9.01].
3.6.04 Processing incoming emails

Incoming emails sent by external parties to an email address configured for TeamBinders Email-In module [see Section 3.1.11] are received automatically into the Un-Registered Mail folder.
To process incoming emails

1. 2. Select the Un-registered mail option from the left hand menu. If the filter screen appears, select Email from the Received via drop down box and click OK. Un-processed incoming emails will listed in the unregistered mail list. Note: If the filter screen does not appear use the Filter button to access it from within the Un-registered mail box. 3. 4. 5. Open the email that you wish to process. As much information about the email as possible is included in the details box of the mail form. Select the recipients as you would a normal TeamBinder mail. Select who the Mail was FROM. Note that the system attempts to map the FROM person who sent the email to the correct contact in the TeamBinder address book automatically based on intelligent email number recognition.. 6. 7. 8. Select the mail type to process the email with (e.g. RFI, MEMO etc). Populate the details of the mail that will be used to distribute this incoming email. Send the mail as normal.
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Chapter 3 Mail Notes: (a) The original body text of the email will automatically be placed in the detail field of the mail being used to distribute it. (b) Any attachments received on the email will be automatically attached to the mail being used to distribute it. (c) Click on the attachment/paper clip icon at the unregistered mail register to download any attachments to the incoming email. (d) The details of how and when the email was received, and when it was processed are stored as part of the mail being used to distribute it and cannot be edited. (e) Users can only process un-registered mail that has been sent to their own companies email address. (f) Users can control whether to be notified about new Company, Department or Personal mail only received as unregistered mail. This is done via User Preferences [see Section 3.2.08]. (g) For Incoming Emails sent to a company based email address with personal unregistered mail activated, if the addressee is mapped to one or more specific contacts then the unregistered mail would be displayed under Company Mail (Mapped) AND under the Personal Unregistered Mail for the mapped contacts. The mail can be processed by either a user with Company Mail access OR the addressee to who it is mapped. If none of the addressees are mapped, the mail will appear under the Company mail view only. (h) For Incoming Emails sent to a Department based email address with personal unregistered mail activated, If the addressee is mapped to one or more specific contacts then the unregistered mail would be displayed under Department Mail (Mapped) AND under the Personal Unregistered Mail for the mapped contacts. The mail can be processed by either a user with Department Mail access (and belongs to the relevant department) OR the addressee to who it is mapped. If none of the addressees are mapped, the mail will appear under the Department mail view only. (i) Once the processing mail is sent, it will be distributed to all contacts in the distribution list. (j) The processing mail will be placed in the Sent items of the person marked in the FROM box of the mail (even though that person may not be a TeamBinder user), not the Sent items of the person processing the unregistered mail. (k) The FROM person will be notified by email that their email has been processed. This notification can be switched off via Company Details [see Section 12.2.03]. (l) It is possible to reprocess a processed email. Simply follow the instructions above but choose Processed at the filter at Step 2. Note that the system will warn you that you are reprocessing an incoming email. (m) Use the Delete button to delete any unregistered incoming emails. They will be moved to the Deleted Items folder [see Section 3.9.06]. (n) It is possible to process the incoming email as a document rather than a mail [see Section 3.6.04]. (o) Access to Unregistered mail is restricted [see Section 3.1.05]. (p) The processing mail can be filed into a Binder + Section as with normal mail [see Section 3.9.01].
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3.6.05 Processing Incoming Controlled Documents

If an email or fax in unregistered mail is a document rather than a mail communication, it can be processed into the document register from within Un-registered mail.
To process an unregistered mail as a document

1. Select the Un-registered mail option from the left hand menu. 2. If the filter screen appears, apply any filter as required and click OK. Un-processed incoming emails and/or faxes will listed in the unregistered mail list. 3. Right click on the mail to be processed and select Process as controlled document. 4. Enter the document details in the same way as you would if uploading a document to the document register [see Section 4.3.02]. Note that the attachments to the incoming mail will be considered as view files automatically but can be removed if required. 5. Click Close when done and Yes when prompted to save. Notes: (a) From within the documents details screen at step 4, it is possible to click the mail icon on the toolbar to switch to the mail processing screen to also process the mail in the standard way. (b) Processing a mail as an Incoming document will record that the mail has been processed. It is optional to distribute the incoming mail in the normal way for incoming emails and faxes.
3.6.06 Processing Incoming Mail Hardcopies

It is possible to process a scanned image of an item of hardcopy mail into TeamBinder via the Un-registered mail module. 1. Select the Un-registered mail option from the left hand menu. 2. Click OK at the filter screen if it appears. 3. Click on the New button. 4. Complete the mail form in the same way you would for any new mail [see Section 3.3.02] with the only difference being that you are required to select a Mail Type to process the hardcopy as. 5. Click the Close button and send when prompted. This will process the mail into the Inbox of the recipients as though the original mail had been sent from within TeamBinder.
3.6.07 Mapping of Un-registered mail

Mapping is the process of identifying who the sending and recipients on un-registered mail are. Successful mapping reduces the requirement for the process to manually select the From and To addressees for the mail after first viewing the email or fax and saves considerable time. Mail does not have to be mapped for it to be viewed under EITHER Company Unregistered mail OR Department unregistered mail. However if personal unregistered mail is activated for a company, mail will only ever be listed in a personal unregistered mail box if successfully mapped.
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Chapter 3 Mail Note that with Personal Unregistered mail activated, mail that is successfully mapped will appear under BOTH Personal Unregistered mail and EITHER Department unregistered mail OR company unregistered mail depending on the email address used.
Business Logic for Mapping the TO Person

Mapping of the To Person (or all addressees) on mail received as unregistered mail is achieved by matching a prefixed to the email address with firstly names in the Project Address book and failing that, with Contact Groups. For example an email received with an addressee as Joe Bloe <QAS-Prj1@hotmail.com>" (Where QAS-Prj1@hotmail.com is a company email address within a project and Joe Bloe is the intended recipient) will be mapped successfully if the Name Joe Bloe can be found in the address book within the company to which the email address QAS-Prj1@hotmail.com relates.
Business Logic for Mapping the From Person (Sender)

The From person (sender) of mail received as unregistered mail is mapped where possible using their email address. If auto mapping fails and the processor manually maps the From person, it is possible to save this mapping to enable auto mapping of the FROM person for future faxes from this sender.
3.7 Live Mail

3.7.01 Overview
The standard process for managing question/answer type mails in TeamBinder is that they are sent, forwarded, and replied to within individual pieces of correspondence building a linked thread with each party in the thread responsible for managing the status of their correspondence items. [See also sections 3.8.04 Thread View and 3.9.02 Linking Mail]. TeamBinder also supports a concept of Live Mail which can be used for question/answer type mails to capture all questions and responses within a single item of mail. With Live Mail, mail types such as Change Requests and Requests for Information (RFIs) can be defined as Live Mail Types and then responses to these mails are captured within the same mail rather than creating new mails. Configuration and activate of Live Mail types is done by QA Software on request (charges apply).
3.7.02 Creating Live Mail

Composing Live Mails is the same process as for normal mails [see Section 3.3.02] with only the following additional standard fields: Issue Public (Default) or Private With a Public Issue, the recipients of the mail will be able to see the original message plus all the responses of all other recipients With a Private Issue the recipients of the mail will be able to see the original message plus only their own responses. Note that the Sender can always see ALL responses. Reason This can have values For approval, For comments, For review, For information etc
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Notes:
(a) The Use of Private Issues in regard to Live Mails is switched off by default and can be turned on if required via Administration Project Details [see Section 12.1.03]. (b) The Respond By date for the Live mail is managed via the normal Respond By field. (c) An Email notification is sent to each recipient about the new Live Mail as with normal mail.
3.7.03 Responding to Live Mail

Live Mail received is stored alongside all other incoming mail in the Inbox. When replying to a Live Mail, rather than a new mail being created, a Response/Action window will appear. Simply type the response in the details box (and enter a Reason if applicable) and click Send to Send the Response.
Notes:
(a) To save the response in draft without Sending, click the Save button. When you next click Reply to the same Live Mail your previous draft response will be displayed. (b) The recipients for the Response are either the full distribution of the original Mail (for Public Issues) or a single recipient (selected when replying) for Private Issues. (c) The Status of the Response is maintained via the normal Status field on the mail form. This status is the status of the recipients response only. (d) The status of the overall mail is maintained by the Sender. (e) Attachments can be added as part of the response. (f) Custom fields can be added to the Response/Action window if required contact QA Software for more details on this. (g) Responses can not be added to the Live Mail if the Sender has changed their status of the mail to Closed-Out. (h) Note that recipients (and sender) can forward a Live Mail to other parties but in this case a new mail is created and only the contents of the original message (and not the responses) are included with the forwarded mail. (i) The recipients of Live Mail receive the following Notifications by email: On public issue mails when any other person submits responses. Reminders for overdue responses (Sent daily if the recipient has not made a response).
3.7.04 Managing Live Mail

The Sender receives the following Notifications by email in regard to Live Mail: When someone submits a response. When a response is overdue (response not made by the Respond by Date). This will be sent daily. If all the responses are received and overall status of mail is still outstanding (senders status). This will be sent daily.
As responses are added to a Live mail by recipients (and possibly the sender if further clarifications are required) the responses are listed at the bottom of the mail chronologically. If there are more than four responses, then all but the last four are collapsed and can be clicked on to be expanded. The Sender of a Live Mail item is responsible for closing the issue out. Once the Sender has changed their status of the Live Mail to Closed-Out, no further responses can be made. If the first responses to the Live Mail do not clarify/close the issue the Sender can make further responses themselves within the same mail.
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Chapter 3 Mail The My tab of the Management Summary displays the following statistics in regard to Incoming Live Mail: Outstanding: Calculated based on whether a response has been sent or not. Overdue is a subset of outstanding where the current date is greater than the Respond by date.
The Mail tab of the Management Summary shows Live Mail Responses for both Incoming and Sent Mail. For Sent Live Mail: Outstanding is calculated based on whether is at least one person who has not sent a response. Overdue is a subset of outstanding where the current date is greater than the Target date.
Notes:
(a) Live Mails are also included in the normal mail Status outstanding mail count. (b) There are a number of standard reports available relating to Live mail [see Section 3.11.02].
3.8 Finding Mail

3.8.01 Overview
TeamBinder permanently stores all project correspondence in either the Inbox (for incoming mail) or Sent Items (for Outgoing mail). Correspondence is also stored in the Drafts/Outbox (mail that has not been sent), Unregistered mail (Processed and Not Processed Incoming emails and Faxes) and Deleted Items. There are number of ways of finding mail in TeamBinder. These include: Using Filters: If you know the item(s) you are looking for are Incoming or Outgoing Mail, simply open the Inbox or Sent Items respectively and use the Filter (What items do you want to see?) screen to enter your search criteria [see Section 3.8.02]. Within the Inbox or Sent Items, use the Thread View to see a communication thread of related correspondence [see Section 3.8.04]. If you are not sure where the correspondence might be stored, use the Global Search option which searches all of TeamBinder [see Section 2.3.01] If you are using electronic filing via Binders and Sections, open the Inbox or Sent items and use the Binder Section View Filter to locate the item [see Section 3.8.05].
The TeamBinder search engines are able to not only search for mail via information stored in the database (meta data) but also via any text based attachments to correspondence. Text based attachments include file types like MS Excel, MS Word, HTML, RTF, TXT etc.
3.8.02 Search Filters

When accessing any of the TeamBinder mailboxes, a filter (what items do you want to see?) can be used to select which mail will be displayed. This filter serves dual purposes: Firstly to filter the mail items that you will view in the register (perhaps just mail to which you have not yet responded, or new mail you have not yet read); and secondly to act as a search engine to find specific mail(s). There are a number of options at the filter screen which are explained below:
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Chapter 3 Mail Addressed to: The filter always defaults to Personal Mail only. To include any mail sent or received by your company (or Department) in your search, click the Company (or Department) Mail option. Access to Company and Department mail is security controlled [see Section 3.1.05]. Use the drop down list to search/filter for a particular type of mail. Choose between the following six hot list options: Document No Contains: All mail (Default). New Mail (Mail that is Un-Read) Outstanding mail (Mail with a Status = Outstanding) Mail received in last X days. (Enter the number of days) Responses requested within the next X days. (Enter the number of days) Mail Closed out within the last X days. (Enter the number of days) Mails with Priority [Low, Normal, High] Choose an option.
Show: Hot List:
To search by the mail reference number, enter the reference number in the Document No Contains field. To search across the body text of all mails for a particular string of text, enter the text in the Message Contains field. To search based on the Subject of mails, select a search condition such as Contains, or Begins with and enter the search text string in the field provided. To search for mails based on the name(s) of file attachments, select a search condition such as Contains, or Begins with and enter the search text string in the field provided. To search through text based file attachments to mails for a particular string of text, enter the text in the Attachment Contains field. Enter a date range to only search/show mails that were received/sent during a period. Click the date picker to select the dates from a calendar. Click the FROM>> button to search for mail FROM a particular Company or Person. Click the TO>> button to search for mail TO a particular Company or Person.
Message contains:
Subject:
Attachment Names:
Attachment Contains:
Date Received/Sent:
From:
To:
When using the filter, choose any of the above options and then click OK to proceed. Notes: (a) The filter screen can be displayed by default when accessing the mail registers by activating the Show Filter option for registers via User Preferences. It is also possible via User Preferences to set the default values for the filter screen. [See Section 3.2.09]. (b) The filter options in different mail folders may vary slightly from the above. (c) Wild cards can be used to enhance the search process. Use ? to search for any character. For example, searching for Document Number A?1 will return A01, A11, A12 etc. Use * to match any number of characters. For example Structur* will return Structural, Structures, Structuring etc. (d) Use the Save button to save your filter settings. You will be promoted to enter a Title for the saved settings. You can then use the Load button to load any saved settings rather than reselect them each time you use the filter screen. (e) Use the Detail Filter button for a full SQL type data search [see Section 3.8.03]. TeamBinder User Guide Page 65
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3.8.03 Detail Filter

When accessing any of the TeamBinder mailboxes, a filter (what items do you want to see?) can be used to select which mail will be displayed. This filter is a simple filter serving the dual purpose of: Filtering the mail items that you will view in the register; and acting as a search engine to find specific mail(s) [see Section 3.8.02]. The simple filter includes a Detail filter option (button) which if selected, enables users to create their own filter conditions utilising any of the fields in the TeamBinder mailboxes.
To create a detailed filter

1. Select the required mail folder. 2. At the simple filter screen, click the Detail Filter button. Note: If the simple filter screen is not set to appear by default when accessing mailboxes, click the Filter button from within the mail register to display it. 3. At the detailed filter window, build the filter line by line. Each line of the filter includes: The Field Name to filter on (select from the actual field names as they are listed in the mail box column headings). The filter condition. The data to filter for.
4. Add as many filters lines as required using the And or Or options to join the lines together. 5. Click OK when done. Notes: (a) If the Field name selected to filter on is normally populated by values from a TeamBinder configuration table, the data to filter for field will change to a drop down list to select a value from. (b) To return to the Simple filter screen, click the Simple filter button. (c) Detail Filters can be saved using the Save button. Enter a Title when prompted and use the Load button to load a previously saved detail filter. (d) A detail filter can be used in combination with a simple filter by clicking the Combine with Simple Filter option.
3.8.04 Thread View

TeamBinder builds a thread (links) between mail items automatically when: An Incoming mail item is responded to via a reply or forward. An Outgoing mail item is forwarded with an another mail.
Mails can also be manually linked together and even Documents, Transmittals, and Packages can be linked to mail to form part of a thread [see Section 3.9.02]. The Thread view is a special view of mail where the thread before and after the currently selected mail can be viewed in much the same way as a newsgroup discussion is viewed on the internet.
To activate the thread view

1. Open the Inbox or Sent Items mail folder from the left menu. 2. Tick the select box next to the mail that you want to see the thread view for.
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Chapter 3 Mail 3. Click on the View button in the toolbar and select Thread View. 4. Navigate through the thread view in the top frame of the page using the + icons to see all linked mail. Different work items in a thread are identified by the use of different icons: Mail This icon denotes that a mail item is linked to this document. Document This icon denotes that a controlled document is linked to this document. Transmittal This icon denotes that a transmittal is linked to this document. Package This icon denotes that a package is linked to this document. 5. Click on an item in the thread in the top frame of the page to view the details of the item in the bottom frame. For mail and transmittals, the mail or transmittal notification will be displayed. For Documents and Packages the Document or Package Details are displayed. Notes: (a) It is possible to change the status of all mail in a thread by changing the status of any one mail items within the thread using the Status drop down list in the lower half of the screen in the mail view. You will be promoted when saving to update the status of all mail in the thread to the same status. Click Yes when prompted and OK at the confirmation window. (b) It is possible to view the thread related to a mail from within a mail form using the Show Thread View link at the bottom of the form.
3.8.05 Binders and Sections View

On Projects using Binders and Sections for electronic filing, the Binder and Section View of mail is a useful way to find related mail items via the Binder + Section structure.
To view the contents of a Binder / Section

1. 2. 3. Open the Inbox, or Sent Items mailbox from the left menu. Click on the View button in the toolbar and select Binders Tree View. At the filter (what do you want to see?) screen, choose from any of the filter options as required [see Section 3.8.02] and click OK. Note that at the Filter for this view it is possible to select a specific Binder and Section to view if required as well as choose from the standard filter options in relation to Personal/Company Mail, Hot list options etc. Your Binders and Section structure will now be displayed. 4. 5. 6. Use the + icons to expand a Binder to view the related Sections. Click on a Section and all mail within that section will be displayed on the right of screen. Click a mail item to open that piece of mail.
Notes: (a) Mail items you can view from within a Binder Section combination are always subject to the standard mail security rules in regard to Personal/Company mail and mail types you have access to [see Section 3.1.04]. (b) To file mail in a one or more Binder + Section combinations, see [Section 3.9.01]. (c) Choose the All Mailboxes option to see both incoming and sent mail in a Binder + Section. (d) It is also possible to view all mail within a Binder/Section using the Show Binder Details link at the bottom of the mail form of a mail already filed in that Binder/Section.
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Chapter 3 Mail
3.9 Managing Mail

3.9.01 Filing
TeamBinder incorporates a unique electronic filing concept that can be used to enhance the way mail is indexed. While all incoming and outgoing mail is always stored in the Inbox and Sent Item mail folders respectively, by using Binders and Sections, a copy of a mail can also be seen to appear in one or more Binder + Section combinations, where a Binder is similar to the concept of a lever arch file and Sections are the dividers within the lever arch file. Note that there is only ever one copy of any mail in TeamBinder. Binders and Sections are simply another way of indexing and viewing mail [see Section 3.1.04].
To file mail into a Binder + Section

1. Open the Inbox, Sent Items, or Drafts/Outbox mail folder from the left menu 2. Click the Binders and Sections button on the toolbar. The Binders and Sections Filing Wizard will now load. 3. Click Next at the welcome screen of the wizard and choose the filing action you want to perform. The options are: File Mail Transfer Mail 4. Click Next. The instructions below depend on the option you chose at step 3 above. Allocate one or more mail items to Binders and Sections. Move or Copy one or more mail items from one Binder and Section to another (go to step 11).
File mail
5. Apply a filter for the correspondence that you wish to file and click Next. Mail that meets the filter conditions applied will be displayed in the left hand grid of the mover window. 6. Move the mail items that you wish to file from the left to the right of the screen using the mover arrow buttons. Note that any mail items which were ticked for selection in the mail register prior to step 2 above will already be shown in the right hand grid as they are auto selected for filing. 7. Click Next and choose the Binders type to select from. The options are: Public; Private; or All. 8. Select the Binder that contains the Section(s) that you wish to file the selected mail items in. 9. Select the Section(s) to file the selected mail items in by moving them from the left to the right of screen using the mover arrow buttons. 10. Click Next and then Finish to complete the Binder/Section Filing Wizard process. Notes: (a) By filing mail items filed in a Binder Section you are NOT creating additional copies of the mail. (b) If a copy of the mail you are trying to file has been received by other users in your company and has already been filed by another user, you will be prompted of this but can still proceed to file your copy although this is not considered necessary. TeamBinder User Guide Page 68
Chapter 3 Mail (c) Mail Items can be filed in multiple Binder + Section combinations. However, there is still only ever one copy of the mail in TeamBinder. It can simply be viewed via the Binder + Section combinations it is filed in. (d) Mail items that have been filed in one or more Binder/Section combinations have a filing icon displayed against them in the Inbox and Sent items mail registers. (e) Pre-select the items to be filed by ticking them in the mail register prior to launching the Binder and Section Filing Wizard. (f) If a mail is already filed in one or more Binder + Section combination and is selected prior to running the Binder Section Filing Wizard, the user is warned the mail is already filed. (g) It is possible to prevent removal of mail from the Binder/Section in which it is filed by activating this option via Administration\Project Details [see Section 12.1.03]. (h) When filing mail from within the un-registered mail module during processing, the following rules apply: If the Sender and Recipients are from the same company, both copies of the processing mail are auto filed in the Binder and Section If the Sender and Recipient are from different companies and the processor selects a Public Binder/Section, again both copies of the processing mail are filed in the same place. If the Sender and Recipient are from different companies and the processor selects a Private Binder/Section, then only the copy of the processing mail delivered to the Inbox of the Addresses (assuming they are in the same company as the processor) is filed.
Transfer Mail
If at step 3 in the above instructions you choose transfer mail rather than file mail, then the following steps apply after you click Next at step 4. 11. Select whether you wish to Move or Copy mail between binders and sections. 12. Select the Binder and Section that you wish to move or copy mail from. 13. Select the Binder and Section that you wish to move or copy mail to. 14. Move the mail(s) to be Moved or Copied from the left to right of the screen using the mover arrow buttons. Note: Only mail items filed within the Binder + Section combination from the currently active mailbox can be moved or copied. 15. Click Next and then Finish to complete the Binder/Section Filing Wizard process.
3.9.02 Linking Mail

Mail items are automatically linked to other mail items when: Incoming mail is responded to with a reply or forward Outgoing mail is forwarded.
Linked mails can be viewed via the TeamBinder thread view [see Section 3.8.04]. Manual linking is the facility to link a mail item to another other mail, document, transmittal or package and enables threads to be built from scratch or existing threads expanded to include related work items from other TeamBinder modules.
To manually link any work item to a mail item

1. Open the Inbox, or Sent Items mail folder from the left menu. 2. Select the mail that you wish to link items to using the select tick box.
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Chapter 3 Mail Note: Use a Filter if required to locate the required mail. 3. Click on the click the Edit Links button on the toolbar Alternatively open the mail and click on the Edit Links button. The TeamBinder Links wizard will now load 4. Click Next at the welcome screen and select the type of work item that you wish to link to this mail. Choose from: Mail Documents Transmittals Packages
5. Click Next and a filter screen will appear. The filter screen is based on the type of work item that you selected at step 4. (e.g. if you selected Documents, a document register filter will be shown). 6. Apply a filter as applicable and click Next. The next screen will show the results of your filter on the left of screen. 7. Use the tick boxes and mover arrow buttons to move work items from the left to right of screen. Items on the right of screen will be linked with your mail. 8. To select work items from a different module, click the relevant Work Items option button at the top left of screen. Apply a filter as required and then select the required Work Items to link as per Step 7. 9. To see all Work Items you have selected regardless of type, use the Selected Work Items option button. 10. Click Next to continue and click Finish to complete the linking process. You will receive a confirmation message once the system completes building the selected links. Notes: (a) Use the Link icon in the New Mail screen to creating links to a mail before sending it if required. (b) The link icon is displayed against mails with links in the mail registers for easy identification.
3.9.03 Status of mail

Every item of mail (incoming and outgoing) in TeamBinder has an allocated Status. This enables users to mark or tag each mail item with the status as they see it and provides users with a filterable field to allow them to quickly and easily see what mail items are awaiting some action either by them or the recipients. The most effective way of managing mail in TeamBinder is to regularly update the status of items that are complete, have been resolved or are closed out. When accessing mail folders or using the Management Summary at the Dashboard, the Hot List options can be utilised effectively to view only mail at a particular status such as mail Outstanding. Mail Status codes are user configurable [see Section 3.1.03]. The default Status codes are: Cancelled Closed-Out Page 70
Chapter 3 Mail Completed Deferred Dormant In Progress N/A Not Started Outstanding Partial
The Status of a mail can be changed by opening the mail and use the Status drop down list. Notes: (a) The default status assigned to all mail is Outstanding. (b) Users can auto allocate a status of their own choosing to mail they receive as either a CC or BCC person the distribution (as opposed to the TO value) [see Section 3.2.07]. (c) The Status of an incoming item of mail that requires a read receipt to be sent cannot be changed to Closed-out until the read receipt is sent. (d) The Management Summary at the Dashboard provides quick access to mail folders and the display of mail within the folders of a status Outstanding or of Status values defined by the user via User Preferences [see Section 3.2.07]. (e) The Status of a batch of mails can be updated using the Batch Status Wizard [see Section 3.9.04]. (f) The Status of mails in a thread can be updated via the Thread View [see Section 3.8.04]. (g) It is possible to auto update the responded date when changing the status of a mail. This is done via User Preferences Mail Options [see Section 3.2.05]. (h) It is possible to run a report on outgoing mail showing the status that the recipient has the mail at (subject to them giving permission for this information to be viewed). See User Preferences Mail Status [Section 3.2.07] and Reports [Section 3.11.02]. (i) It is possible to receive auto email reminders in regard to mail at a particular status every X days [see Section 3.2.07(d)].
3.9.04 Batch Changing the Status of Mail

From time to time it is convenient to do a bulk update of the status of mails that are now completed or closed out. While the mails could be updated individually by opening them in turn and changing the status, this would be tiresome if many mail items are involved. Two methods are provided in TeamBinder to simplify the process of bulk updates to the status of mail: Batch change Status. Change the Status of mail items in a thread.
Batch change Status

1. Open the Inbox, or Sent Items mail folder from the left menu. 2. Click the select tick box of the mail items that you wish to change the status for. Note: Use a Filter if required to locate the required mails. 3. Click the Batch Mail Status button. 4. Select the new Status that you wish to apply to the selected items. TeamBinder User Guide Page 71
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5. Click OK. 6. At the prompt to batch update the Responded date to the current system date for the selected mails, click Yes to choose this option if required (optional).
Changing the Status of mail items in a Thread

1. Open the Inbox, or Sent Items mail folder from the left menu. 2. Select a mail in that is part of the relevant thread by ticking the select box for it. Note: Use a Filter if required to locate the required mail. 3. Click the View button on the Toolbar and select Thread View. 4. Click on any mail item in the thread in the upper window. 5. Change the status of the selected mail item in the lower half of the thread view as required. 6. Click the Save button. You will be prompted to choose to update the Status of all other mail items in the thread to the status selected at step 6. 7. Click Yes to perform the bulk update.
3.9.05 Exporting mail to HTML or PDF

Mail items stored in the TeamBinder Inbox, Sent Items, or Drafts/Outbox mail folders can be exported to HTML or PDF format. This feature allows a user to select a mail or multiple mails and have them converted to HTML or PDF and have them made available for that user to download in a single zip file.
To export mail
1. Open the Inbox, Sent Items, or Drafts/Outbox from the left menu. 2. Select one or more mail item(s) to be exported by ticking the select boxes against them. Note: Use a Filter if required to locate the required mails. 3. From the toolbar click the Export Mails button. 4. From the drop down list, select either HTML or PDF. 5. If the TeamBinder privacy statement appears, click Yes to continue with the download. The selected mails will now be zipped on the TeamBinder server and then downloaded to your PC. Note that a single mail being exported is not zipped. 6. Save the zip file to a folder on your PC. The exported mails will be available within the zip file. Notes: (a) The zipping process at step 6 may take a few minutes if a large number of mail items were selected.
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Chapter 3 Mail (b) While exporting all mail items from your Inbox and Sent Item mail folders would be one way of creating your own archive of TeamBinder correspondence, a far more effective way is to arrange for a regular TBARCHIVE [see 12.1.06].
3.9.06 Deleting Mail

Mail in TeamBinder that is stored in the Inbox (for all incoming mail) and Sent Items (for all outgoing mail) cannot be deleted. Mail stored in either the Drafts/Outbox (mail saved but not sent) or Un-registered mail (incoming emails and faxes) can be deleted if required. All deleted mail is first moved to a Deleted mailbox. From the Deleted mailbox, mail can be permanently deleted (removed completely from the TeamBinder system).
To delete mail
1. Open the Drafts/Outbox, or Un-Registered mailbox from the left menu. 2. Select the mail items to delete by ticking the select box against them. Note: Use a Filter if required to locate the required mails. 3. Click the Delete button on the toolbar. 4. Click Yes when prompted to move the selected mail to the Deleted items mailbox.
To permanently delete or restore deleted mail

1. Open the Deleted items mail box from the left menu. 2. Select mail items to be deleted permanently by ticking the select box against them. Note: Use a Filter if required to locate the required mails. 3. Click the Delete button to permanently delete the selected items and click Yes when prompted. 4. Select mail items to be restored to the Drafts/Outbox or Unregistered mail by ticking the select box against them. 5. Click the Move button on the toolbar (the mail will be restored to the mailbox it was deleted from). 6. Click Yes to confirm the move.
3.9.07 Batch Printing Mail

From time to time it may be necessary to print hardcopies of one or more incoming or outgoing mail items. TeamBinder enables multiple mail items to be selected for printing in a single process.
To batch print mail

1. Open any of the mail boxes from the left menu. 2. Select the mail items to be printed by ticking the select box against them. Note: Use a Filter if required to locate the required mails.
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Chapter 3 Mail 3. Click the Print button on the toolbar. The Print Dialog box will now load. 4. Click the Print button to print the correspondence Notes: (a) Due to the nature of Microsoft Internet Explorer, the windows print dialog box will appear once for each item of mail being printed and the user will need to click print each time.
3.9.08 Attachments Download Wizard

The attachments download wizard for mail enables the attachments of one or more selected mails to be downloaded in bulk. 1. First select the mails for which the attachments are to be downloaded by selecting them in the relevant mail register. 2. Then click on the Attachments download wizard icon. 3. Click Next at the Welcome screen of the wizard. The select mails are displayed and selected by default. 4. Click on the Select Files link against any of the mails displayed to fine tune the selection of specific attachments if a mail has more than a single attachment. 5. Click Next when done and at the Final screen choose between the following delivery options: Download now - you will be prompted to download immediately and will then need to click Yes when presented with the privacy statement. Email the documents enter a subject and message to be included with the email
6. Click Finish. Notes: (a) The email delivery option can be used to deliver the attachments to any email address. (b) The attachments being downloaded or emailed will be zipped on the TeamBinder server prior to delivery.
3.10 Integrated Fax and Email Services

3.10.01 Fax-In
The TeamBinder system has the capability to automatically route facsimiles sent to a Project based company fax number directly into the system electronically. This service is typically activated by the main contractor for use by smaller companies involved in the project who have limited Internet access and would prefer to send correspondence to you using a traditional fax machine. This facility can be provided on a per receiving company (or department), per project basis. Any company on the project who wants to allow people to send them communications by fax can arrange the activation of the Fax-In feature by contacting QA Software. A nominal monthly charge applies. The process for applying for, activating, and using the Fax-In service is summarized as follows:
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Chapter 3 Mail 1. A decision is made by a company on a project to use the Fax-In service. 2. QA software will by request, arrange a fax number for the company or each department (this must be done by QA Software as existing company fax numbers cannot be used). 3. The company will then notify the companies who they want to allow to send them faxes (rather than login to TeamBinder to create mail) of the fax number(s) to use. Note that companies who already have a project specific fax number can simply divert this to the fax number provided by QA Software rather than notify all parties of a change in fax number. 4. Faxes sent or diverted to the number provided by QA Software will then appear automatically in TeamBinder as an electronic image and are processed via an UnRegistered mailbox at either a Company or Department level. This task is normally allocated to a nominated person who checks for incoming faxes daily. 5. The person nominated views all incoming faxes received and inputs the correct TO, FROM and CC details after viewing the electronic copy of the Fax on-line. The FROM person will be auto mapped if the senders fax number exists in TeamBinder. 6. TeamBinder then processes the Fax as though the sender has created it online. 7. The Sender also gets an email automatically to tell them the fax has been received and processed. Notes: (a) See also Fax-In configuration [Section 3.1.10]. (b) See also Processing Incoming Faxes [Section 3.6.03].
3.10.02 Email-In
The TeamBinder system has the capability to automatically route normal emails sent to a Project based company email address, directly into the system electronically. This facility can be provided on a per receiving company (or department), per project basis. Any company on the project who wants to allow people to send them communications by email rather than by logging into TeamBinder can arrange the activation of the Email-In feature by contacting QA Software. The process for applying, activating, and using the Email-In service is summarized as follows: 1. A decision is made by a company on a project to use the Email-In service. 2. The company contacts QA Software who arranges an email address specifically for this purpose (only QA Software can arrange this). 3. The company then notifies their own staff (so that their own staff can forward a project related emails they receive into TeamBinder) and external parties who they want to email into TeamBinder, the email address to use for this purpose. Note that it is also possible to simply divert an existing project email address being used to the email address set up at step 2 above which means this step is not necessary. 4. Any emails sent to the email address set-up at step 2 will now appear automatically in TeamBinder in the Un-Register mailbox from where they are processed. This task is normally allocated to a nominated person who checks for incoming emails daily. 5. The person nominated views all incoming emails received and assigns the correct TO, FROM and CC details after viewing the electronic copy of the email on line. The FROM person will be auto mapped if their email address exists in the project address book. 6. TeamBinder then processes the email as though the sender had created it on line from within TeamBinder. TeamBinder User Guide Page 75
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7. The Sender also gets an email automatically advising them that the email has been received and processed.
Notes: (a) See also Email-In configuration [Section 3.1.11]. (b) See also Processing Incoming Emails [Section 3.6.04]. (c) It is possible to have a single Email-In address that is used to receive mail from multiple projects. All such mail is routed into a single nominated project and from that project can be read and transferred to the correct project. Contact QA Software for more information.
3.10.03 Fax-out
The TeamBinder system has the capability to send outgoing mail by fax if and when required. The Fax-Out service is typically used to communicate with smaller companies involved in the project who have limited Internet access and would prefer to receive correspondence from you via a traditional fax machine. The Fax-Out service attracts monthly charges based on the number of fax pages sent and can only be activated by QA Software. The service is activated on a per sending company per project basis. Once activated, simply update the Address book to set the default send method to Fax for those contacts who prefer to be sent mail by this method. Notes: (a) See also Sending Mail [Section 3.3.03].
3.11 Mail Register Reports

3.11.01 Overview
There are a number of standard reports available in TeamBinder related to mail. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Mail from the Report on drop down list. The reports available are: Mail Register Report* Cross Company Mail Status Report Sent Items Report - with Responses Sent Items Report - by Originator Reference Inbox Report - by Originator Reference Mail Thread - Summary Report Sent Live Mails - Status Sent Live Mails Actions and Responses Received Liven Mails Responses Outstanding/Overdue Sent Live Mails Responses Outstanding/Overdue
*Note these reports are located outside of the Mail report group currently and is listed at the reports screen after selecting Reports from the left menu at the Dashboard. 4. When running any of these reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. TeamBinder User Guide Page 76
Chapter 3 Mail Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) Mail from both Incoming and Outgoing Mail boxes can be included on the same report. (c) When filtering reports by Contact(s), In-active contacts will only be listed if they are ticked in the Address book to be included in such filters (d) See also Generating Standard Reports [see Section 10.1.02] (e) See also Customizing reports [see Section 10.2.01].
3.11.02 Available Reports Listing

Note: When running any of the reports below, the mail items listed will always be subject to the security settings of the user running the report as to whether they have access to Company, Department, or Personal Mail. [Refer Section 3.1.05] Report Title Description No. Report Group: 10 - Mail 001 Mail The Mail Register Report is used to print a list of mail in one or more Register mail registers. Report When running this report, apply any filter conditions as required in the same way you would when accessing a mail box [see Section 3.8.02]. The main difference here is that the user must select the mail box to report on from Inbox, Sent Items, Drafts/Outbox, or Un-registered mail. To change the default sort order for the mail register reports, use the Sort By option at the bottom of the screen and choose between Ascending or Descending. Note: This report is located outside of the mail report group currently and is listed at the reports screen after selecting Reports from the left menu at the Dashboard. The Cross company mail status report can be used to minimize the requirement for meetings between parties on projects to close out mail items. This report allows a user to see both the status of a mail item within their own sent items mailbox, and the status of the same mail item in the Inbox of people to whom the mail was sent. Note that this report only works effectively if each user grants permission to other users for the status value of mail items in their inbox to be made available to the originator of the mail. [See Section 3.2.07] If a user has not given permission for the above, the status will show as Suppressed in the report for this person. The Report displays mails in your sent items at the top of each record and the recipients status for the same piece of mail at the bottom of each record.
005
Cross Company Mail Status Report
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Report Title No. 010 Sent Items Report with Responses
Description The Sent items report with Responses is a powerful report that shows: Mail in the Sent Items Mail box The response received against each mail item A list of people who have NOT responded as requested to each mail item
The system identifies a response to your outgoing mails when a recipient uses the Reply or Forward options after reading the mail in their inbox. 015 Sent Items Report - by Originator Reference Inbox Report - by Originator Reference Mail Thread - Summary Report Sent Live Mails Status Sent Live Mails Actions and Responses Received Live Mails Responses Outstanding / Overdue Sent Live Mails Response Outstanding / Overdue This report is used to print a list of mail in Sent Items sorted by and including the Originator Reference number.
020
This report is used to print a list of mail in the Inbox sorted by and including the Originator Reference number.
025 035 040
This report details the thread of all mails that have been responded to. It is the equivalent of a printed version of the thread view. This report prints a register of Live Mails showing the Status or each mail. This report prints a register of Live Mails and includes the details of each response made to the mail. This report prints a register of Live Mails received that are either Outstanding or Overdue.
045
050
This report prints a register of Live Mails sent that are either Outstanding or Overdue.
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Chapter 4 - Documents
4.1 Getting Started
4.1.01 4.1.02 4.1.03 4.1.04 4.1.05 4.1.06 4.1.07 4.1.08 4.1.09 4.1.10 4.1.11 4.1.12 4.1.13 4.1.14 4.1.15 Overview Setup Check List Revisions Status Codes Disciplines Categories Document Types File Formats Discipline Distribution Matrix Create Discipline Wizard Security Issues Documents User Preferences Document # Masks Design Management Considerations Customising the Document Register
4.2 Document Register

4.2.01 4.2.02 4.2.03 4.2.04 4.2.05 4.2.06 4.2.07 4.2.08 4.2.09 4.2.10 4.2.11 Overview Finding Documents Detailed Filter Document Access Subscribing to Documents Document Details Viewing Documents Redlining Documents Commenting on Documents Comparing Documents Deleting Documents
4.3 Uploading and Distributing Documents

4.3.01 4.3.02 4.3.03 4.3.04 4.3.05 4.3.06 4.3.07 4.3.08 4.3.09 4.3.10 4.3.11 Overview Single New Document Upload Single Revised Document Upload Validation of Document uploads Distribution of Uploaded Documents Transfer Document Ownership Replace View File Wizard Batch Document Upload Wizard XLUPLOAD for Document Uploads QCAD for Document Uploads QDMS for Document Uploads
4.4 Downloading Documents

4.4.01 4.4.02 4.4.03 4.4.04 4.4.05 Overview Downloading a Document Using the Document Download Wizard Document Check In / Check Out Bulk Printing Drawings using QPRINT
4.5 Reports
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Chapter 4 Documents
4.1 Getting Started

4.1.01 Overview
The TeamBinder Document module is used to control and streamline the process of managing the storage and distribution of project documents. The basic steps in the Document management process are: Documents are uploaded to TeamBinder by the originating company. Document Uploads are automatically validated by the TeamBinder validation engine. Documents are automatically distributed as follows: If the uploaded document(s) are un-restrained (not requiring a review workflow): The documents are added to the document register as Released. Notifications are sent to users by email based on a distribution matrix (for new documents) and/or an access list (for revised documents). Receivers of notifications can download the document from the email or from within TeamBinder. If the uploaded documents(s) are restrained (requiring a review workflow): The documents are added to the document register as Awaiting Review. The document review coordinator is notified by email. The document review coordinator activates the workflow Document reviewers review the document in series or parallel Once the reviewers are complete, the review coordinator applies a review status which either releases or rejects the document. Users, based on the distribution matrix and/or access list are notified about the released documents. If the documents are rejected, the originator is notified. Documents in the Master Document Register can be transmitted to users, with the option of giving the users access to future revisions automatically [see Chapter 5]. Documents in the Master Document Register can be grouped into packages and the tender process managed from release for tender through to award of tenders [see Chapter 7].
This chapter is focused on how to get started with the Document Management Process and the management of Un-restrained Documents. The management of the document review and approval process (which occurs for Restrained documents) is the subject of [Chapter 6].

The steps required to configure the TeamBinder system for basic document management are: 1. Populate the address book [see Section 12.2.01]. 2. Create users [see Section 12.3.01]. 3. Assign access levels to document modules [see Section 12.4.03]. 4. Setup Revision Codes [see Section 4.1.03]. 5. Setup Status Codes [see Section 4.1.04]. 6. Setup Disciplines [see Section 4.1.05]. 7. Define File Formats to be used [see Section 4.1.08]. TeamBinder User Guide Page 80
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8. Define any Document Masks to be used [see Section 4.1.13]. 9. Define the Discipline based distribution Matrix [see Section 4.1.09]. 10. Setup Categories [see Section 4.1.06]. 11. Define any mandatory fields to be used during document registration [see Section 12.4.10]. Notes: (a) See also Design management considerations [see Section 4.1.14].
4.1.03 Revisions
Revisions are a mandatory attribute of controlled documents in TeamBinder. The system supports both alpha and numeric revision systems. However there is a strict rule in TeamBinder that each time a document uploaded, its revision number must be greater than the previous revision. This is controlled via a sequence number against each revision in the revisions configuration table. The Sequence is used to validate documents being uploaded to ensure that the revision being uploaded is greater than the previously uploaded version. Note that in certain circumstances it is possible to upload additional view files to a document without changing the revision.
To access the Revision table

1. From the Administration menu, select Configuration tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Revisions. 3. Use the toolbar buttons to add new records, delete records or edit existing records. Notes: (a) Only the Project Administrator can add/edit or delete revision values. (b) When adding Revision values, populate the following fields: Revision: This is the value of the Revision (A, B, C etc). Revision Title: This is a description of Revision (optional). Sequence: This controls the hierarchy of Revision values. During the validation of uploaded documents, the system checks that the Revision of the document being uploaded is greater than the Revision of any previously uploaded version. Tip: When populating the sequence field, leave plenty of gaps in the sequences used. E.g. if your revisions are A,B,C and D, make them sequence 100, 110, 120, and 130. If after alpha revisions documents move to numeric revisions, make Rev 0 sequence 500 for example.
4.1.04 Status Codes

For controlled documents, the Status Code is a mandatory attribute that is used to reflect where the document is in its life cycle and also controls whether the Document is Restrained or Un-restrained. Un-restrained documents are released automatically to project users after upload [see Section 4.2.04] while Restrained documents are routed through a workflow for review before being either released or rejected [see Chapter 6]. TeamBinder User Guide Page 81
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To access the Status Codes table

1. From the Administration menu, select Configuration tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Status Codes. 3. Use the toolbar buttons to add new records, delete records or edit existing records. Notes: (a) Only the Project Administrator can add/edit or delete status code values. (b) When adding status code values, populate the following fields: Status Code: This is the code for the Status. Status Title: This is a description of the Status Code Status Sequence: This controls the hierarchy of status codes. During the validation of uploaded documents, the system checks that the Status + Revision of the document being uploaded is greater than the Status + Revision of any previously uploaded version. Tip: When populating the sequence field, leave plenty of gaps in the sequences used. E.g. if your status codes are P (Preliminary), DD (Design Development), FR (For Review), AFC (Approved for Construction) them sequence 100, 110, 120, and 130. This will leave plenty of gaps to insert in additional status code values to the correct sequence later. Restrain: Options are Yes or No. If Yes, this means that when a document with this status is uploaded, the document is added to the document register as Awaiting Review and the review coordinator responsible for the discipline the document belongs to is notified [see Chapter 6]. If No, this means that when a document of this status is uploaded, the document is added to the Document register as Un-Restrained and notifications are sent out automatically via the Distribution Matrix for new documents and/or the access list for revised documents. Remarks: A free form text field for any comments.
4.1.05 Disciplines
For controlled documents, the Discipline is a mandatory attribute that controls: Who is allowed to upload documents. How documents are distributed. The responsibility for managing the review process (workflow) when required. The default review team for documents requiring a review workflow.
To access the Disciplines table

1. From the Administration menu, select Configuration tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Disciplines. 3. Use the toolbar buttons to add new records, delete records or edit existing records.
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Chapter 4 Documents 4. Use the Add/Remove link under the Set Companies column to define which companies can upload documents belonging to the discipline. 5. Select the companies that will be authorised to upload documents for the discipline by ticking the boxes to the left of them and then use the right mover arrows. 6. To enable a company to upload revisions of documents for which they are not the originating company, click the Upload to other companies documents box to the right of the company. See also note (c) below. 7. Click Save and then Close. Notes: (a) Only the Project Administrator can add/edit or delete Discipline values. (b) When adding discipline values, populate the following fields: Discipline Code: This is the code for the Discipline. Discipline Title: This is a description of the Discipline Code The following values are used by the Workflow module of TeamBinder [see Chapter 6]. Document Review Coordinator: This is the Company and Contact responsible for managing the review process/workflow for restrained documents upload belonging to the discipline. Review Workflow Type: Choose between Serial, Parallel, and Single as the Workflow type for document reviews. With Serial reviews, reviewers review documents in sequence. With Parallel reviews, all reviewers review documents at the same time. With Single Reviews, the review is completed by the review coordinator alone (and the following three options are disabled). Remind Reviewers Every: Enter an Interval in days for the auto sending of reminders to reviewers if they are late with their review of documents. Notify Review Coordinator of delays in the review process: Tick this box if the Review Coordinator wants to be notified by email of any delays to the review process (this is in addition to the standard notification sent to the individual reviewers if they are late in the review of documents). Automatically Activate the review workflow: Tick this box if restrained documents of this discipline are to be routed into the workflow automatically on upload rather than manually activated. (c) While more than one company can be authorised to upload documents belonging to a discipline, once a document has been uploaded, generally only the company who uploaded it can upload future revisions. [See also Transfer Document Ownership Section 4.3.06]. Other companies can be enabled to upload revisions of documents for which they are not he original uploading company by ticking the Upload to other companys documents box at Step 5 above in the Set Companies screen. (d) See also the Create Discipline Wizard [Section 4.1.10].
4.1.06 Categories
Categories are a mandatory controlled document attribute. The category of a controlled document can be assigned during the document upload process or via the Category drop down list when viewing the Master Document Register and editing a document.
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To access the Categories table

1. From the Administration menu, select Configuration Tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Categories. 3. Use the toolbar buttons to add new records, delete records or edit existing records. Notes: (a) Only the Project Administrator can add/edit or delete Category values.
4.1.07 Document Types

Types are an optional controlled document attribute. The type of a controlled document can be assigned during the document upload process or via the type drop down list when viewing the Master Document Register and editing a document.
To access the Types table

1. From the Administration menu, select Configuration Tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Types. 3. Use the toolbar buttons to add new records, delete records or edit existing records. Notes: (a) Only the Project Administrator can add/edit or delete Type values.
4.1.08 File formats

TeamBinder supports the storage and distribution of multiple formats for the same controlled document at the same revision and status. For example the system can store a DWG, PLT, and PDF version of the same document at the same time. Access to each of the file formats by each user can also be controlled. When viewing the document register, 4 file format columns are displayed (the default settings are DWG, PLT, TIFF and OTHER.). Each file format column has one or more file types (defined by document file extension) associated with it. As documents are uploaded to TeamBinder, the system auto detects the file type extensions of the included view files and in the master document register, shows an icon in the appropriate file format column to show of the existence of this file format. Document view files uploaded of a file type not linked to any defined file format, are simply included under OTHER. Projects that are using for example DGN (MircroStation) drawings for design purposes and PDF versions for release to subcontractors can modify the default file formats that are displayed in the document register if required. Note that this can only be done at the start of a new project and before any documents are uploaded to the system.
To modify the primary file format settings

1. From the Administration menu, select Configuration tables from the General group of options. 2. Select the Format Codes option from the File listing. The default 4 options (and 4 is the maximum) are listed.
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Notes: (a) Configuration of file formats must be done prior to the upload of any controlled documents on a project. (b) File formats can only be configured by the Project Administrator. (c) If a document is uploaded and it does not have a file format as defined in the format codes it will be applied to the fixed file format of OTHER. (d) The Format Code of OTHER cannot be removed.
4.1.09 Discipline Distribution Matrix

The discipline based distribution matrix in TeamBinder controls: The default distribution (via notifications) for documents of each discipline. The Format(s) of the documents of each discipline each person on the distribution can download.
A user included in the discipline based distribution matrix for a discipline of documents will automatically be notified when documents belonging to the discipline are released in TeamBinder. Note however that the Discipline based Distribution matrix is not the only way of controlling the distribution of documents being released. It is only one of a number of methods and is primarily used to manage the distribution of documents between consultants during the design phase of a project and for internal distributions. Other ways of managing the distribution and access to documents include: Subscriptions [see Section 4.2.05]. Transmittals [see Chapter 5]. Packages [see Chapter 7].
To define the discipline based distribution matrix

1. From the Administration menu, select Define Discipline Distribution Matrix from the Documents group of options. 2. Choose between defining the discipline matrix By User or By Discipline. This depends on whether you are setting what documents a new user will receive (in which case you would choose By User) or, whether on the other hand you are defining the distribution for one or more disciplines (in which case you would choose By Discipline).
By User
1. Select a Company from the drop down list. The Users that belong to the selected company will then be listed. 2. Click on the User to edit the settings for. 3. From the left hand grid, tick the disciplines that you wish to assign this user to and then use the Move Selected Records arrow button to move these disciplines to the right hand grid. 4. Against each selected discipline, populate the following as required:
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Chapter 4 Documents DWG: Tick this box if the user should be allowed to download documents of the selected discipline in AutoCAD DWG format. PLT: Tick this box if the user should be allowed to download documents of the selected discipline in AutoCAD Plot File (PLT) format. TIFF: Tick this box if the user should be allowed to download approved or unrestrained documents of the selected discipline in TIFF format. OTHER: Tick this box if the user should be allowed to download approved or unrestrained documents that are not in the formats DWG, PLT or TIFF. Note that the above file formats depend on the settings for file formats established for the project [see Section 4.1.08]. Access From: Enter the date of document upload/creation, after which this user should be able to download documents of this format. (e.g. If 1/12/2001 is entered, the user will be able to download all documents of the discipline uploaded/created after 1/12/2001). 5. Click OK when done.
By Discipline
1. Select a Discipline from the Discipline drop down box. The Users assigned to the selected discipline will be listed on the right hand side of the screen. 2. Select a Company from the Company drop down box. The Users that belong to the selected company will then be listed on the left hand side of the screen. 3. From the left hand grid, tick the users that you wish to assign to that discipline and then use the Move Select Records arrow button to move these users to the right hand Discipline grid. 4. Against each selected User, populate the file format and access from settings as described for the By User option above. 5. Click the Save button when done. Notes: (a) The Discipline based distribution matrix can be managed via the Project Administrator (for all users), and the Company Administrator for users in their company and for Disciplines they themselves have access to. (b) See also Document Access [Section 4.2.04].
4.1.10 Create Discipline Wizard

The Create Discipline Wizard is a comprehensive tool to create disciplines and configure all discipline related settings which include: Workflow Settings [see Section 6.1.04]. Companies authorised to upload documents [see Section 4.1.05]. Default Review Teams [see Section 6.1.05]. Default Distribution Matrix [see Section 4.1.09].
To use the Create Discipline Wizard

1. From the Administration menu, select Create Discipline Wizard from the General group of options. Note that this wizard can also be launched from within the Disciplines configuration table. 2. Enter the value for the new Discipline and a Title.
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Chapter 4 Documents 3. Enter the workflow settings for the Discipline [see Section 6.1.04] and click Next. 4. Define the default review team members for the Discipline by selecting the names and using the right arrow buttons to select them. Note that the default review team members can be selected from existing Free form review teams or from the Address Book (contacts) in general using the two option buttons for this. 5. Enter the Total and Target durations for the review process and the Sequence and Durations for each reviewer and click Next. Note: See [Section 6.1.05] for more details on Review Teams. 6. Assign the companies authorised to upload documents of the discipline and click Next. Note that if any of the companies assigned do not have at least one user with Full access to the document register you will be promoted (and the company cannot be selected at this point). 7. Assign users to the default distribution matrix and click Next. See [Section 4.1.09] for more details on this. 8. Click Finish at the end of the wizard. Notes: (a) At step 3, click the Duplicate button to duplicate the basic Discipline and workflow settings from an existing discipline. You will be prompted to select the Discipline to duplicate.

There are three types of security in regards to the use of the Document Module in TeamBinder. These are: User Access to the module. Document Access. Authority to upload documents.
User Access
This is the means by which access to the Document Register is controlled for TeamBinder Users. 1. From the Administration menu, select Configure User Access to Modules from the Security group of options. 2. Select a Company. The users within that company will be listed. 3. For each user, choose from between the following options under the Document Register column: None: Access to the Document Register is denied to the user. View: The User can view the Document Register but cannot upload, or edit document details regardless of any other document access settings. Full: The user has full access to the Document Register but can only view, upload, and download documents for which they have specific document Access [see Section 4.2.04].
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Chapter 4 Documents (a) User Access can only be set/modified by the Project Administrator (for anyone) or by a Company Administrator (for users within their company). (b) With View or Full Access, it is possible to limit the documents displayed in the register to only the Documents that the logged in user has access to. This is done via the Address Book and Companies settings [see Section 12.2.03].
Document Access
Regardless of a users access level to the Document Register, access to individual documents is controlled at a document level (and even down to a format level for each document) [see Section 4.2.04].
Authority to Upload Documents

Whether or not a company has permission to upload documents to TeamBinder is managed at a discipline level [see Section 4.1.05].
4.1.12 User Preferences

User preferences in regard to the Documents module of TeamBinder are limited to switching on or off the receipt of all, or specific notifications of Document related events.
To edit your notification settings for documents

1. From the Administration menu select User Preferences under the General group of options. 2. Click the Notifications tab 3. Tick or Un-tick the box against Documents to switch on or off all document related notifications. 4. To switch on or off specific notifications, click the Select Notifications link. 5. The full list of document notification types is as follows: Upload of Documents Verification of successful upload of Documents to TeamBinder Notification of un-successful upload of documents to TeamBinder Notification of Un-Restrained document release Workflow Notification of Restrained Document Issue Notification of Restrained Document issued for Review Notification of Auto Response to requirement for Document Review Notification of delay in Document Review Process (to Review Coordinator) Summary of delay in document review process Notification of Completed Review Process (to Review Coordinator) Notification of Restrained Document issue for Release Notification of Reviewed Documents Release Notification of Rejection of uploaded documents Notification of Release of uploaded documents General Notification of Document Comments Notification of View File replacement Notification of Document Deletion Notification of Approval Subscription Request Notification of Rejection of Subscription request Notification of request for document Access (to Project Administrator) Notification that you have been granted Document Access TeamBinder User Guide Page 88
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4.1.13 Document # Masks

If a fixed document numbering format is to be used on a project, it is possible to define this format within TeamBinder to ensure the format is adhered to for all documents uploaded to the project. Multiple fixed formats masks are also supported.
To define Document # Masks

1. From the Administration menu, select Define Document Masks under the Documents group of options. 2. Enter the required document number mask. The mask can consist of any combination of the following: 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 - = Use the hyphen as a separator where required. 3. Click the Add button. 4. Click OK. Notes: (a) Document # Masks can only be defined by the Project Administrator. (b) It is possible to user Document # Masks to control the length of document numbers. Tick the box labelled Document Number length should be the same as the document mask. (c) It is possible to define fixed characters as part of the document number (for example to have the project number as the first 4 characters of all documents) using the Other button. (d) It I possible to have a series of alternative masks in use on a project. Documents uploaded must conform to one of the masks in use. (e) Use the arrow buttons on the right of screen to move a Document mask up or down, this determines the order of preference of the document masks. (f) Click the Remove button to remove a mask from the system. (g) When users are entering new documents into to the system, they will see the document mask icon in the document entry screen. Click on this icon to see the document mask(s) in use on the project.
4.1.14 Design Management Considerations and Standards

The TeamBinder document management module is an elegant and efficient way to manage the document distribution and review process on projects. However it requires some coordination between the originators of documents on the project (normally the various discipline consultants) to ensure that some basic standards are followed. The basic standards include: Document Numbering System. Revision Numbering System. Status Code Numbering System. Discipline Coding System.
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Chapter 4 Documents Note that the TeamBinder validation engine will reject any documents not meeting the agreed standards. If QCAD is being used for Document uploads and QPRINT for printing or electronically stamping documents, the standards also include: Standard AutoCAD attribute block for use in DWG files. Standard HPGL2 compatible plotter driver for use in DWG and PLT files. Standard paper size for use with DWG files. Standard plot orientation for use with DWG and PLT files.
For more information on these standards, contact QA Software.
Customising the Document Register

It is possible for users to customise the layout of columns in the Document Register. 1. From within the Document Register, click on the Customise Icon on the toolbar and select Customize. It is possible to have two custom views of the document register defined. By default in the Customize screen the view being customized is Custom View 1. Use the drop down list in the top right hand corner of the screen to configure Custom View 2. 2. To remove a column from view, un-tick the Visible column. 3. Click on the field name in the grid to edit any of the Alternative column heading name, the Column No (this controls the arrangement of columns from left to right) and/or the Column Width (the % of the grid the column is assigned) and click OK when done.
Notes:
(a) Not all columns can have alternative names. (b) To open Custom View 1 or Custom View 2 as the default view when you view the Document Register, select the required View at the above screen and tick the Open document register with this view by default box.
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4.2 Document Register

4.2.01 Overview
The Document Register in TeamBinder stores all project documents that have been uploaded by companies on the project. It is a single register accessible by all project users (subject to security access [see Section 4.2.04]. All documents in the register are listed (unless your company has been restricted to only viewing documents to which users have access [see Section 12.2.03]). The uploading, viewing, commenting and downloading of documents is managed on a per document basis. From within the document register, subject to security and access, it is possible to: View the details of the current revision of document. View the details of all previous revisions of a document. View an image of the document online [see Section 4.2.07] View who has access to a document [see Section 4.2.04]. View who a document has been transmitted to. Register a new document [see Section 4.3.02]. Revise a document [see Section 4.3.03]. Download a document [see Section 4.4.02]. Download a batch of documents [see Section 4.4.03]. Make comments on a document [see Section 4.2.09]. Redline a document - [see Section 4.2.08]. Subscribe to a document to which you dont have access [see Section 4.2.05]. Check In/Check Out a document [see Section 4.4.04]. Link a Document to Published Report [see Section 11.1.05]
To access the document register

1. Select Document Register from the left hand menu. 2. If the filter screen appears (this is controlled by User Preferences [see Section 3.2.02 (b)]), simply click OK. The Document Register is then displayed. Notes: (a) See also Finding Documents [see Section 4.2.02]. (b) There is only every one copy of each format of each document stored in TeamBinder. (c) As documents are opened their entries in the document register are highlighted for easy identification during that session until the session is completed.
4.2.02 Finding Documents

When accessing the TeamBinder document register, a filter (what items do you want to see?) can be used to select which documents will be displayed. This filter serves dual purposes: Firstly to filter the documents that you will view in the register; and secondly to act as a search engine to find specific documents. There are a number of options at the filter screen which are explained below:
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Chapter 4 Documents Register View: Select from the following options: Latest Documents (not restrained).
This means the latest revision of released (after going through a review workflow) or un-restrained (not requiring review) documents.
Latest Documents.
This means the latest revision of documents regardless of whether they are currently restrained (going through a workflow), un-restrained, or released.
All.
This means all revisions of all documents regardless of whether they are restrained, un-restrained, or released.
And then choose between: Documents I can download.
This means documents which have been released or are unrestrained to which you have access and/or documents that are restrained for which you are a reviewer.
Documents my company has uploaded.
This means only documents that the company you belong to has uploaded.
All.
If users within your company can only view documents to which they have access, the All option will be restricted to only showing these documents [see Section 12.2.03].
Status: Discipline: Type: Document No contains:
Select a particular document Status (default is +ALL). Select a particular document Discipline (default is +ALL). Select a particular document Type (default is +ALL). Enter part, or all of a Document Number to search for specific documents via their number. Enter a text string to search for documents via their title. The default is based on the maximum number of records to display as defined in User Preferences [see Section 3.2.02]. Choices are Document no, Approval Status, Discipline, Date Recorded, Status, or Category. Choose between Ascending and Descending order. Up to three sort fields can be combined using the More button. The detail filter allows you to create your own filter conditions using all the fields in the TeamBinder document register, several filter conditions and open text fields [see Section 4.2.03].
Title contains: Entries to Display:
Sort by:
Detail filter:
Apply the filter settings as required and click OK.
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4.2.03 Detailed Filter

When accessing the TeamBinder document register, a filter (what items do you want to see?) can be used to select which documents will be displayed. This filter is a simple filter serving the dual purpose of: Filtering the document items that you will view in the register; and acting as a search engine to find documents [see Section 4.2.02]. The simple filter includes a Detail filter option (button) which if selected, enables users to create their own filter conditions utilising the fields in the TeamBinder document register.
To create a detail filter

1. Select the Document Register from the left menu. 2. At the simple filter screen, click the Detail Filter button. Note: If the simple filter screen is not set to appear by default when accessing the Document Register, click the Filter button from within the register to display it. 3. At the detailed filter window, build the filter line by line. Each line of the filter includes: The Field Name to filter on (select from the actual field names as they are listed in the mail box column headings). The filter condition. The data to filter for.
4. Add as many filters lines as required using the And or Or options to join the lines together. 5. Click OK when done. Notes: (a) If the Field name selected to filter on is normally populated by values from a TeamBinder configuration table, the data to filter for field will change to a drop down list to select a value from. (b) To return to the Simple filter screen, click the Simple filter button. (c) Detail Filters can be saved using the Save button. Enter a Title when prompted and use the Load button to load a previously saved detail filter. (d) A detail filter can be used in combination with a simple filter by clicking the Combine with Simple Filter option.
4.2.04 Document Access

A user with Access to a document in TeamBinder has the ability to: View the document details View the history of the document (previous revisions) Download the current revision to their PC View on line the current revision Make text comments about the document Redline the document Transmit the document to other parties (assuming they have the security level to generate transmittals)
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Chapter 4 Documents Note: Viewing on-line and Red-lining requires TeamView to be activated on the project. [see Section 4.2.07]. Access to documents is granted by any of a number of methods in TeamBinder which include: Being the document originator. Being on the discipline based distribution matrix for the discipline the document belongs to [see Section 4.1.09]. Being the review coordinator for the discipline the document belongs to - [see Chapter 6]. Being a document reviewer for the discipline the document belongs to (restrained documents only) - [see Chapter 6]. Successfully subscribing to a document [see Section 4.2.05]. Being Transmitted a document [see Chapter 5]. Being awarded a tender package that includes the document [see Chapter 7]. Being given specific access to a document by the Project Administrator [see Section 12.4.06]. Having ownership of the document transferred to you [see Section 4.3.06].
A user with access to a document is generally automatically notified about future revisions of the document. The exceptions to this are where access was gained by Transmittal, Package Award, or the project Administrator and the option to notify automatically about future revisions was un-ticked.
To view who has access to a document

1. From within the Document register, right click the document that you wish to view access rights for. 2. From the drop down list, select View User Access. 3. The user access screen will load. Notes: (a) This option is restricted to the Project Administrator. (b) The Format columns indicate what file formats each user has access to. (c) The Access From column indicates how that user was given access.
To view who a document has been transmitted to

1. From within the Document register, right click the document that you wish to see the transmittal history for. 2. From the drop down list, select View Transmittal History. 3. The transmittal history screen will load. Notes: (a) This option is restricted via the users security access to the Transmittal Module which can be any of None, Personal or Company [see Section 5.1.05]. (b) To view the actual transmittal, use the hyperlink on the transmittal record.
4.2.05 Subscribing to Documents

Most users when viewing the document register can see all project documents. Access to documents however is controlled on a per document basis [see Section 4.2.04]. If you can see a document in the register that you do not currently have access to, you can request access by making a subscription request.
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To subscribe to a document
1. From within the Document Register [see Section 4.2.01]. 2. Locate the first document that you would like to subscribe to and tick the box to the left of the document number to select it. 3. Repeat step 2 for additional documents. 4. Click the Subscribe button. 5. Click OK. Notes: (a) The request to subscribe to a document is passed either to the Company Administrator the user belongs to (if the Company Administrator has access to ALL the documents and document formats being subscribed to) or to the Project Administrator by email. The relevant Administrator will either approve or reject the subscription request and the user making the request will be notified by email of the outcome [see Section 12.4.05]. If the subscription request is successful, you will be able to access the document(s) when back in the Document Register. (b) Only subscription requests in relation to the latest revision of documents (if approved) will be automatically notified about future revisions.
4.2.06 Document Details

TeamBinder stores meta data (details) about all documents uploaded to the system. To see the details of a document you have access to, simply locate it in the document register and click on it to load the details screen. The fields at the Document Details screen are: Field Document # Rev* Status* Title* Discipline* Category* Type From Company From User Date Recorded Date Released Description This is shown in the Title band of the screen. Revision [see Section 4.1.03]. Status [see Section 4.1.04]. The Title of the document. The Discipline the document belongs to [see Section 4.1.05]. The Category the document belongs to [see Section 4.1.06]. The Type of document [see Section 4.1.07]. The company that uploaded the document. The user that uploaded the document. The date the document was uploaded. The date the document was released. For un-restrained documents this is normally the same as the Date Recorded. For restrained documents the date released depends on the completion of the workflow [see Chapter 6]. The file names of associated view files. Any revision notes associated with the document. Any remarks associated with the document by the up-loading person. The reason for the uploaded as described by the up-loading person.
View File Revision Notes Remarks Reason
* Means the field is mandatory. Fields in Italics are maintained by the system TeamBinder User Guide Page 96
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Notes: (a) From within the Document Details screen it is possible to Download the document [see Section 4.4.02]. (b) From within the Document Details it is possible to revise the document if you are the originator [see Section 4.3.03]. (c) In addition to the default mandatory fields, additional fields can be made mandatory if required [see Section 12.4.10]. (d) It is possible to have additional custom fields added to the Document Details screen if required. Contact QA Software for more on this. (e) If a company is allowed to upload documents on behalf of another company [see Section 12.2.03], two further fields appear at the Document Details screen: Sender Company The company that sent the document to the uploading company The person that sent the document to the uploading company
Sender
4.2.07 Viewing Documents

Documents you have access to can be either Viewed or Downloaded from the Document Register. Downloading a document means you are downloading a copy of the document to you PC [see Section 4.4.02]. Viewing a Document means that you are viewing a rendered up image of the document via your browser on-line. Viewing is available only on Projects where TeamView has been activated. TeamView is a web based viewing application developed by QA Software for use in conjunction with TeamBinder for viewing and markups of drawings.
To view a document
1. From within the Document Register, locate the document that you wish to view. To the left of the Document Number column is the View column. If a format of the document is available for viewing an icon will be shown in this column. 2. Click the View icon. 3. The Document image will be displayed in a new browser window, rendered up by the TeamBinder viewer. 4. The icons on the horizontal toolbar have the following meanings: Icon Purpose Drop down list with options as detailed below: Print: As per Print button below. Properties: Displays the document/drawing properties including the file type; size; scaling; and number of pages. Overlay: Do not select this option. Find Text: Used to locate a text string. Close: This button should not be used. Use the X in the top right corner of the window to close TeamView. Print: Used to print a copy of the document/drawing. Options include: the page or portions of the page to print; the print scale; margins and number of copies; application of watermarks and headers/footers, and the selection of a pen table if available.
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Icon
Purpose Display Preferences: Here you can control for example the background colour used and units of measure. Vector Control: Active only for Vector format Documents
Rotation: Used to rotate the image by 0, 90, 180 or 270 degrees. Zoom window: Click and then drag a window on the image to zoom into. Zoom options: Zoom 1:1 (zoom to scale); Zoom All (show complete image on screen); Zoom Width (show full width), Zoom Height (show full height). Increase Zoom: Click to increase the zoom. Decrease Zoom: Click to decrease the zoom. Pan Hand: Click and drag in the direction required to move around a large drawing. Birds Eye View: Click to load a birds eye view window. As you zoom in and move around a drawing the birds eye view will enable you to keep track of where you are. It also possible to navigate the drawing by using the small red line outline within the Birds Eye view. Measure: Using the down arrow to measure a straight line distance on the drawing (and set this as the default calibration for further measurements). Click the ruler to define an area by clicking on a start point, drag to the next point, click and drag to further points and then right click to get the measurement statistics which include: Angles, distances of each straight line and the area. Page Down: Enabled on a multi page document to move between pages. Page Up: Enabled on a multi page document to move between pages. Select Page to View
5. Use the three options at the top of the screen to switch between: Viewer Full Screen The viewer is displayed full screen (default). Comments Full Screen By clicking this option you will load the comments screen and will enable you to make text based comments [see Section 4.2.09]. Viewer and Comments By clicking this option both the viewer and comments screen will be displayed. The comments screen will be in the lower half of the screen and the viewing tool at the top.
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4.2.08 Redlining Documents

Documents you have access to can be Red-lined (marked up) using TeamBinders integrated viewing technology TeamView.
To red-line a document
1. From within the Document Register, locate the document that you wish to red-line. To the left of the Document Number column is the View column. If a format of the document is available for viewing an icon will be shown in this column. 2. Click the View icon. 3. The Document image will be displayed in a new browser window, rendered up by the TeamBinder viewer. 4. Use the Red-lining toolbar to mark up the document. The icons on the vertical toolbar have the following meanings: Icon Purpose Enable/Disable Redline Toolbar buttons Save or Refresh Markups Markup Preferences: These include the user signature (defaults to the logged in User company Id and user Id (recommend you do not change this); Mark-up Layer and default font for and colour of mark-ups. Markup User and Layer control: Used to toggle on and off markups either by User or Layer. Push button: Click this button so that when you move over a link or notes, the details of the link or note are displayed. Marker: Use this option to set the markups to transparent mode. Then if you draw a filled rectangle for example you can see what is behind it.
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Icon
Purpose Undo: Undo last action Edit: Used to select and edit a markup. Click this button and then click on the markup. The markup then appears with handles at each corner. Use the R handle to rotate the markup. Use the Z handle to Zoom the markup. Double click to edit the text. Link: This is not applicable to TeamView within TeamBinder. Text: Click this button and then click on the document/drawing at the point you want to enter the text in relation to. A text window will appear. Type the required comment. The options for how the text is displayed include using an arrow to point to the item, putting a bubble or frame around the text, and the font required. Click OK and drag the text to the required position. Note: Click the button and then click on the drawing or document where the note is to be added. A text window appears. Enter the note and click OK. The note is displayed on the drawing as a note icon.
Rubber: Click the button and then drag over the area to be rubbed out. This includes parts of the drawing (the original drawing is unaffected) and markups. Lines: Used to draw lines. Use the drop down list to configure the line style. Choose between: Freehand pen, Lines, Curves and Measurement Area. For all these options, click the start point and drag. Then click and drag to the next point. When done, right click. It is also possible for Lines and Measurement Area to select whether the area drawn is hatched, filled, open or closed. Shape: Used to draw a shape: Use the drop down list to select between: Rectangle; Rounded rectangle; Oval; and Bubble options. It is also possible to control whether the shape will be Outlined, Filled or Edged. Arrow: Used to draw straight line arrows. Use the drop list to configure the arrow style. Choose between: Arrow or Dimension (draws a line with the dimension shown between the two end points); Singe; Single Filled; Double; and Double Filled. Filled refers to the arrow heads. Markup line thickness
5. Dont forget to use the save icon to save any markups you make. Notes: (a) In addition to red-lining it is possible to make text comments in relation to the document [see Section 4.2.09]. (b) To see any red-lines/mark-ups made by other users use the Markup User and Layer control button. (c) The Default colour used when redlining documents can be defined for the user via User Preferences General [see Section 3.2.02].
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4.2.09 Commenting on Documents

If you have access to a document it is possible to make text comments about the document from within the document register. Comments can be either added from within the document details window (see steps 1 to 8 below) or from within the Viewer (see Note (d) below).
To comment on a document
1. From within the Document Register, locate the document that you wish to comment on. 2. Click on the document to open the details screen. 3. Click the Comments button. 4. Click New to add a new comment. 5. Type the comment as necessary. To upload an external file to attached to your comments (Optional but ideal if you have sketched comments as well as text based comments): 6. Click the Browse button, locate the file to upload, and click Open. 7. Click OK to save your comments and upload any files you have attached. 8. Click Close to close the comments grid. Notes: (a) Documents in the document register that have existing comments against them are displayed with a comment icon to the left of them. (b) It is possible to have your comments emailed automatically to any or all of the following: The Document Originator The Review Coordinator Everyone who has access to the document (see document Access)
Tick the relevant boxes to send your comments as required. (c) It is possible to quickly apply the same comments against multiple documents you have access to (batch commenting). Simply select the documents first by ticking the select boxes against them and then click the Comment button at the document register and proceed as per steps 4-8 above. The comments you make will be applied to all the selected documents. (d) Making comments by the above method is not a substitute for making comments as part of the formal document review process [see Chapter 6]. (e) It is also possible to access/read/make comments about documents from within the TeamBinder viewer [see Section 4.2.07]. This can be useful as you can both see an image of the document and the comments text box at the same time. Choose either: Comments Full Screen The comments window will load full screen OR Viewer and Comments To see both the viewer and comments.
Entry of comments and uploading of attachments is as per steps 4 8 above.
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4.2.10 Comparing Documents

TeamView can be used to compare Documents you have access to. This means the two documents are overlayed on each other to enable a side by side comparison. For Vector files (such as .DWG) an intelligent overlay occurs so that differences are automatically highlighted. For non Vector files the content is not compared, just overlayed.
To compare two different documents:

1. From within the Document Register, select the two documents to compare. 2. Click the Compare button on the toolbar. The two documents will then appear overlayed within TeamView.
To compare two revisions of the same document:

1. 2. 3. 4. From within the Document Register, select the document. Click the Compare button on the toolbar. Select the revision of the document to compare with the current revision when prompted. Alternatively select each of the revisions of the document to compare from within the Document Register and click Compare.
Notes:
(a) For large files the comparison can take some time to prepare.
4.2.11 Deleting Documents

Documents once uploaded to TeamBinder can only be deleted by the Project Administrator. A record of all documents deleted from the system is stored together with the View files, in the TeamBinder Database. However, only your service provider can restore documents that have been deleted.
To delete a document
1. From within the Document Register, select one or more documents to be deleted but ticking the select box next to them. 2. Click the Delete button. 3. Click the Add/Edit link under the Reason column to enter the reason that the first document is being deleted. You cannot delete a document without entering a reason. 4. Type the reason that this document is being deleted. 5. If this reason is the same for the other documents that are being deleted at the same time, tick the box labeled Apply to All Selected Documents. This will copy the reason for deletion to all other documents being deleted at the same time. 6. Click OK. 7. Repeat steps 3 to 5 for additional documents (unless you ticked the Apply to All Selected Documents box at step 5). 8. Click OK and click Yes to confirm the deletion. Notes: (a) If all users with access to the document(s) being deleted should be notified of the deletion, tick the box for this purpose after step 6 above.
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4.3 Uploading and Distributing Documents

4.3.01 Overview
The process of issuing documents via TeamBinder involves: 1. Uploading the documents to the system. 2. The system first validates the uploaded documents and then posts them to the Document Register [see Section 4.3.04]. 3. The documents are then automatically distributed as follows: If the documents are new and unrestrained, they are released automatically to users on the discipline based distribution matrix [see Section 4.3.05]. If the documents are revisions to existing documents and still unrestrained, they are released to both users on the distribution matrix and users who have access to the previous revision and are flagged to be notified about new revisions. If the documents are restrained, only the review coordinator is notified [see Chapter 6]. The review coordinator then activates the workflow as required. Once the review workflow is completed the documents are either released or rejected.
4. Once uploaded and released, the documents can also be transmitted to other parties (who have not been notified already by one of the methods above) or included as part of a tender package. There are six alternative methods of uploading documents to TeamBinder: Single document upload from within TeamBinder [see Section 4.3.02]. Bulk document upload from within TeamBinder [see Section 4.3.08]. Using QA Softwares XLUPLOAD utility for batch uploads [see Section 4.3.09]. Using QA Softwares QCAD system for AutoCAD [see Section 4.3.10]. Using QA Softwares QDMS Document Management System [see Section 4.3.11]. Using Un-Registered Mail [see Section 3.6.04].
4.3.02 Single New Document Upload

A single new document can be uploaded to TeamBinder directly from within the document register.
To upload a new document

1. Select Document Register from the left menu. 2. Click OK at the filter screen if it appears. 3. At the Document Register, click the New button. 4. Enter the following details above the document: Field Document No* Title* Description This is the number of the Document. The document Title.
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Field Rev* Status* Discipline* Category* Type Sending Company
Description The document Revision [see Section 4.1.03]. The document Status [see Section 4.1.04]. The Discipline the document belongs to [see Section 4.1.05]. The Category the document belongs to [see Section 4.1.06]. The Type of document [see Section 4.1.07]. This field only appears if your company has the ability to upload documents on behalf of other companies [see Section 12.2.03]. If this is the case, select the company that has sent the documents to here. This is the person who sent you the documents from within the Sending company above. Any revision notes associated with the document. Any remarks associated with the document by the up-loading person. The reason for the uploaded as described by the up-loading person.
Sender Revision Notes Remarks Reason * Mandatory fields
5. Now upload a document file (View file) by clicking the Browse button at the bottom of the page. 6. Select the view file from your local hard drive or server and click Open. 7. Repeat steps 5 and 6 for additional view file formats. 8. Click Save The view files will now be uploaded and progress can be monitored via the progress bar. Once uploading is complete the document is distributed automatically [see Section 4.3.05]. In addition to the automatic distribution, if the document is un-restrained [see Section 4.1.04] it can be issued by Transmittal to other parties who are not on the automatic distribution list [see Chapter 5]. Notes: (a) If the document you are uploading has similar attributes to an existing document, first select the existing document using the select box next to it and then click the Duplicate button rather than the New button at Step 3 above. The new document details window will load with most of the meta data populated based on the document selected. (b) TeamBinder captures automatically the Person and Company uploading the document plus the date of upload. (c) It is possible to upload additional view file formats to an existing document of a particular revision at any time but this can only be done by the originator of the document. (d) It is possible to replace a view file format that has been uploaded by mistake using the Replace View File Wizard [ see Section 4.3.07]. (e) To revise a single document [see Section 4.3.03]. (f) To upload more than one document at time see: Batch Upload Wizard [Section 4.3.08]. XLUPLOAD [Section 4.3.09]. Page 104
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(g) If an Unrestrained document is uploaded to a Discipline that does not have a distribution matrix defined, the Project Administrator can be auto notified if this option is activated via Administration\Project Details [see Section 12.1.03]. (h) If a Restrained document is uploaded to a Discipline that does not have a Review team setup, the Review Coordinator is notified with a CC to the Project Administrator. (i) To get a history of all documents uploaded by your company, run the Documents - Upload History Report [see Section 4.5.02]. (j) To get a history of who has downloaded documents your company has uploaded, run the Documents - Download History Report [see Section 4.5.02].
4.3.03 Single Revised Document Upload

A revision to a single document can be processed directly from within the document details screen at the document register. Generally only the originator or another user from the originators company can upload a revision to an existing document [See also Transfer Document Ownership Section 4.3.06] although it is possible to authorise other companies to upload revisions to documents for which they are not the Originator [see Section 4.1.05].
To upload a revised document

1. Select Document Register from the left menu. 2. If the filter screen appears, enter the existing document number in the Document No field click OK. 3. At the Document Register, click on the Document to revise to open the details screen. Note: Use a Filter if required to locate the required document. 4. Select the new Revision from the drop down list. 5. Upload the revised document view file by clicking the Browse button at the bottom of the page. 6. Select the new revision of the view file from your local hard drive or server and click Open. 7. Repeat steps 5 and 6 for additional view file formats and click Save. The view files will now be uploaded and progress can be monitored via the progress bar. Once uploading is complete the document is distributed automatically to users and contacts who already have access to the previous revision. (See also Note (b)). Notes: (a) To upload more than one revised document at time see: Batch Upload Wizard [Section 4.3.08]. XLUPLOAD [Section 4.3.09]. (b) Users who were either Transmitted or Awarded a Package to gain access to the previous revision will not be automatically notified about the new revision if the option to notify the user about future revisions was set to no. (c) Users who have joined the project after the previous revision was uploaded will automatically be notified about the new revision if they are on the discipline based distribution matrix for the discipline the document belongs to.
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4.3.04 Validation of Document Uploads

Once a document is uploaded to TeamBinder, the details about the document are validated automatically by the system before the documents are posted to the document register. The business rules that the uploaded document must satisfy before it is accepted are: For new documents: Document must have a valid Document Number. Document must have a Title. Document must have a valid Revision number. Document must have a valid Status. Document must have a valid Discipline. Document must have a valid Category. The uploading company must be authorised to upload documents of this discipline. The uploading user must have Full access to the document register [see Section 4.1.11]
For revisions of existing documents: All the rules for New Documents plus: The Title of the revised document must not have been changed from the previous revision. (The exception to this rule is if a ** is added to the end of the title of the revised document which indicates that a conscious decision to change the document title has been made). The Revision of the revised document must be greater than the revision of the existing document (as defined by the sequence) [see Section 4.1.03].
4.3.05 Distribution of Uploaded Documents

Documents uploaded to TeamBinder that pass validation are posted to the Document Register. An automatic distribution of the documents then takes place based on one of the following scenarios: Distribution of Un-restrained New Documents: If the documents are New and Un-restrained (a document is defined as Unrestrained via the Status applied to it by the Uploading user) they are Released automatically to users in the discipline based distribution matrix. Each user will receive an email notification about the document(s) and can download the documents direct from the email notification or by logging into TeamBinder. These users now have ongoing Access to the documents. When logged into the document register, documents to which a user has access but has not downloaded, are showing in blue. Note that once a document has been released it can also be transmitted by companies with access to it to other companies/users [see Chapter 5]. Distribution of Un-restrained Document Revisions: If the documents are Revised and Un-restrained, they are Released automatically to both: Users who have access to the previous revision unless Access to future revisions has been deliberately denied when transmitting the user the document. Access to future revisions of documents received via transmittal has been removed via the Change Document Access wizard [see Section 12.4.07].
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Chapter 4 Documents Access to all revisions of the document has been removed via either the discipline matrix or via the Grant Document Access wizard [see Section 12.4.06].
Users in the discipline matrix who do not already have access to the previous revision.
Each user will receive an email notification about the document(s) and can download the documents direct from the email notification or by logging into TeamBinder. Distribution of Restrained Documents (new and revised): If the documents are Restrained (a document is defined as Restrained via the Status applied to it by the Uploading user) they must first pass through a workflow before they are either Released or Rejected [see Chapter 6]. Such documents are listed in the document register with a Review Status of Awaiting Review and can be accessed only by users involved in the review workflow for them until the workflow is completed. If the documents are released after the workflow, they are then automatically distributed as per Unrestrained documents above. Notes: (a) The Automated Distribution process in TeamBinder reduces dramatically the requirement for a document controller to distribute all documents by transmittal, especially during the design phase of a project. (b) The Automated Distribution process is complimented by two types of manual distribution where it is required to issue specific documents to specific parties. See Transmittals [Chapter 5] and Packages [Chapter 7]. (c) It is possible to have a copy of every document uploaded to TeamBinder automatically printed on site and even stamped with a Received time and date (burnt into the document image). Contact QA Software for information on QPRINT if this is of interest charges apply). (d) The diagram below gives a graphic simplified representation of the automated distribution process:
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4.3.06 Transfer Document Ownership

When a user uploads a document to TeamBinder, the company the user belongs to is considered as the Originating company for the document and revisions to the document can generally only be made by users belonging to the same Originating company unless other companies have been specifically authorised to upload revisions even if they are not the Originating company [see also 4.1.05]. There are instances where it is necessary to transfer ownership of a document to enable a different company to upload ongoing revisions to the document. A typical example is when a TeamBinder project is handed over to customer on completion.
To transfer document ownership

1. From the Administration menu, select Transfer Document Ownership from the Documents group of options. 2. Select the company and person who currently own the document(s) and click Next. 3. Apply a filter to select the document(s) and click Next. 4. Select the documents by ticking the select box next to them and click Next. Note: If you wish to transfer All revisions of the selected documents, click the tick box at the bottom of screen. 5. Select the company and contact that you wish to transfer ownership to and click Next. 6. If you have not already configured the company selected at step 5 to upload documents of the discipline(s) the selected documents belong to [see Section 4.1.05] you will be prompted with a warning of this and the system will automatically configure the company as required. 7. Click Yes to give this company access to upload documents of those disciplines and click Finish.
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4.3.07 Replace View File Wizard

If an incorrect view file is uploaded by mistake it can be replaced by the Project Administrator using the Replace View File Wizard. Note that the format of the replacement view file must be the same as that of the file being replaced. 1. From the Administration menu, select Replace View File Wizard from the Documents group of options. 2. Enter the required document number(s) in the Document Filter window and click OK. 3. Tick the document(s) listed and use the Browse button to select the correct view file for each document to upload. 4. Enter any Comments (optional) 5. Click the Next button and then the Finish button to complete the process.
Notes:
(a) Replacement of view files can only be performed by the Project Administrator (b) Replacement of view files is limited to Un-restrained documents; restrained documents where the workflow has not yet been activated; restrained documents awaiting release where the review type is Single as opposed to Serial or Parallel.
4.3.08 Batch Document Upload Wizard

To upload multiple documents to TeamBinder the options are: Batch Document Upload Wizard. XLUPLOAD [see Section 4.3.09]. QCAD [see Section 4.3.10]. QDMS [see Section 4.3.11].
To use the batch document upload wizard

1. Select the Document Register from the left menu and click OK at the filter screen. 2. Click the bulk upload button on the toolbar. The common attribute specification screen is used to define any common attributes for the documents that you are uploading. This removes the requirement to enter and reenter these attributes for each of the documents that you wish to upload. For example if the documents you are uploading are numbered in a series such as PR45-CIVIL-001 through to PR-45-CIVIL-010, you would enter the common attribute for the Document number as PR-45-CIVIL-0. 3. Enter any common attributes and click Next. If you are uploading revised documents, leave the details at this screen empty and use the Get Document Details button at Step 7 (see Note (b) below). 4. Select how you want to batch upload your files. The options are: Multiple file upload Single zip file upload
With the Multiple file upload option, you select each view file individually from your PC or Server and in the process, associate each view file (typically one view file per document) with its document details. If there are multiple view files (of different format) associated with each document, these must be zipped prior to uploading if this option is used. TeamBinder User Guide Page 109
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Use the Single Zip file upload option if you have already zipped All the view files for All the documents you are uploading into a single zip file.
Using Multiple File upload: 5. Enter the number of documents to be uploaded (approximately) and click Next. 6. At the grid which appears (which has the same number of rows as entered at step 6), populate the fields to reflect the attributes of the documents that you are uploading. Note that the fields are auto populated with the common attribute values entered at step 4 above. 7. Against the first row, click the Browse button to select the first view file to upload and select a view file from your PC or Server and click Open. 8. Repeat step 8 for additional rows. 9. Click Next when done and go to step 15 below. Note the following: (a) You can use the duplicate button to duplicate a record. This will duplicate the attributes of the current document which can then be edited as required. (b) Use the Get Document Details button after entering one or more document numbers at step 7 to populate the grid with the attributes about the documents automatically if the documents already exist in TeamBinder. (c) Using the above screen, only one view file can be associated with each document number. If multiple view files are required for a single document, these must first be zipped on your PC. Then you can browse and select the zip file. In this case, tick the box at the bottom of the screen labelled Unzip the zip file(s) prior to allocating them to the documents. If this is done, the zip file will be uploaded and all files in the zip file will be allocated to the entry.
Using Single Zip file Upload: With this option you must first have zipped ALL view files to be uploaded in this session on your PC. 10. Click the Browse button and select the zip file from your machine and click Open. 11. Click Next. 12. Once the zip file is uploaded a grid with one row for each view file in the zip file uploaded will be displayed. Note that with this option it is possible to associate one or more rows with the same document number. 13. Populate the attributes for each of the uploaded files and click Next.
Completing the Batch upload process: The documents being uploaded are now processed by the TeamBinder validation engine. Any validation errors will be displayed on the far right of the screen and must be corrected before proceeding.
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Chapter 4 Documents If all documents pass validation, the system will display a list of the files to be transferred to the document register. 14. Check all the details are correct and click Next. 15. Click Finish to complete the upload. The documents uploaded are now distributed automatically [see Section 4.3.05]. In addition to the automatic distribution, if the documents are unrestrained they can be issued by Transmittal to other parties who are not on the automatic distribution list [see Chapter 5].
Notes:
(a) To upload Revised Documents using the Batch Upload Wizard, select the documents to be revised in the document register prior to clicking the Batch Upload Wizard button. The selected documents will be displayed within the wizard without the need to enter their numbers.
4.3.09 XLUPLOAD for Document Uploads

XLUPLOAD is QA Softwares proprietary system for uploading documents to TeamBinder from within Microsoft Excel. XLUPLOAD has been designed to simplify and streamline the process of uploading large numbers of documents to the TeamBinder system. Documents ready for issue by consultants are simply selected from within XLUPLOAD, their attributes entered, and the documents and attribute information Sent to TeamBinder. The XLUPLOAD application can be download from www.teambinder.com. There is no requirement for License Registration for companies uploading documents to TeamBinder. The instructions for uploading documents to TeamBinder using XLUPLOAD are included in the help file it is supplied with. In summary, the process that takes place is: 1. The document files are selected from within XLUPLOAD. 2. The required attributes for each document are either extracted automatically from the drawings themselves by XLUPLOAD or manually typed, copied and pasted to each document within MS Excel. 3. On clicking Email documents to TeamBinder, XLUPLOAD then: Extracts the document attributes from the Excel spreadsheet and saves them to XML format. Zips the physical files for each document and packages them with the document attribute information. Sends the zipped documents and their attributes via email to the TeamBinder server using the users normal email client. Each document is sent as an individual email.
4. On receipt of the documents at the TeamBinder server, the documents are unzipped and validated [see Section 4.3.04]. 5. If the documents pass validation they are posted to the document register and distributed automatically [see Section 4.3.05]. The up-loader receives an email notification confirming the successful upload. 6. Documents failing validation are not posted to the document register and a notification is returned to the up-loader by email advising of the reason for validation failure and the action required before re-uploading.
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Chapter 4 Documents Notes: (a) The document details in XLUPLOAD can be pre-validated before sending if required. (b) Revisions to documents can be uploaded by simply typing the document number in XLUPLOAD and using the Get Data option to download the existing meta data for the document from TeamBinder into XLUPLOAD (which is then updated as required) (c) For more information on XLUPLOAD contact QA Software.
4.3.10 QCAD for Document Uploads

QCAD is QA Softwares proprietary upload engine for use within AutoCAD. Documents ready for issue by consultants are simply selected from within AutoCAD and Sent to TeamBinder. The document attributes (meta data) are extracted automatically from the drawings themselves. QCAD is simply the ultimate for fast, effortless, and error free upload of documents since there is no requirement for the user to do anything other than select the files and click Send. The QCAD application can be download from www.teambinder.com. The QCAD license must be registered before use and a fee normally applies. The instructions for uploading documents to TeamBinder using QCAD are included in the help file it is supplied with. In summary, the process that takes place is: 1. The document files are selected from within AutoCAD 2. On clicking Send, QCAD then: Automatically generates a PLT version of each DWG document. Automatically extracts the document attributes from the title block of drawings themselves and saves them to XML format. Zips the DWG, PLT and XML (meta data) files for each document and send the zip file via email to the TeamBinder server using the users normal email client. Each document is sent as an individual email.
3. On receipt of the documents at the TeamBinder server, the documents are unzipped and validated [see Section 4.3.04]. 4. If the documents pass validation they are posted to the document register and distributed automatically [see Section 4.3.05]. The up-loader receives an email notification confirming the successful upload. 5. Documents failing validation are not posted to the document register and a notification is returned to the up-loader by email advising of the reason for validation failure and the action required before re-uploading. Notes: (a) QCAD supports optional binding of Xrefs using either Insert or Bind methods. (b) QCAD requires AutoCAD 2000 or later for use. (c) For more information on QCAD contact QA Software.
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Chapter 4 Documents
4.3.11 QDMS for Document Uploads

QDMS is QA Softwares PC based Document Management System, in use by many thousands of projects globally. QDMS Version 4 and above support the direct upload of documents to TeamBinder with a few simple clicks. Documents in QDMS that are ready for issue by consultants are simply transmitted from QDMS to TeamBinder. This process is explained in detail in the QDMS User Guide. The QDMS option for Document Uploads is ideal for project companies collaborating via TeamBinder who already use QDMS for their project document management and removes any requirement for double entry of data. For more information on QDMS contact QA Software.
4.4 Downloading Documents

4.4.01 Overview
Documents in TeamBinder are distributed in a number of ways: Automatic distribution via the discipline based distribution matrix [see Section 4.1.09]. Automatic distribution via a workflow [see Chapter 6]. Manual distribution by transmittal [see Chapter 5]. Manual distribution by Package [see Chapter 7].
In all the above cases, users receive notifications by email for the documents they are issued and the documents can be downloaded direct from the notifications themselves from with the users email system by using the hyperlinks provided. It is also possible to download documents in TeamBinder direct from within the document register either singly [see Section 4.4.02] or using a wizard [see Section 4.4.03]. Note that documents a user has access to (has been distributed) that they have not previously downloaded are displayed in blue in the document register for easy identification.
4.4.02 Downloading a Document

Documents a user has access to [see Section 4.2.04] can be downloaded from the TeamBinder document register. The system uses a series of icons in the Document format columns so users can easily see what formats exist for download and whether or not they have access to download them. These icons are: Indicates document format exists and can be downloaded by you. Indicates document format does not exist if the background is black. If blue, the document format exists but you do not have access to it. Users may see documents in the register or even specific document formats they would like to download but to which they do not have access. In this case it is possible to request access by making a subscription request [see Section 4.2.05].
To download a document
1. Select Document Register from the left menu 2. If the filter screen appears, enter the conditions required to locate the document and click OK. 3. Locate the Document to be downloaded. TeamBinder User Guide Page 113
Chapter 4 Documents
Note: If the filter screen does not appear at Step 2, click the Filter button to load it from within the Document Register. 4. Click the Download button underneath the format that you want to download. 5. Agree to the conditions of any download disclaimer that may appear. 6. Save the downloaded document to a location on your PC. Notes: (a) All documents that the user has access to (i.e. has the ability to download), but has not downloaded, are displayed in blue. (b) By downloading at least one format of a document, the system considers you to have downloaded the document. (c) It is also possible to download a document at the document details screen [see Section 4.2.06]. (d) The system stores an audit trail of when and who downloads each document. (e) The download disclaimer is configured on a per project basis and can be removed completely if required via the Project Details [see Section 12.1.03], or switched off for future downloads after first ticking the acceptance box at step 5 above. (f) For a history of who has downloaded documents, run report Documents Download History [see Section 4.5.02].
4.4.03 Using the Document Download Wizard

A group of documents a user has access to [see Section 4.2.04] can be downloaded easily from the document register using the Download wizard.
To use the document download wizard

1. Select Document Register from the left menu. 2. Click OK at the filter screen if it appears. 3. Click the Download button on the toolbar. 4. Apply filter conditions as required to obtain a relevant list of documents from which you will select the specific documents to be downloaded and click Next. 5. Select the documents to download by ticking the formats required against each document. 6. Check which documents you have selected using the Show selected only tick box and click Next. 7. Choose between the following delivery options: Download now - you will be prompted to download immediately and will then need to click Yes when presented with the privacy statement. Email the documents enter a subject and message to be included with the email
8. Click Finish. Notes: (c) It is possible after step 6 to use the Previous button to return to the filter screen and filter for additional documents to select for download. (d) The cumulative file size of the documents selected for download is displayed at step 6. (e) The email delivery option can be used to deliver the documents to any email address. (f) The documents being downloaded or emailed will be zipped on the TeamBinder server prior to delivery. TeamBinder User Guide Page 114
Chapter 4 Documents
4.4.04 Document Check In / Check Out

If changes need to be made to a document that has been released, and while the changes are being made you need to suspend access to current version of the document by other users, the document can be Checked Out of the document register. Once a document has been checked out, the document cannot be downloaded by other users regardless of their access settings unless the option to remove user access while the document is checked out is unselected. Once the changes are completed, the document is Checked In, restoring the download ability to other users. The Check Out / Check In facility can also be used to put a document on hold temporarily if it has been released prematurely or accidentally.
To Check-Out a document
1. From within the Document Register, locate and then click on the document to be checked out. 2. At the document detail screen, click the Check in/Check out button. 3. Enter a Reason why you are checking the document. 4. If User Access to the documents is to be retained while the document is checked out, untick the Remove User Access option. 5. Click OK. 6. Back at the document details screen, you will see a note at the bottom of the form advising that the document has been checked out. 7. Click Close to return the document register. Notes: (a) Documents can be checked out in bulk by selecting them first within the document register before clicking the Check in /Check out button. (b) The ability to check out a document is restricted to: Any User from Originating company who has access to the document as long as the document is Released. The Project Administrator. Restrained documents (those in a review workflow) can only be checked out by the Review Coordinator responsible for them.
(c) Documents that have been checked out are displayed in the document register with the padlock icon.
To Check-In a document
1. Follow the steps as for Checking Out a document and at step 3, enter the reason for checking the document back in. Notes: (a) Only the person who checked the document out or the Project Administrator can check a document back in. (b) It is not necessary to revise a document before Checking it back in.
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Chapter 4 Documents
4.4.05 Bulk Printing Drawings using QPRINT

QPRINT is a small program set up to run on a designated computer which regularly checks the Document Register for new issued documents. QPRINT will download the documents and store them in an offline Document Register. At that point, QPRINT can either automatically print the documents to a designated printer, OR store them and allow you to bulk print documents at any time. Please contact QA Software for more information.
4.5 Reports
4.5.01 Overview
There are a number of standard reports available in TeamBinder related to documents. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. There are four Report on groups relating to documents Documents Document Register. Documents Transmittals [see Chapter 5]. Documents Upload and Download History. Documents Workflow [see Chapter 6]
3. Select Documents Document Register from the Report on drop down list. The reports available are: Document Register Details - by Document Document Register Details - by Current Revision Document Register - Summary Report - by Status and Revision Document Access - by Document Document Access by User Downloaded Only Document Access by User Not Downloaded Only Document Access by Notification by User - Not downloaded Only Document Access by User (All) Document - Subscription History* Discipline Matrix Report* Discipline Matrix Exception Report Documents not linked to Published Reports Documents linked to Published Reports
*Note these reports are located outside of the Documents Document Register report group currently and are listed at the reports screen after selecting Reports from the left menu at the Dashboard. 4. Select Documents Upload and Download History from the Report on drop down list. The reports available are: View Files Upload History* Documents - Upload Summary Report Documents Upload Summary Statistics - by Period, Rev & Sts View Files Download History*
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Chapter 4 Documents *Note these reports are located outside of the Documents Upload and Download History report group currently and are listed at the reports screen after selecting Reports from the left menu at the Dashboard. 5. When running any of these reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [see Section 10.1.02] (c) See also Customizing reports [see Section 10.2.01].

Report Title Description No. Report Group: 04 Documents Document Register 001 Document Register This report is a simple register of all documents at all Details - by revisions and regardless of whether they are restrained, Document released or unrestrained, sorted by document number.
Note that security settings such as whether you have access to see All documents or only documents you have access to apply when running this report.
005
Document Register Details - by Current Revision
This report is a simple register of the latest revision of documents regardless of whether they are restrained (awaiting release), released or un-restrained, sorted by document number.
Note that security settings such as whether you have access to see All documents or only documents you have access to apply when running this report.
015
Document Register - Summary Report by Status and Revision
This is a powerful cross tabulation of the number of documents uploaded each period (eg Month) to TeamBinder by Revision and Status. On the Y access are listed each Revision + Status combination. On the X axis for each period the number of documents uploaded at that Revision and Status combination is detailed. Note that if say for Rev.0 + Status For Review there were 120 document in March and during April, 20 Documents at Revision 1 and Status Approved were uploaded, March will show 120 documents against Rev.0 and Status FR while April will show 0 documents at Rev.0 and Status FR along with 20 documents at Rev.1 and Status APP. A simple filter is provided when running this report to enable the user to easily select from: Document Status Discipline Type Document No Contains Title Contains Date Range for the report Period (select from Weekly, Fortnightly, Monthly etc.)
Click OK after applying any of these filter conditions.
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Chapter 4 Documents
Report No. 020 025
Title Document Access by Document Document Access by User Downloaded Only Document Access by User Not Downloaded Only Document Access by Notification by User - Not downloaded Only Document Access by User (All) Document Subscription History
Description This report details for each document, users with access to it and the formats they each have access to. This report details for each document, users with who have download it, the formats downloaded. This report details for each document, users with access to it but who have not downloaded it. This report is similar to report 025 but considers only documents that a user has been notified about. It is possible to have access to a document without receiving a notification by subscribing, being granted access by the project administrator, or if you have notifications switched off. This report details for each user the documents they have access to and the formats included. The Document Subscription History report allows Administrators to generate a report to see who has subscribed to controlled documents in the register, when they subscribed, and the administrators response to those subscriptions. A simple filter is provided when running this report to enable the user to easily select from: A Company and/or Contact All, Approved, or Rejected Subscriptions A Discipline A Document A Date Range
030
035
040 045

Note: This report is located outside of the Documents report group currently and is listed at the reports screen after selecting Reports from the left menu at the Dashboard.
055
Discipline Matrix Report
The Discipline Matrix Report allows Administrators to generate a report to see what Disciplines of Documents one or more users have as defined in the Discipline Distribution Matrix. A simple filter is provided when running this report to enable the user to easily select from: A Company and/or Contact A Discipline A Document File Format An Access Date Range

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Chapter 4 Documents
Report No. 060 065
Title Discipline Matrix Exception Report Documents Not Linked to Published Reports Documents Linked to Published Reports Document Comments by Document Deleted Documents by Document
Description This report details for each discipline users who are NOT on the default discipline based distribution matrix. This report details documents in the Master Document Register which have not been linked to a report or category under Published reports. This report details documents in the Master Document Register which are linked to a report or category under Published reports. This report details the text comments made against each document in the Document Register. This report lists all documents that have been deleted.
070
075 080
Report Group: 06 Documents Upload and Download History 001 View Files The View File Upload History report allows users to Upload History generate a report of documents uploaded to TeamBinder across a date range. The report includes who did the upload and the date uploaded. A simple filter is provided when running this report to enable the user to easily select from: Uploaded by Company/Contact Document Status Discipline Document No. Date Range for the report.
005
Documents Upload Summary Report
This is a powerful cross tabulation of the number of documents uploaded each period (eg Month) to TeamBinder. On the Y axis are listed documents. On the X axis is shown first the Current revision on of the document and then every date a document was uploaded to TeamBinder and under the relevant dates, the revision uploaded.
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Chapter 4 Documents
Report No. 010
Title Documents Upload Summary Statistics - by Period, Rev & Sts
Description This is a powerful cross tabulation of the number of documents in the document register at each Status + Rev combination each period (eg Month). On the Y access are listed each Revision + Status combination. On the X axis for each period the number of documents at that Revision and Status combination is detailed. Note that if say for Rev.0 + Status For Review there were 120 document in March and during April, 20 Documents at Revision 1 and Status Approved were uploaded, March will show 120 documents against Rev.0 and Status FR while April will show only 100 documents at Rev.0 and Status FR along with 20 documents at Rev.1 and Status APP. I.e. for any period the total numbers at each Rev + Sts will equal the total number of the latest Revision and Status of documents in the Document Register. A simple filter is provided when running this report to enable the user to easily select from: Document Status Discipline Type Document No Contains Title Contains Date Range for the report Period (select from Weekly, Fortnightly, Monthly etc.)
015
Documents Download History
This report allows users to generate a report of documents downloaded from the TeamBinder system across a date range. The report includes who downloaded each document and the date downloaded. A simple filter is provided when running this report to enable the user to easily select from: Uploaded by Company/Contact Downloaded by Company/Contact Discipline Document No. Date Range for the report.
For example it is simple using the above filter to obtain a report for Documents uploaded by company X that have been downloaded by company Y over a date range.
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Chapter 5 - Transmittals
5.1 Getting Started
5.1.01 5.1.02 5.1.03 5.1.04 5.1.05 5.1.06 Overview Setup Check List Configuration Tables Default Response Periods Security Issues Notifications
5.2 Outgoing Transmittals

5.2.01 5.2.02 5.2.03 5.2.04 Create a Transmittal Acknowledgements and Responses Pending Transmittals Transmitting Revised Documents
5.3 Sent Transmittals Register

5.3.01 5.3.02 5.3.03 5.3.04 Finding Sent Transmittals Sent Transmittals Register Resend Transmittals Cancelling Transmittals
5.4 Incoming Transmittals Register

5.4.01 Finding Incoming Transmittals 5.4.02 Incoming Transmittals Register
5.5 Transmittal Reports

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Chapter 5 Transmittals
5.1 Getting Started

5.1.01 Overview
The process of issuing new and revised, un-restrained (not requiring a workflow) documents to recipients in TeamBinder is achieved: Automatically via the Discipline based distribution matrix (for new documents) and/or the document access list (for revised documents). Manually via the release and/or award of Tender Packages. Manually via Transmittals.
Transmittals are generally used in TeamBinder to issue documents during the construction phase of a project to specific recipients, but can be used at any time to issue specific documents to specific recipients or to issue documents to non-TeamBinder users. The process of issuing documents by transmittal is as follows: 1. The documents to be issued must already exist in the Document Register [see Section 4.3.01] and the user must have access to both the documents and the file formats to be transmitted. 2. A transmittal generation wizard is used to select the documents and recipients for the transmittal(s) [see Section 5.2.01]. 3. A reason for issue, respond by date and message are applied/entered. 4. The recipient receives the transmittal by email from which they can download one, selected, or all of the documents. 5. The system tracks which documents the recipient downloads from the transmittal. 6. Users expedite responses to transmittals they have sent [see Section 5.2.02]. 7. As documents are revised, the recipients are notified automatically unless the option to notify recipients about future revisions was switched off when generating the initial transmittal. 8. The system automatically tracks pending transmittals [see Section 5.2.03] which are documents that have been issued to recipients a later revised but not yet been issued at the latest revision. Pending transmittals are very useful when automatic notification of future revisions is switched off when generating the initial transmittal. Notes: (a) Outgoing transmittals are stored in the Sent Transmittals Register [see Section 5.3.02]. (b) Incoming transmittals (from other TeamBinder users) are stored in the Incoming Transmittals Register with hyperlinks to the source documents [5.4.02]. (c) There is only ever one copy of each view file format for each document in a TeamBinder project. (d) The Format of the Transmittal notification can be customised if required (contact QA Software for more on this charges apply).
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The steps required to configure TeamBinder for transmittals are as follows. 1. Set-up the Document Module [see Section 4.1.02]. 2. Assign access levels to the transmittal module [see Section 5.1.05]. 3. Setup Reasons for Issue [see Section 5.1.03]. 4. Setup Response Messages [see Section 5.1.03]. 5. Set default response period for transmittals [see Section 5.1.04].
5.1.03 Configuration Tables

There are two transmittal specific configuration tables in TeamBinder which are used to store the values of: Reasons for issuing documents by transmittal. Standard messages to use when requesting a response to a transmittal.
These values are used within the transmittal wizard when generating transmittals.
To set up Reasons for Issue

1. From the Administration menu, select Configuration Tables from the General group of options. 2. From the drop down box in the top right corner of the screen, select Reasons. 3. Click the New button 4. Add a Reason code, Title and Sequence (i.e. the order that it will appear in the drop down box) 5. Click OK.
To setup Respond by messages

6. From the Administration menu, select Configuration Tables from the General group of options. 7. From the drop down box in the top right corner of the screen, select Response Messages. 8. Click the New button 9. Enter a Sequence and Title. 10. Click OK.
5.1.04 Default Transmittal response periods

When generating transmittals in TeamBinder it is possible to enter a response date, by which you require the recipient(s) of the transmittal to action the documents (in accordance with the reason for issue) you are transmitting them. It is possible to set a default response period for this purpose so that when issuing transmittals that require a response, the respond by date will be calculated automatically based on the current date plus the number of working days you specify. TeamBinder User Guide Page 123
To setup a default response period

1. From the Administration menu, select Project List from the Projects group of options. 2. Select the required project by clicking on it, or select it using the tick box and click the Edit button. 3. Enter the response period in the box labelled Respond to transmittals within X days which can be found in the Custom group of fields. 4. Click Save. Notes: (a) Working days are derived via the Project Calendar [see Section 12.1.04]. (b) Only the Project Administrator can set this value.

Access to the Transmittal module is controlled by Project and Company Administrators. 1. From the Administration menu, select Configure User Access to Modules from the Security group of options. 2. Select a Company. The users within that company will be listed. 3. For each user, choose from between the following options under the Transmittal column: None: Personal: Company: The Transmittals module is not available to the user. The User has access to creating transmittals and can view transmittals addressed to or sent by themselves. The User has access to creating transmittals and can view incoming and sent transmittals addressed to or sent by anyone in their company.
4. Click Save. Notes: (a) Project Administrators can assign User Access to the Transmittal module for any user. (b) Company Administrators can assign users access to the Transmittal module only if they themselves have access. (c) Users can only see incoming and outgoing transmittals received or generated by their company.
5.1.06 Notifications
The main Transmittal notification is the transmittal itself. Transmittal Notifications cannot be switched off. There full list of notifications in regard to transmittals that TeamBinder sends out is: Notification of Auto Responder for Transmittals Notification of Document Transmittal Notification of Rejected Document Transmittal Notification of Restrained Document Transmittal Notification of Revised Document Transmittal Notification of Superseded Document Transmittal Notification of Transmittal Cancellation
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5.2 Outgoing Transmittals

5.2.01 Create a Transmittal
A transmittal in TeamBinder consists of one or more recipients being issued one or more documents, with a reason for issue and response required date (optional). The documents to be transmitted must already be in the Document Register [see Section 4.3.01] and the user must have access to both the documents and the file formats to be transmitted.
To generate a transmittal
1. Select Transmittals from the left menu and from the drop down menu choose Generate Transmittal. Alternatively: Select the Documents to be transmitted from within the Document Register and click on the Create Transmittals and Packages icon, and select Create Transmittal. OR From within the Sent Transmittals Register, click the New Duplicate button. 2. Choose between the following options and click Next. Latest Documents (Unrestrained/Released): (Default) Used to transmit the latest released revision of one or more un-restrained documents the user has access to. Restrained Documents: Used to transmit documents currently in a workflow [see Chapter 6] to any of the following: Project Administrator; Document Originator; Review Coordinator; or other Reviewers. The use of this option is restricted to be used only by: members of the review team for the workflow in progress; the review coordinator for the discipline the documents belong to; the Document Originator; and the Project Administrator. If this option is selected you are prompted to select the Discipline of the document(s) to be transmitted prior to selecting the documents themselves. Note also that a restrained document transmittal can have only a single recipient. Superseded Documents: Used to distribute older revisions of documents in instances where the latest revision of the document may not be released, or the older revision must be sent to someone outside the system. Rejected Documents: Used to transmit comments and redlines to the Originating Company. Note that this option is restricted and must be enabled on a project by the Project Administrator [see Section 12.1.03]. Free Form Documents: Used to transmit the latest released version of one of more un-restrained documents (as per the Latest Documents option) but with this option the user types the document numbers for the documents to be transmitted rather than selects them from the register.
3. If the Latest Documents option is chosen, the next step is to choose between the following two options for the selection of documents and click Next. The Entire Register (Default): This option will allow the user to select the latest revision of un-restrained documents from the entire register subject to any filter conditions they apply. Previously transmitted that are now superseded: This option will filter the register automatically for pending transmittals [see Section 5.2.03].
4. Select the recipients that you wish to send the transmittal to by moving them to the right of the screen and click Next when done.
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Chapter 5 Transmittals If the recipients are to be automatically notified about future revisions of the documents being transmitted, tick the option to Notify users of future revisions with download facility in notification. 5. Apply a filter conditions to assist with the selection of documents and click Next. Note that if the user is generating a Transmittal of Rejected, Restrained or Superseded documents, the system will also further filter for documents falling into the respective category. 6. Select the Documents and Document Formats to transmit by ticking the required View File formats next to each document number. Note that the formats that are ticked will be the formats that the recipients have access to download. Note also that it is possible to include public Text or File Attachment comments relating to the documents using the Include Comments tick box. 7. To verify your selections, click the Show Selected only tick box. Check the correct documents are selected and click Next. 8. Populate the remaining details of the transmittal including: Reason for issue [see Section 5.1.03]. Respond by message [see Section 5.1.03]. Respond by date [see Section 5.1.04]. Transmittal message.
9. Tick the Request Read Receipt option if required. This facilitates auto update of the transmittal acknowledgement date [see Section 5.2.02]. 10. Click Next and then Finish. 11. You will see a view of the generated transmittal. Print a hard copy of the transmittal here if required. 12. Click Close to return to the Sent Transmittals Register. Recipients will be sent the transmittal notification via email. Once received, they will have the facility to download the transmitted documents directly from the transmittal. Comments in relation to documents on the transmittal (if selected during the transmittal process) can be downloaded by the recipient using the comments icon. There is also a link on the transmittal to download all the files on the transmittal in one go. By clicking the Click here to download view files associated with this transmittal option on the transmittal, the recipient is presented with a list of all the transmitted documents (all of which are selected by default) from where they can fine tune which documents they wish to download. Notes: (a) Outgoing Transmittals are stored in the Sent Transmittals Register [see Section 5.3.02]. (b) To quickly create a transmittal that is very similar to a previous transmittal, use the New Duplicate button from within the Sent Transmittals Register [see Section 5.3.02]. (c) If the Recipient is not listed in the Address book at Step 4 it is possible to add new recipients on the fly (subject to the normal TeamBinder security on who is able to add new contacts).
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Chapter 5 Transmittals (d) It is possible in to use the concept of Contact Groups as the means for selecting recipients within the Transmittal Wizard. Simply click the Select Contact Group option at the Select Recipients screen of the Transmittal Wizard. This works in the same way as when using Contact Groups with mail [see Section 3.3.06]. (e) Selected fields on the last page of the transmittal generation screen can be made mandatory if required (such as Reason for Issue). [See Section 12.4.10]. (f) To generate a preview of the transmittal before completing the transmittal process, click the Preview the Transmittal button on the final page of the Transmittal Wizard. Note that the Transmittal if previewed and then printed, will have a heading DRAFT stamped on it as it may not be sent if the transmittal process is not completed. (g) If Free Form Documents is selected at step 3, rather than use a filter to select the documents the user must enter the document numbers manually at step 6. 1. Click the New button to enter the first document number. 2. Click the Refresh button to validate the number entered. The remaining details about the document will be populated automatically. 3. Repeat for additional documents. (h) If there are public redlines associated with the document being transmitted, the recipient can download these if required. The steps for this are: 1. 2. 3. Use the Click here to download view files associated with this transmittal option on the transmittal notification. You will then see a list of documents (requires the recipient be connected to the internet). Click the Viewer icon against a document to view. The TeamBinder document viewer TeamView will now load.
(i) If there is already a later revision of a document in TeamBinder than the version on the transmittal that the recipient has access to, when they download the document from the transmittal they will be prompted to also download the later revision. (j) To print a report of transmitted documents that have not been downloaded by the recipient [see Section 5.5.02]. (k) To immediately create additional transmittals, tick the I have more transmittals to create box at the last page of the transmittal wizard. (l) To Resend a transmittal [see Section 5.3.03]. (m) To Cancel a transmittal [see Section 5.3.04].
5.2.02 Acknowledgements and Responses

While TeamBinder tracks and maintains a history of every transmittal sent and every document downloaded by recipients from transmittals (which can be viewed using the View Transmittal History option within the Document Register [see Section 4.2.04], the system also enables management of transmittal acknowledgements and responses.
Acknowledgements
A Transmittal Acknowledgement is traditionally a signed copy of a transmittal returned by the recipient to the originator of the transmittal to acknowledge receipt of the transmittal and the drawings or documents it contains.
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Chapter 5 Transmittals In TeamBinder, acknowledgements are updated automatically if the recipient chooses to send an acknowledgement when downloading the documents from the transmittal. When recipients download documents from transmittals they are prompted to acknowledge receipt (assuming the request read receipt option was ticked by the sender). If they click Yes to this prompt the transmittal will be updated at a recipient level as acknowledged automatically. Transmittal acknowledgements can be also be updated manually via the Sent transmittal register [see Section 5.3.02] at either a Transmittal or Recipient level.
Responses to Transmittals
It is possible to track outstanding responses to transmittals using the Management Summary at the Dashboard which has options to view Transmittals with responses outstanding and responses overdue [see Section 2.2.04]. To update that a recipient has responded to a transmittal, update the Response date via the Sent Transmittals Register [see Section 5.3.02] either at a Transmittal or Recipient level.
5.2.03 Pending Transmittals

When documents are transmitted to a recipient via TeamBinder, during the transmittal generation process, the user decides whether to notify the recipient automatically of future revisions. If this option is selected, when new revisions of transmitted documents are processed into TeamBinder and released, the recipient will be notified automatically as for other users who have access to the document [see Section 4.3.05]. If however this option is not selected, the user will not be notified automatically about revisions to documents they have been transmitted. In this case it is essential that you are aware of document revisions that have been released, that have not been transmitted to recipients who were transmitted the previous revision. This is managed in TeamBinder via Pending Transmittals.
To check Pending Transmittals:

From the Transmittals menu select View Pending Transmittals. The default view is By Recipient and this shows for each Recipient documents that they have been transmitted for which there is now a later revision available (which they have not been transmitted). To remove an entry from the list (for example if the recipient does not require later revisions of a document they have been transmitted), click the Ignore box against it. This will have the effect that when using the Transmittal option to send Previously transmitted documents that are now superseded (Pending Transmittals). Documents set to be ignored will be highlighted in grey and not be selected (or displayed) by default. To display these documents, un-tick the Hide Ignored box at the Select Documents screen of the transmittal generation wizard. It is also possible to view Pending Transmittals using the By Document No view. In this view documents that have been previously transmitted and subsequently revised are shown in the upper grid and the lower grid then shows for the selected document the recipients who require the latest revision to bring them up to date. There are a number of Pending Transmittals related reports available via Standard Reports [see Section 5.5.02]: Pending Transmittals - by Document Pending Transmittals - by Recipient (Contact) Pending Transmittals - by Company
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Notes:
(a) Pending transmittals are created even if the option to Notify users of future revisions with download facility in notification is ticked when generating transmittals. Even though in this case the user will receive an automatic notification about the revised documents, they will not have been formally transmitted them and it is considered prudent to maintain pending transmittals in this scenario.
5.2.04 Transmitting Revised Documents

To transmit Revised Documents using the Pending Transmittal concept: 1. Select Transmittals from the left menu and from the drop down menu choose Generate Transmittal. 2. Choose Latest Documents and click Next. 3. Choose Previously transmitted documents that are now superseded and click Next. 4. Select the recipients to whom you wish to send the revised documents Only Recipients from Pending Transmittals will be displayed to select from it those recipients who have not been notified about revisions to documents they have been transmitted previously. 5. Tick or un-tick the box labelled Notify users of future revisions with download facility in notification as applicable and click Next. Ticking this box will ensure that the persons being transmitted the selected revised documents will be notified automatically in regard to any future revisions. 6. Select the documents and file formats that you wish to transmit. Only revised documents that are un-restrained or have been released, about which the select recipient has not yet been notified, will be listed. Documents that have Ignore ticked via Pending Transmittals [see Section 5.2.03] can be displayed by un-ticking the Hide Ignored box and will then be displayed in grey and can be selected if required. 7. Click Next and then Finish.
Notes:
(a) It is not mandatory to transmit revised documents in TeamBinder using the above method. The latest revisions can be selected using the Entire Register option within the Transmittal Generation Wizard if preferred. Pending Transmittals will still be updated correctly. (b) See also Generating Outgoing Transmittals [Section 5.2.01]. (c) It is possible to stop sending notifications about the latest revision of documents to recipients who received the documents via Transmittal and at the same time stop creating pending transmittals for these recipients. This is done via the Change Document Access Wizard [see Section 11.4.07].
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5.3 Sent Transmittals Register

5.3.01 Finding Sent Transmittals
Outgoing transmittals are stored in the Sent Transmittals Register.
To locate an outgoing transmittal

1. Select Transmittals from the left menu and choose Sent Transmittals Register from the drop down list. 2. A filter screen will be displayed at which there are the following options: Sent By: Type: Choose between yourself and your company (to see all transmittals sent by your company). Choose between the various transmittal types. Note that Package Notifications are also considered as transmittal types for the purpose of filtering. Choose between: All Transmittals Response Outstanding Response Overdue Transmittals sent within the last X days (enter the required number of days) Responses requested within the next X days (enter the required number of days) Responses received within the last X days (enter the required number of days) Enter all or part of a Transmittal Number. Enter a text string to search for in the transmittal message field. Enter a text string to search for in the Reason for issue field of the transmittal. Enter all or part of a Package Number. Enter part of all of a Document to search for transmittals related to specific documents. Select or enter a From and To date to filter for transmittals sent within the specified date range. Select or enter a From and To date to filter for transmittals acknowledged within the specified date range. Click the FROM>> button to search for transmittals FROM a particular Company or Person. Click the TO>> button to search for transmittals TO a particular Company or Person.
Hot List:
Transmittal No. Contains: Message contains: Reason for issue contains: Package Contains: Document No contains: Date Sent: Acknowledgement Received: From: To:
3. Apply the filter conditions as required and click OK. The Sent Transmittals Register will be displayed [see Section 5.3.02]. Notes: (a) It is possible to change the default of 1 day for the Date range in the Date Sent To and From fields [see Section 3.2.02]. (b) Use the Save button to save your filter settings. You will be promoted to enter a Title for the saved settings. You can then use the Load button to load any saved settings rather than reselect them each time you use the filter screen. (c) Use the Detail Filter button for a full SQL type data search [see Section 4.2.03].
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5.3.02 Sent Transmittals Register

Outgoing transmittals are stored in the Sent Transmittals Register. From within the Sent Transmittals register it is possible to: View transmittal Details. Search for Transmittals. Update Transmittal acknowledgement dates. Update Transmittal Response dates. Reprint Transmittals. Resend Transmittals [see Section 5.3.03]. Cancel Transmittals [see Section 5.3.04]. Create New Transmittals [see Section 5.2.01].
Note that the Sent Transmittals also stores all notifications sent via the Packages module [see Chapter 7].
To view the Sent Transmittals Register

1. Select Transmittals from the left menu and choose Sent Transmittals Register from the drop down list. 2. Apply any filter conditions as required [see Section 5.3.01] and click OK. The transmittal register will now be displayed listing all transmittals that you have access to. 3. To View the details of a Transmittal, click on the transmittal number to open the detailed view. 4. To view a list of documents on a transmittal, click on the Documents Link. 5. To view a list of recipients on a transmittal, click on the Recipients Link. 6. To update the Acknowledgement and/or Response Date at a Transmittal level, open the detailed view by clicking on the transmittal number and scroll to the bottom. Enter the dates in the fields provided. 7. To update the Acknowledgement and/or Response Date at a Recipient level, open the list of recipients using the Recipients Link and enter the dates in the fields provided against each recipient as required. 8. To Print a transmittal, open the detailed view and click Print. 9. To create a New Transmittal duplicating the information on an existing transmittal, first select an existing transmittal in the register and then click the New Duplicate button which will launch the transmittal creation wizard. Note that if the documents on the transmittal are not longer the latest revisions, the user will be prompted. Notes: (a) The access level a user has to the Transmittal module controls the transmittals that they can view in the Sent Transmittals register [see Section 5.1.05]. (b) As Transmittals are opened in the Transmittals Register they are highlighted within the register for the duration of the session. (c) There are a number of useful reports relating to Transmittals [see Section 5.5.01].
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5.3.03 Resend Transmittals

To resend a transmittal that has been sent previously: 1. Select Transmittals from the left menu and choose Sent Transmittals Register from the drop down list. 2. Enter the transmittal number at the filter screen and click OK 3. At the transmittal register, open the Transmittal by clicking on it. 4. At the transmittal details screen click the Resend button. 5. Select the recipients you wish to resend the transmittal to. 6. Click the Resend button.
5.3.04 Cancelling a Transmittal

To cancel a transmittal that has been sent: 1. Select Transmittals from the left menu and choose Sent Transmittals Register from the drop down list. 2. Enter the transmittal number at the filter screen and click OK 3. At the transmittal register, select the Transmittal by clicking the select box next to it. 4. Click the Cancel button. 5. At the cancel transmittal screen click the Add link under the Reason column. 6. Enter a reason for cancelling the transmittal in the field provided and click OK. If the same reason is to be applied for all transmittals being cancelled, click the Apply to all selected transmittals box. 7. Tick or un-tick the option Notify all users which is used to notify the recipients of the transmittal being deleted. 8. Click OK to complete the cancelling process. Notes: (a) Transmittals can only be cancelled by the user who created them.
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5.4 Incoming Transmittals Register

5.4.01 Finding Incoming Transmittals
Incoming Transmittals (transmittals received from other users of TeamBinder) are stored in the Incoming Transmittals Register.
To locate an incoming transmittal

1. Select Transmittals from the left menu and choose Incoming Transmittals Register from the drop down list. 2. A filter screen will be displayed at which there are the following options: Addressed To: Type: Choose between yourself and your company (to see all transmittals received by your company) Choose between the various transmittal types. Note that Package Notifications are also considered as transmittal types for the purpose of filtering. Choose between: All Transmittals Response Outstanding Response Overdue Transmittals received within the last X days (enter the required number of days) Responses requested within the next X days (enter the required number of days) Enter all or part of a Transmittal Number. Enter a text string to search for in the transmittal message field. Enter a text string to search for in the Reason for issue field of the transmittal. Enter all or part of a Package Number. Enter part of all of a Document to search for transmittals related to specific documents. Select or enter a From and To date to filter for transmittals received within the specified date range. Click the FROM>> button to search for transmittals FROM a particular Company or Person. Click the TO>> button to search for transmittals TO a particular Company or Person.
Hot List:
Transmittal No. Contains: Message contains: Reason for issue contains: Package Contains: Document No contains: Date Received: From: To:
3. Apply the filter conditions as required and click OK. The Incoming Transmittals Register will be displayed. Notes: (a) It is possible to change the default of 7 days for the Date range in the Date Received To and From fields [see Section 3.2.02] (b) Use the Save button to save your filter settings. You will be promoted to enter a Title for the saved settings. You can then use the Load button to load any saved settings rather than reselect them each time you use the filter screen. (c) Use the Detail Filter button for a full SQL type data search [see Section 4.2.03].
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5.4.02 Incoming Transmittals Register

Incoming transmittals (sent by other TeamBinder users) are stored in the Incoming Transmittals Register. From within the Incoming Transmittals register it is possible to: View Transmittal Details. Search for Transmittals.
Note that the Incoming Transmittals also stores all notifications received from other users via the Packages module [see Chapter 7].
To view the Incoming Transmittals Register

1. Select Transmittals from the left menu and choose Incoming Transmittals Register from the drop down list. 2. Apply any filter conditions as required [see Section 5.4.01] and click OK. 3. To View the details of a Transmittal, click on it to open the detailed view. 4. To Print a transmittal, open the detailed view and click Print. 5. To view a list of documents on a transmittal, click on the Documents Link. 6. To view a list of recipients on a transmittal, click on the Recipients Link. Notes: (a) The access level a user has to the Transmittal module controls the transmittals that they can view in the Incoming Transmittals register [see Section 5.1.05]. (b) As Transmittals are opened in the Transmittals Register they are highlighted within the register for the duration of the session.
5.5 Reports
5.5.01 Overview
There are a number of standard reports available in TeamBinder related to Transmittals. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Documents - Transmittals from the Report on drop down list. The reports available are: Transmittal Details - By Transmittal No. Transmittal Details - By Recipient (Contact) Transmitted - by Document - Not Downloaded only Transmitted - by Recipient - Not Downloaded only Pending Transmittals - by Document Pending Transmittals - by Recipient (Contact) Pending Transmittals - by Company Recipient Document Register - by Document Recipient Document Register - by Recipient (Contact) Recipient Document Register - by Company Document Distribution Matrix
4. When running any of these reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. TeamBinder User Guide Page 134
Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [see Section 10.1.02] (c) See also Customizing reports [see Section 10.2.01]

Note: When running any of the reports below, the transmittals list will always be subject to the security settings of the user running the report as to whether they have access to Company or Personal Transmittals. [Refer Section 5.1.05] Report Title Description No. Report Group: 05 Documents - Transmittals 001 Transmittal Details This is a simple register of transmittals sent and details the - By Transmittal documents on each transmittal. No. 005 010 Transmittal Details - By Recipient (Contact) Transmitted - by Document - Not Downloaded only Transmitted - by Recipient - Not Downloaded only Pending Transmittals - by Document Pending Transmittals - by Recipient (Contact) Pending Transmittals - by Company Recipient Document Register - by Document This is as per Report 001 but sorted by Recipient. This is a simple register of transmittals sent sorted by document number. For each document the report lists only recipients who have been transmitted the document but, have not downloaded the files. This is as per Report 010 but is sorted by Recipient and hence shows for each recipient the documents they have been transmitted to them but have not downloaded. This is a list of pending transmittals sorted by Document number which details for each document the recipients who have not been transmitted the latest revision of the document despite being transmitted a previous revision. This is a list of pending transmittals sorted by Recipient which details for each recipient the documents for which they have not been transmitted the latest revision despite being transmitted a previous revision. This is a list of pending transmittals sorted by Company which details for each company the documents for which they have not been transmitted the latest revision despite at least one of their users being transmitted a previous revision. This report effectively details the distribution of each document (based on distribution by transmittal only) i.e. which recipients have been issued which document by transmittal. The report shows the current revision and status of the document and the last revision and status sent to each recipient (which if different would be a pending transmittal). This report effectively details for each recipient the documents they are on the distribution for (based on distribution by transmittal only) i.e. the documents which recipients have been issued by transmittal. The report shows the current revision and status of each document and the last revision and status sent to each recipient (which if different would be a pending transmittal).
015
020
025
030
035
040
Recipient Document Register - by Recipient (Contact)
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Report No. 045
Title Recipient Document Register - by Company Document Distribution Matrix
Description This report is as per Report 040 but is generated for each company, regardless of which user in a company has been issued the documents by transmittal. If document was transmitted to several users in the same company it will only be listed once for the company on this report. This is a cross tabulation report with documents on the Y axis (grouped by Discipline) and companies on the X axis and is used to detail which companies have access via transmittal to which documents. Access is indicated by showing the last revision sent against the document under each company that has access to the document.
050
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Chapter 6 Workflow - Documents

6.1 Getting Started
6.1.01 6.1.02 6.1.03 6.1.04 6.1.05 6.1.06 6.1.07 6.1.08 Overview Quick Start Check List Review Status Codes Workflow Settings Discipline Review Teams Free Form Review Teams Disabling Commenting and Redlining once reviews are complete User Preferences
6.2 Document Reviews

6.2.01 6.2.02 6.2.03 6.2.04 6.2.05 6.2.06 6.2.07 Overview Uploading documents for review Activating the Default Discipline based Workflow Activating a Custom workflow Modify an in-progress Workflow Reviewing Documents Document Approval/Release
6.3 Reports
6.3.01 Overview 6.3.02 View Review Progress Status 6.3.03 Available Reports Listing
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6.1 Getting Started

6.1.01 Overview
The workflow module is used to manage the review process for controlled documents, which in summary is: Documents are uploaded for review by the Originator. A Review Coordinator is notified and activates a review workflow using either default, or free form review teams Reviewers are notified and review (redline, comment) the documents either in Series or Parallel. The Review Coordinator is notified when the reviewers have completed their reviews. The Review Coordinator consolidates the reviewers comments and applies a Review Status to the documents. The documents are then either Released (and distributed) or Rejected and the Originator notified to make changes and re-submit.
TeamBinder automates and expedites the above process as far as possible using a combination of concepts unique to TeamBinder and automatically generated notifications and reminders. Firstly the requirement for a document to be reviewed (passed through a workflow) is determined automatically by TeamBinder via the document Status [see Section 4.1.04]. A document status that is defined as restrained requires a review workflow before it is released. On projects where all documents require review before being released to other parties, all status values can be made restrained if required. Typically however during the design phase of a project, documents are exchanged quite freely between engineering consultants without the requirement for a formal review workflow for each issue and hence most projects use a combination of Restrained and Unrestrained status values. After successful upload of restrained documents, the Review Coordinator is notified automatically by email. The Review Coordinator is a specific role in TeamBinder that is allocated on a per discipline basis to activate workflows, review progress, and manage the release of documents once the review is complete. The Review Coordinator activates the work flow to either a predefined discipline based review team (that can be adjusted as required on a per document basis) or to a custom review team. Where formal procedures are in place for reviews, the activation process can be fully automated so that reviews commence immediately for documents that are uploaded and require review, without waiting for the review coordinator. The reviewers are notified by email about documents requiring their review and use a Review Wizard to review and record their comments which can consist of redlining the drawings, making text comments, and attaching external files such as sketches or word documents. Reviews can be conducted in Series (each reviewer reviews in turn) or Parallel (all reviews take place at the same time). TeamBinder sends out automatic email reminders to reviewers who are late in reviewing documents based on predefined schedule requirements setup within the workflow. The review coordinator can also be notified of these delays if required.
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Chapter 6 Workflow - Documents Once all reviewers have completed their reviews, the review coordinator is notified and uses a Release Wizard to complete the workflow. Within the Release Wizard the review coordinator can make their own comments, consolidate the comments of other reviewers, and attach external files and most importantly, apply a Review Status. The Review Status is the formal result of the review process and controls whether the document will be released to others or rejected and returned to the originator. If the Review Status applied (eg Approved) means the document will be released, the system then distributes the document automatically as a released document [see Section 4.3.05]. If the document is rejected, the originator is notified by email with the comments and reasons and takes the necessary action. The document is not released but is stored as a rejected document. The period of time between all reviewers completing their reviews and the release of the documents is also tracked with notifications of delays being auto sent by the system. The diagram below gives an overview of a typical workflow in TeamBinder:
6.1.02 Quick Start Check List

The steps required to configure TeamBinder to manage workflows are as follows. 1. Set-up the Document Module [see Section 4.1.02]. 2. Setup Review Status Codes [see Section 6.1.03]. 3. Assign Review Coordinators per Discipline [see Section 6.1.04]. 4. Define Workflow types and settings per Discipline [see Section 6.1.04]. 5. Create Default Discipline based Review Teams [see Section 6.1.05]. 6. Create Default Free Form Review Teams [see Section 6.1.06]. 7. Decide whether further comments can be added to documents after reviews are completed [see Section 6.1.07].
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6.1.03 Review Status Codes

Review Status codes play an import role in the Workflow module as they control what will happen to a document on completion of the review process. Typical Review Status codes used on projects are: A = Approved B = Approved with comments C = Rejected - Resubmit Application of A, and B would result in the document being released. Application of C would mean the document is rejected. There is no limit to the number of Review Status codes that can be defined.
To define Review Status Codes

1. From the Administration menu, select Configuration Tables from the General group of options. 2. Select Review Status Codes from the top right file listing 3. Click the New button to add a new code. 4. Enter the following: Review Status Code: This is the code for the Review Status. Type: Select either Released or Rejected. This will determine whether a document is released to other users or rejected when this review status is applied to a document. Review Status Title: This is a description of the Review Status code. 5. Click OK when done.
6.1.04 Workflow Settings

Workflows are managed on a per document or batch of documents basis in TeamBinder. However workflow settings are defined on a per discipline basis and are applied to document reviews based on the discipline the document belongs to. Workflow settings include assigning the Review Coordinator, the Workflow Type (Serial or Parallel), reminder settings, and auto workflow activation settings.
To define the workflow settings for a discipline

1. From the Administration menu, select Configuration Tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Disciplines. 3. Locate the required Discipline and click on it to edit the details. 4. Populate the following workflow setting fields as required: Document Review Coordinator: This is the Company and contact responsible for managing the review process/workflow for restrained documents belonging to the discipline. Tasks for the Review Coordinator include both activating the review process (if auto activation is disabled) and using the Release Wizard to apply a review status once reviewers completed their individual reviews.
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Chapter 6 Workflow - Documents Review Workflow Type: Choose between Serial, Parallel, and Single as the Workflow type for document reviews. With Serial reviews, reviewers review documents in sequence. With Parallel reviews all reviewers review documents at the same time. With Single reviews the review is completed by the review coordinator alone directly within the release wizard. Remind Reviewers Every: Enter an Interval in days for the auto sending of reminders to reviewers if they are late with their review of documents. For example, Joe Smith was due to review a document by the 01/07/2004, however on the 10/07/2004, Joe still has not completed the review, if the reminder reviewers every interval was set to 2, Joe would be sent an email reminder every 2 days after the 01/07/2003 reminding him that a document review is outstanding. Notify Review Coordinator of delays in the review process: Tick this box if the Review Coordinator wants to be notified by email of any delays to the review process (this is in addition to the standard notification sent to the individual reviewers. Duration allowed for Release: This is the period in days scheduled from the time the review is completed by all reviewers until the release should be made. Notify Review Coordinator of delays in the release process: Tick this box if the Review Coordinator wants to be notified by email of any delays to the release process. Notify Admin of delays in the release process: Tick this box if the Project Administrator needs to be notified by email of any delays to the release process. Automatically Activate the review workflow: Tick this box if restrained documents of this discipline are to be routed into the workflow automatically on upload. For serial workflows the first reviewer will be notified, for Parallel workflows all reviewers will be notified. If un-ticked, only the review coordinator is notified about restrained documents uploaded for review. The review coordinator then manually activates the workflow (using the default discipline or custom review team) and can add/delete members from the Review team or change the reviewer sequence for the document(s) if required before initiating the review process. Notes: (a) Only the Project Administrator can add/edit or delete the workflow settings above. (b) Notifications activated via Workflow Settings can be switched off for individual users via User Preferences [see Section 3.2.08].
6.1.05 Discipline Review Teams

A review team is a group of TeamBinder users assigned the task of reviewing restrained controlled documents. Review teams can be predefined and control both the users in the team and default review durations for the review in total and for each reviewer. Review teams are either pre-defined on a Discipline or Free form [see 6.1.06] basis. Note that when activating a workflow the review coordinator can add/remove reviewers to or from any individual document review.
To define a Discipline based Review Team

1. From the Administration menu, select Define Document Review Teams from the Workflow group of options. 2. Select By Discipline from the drop down. 3. At the Document Review Workflow By Discipline screen, click the Add/Edit button next to the discipline that you wish to define a review team for. 4. Enter the review durations:
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Target Review Duration This is the target document review period in working days. Total Review Duration This is the contract document review period in working days. 5. From the left hand side of the screen, select the company and users that you wish to add to the document review team. Note that it is also possible to select the contacts for the review team from pre-defined free form review teams [see Section 6.1.06]. Click the Display Review Teams option and then click on one of the Review Teams and the members of that review team will be moved to the right hand side of the screen. 6. Once added to the left hand side, you will need to assign the following attributes against each reviewer: Sequence This sequence determines the order in which each reviewer will receive the documents for review. Users with the lowest sequence will receive the document first. Once that user has completed his or her review, the person with the next lowest sequence will receive the document for review and so on until all reviewers have completed their reviews. Note: If using Parallel reviews the sequence will be the same for each user, as all users receive the documents simultaneously. Duration This is the duration, in working days, allowed for each user to complete their review. After this period, if the user has not completed their review, they will be notified that they are delaying the review process. Note: The combined total duration for all users should not exceed the Total Review Duration. 7. Click Save. Notes: (a) Discipline Review Teams can only be configured by the Project Administrator or the Review Coordinator for the Discipline. (b) See also Free form Review Teams [Section 6.1.06]. (c) See also Modifying an in-progress workflow [Section 6.2.05].
6.1.06 Free Form Review Teams

A review team is a group of TeamBinder users assigned the task of reviewing restrained controlled documents. Review teams can be predefined and include both the users in the team and default review durations for the review in total and for each reviewer. Review teams are either pre-defined on a Discipline basis [see Section 6.1.05] or Free Form basis. A Free Form review team is simply a pre-defined group of TeamBinder users. Reviews by Free Form review teams must always be manually activated [see Section 6.2.04].
To define a Free Form based Review Team

1. From the Administration menu, select Define Document Review Teams from the Workflow group of options. 2. From the drop down list, select Free Form. 3. Click the New button to create a new free form review team. 4. Enter a Review Team ID, and Review Team Title and click OK.
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5. Locate the Review Team added to the list and click on the Add/Remove link under the Members column. 6. Enter the Target Review Duration and Total Review Duration (for free form review teams these values are for information only). 7. Select the company that contains the first review team members and move required contacts from the left hand side of the screen to the right to add them to the review team. Repeat for other companies. 8. On the right hand side of the page, enter the Sequence and Duration for each reviewer [see Section 6.1.05]. 9. Click Save. Notes: (a) Free Form Review Teams can only be configured by the Project Administrator or Review Coordinators.
6.1.07 Disabling commenting after a document review is complete

TeamBinder normally enables any user with access to a released document to make comments and/or redline the document. For documents that were uploaded as restrained prior to release, and hence have passed through a workflow, it is possible to disable any further commenting and/or redline by users with access once the document is released.
To disable commenting after a document review is complete

1. From the Administration menu, select Project List from the Project group of options. 2. Locate the project and either click on it, or select it using the select box and then click the Edit button. 3. Tick the box labelled Enable redlining and comments after document review workflow completion in the Document Register Defaults section. 4. Click the Save button. Notes: (a) Access to the Project Details is restricted to the Project Administrator.

User preferences in regard to the Workflow module of TeamBinder are limited to managing what happens if you are out of the office and are unable to perform reviews. It is possible to set up an Away Mode which if activated, means that on receipt of a notification in regard to a document requiring review, an email notification is automatically sent to the review coordinator advising them you are away from the office. The review coordinator can then either modify the review workflow or perform a proxy review on your behalf.
To setup an Away mode

1. From the Administration menu, select User Preferences from the General group of options. 2. Click on the Auto Responder tab.
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Chapter 6 Workflow - Documents 3. Populate the Subject and Message that will be sent to the Review Coordinator as the away mode message. 4. Enter the date range that the away mode will be active for. 5. Tick the box labelled Make Auto Responder active for the date range above to activate the Auto Responder. 6. Tick the box labelled Send me a sample notification to be sent a sample notification to your email address. 7. Click OK. Notes: (a) The away mode will remain in place until you un-tick the box at step 5 above.
6.2 Document Reviews

6.2.01 Overview
There are 8 basic steps in the Document Review (workflow) process once a restrained document is uploaded to TeamBinder: 1. The Review Coordinator receives a notification that a restrained document has been uploaded. 2. The Review Coordinator activates the workflow for one or more documents using either discipline based or custom review teams (which they can edit on a per review basis if required). 3. The Reviewers are notified in turn or at the same time depending on whether the review is being performed in parallel or series. 4. The Reviewers each complete their review using the Document Review Wizard by redlining, and/or commenting on the documents. 5. The Review Coordinator receives a notification once ALL reviewers have completed their review. 6. The Review Coordinator then performs their own review using the Document Release Wizard and applies a Review Status which controls whether the document is released or rejected. 7. Notifications on the outcome of the review are sent to the Originator and/or Review team members. 8. If Released, the Document is distributed in TeamBinder automatically as normal.
6.2.02 Upload of Documents for Review

Documents requiring review are uploaded in the same way as any other document in TeamBinder [see Section 4.3.02]. It is the status of the document [see Section 4.1.04] applied by the up-loading company that controls whether the document is restrained (to be passed through a workflow) or is released (without going through a workflow). Documents uploaded to TeamBinder with a status that is restrained are posted to the document register with a review status of Awaiting Review and while at this review status, can only be accessed by review coordinator (and once the workflow is activated by the review team members).
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Chapter 6 Workflow - Documents If Auto Activation of the review process is enabled for the discipline the document(s) belongs to, the first reviewer in the discipline based review team is automatically notified that they should complete their review. (for Parallel based reviews, all review team members are notified) [see Section 6.2.06]. If Auto Activation of the review process is disabled for the discipline, the review coordinator is notified that a restrained document has been uploaded and that they should activate the workflow [see Section 6.2.03]. If a Restrained document is uploaded against a Discipline that does not have a review team defined, the review coordinator will be notified with a CC to the Project Administrator.
6.2.03 Activating the Default Discipline Work Flow

If Auto Activation of the review process is disabled for a Discipline, the Review Coordinator assigned for the discipline [see Section 6.1.04] is notified that a restrained document or group of documents has been uploaded and they should activate the workflow. The review coordinator has a choice of using a pre-defined discipline based review team (the default workflow) [see Section 6.1.05], or a custom review team which can be either selected directly from the address book or by using pre-defined free form review teams [see Section 6.1.06]. When activating the workflow the Review Coordinator can also add/remove members from whichever pre-defined team they select. The review coordinator also has the choice of activating the work flow on a per document basis or for a batch of documents.
To activate the default discipline based workflow

1. From the Administration menu, select Activate/Modify Review Workflows from the Workflow group of options. 2. At the filter screen, apply a filter condition if required (if you have a large number of documents awaiting activation) and click OK. 3. At the Document Review Workflow screen, by default, documents awaiting activation of their workflow are listed. Note that it is possible to also view Documents for which the workflow is in progress at this screen by using the Reviews in progress option [see Section 6.2.05]. 4. Place a tick next to the documents you wish to start the review process for. 5. Click the Activate button. 6. At the next window, Default workflow is selected by default so just click OK. This will activate the review process using the review team defined for the discipline each document relates to. 7. You will now be given a review activation confirmation message. Click OK. Notes: (a) The first reviewer (for serial reviews) or all reviewers (parallel reviews) will be notified by email automatically to complete their review(s).
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Chapter 6 Workflow - Documents (b) It is possible to modify the default discipline based review team during the activation process by clicking the Add/Edit Workflow members link at step 4 above. The default review team members will be listed on the right of the screen and can be removed or added to as required. The changes only apply to the document against which you clicked Add/Edit. Click Save and then Close and you will be prompted to activate the workflow (for this document). (c) Note that it is possible for a document to pass through the workflow module more than once at the same revision if say an additional view file is uploaded. If a restrained document that has been released is edited by the originator, even if the revision and/or status are not changed, the document is automatically available for workflow activation again. When activated in this scenario (i.e. the revision has not changed) the workflow will be considered as Level 2.
6.2.04 Activating a Custom workflow

If Auto Activation of the review process is disabled for a Discipline, the Review Coordinator assigned for the discipline [see Section 6.1.04] is notified that a restrained document or group of documents has been uploaded and they should activate the workflow. The review coordinator has a choice of using the default workflow (discipline based) - [see Section 6.2.03] or a custom workflow that can be defined from scratch or based on a predefined free form review team [see Section 6.1.06].
To activate a custom workflow

1. From the Administration menu, select Activate/Modify Review Work Flows under the Workflow group of options. 2. At the filter screen, apply a filter condition if required (if you have a large number of documents awaiting activation) and click OK. 3. At the Document Review Workflow screen, by default, documents awaiting activation of their workflow are listed. Note that it is possible to also view Documents for which the workflow is in progress at this screen by using the Reviews in progress option [see Section 6.2.05]. 4. Place a tick next to the documents you wish to start the review process for. 5. Click the Activate button. 6. At the next window select Custom Workflow and click OK. At the review team members window, if the documents selected at Step 4 all relate to the same discipline, the default discipline review members will be listed on the right hand side of the screen automatically. Use the Remove All button to unselect them if required. 7. Choose between Serial and Parallel for the Review Process. You will be warned that you are changing workflow type. Click OK. 8. By default the left window shows pre-defined Free form review teams. Select a free form review team by clicking on it and the users within the team will be displayed on the right hand side with the default settings for duration and sequence. Users can be removed or added to the list as required. Note to build a review team from scratch at this screen, change the Display setting to All Contacts and select the reviewers direct from the address book. In this case you will need to define the sequence and review duration for each reviewer as well as the Target and Total Durations for the review in total [see Section 6.1.05].
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Chapter 6 Workflow - Documents 9. Enter the Target and Total Review Durations for the review [see Section 6.1.05]. 10. Click Save to activate the workflow and click OK at the confirmation message. Notes: (a) The first reviewer (for serial reviews) or all reviewers (parallel reviews) will be notified by email automatically to complete their review(s). (b) Click Close at step 10 to return to the list of documents awaiting activation without activating the review.
6.2.05 Modify an in-progress Workflow

Once the workflow for a document has been activated, it is possible if required to modify the review team members. Adjusting the work flow must be done on a per document basis.
To modify the workflow

1. From the Administration menu, select Activate/Modify Workflows from the Workflow group of options. 2. Apply any filter conditions as required to assist in locating the document(s) and click OK. 3. At the Document Review Workflow screen, by default, documents awaiting activation of their workflow are listed. Change the setting to Reviews in Progress at the top of the screen. 4. Click the Add/Edit Workflow Members link against the document to modify the workflow for. 5. Add/Remove members from the workflow or modify the sequence and durations for each reviewer as required. Note that reviewers who have either completed their review or have been notified to commence their review cannot be removed or adjusted. 6. Click Save when done.
6.2.06 Reviewing Documents

The Workflow or review process for documents uploaded to TeamBinder that require review, is either activated automatically or activated manually by the Review Coordinator. In both cases reviewers receive an email notification advising them of the documents they need to review plus a required by date. The reviewers then review the documents either on-line or by downloading and printing them for manual mark up. Some reviewers may prefer to type their comments into a Word Document, or red-line a hardcopy. Others may prefer to red-line or make text comments against the document on-line from within TeamBinder. Regardless of the above, each reviewer must complete their Review using the TeamBinder Review Wizard to record their review comments into the system. The Review wizard can be used to: Redline the drawings on-line Make text comments against the document on-line Attach an external file such as an MS Word document of comments Attach a scanned copy of a hardcopy mark-up.
The Review wizard is also used to indicate that a reviewer has completed their review (the date of which is captured) and this initiates an email notification to the next reviewer in sequence and a notification to the review coordinator informing them that the reviewer has finished.
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Using the Document Review Wizard

1. From the Administration menu, select Document Review Wizard from the Workflow group of options. It is also possible to use the hyperlink on the Workflow page of the Management Summary at the Dashboard to quickly access the Document Review Wizard. 2. Apply any filter conditions as required if you have a large number of documents awaiting your review and Click OK Note that only documents awaiting your review are displayed regardless of the filter settings applied. The Documents awaiting your review (subject to any filter conditions) will now be displayed. Note that Review Coordinators using the Review Wizard have the option of choosing between the All Documents and My Documents options at the bottom of the screen at the document list. The All Documents option enables a Review Coordinator to perform a proxy review on behalf of another reviewer. This may be necessary if a reviewer is unable to review a document for any reason and hence the review process may otherwise be held up. The Review Coordinator will also see a Reviewer column if the All Documents option is chosen which contains the name and company of the person responsible for reviewing that document. 3. The review options consist of: Download: Click the Download button to download the document to PC for either printing or offline review. If you mark up a hardcopy you will need to scan and upload it as an attachment. Redlining/Viewing: Click the Redlining/View button to open the document in the online viewer. Once loaded you can mark up (red-line) the document and make text comments [see Section 4.2.09]. Text comments: Click the Add/Edit link in the Comments column to add electronic comments to the documents. Click the New button to add a comment and enter your comment. Click Close when done. The Add/Edit link changes colour to identify that comments have been made. To attach external files within the comments box, click the Browse button, select the file to attached and click Open. Click the More button to add additional files. Click OK when done and the files will be uploaded. 4. Once your review is complete, tick the Completed box and click Next. 5. Click Finish to complete the wizard and the review for that document(s). Notes: (a) If you do not complete your review, simply do not tick the Completed box at step 5. The document will continue to be listed as awaiting review the next time you run the Review Wizard. (b) On completion of the review, the next reviewer will be notified to complete their review (serial workflows) (c) On completion of the review the review coordinator will be notified. (d) If you are the last reviewer in a serial or parallel review workflow the review coordinator will be notified that All reviews are complete.
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6.2.07 Document Approval/Release

Once all reviewers have completed their reviews of a restrained document in a workflow, the Review Coordinator will receive an email notification that it is now time for them to perform their own review and apply a review status which will either release or reject the document. Review Coordinators must complete their own review and then perform the release process using the Document Release Wizard.
Using the Document Release Wizard

1. From the Administration menu, select Document Release Wizard from the Workflow group of options. It is also possible to use the hyperlink on the Workflow page of the Management Summary at the Dashboard to quickly access the Document Release Wizard. 2. At the Documents awaiting release screen, the system defaults to displaying All documents awaiting release. 3. Allocate a Review Status Code [see Section 6.1.03] as applicable to each document. 4. The review options for the Review Coordinator are the same as those of the Reviewers in the Document Review Wizard [see Section 6.2.06] which are: Download Redlining/Viewing Text comments Attach external files to their comments.
The Review Coordinator is also responsible for selecting any of the comments and/or redline markups made by individual reviewers are included in the final comments for the document that are distributed back to the originator and/or to the review members. Note that all reviewers comments are always stored by TeamBinder and the Review Coordinator cannot change any of the comments made by individual reviewers. The decision is simply whether to include or exclude individual reviewers comments from the final comments list. 5. Click the Add/Edit button in the Comments column and enter your reviewer comments as the review coordinator [see Section 6.2.06]. If you have already applied a Review Status that will result in the document being released you will also have an option to apply the same comments to other documents with a similar review status using the Apply to all released documents tick box. This will copy the same comment you have made as the review coordinator to these other documents. To include comments and/or redline markups made by other reviewers, click the link labelled Select Reviewer comments to include with your summary. Select the comments to include by ticked the boxes against them. To view any attachments reviewers have with their comments use the Paper clip icon and click Download when prompted. Click Close when done. On completion of entry of your comments, click OK to close the Review Coordinators comments window. 6. It is also possible within the Release wizard to attach an additional View file to the document [see Section 12.1.03 to enable this option]. This is not the same as adding attachments to comments. To add an extra view file, click the Paper Clip icon and select a view file to be added to the document. 7. To release the documents for which you have completed the above steps, click Next.
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Chapter 6 Workflow - Documents 8. Finally select to whom you want to send the final comments. The options are the Originator and/or the work flow members and/or the Document Recipients 9. Click Finish. Notes: (a) If the document is released: The document is distributed automatically [see Section 4.3.05] using email notifications. (b) If the document is rejected: The originator of the document is notified that the document was rejected. Users in the same Company as the originator of the document retain access to the rejected document via the Document Register subject to the normal Discipline matrix access rules. (c) The Document Register is updated with the Review Status applied. (d) Comments and/or Redline layers applied directly by the Review Coordinator and those of other reviewers selected by the Review Coordinator as part of the release process become the public comments visible after the document has been released via the Document Register. (e) To include all reviewer comments by default when releasing documents, activate the setting to Include reviewer comments when releasing documents via the Project Details [see Section 12.1.03]. (f) If while using the release wizard you would like to see which documents you are about to release, click the Show Released option at the bottom of the screen. (g) To see only documents you have not released while working on the wizard, click the Show Other option at the bottom of the screen. (h) TeamBinder can be configured to automatically stamp an approval signature, date and status into an image of the document (normally a Tiff file) so that the approved document when printed always contains this information. (Contact QA Software for information on QPRINT if this is of interest. Charges apply).
6.3 Reports
6.3.01 Overview
There are a number of standard reports available in TeamBinder related to Workflows. There is also an option within the Document Register to quickly monitor the review status of any document and where it is in its workflow [see Section 6.3.02]. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Workflow from the Report on drop down list. The reports available are: Review Summary - by Discipline Review Summary - by Document Review Details - by Reviewer Review Details - by Document Reviewer Comments - By Document Review/Release Summary By Document Review/Release Summary By Review Coordinator and Document
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4. When running any of these reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [see Section 10.1.02]. (c) See also Customizing reports [see Section 10.2.01].
6.3.02 View review process Status

To view the status of a document that in a workflow process
1. Select Document Register from the left menu. 2. Apply any filter conditions to assist with locating one or more documents and click OK. 3. Right click on a document and select View Current Review Status. At the review status window you can see: The type of review that is in progress (Serial, Parallel or Single) The person currently responsible for the review and their scheduled completion date. A list of reviewers for the document and for each reviewer: Sequence: which is the sequence in which the reviewer reviewed the document. Total Days Scheduled: which is the scheduled days for the reviewer, not the total review period for the document. Total Days to Date: which is either the actual days to date since the reviewer was notified to commence their review (for incomplete reviews), or the actual days taken for the review (for completed reviews). Total Days Left: which for completed reviews = 0, and for reviews in progress is the scheduled completion date less the system date in days. Scheduled Completion: which is calculated based on date the reviewer was notified to start their review plus the scheduled duration. Hence this date is empty for reviewers who have not yet been notified about the review. Actual Completion: Date of review completion. Below the list of reviewers is display a Release Status window that contains information similar to the above but relates to the release process rather than the review process. Notes: (a) This option is restricted to the Document Originator, Review Coordinator, and the Project Administrator.
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The following reports are available for use with the Workflow module: Report Title Description No. Report Group: 07 Documents - Workflow 001 Review Summary This report details for each Document Discipline the documents - by Discipline that have passed through a workflow or are currently in a workflow (even if not yet activated). For each document the report details: Total Days Scheduled for review. Total Days To-date which is either the actual days taken to complete the review (for completed reviews) or the days the document has been on review so far for incomplete reviews which have been activated. Total Days left which for completed reviews = 0, and for reviews in progress is the scheduled completion date less the system date in days. The report also details the Scheduled and Actual Completion dates for each review. The Scheduled completion date is based on the sum of the scheduled durations for each reviewer who has not yet completed the review (for serial reviews) or, the longest duration for any of the reviewers not yet finished (for parallel reviews). 005 010 Review Summary - by Document Review Details by Reviewer This report is as per Report 001 but is sorted by Document Number rather than Discipline and then Document Number. This report details for each Reviewer the documents that have been allocated to them for review and includes completed, inprogress, and awaiting activation workflows. For each document the report details: Total Days Scheduled for review (this is the scheduled days for the reviewer, not the total review period for the document). Total Days To-date which is either the actual days to date since the reviewer was notified to commence their review (for incomplete reviews), or the actual days taken for the review (for completed reviews). Again this is for the reviewer themselves and not for the review process in total. Total Days left which for completed reviews = 0, and for reviews in progress is the scheduled completion date less the system date in days. The report also details the Scheduled and Actual Completion dates for each document in regard to the review. Once the workflow is activated, the schedule date is empty for reviewers who have not yet been notified. 015 Review Details by Document This report is as per report 010 but sorted by Document. Hence for each document it lists the details of each reviewer as per Report 010 and is ideal for analysing the status of a workflow for a document and when each reviewer completed their review (or not as the case may be).
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Report No. 020
Title Reviewer Comments - By Document Review/Release Summary By Document
Description This report lists documents that have passed through a workflow or are currently in a workflow (even if not yet activated) and for each document details the text based comments made by each reviewer. This report lists the release status of each document that is either in or has passed through the workflow process. For each document the Review Coordinator is listed with the following information: Total Days Scheduled for the release process (between completion of the review by all reviewers and the release). Total Days To-date which is either the actual days to date since the review coordinator was notified that the reviewers had completed their reviews (for documents not released), or the actual days taken for the release process (for released documents). Total Days left which for released documents = 0, and for documents in the process of being released is the scheduled completion date less the system date in days. The report also details the Scheduled and Actual Completion dates for each document in regard to the release. Finally the Status is listed. When running this a number of useful filter options are available such as running the report only for documents where the release is due in the next X days.
025
030
Review/Release Summary By Review Coordinator and Document
This report is similar to report 025 except that the report is sorted by Review Coordinator and then Documents (so that all documents relating to a Review Coordinator are grouped together) rather than just by Document Number.
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Chapter 7 - Packages and Tenders

7.1 Getting Started
7.1.01 7.1.02 7.1.03 7.1.04 Overview Setup Check List Security Settings User Preferences
7.2 Creating Tender Packages

7.2.01 Creating a Tender Package 7.2.02 Adding Tender Package Documents 7.2.03 Adding Tender Package Recipients
7.3 The Tender Phase

7.3.01 7.3.02 7.3.03 7.3.04 Release a Tender Package for Tender Addendums to Tender Managing Recipients within a Tender Package Closing a Tender package Released for Tender
7.4 TenderDocs Website

7.4.01 Overview
7.5 Post Tender Package Maintenance

7.5.01 Overview 7.5.02 Award a Package 7.5.03 Close Out a Package
7.6 Standard Packages

7.6.01 Overview 7.6.02 Creating a Standard Package 7.6.03 Issuing a Standard Package
7.7 Reports
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Chapter 7 Packages and Tenders
7.1 Getting Started

7.1.01 Overview
TeamBinder supports the creation, distribution and maintenance of both Tender Packages and Standard Packages. Both Package types consist of: A package number and title. General details about the package. A list of documents. A list of recipients.
The difference between a Tender Package and a Standard Package is that at Tender Package moves through a Tender cycle as detailed below whereas a Standard Package is simply a grouping of documents and recipients which can then be issued for any required reason. The business process for Tender Packages is: 1. Upload documents (eg Tender documents) to TeamBinder 2. Create a Tender Package and assign Documents and Recipients (eg Tenderers) to it. 3. Release the Package for Tender. 4. Upload any additional documents to TeamBinder during the tender process (if required) 5. Release any addendums to Tender during the tender process. 6. Close the Package for bidding. 7. Award the Tender to one company. 8. Close the Package when the work it relates to is complete. TeamBinder uses a concept or Private and Public Tender Packages. Private Tender Packages are released for tender to nominate companies selected from within the TeamBinder address book. Public Tender Packages are created and released from within TeamBinder, also to nominate companies from within the address book but in addition are accessible to anyone with access to the internet. Both Private and Public Tender Packages require the use of QA Softwares TenderDocs secure web site (contact QA Software for more information on TenderDocs). Note finally that all notifications issues as part of the Package Module such as Release of Tender, Addendums to Tender, Award of Tenders are treated as Transmittal notifications and automatically added to the Sent Transmittals Register and Incoming Transmittals Register.

The steps required to configure TeamBinder for packages are as follows. 1. Set-up the Document Module [see Section 4.1.02]. 2. Assign access levels to the Packages Module [see Section 7.1.03]
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Access to the Packages module is controlled by Project and Company Administrators. 1. From the Administration menu, select Configure User Access to Modules from the Security group of options. 2. Select a Company. The users within that company will be listed. 3. For each user, choose from between the following options under the Packages column: None: The Packages module is not available to the user. View: The User can view packages but cannot edit existing, or create new packages. Full: The user has full access to the packages module.
Notes: (a) Project Administrators can assign User Access to the Packages module for any user. (b) Company Administrators can assign users access to the Packages module only if they themselves have access. (c) Users can only see incoming and outgoing package notifications received or generated by their company regardless of their user access settings.

The User preferences for Packages are limited to Notifications. However Package Notifications cannot be switched off. There full list of notifications in regard to packages that TeamBinder sends out is: For Tender Packages: Notification of Invitation to Tender Notification of Addendum to Tender Notification of Change of Package Information Notification of Tender Award Notification of un-successful Tender
For Standard Packages: Notification of Package Issue Notification of Addendum to Package Notification of Change of Package Information
7.2 Creating Tender Packages

7.2.01 Creating a Tender Package
To create a tender package
1. Select Packages from the left menu and Select Edit/Create Packages from the drop down. Alternatively select the Documents to be included in the Package from within the Document Register and click on the Create Transmittals and Packages icon, and select Create Package.
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Chapter 7 Packages and Tenders 2. At the What Package Items do you want to see? window select Tender Package as the Package Type option. 3. Apply any filter conditions as required and click OK Note the Filter options for Tender Packages are: Package ID Title Contains Phase drop down list Security (Any, Public or Private) 4. At the package register, click the New button and select Tender Package. 5. Populate the details of the tender package ensuring that all the fields mandatory fields marked with a red asterisk (*) are populated. The fields at the tender package details are: Field Package ID* Package Title* Package Phase Awarded To Hardcopy of Documents available from Company and Contact Design Release Tender Release Tender Close Tender Award Start on Site Finish on Site Description Package identifier. Package Title. Package Phase. Company the package has been awarded to. Select the Company from where a hardcopy of a tender package can be obtained. Enter the Schedule, Forecast dates for this event. The Actual date is updated by the system. As above. As above. As above. As above. As above.
* Means the field is mandatory. Fields in Italics are maintained by the system 6. Click the Save button. The tender package will now be created and added to the packages register. The next steps are: Add Documents to the Tender Package [see Section 7.2.02]. Add Recipients to the Tender Package [see Section 7.2.03].
Notes: (a) Packages with similar details can be created quickly by first selecting the package to duplicate and then clicking the Duplicate button.
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7.2.02 Adding Tender Package Documents

Documents must already exist in the Document Register and be released or un-restrained before they can be added to a tender package.
To add documents to a package

1. Select Packages from the left hand menu. 2. Select Edit/Create Packages from the drop down. 3. Select Tender Package as the Package Type option and apply any filter conditions as required and click OK. 4. Click the Documents hyperlink next to the required package. 5. At the package documents screen, click the New button. 6. Apply any filter conditions as required to assist in the selection of documents to be added to the package and click OK. 7. Select the documents to be added to the package by ticking the select boxes against them. If there are multiple formats available for the document, select the required formats to include. 8. Click the Close button and click Yes when prompted. 9. Repeat steps 5 to 8 for to add additional documents. Notes: (a) Only documents a user has access to can be added to a Package. (b) Documents can be added to a package at any time before the package is released for tender [see Section 7.3.01]. (c) Documents added to a package after a package has been released for tender must be distributed to tenderers via addendums to tender [see Section 7.3.02]. (d) Documents cannot be added to a package once it has been closed for bidding [see Section 7.3.04]. (e) Tender Packages that have been released for tender which include documents that have revised since them are shown with a flame icon in the package register. The flame icon can be clicked to very simply add the new revisions of the documents to the tender package. (f) When adding documents to an existing package that already has documents allocated, use the following options at Step 7 to simplify the process of selecting the documents to add: New: Documents not currently in the package Revised: Revised versions of documents that are already in the package Superseded: Superseded Revisions of Documents in the package If the package has already been issued for tender (or for standard packages, transmitted), you will be prompted to send a notification of changes to the package details.
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7.2.03 Adding Tender Package Recipients

Recipients (Companies and Contacts) must already exist in the Address Book before they can be added to a package.
To add recipients to a package

1. Select Packages from the left hand menu. 2. Select Edit/Create Packages from the drop down. 3. Select Tender Package as the Package Type option and apply any filter conditions as required and click OK. 4. Click the Recipients hyperlink next to the required package. 5. At the Recipients in Package screen, click the New button. 6. Apply any filter conditions to help with the selection of Recipients (eg a specific company type). 7. Select the recipients for the package by ticking the select box against them. New Recipients can be added on the fly subject to security access to the address book. 8. Click the Close button and click Yes when prompted. Notes: (a) Recipients can be added to a package at any time prior to the package being released for tender [see Section 7.3.01]. (b) Recipients added to a package after it has been released for tender will initiate prompts in regard to the release of documents and addendums to the recipient [see Section 7.3.03].
7.3 The Tender Phase

7.3.01 Releasing a Package for Tender
Once a tender package has been created and the tender documents and tenderers (recipients) are associated with it, it can be released for tender. For Private tenders, each tenderer will receive an Invitation to tender notification. For Public tenders the tender documents will be published to the QA Software TenderDocs web site in addition to any selected tenderers receiving an invitation to tender notification.
To release a package for tender

1. Select Packages from the left menu. 2. Select Package Maintenance Wizard from the drop down. 3. At the Select an Option screen click the Tender Package option and then select Release Package For Tender and click Next. A list of tender packages not yet released for Tender will be displayed. 4. Select the tender package to release by ticking the box next to it and click Next. 5. The documents allocated to the tender package will be displayed. Review these and if correct click Next (otherwise cancel the process and modify the tender package documents) [see Section 7.2.02].
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Chapter 7 Packages and Tenders 6. The recipients allocated to the tender package will be displayed. These recipients will each receive an invitation to tender. If correct click Next (otherwise cancel the process and modify the tender package recipients). Skip the above step for Public Packages with no recipients. 7. Review the details of the invitation to tender notification and enter a message to include on the invitation. 8. If you require a read receipt from each recipient tick the Request Read Receipt option. 9. Click Next and then Finish. Notes: (a) For both Private and Public tenders, package recipients will each receive an invitation to tender email notification which includes the login details for the TenderDocs website. The Tender documents can be downloaded one by one or as a group from within the email notification by the recipients (b) The Invitation to Tender email notification is stored as a transmittal in the Sent Transmittals Register [see Section 5.3.02]. (c) Use the Preview button to preview a copy of the Invitation notification. (d) Both Public and Private Packages will be available via the TenderDocs website but Private Packages will require a logon [see Section 7.4.01] (e) For Public packages it is necessary to know the name of the company issuing the tender to access the tender packages via the TenderDocs website [see Section 7.4.01]. (f) Tender Packages can be resent if required by any user within the same company that created the package (subject to access to the Packages module).
7.3.02 Addendums to Tender

During the tender period for a tender package it may be necessary to: Issue additional documents to the tenderers Issue revisions of existing documents to the tenderers Issue responses to questions to the tenderers Remove documents from the tender package Extend/shorten the tender period.
This is managed using Addendums to tender. Addendums to tender relating to new or revised documents can only be issued once the new or revised documents are uploaded to TeamBinder and released in the normal way [see Section 4.3.01] and allocated to the Package [see Section 7.2.02]. Note that it may also be necessary to Add/Remove recipients from the tender [see Section 7.3.03]. This is certainly the case for Public packages as all recipients who have indicated they will submit prices need to be advised of the additional information via the addendum.
To create an addendum to tender

1. Select Packages from the left menu. 2. Select Package Maintenance Wizard from the drop down. 3. At the Select an Option screen click Tender Packages and then select Generate Addendum to Tender and click Next. A list of tender packages currently released for tender will be displayed. 4. Select the tender package for the addendum to tender by ticking the box to select it and click Next.
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Chapter 7 Packages and Tenders 5. The list of Recipients currently active for the tender will be displayed [see Section 7.3.03]. These are the recipients who will receive the addendum to tender. Review the list and if correct, click Next. A list of documents allocated to the tender package that have not been previously released to tenders (either when the package was first released or by previous addendums) will be displayed. 6. Select the documents to include in the Addendum to Tender and click Next. Note: To see only New (Documents not currently in the package), Revised (Revised versions of documents that are already in the package), or Superseded (Superseded Revisions of Documents in the package) Documents, use the tick boxes at the bottom of the screen as required. 7. Review the Details that will be sent out on the addendum to tender, and enter the Reason for the issue of the addendum (mandatory) and the Message that is to appear on the addendum notification (optional). A Read Receipt will be requested by default. Un-tick the Request read receipt box if required. 8. Click Next and then Finish. Notes: (a) For Private tender packages, the recipients will now each receive the addendum to tender email notification. (b) For Public tender packages it is essential that the recipients who have indicated they will be submitting bids are added to the Address book and then the Package before creating the addendum to tender. It is not possible to issue Addendums to tender for packages that do not have any recipients allocated. (c) The Addendum to Tender email notification is stored as a transmittal in the Sent Transmittals Register [see Section 5.3.02]. (d) Use the Preview button to preview a copy of the Addendum notification.
7.3.03 Managing Recipients within a Tender Package

During the tender period it may be necessary to either add additional recipients to the tender or remove recipients who decline the opportunity to bid. For public packages, recipients who have indicated they will submit a tender it is necessary to add the recipients to the package at the earliest possible time and before the issuing of addendums to tender if possible.
Adding additional recipients

To add a recipient to released tender: 1. Select Packages from the left menu and select Edit/Create packages. 2. Select Tender Package as the Package Type option and apply any filter conditions as required and click OK. 3. From within the package register, locate the required tender package and click on the Recipients hyperlink. 4. Click the New button. 5. Apply any filter conditions to help with the selection of new Recipients (eg a specific company type). 6. Select the new Recipient to add to the tender package by ticking the select box against them. TeamBinder User Guide Page 162
7. Click the Close button and click Yes when prompted. You will be prompted to send the Recipient being added: The Original Tender Package Documents sent out when the tender was first released. Any Addendums sent.
You can also select to date the Invitation to tender they will receive based on the current date or original dates at time of issue.
Removing recipients
To de-activate recipients who decline to bid on a tender package released to them: 1. Select Packages from the left menu and select Edit/Create packages. 8. Select Tender Package as the Package Type option and apply any filter conditions as required and click OK. 2. From within the Package Register, locate the tender package and click the link for Recipients. 3. At the Recipients screen, locate the Recipient to be removed and un-tick the Active tick box next to them. This will stop any future addendums being sent to this recipient. 4. Click Yes when prompted.
7.3.04 Closing a Tender Package released for tender

Once the tender period has expired, access to the tender documents is removed by closing the tender package using the package maintenance wizard.
To close a package for bidding

1. Select Packages from the left hand menu and select Package Maintenance Wizard from the drop down. 2. At the Select an Option screen click the Tender Package option and then select Close Package for Bidding and click Next. Tender packages currently released for tender will be listed. 3. Select the package to be closed for bidding by ticking the select box next to it and click Next. 4. Click Finish. Notes: (a) Access to the tender documents by the recipients of the tender package will be disabled. (b) Before closing a public tender package for bidding, ensure that the successful tenderer is allocated to the tender package as recipients cannot be added to a package once it is closed for bidding.
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7.4 TenderDocs Website

7.4.01 Overview
The TenderDocs website is used by TeamBinder for the purpose of distributing Private (optional) and Public Tender Packages for tender purposes. The TenderDocs website is located at www.tenderdocs.com and can be access via Internet Explorer version 5.5+ and an internet connection. 1. Once at the TenderDocs site, click the Login option at the left menu. 2. Enter your user details at the login window. 3. Click on the Project the tender relates to. 4. At the Packages page, tender packages are grouped into Packages Open for Tender and Upcoming Tenders. 5. Click on the Package Number to see more details about the tender package. Use the Link: Back to Packages Page to return to the packages listing. 6. Click on Documents under the Documents column against a package. 7. Select the Documents to download by ticking the boxes against them, and then click the Download button. Notes: (a) Tender packages with a padlock against them are Private tenders and can only be viewed and downloaded by invited tenderers. (b) Note that for public tenders it is necessary to advertise the TenderDocs website address including the Company ID of the company releasing the tender. For example to see tenders issued by QA Software you would use www.tenderdocs.com/qas.
7.5 Post Tender Package Maintenance

7.5.01 Overview
Once a tender package has been closed for bidding the following steps apply: 1. Tender submissions are received and evaluated outside of the TeamBinder system 2. Once the preferred tenderer has been selected, the package is awarded within TeamBinder for the purpose of giving the selected company access to the tender documents using TeamBinder during their works. 3. It is also possible to award tender packages in TeamBinder bypassing completely, the tender process. 4. Once the selected company has completed their works it is possible to close-out the tender package, removing any further access to the documents by the company. At this point the company is normally issued with a copy of the document and communications data via TBARCHIVE [see Section 12.1.06].
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7.5.02 Award a Tender Package

Once a company has been selected to award a tender package to, the tender package must be awarded via the Package Maintenance Wizard. This will give users from the company access to the documents from within TeamBinder for the duration of their works.
To award a package
1. Select Packages from the left menu and Package Maintenance Wizard from the drop down. . 2. At the Select an Option screen click the Tender Package option and then select Award Package and click Next. Tender packages currently closed for bidding but not yet awarded will be listed. Note it is possible to award a tender package that has not yet been released for tender by ticking box labelled Show Pre-release Packages. These packages will then be added to the list. 3. Select the tender package to be awarded by ticking the box next to it and click Next. 4. Select the company to award the package to by ticking the box next to it and click Next. 5. Select the users from the company who should be given access to the tender package documents from within TeamBinder by ticking the select boxes next to them. 6. Tick or un-tick the box labelled Notify users of future revisions with download facility in notification as applicable. Ticking this box will ensure that the users within the company being awarded the package are notified automatically of the release of any revisions to the package documents post award. If un-ticked, future revisions will have to be managed via Pending Transmittals [see Section 5.2.03]. 7. Click Next and then Finish. Notes: (a) An email notification will be sent to the company selected informing them that they have been awarded the tender package. This email will also include the login details to TeamBinder for ongoing access to the documents included in the package. (b) Email notifications will be sent to the unsuccessful companies advising them that they were unsuccessful.
7.5.03 Close out a Package

Once the actual works in a tender package have been completed, the company performing the work no longer requires access to the documents in TeamBinder, and the tender package can be completely closed out.
To close out a tender package

1. Select Package from the left menu and select Package Maintenance Wizard from the drop down. 2. At the Select an Option screen click the Tender Package option and then select Close out Package and click Next. A list of Awarded Packages will be displayed.
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Chapter 7 Packages and Tenders 3. Select the tender package to Close Out by ticking the select box against it and click Next. 4. Click Finish. Notes: (a) Access to the documents in the tender package will be removed only for the users who were granted access to the documents via the package award process.
7.6 Standard Packages

7.6.01 Overview
Standard Packages differ from Tender Packages in that they do not go through a full tender cycle. Standard Packages are simply issued to the package recipients although addendums to Standard Packages can also be created. Standard Packages can be used to creating a grouping of documents and recipients for purpose of managing the issue of documents.
7.6.02 Creating a Standard Package

1. Select Packages from the left menu and Select Edit/Create Packages from the drop down. Alternatively select the Documents to be included in the Package from within the Document Register and click on the Create Transmittals and Packages icon, and select Create Package. 2. At the What Package Items do you want to see? window select Standard Package as the Package Type option. 3. Apply any filter conditions as required and click OK Note the Filter options for Standard Packages are: Package ID Title Contains Reason for Issue drop down 4. At the package register, click the New button and select Standard Package. 5. Populate the details of the tender package ensuring that all the fields mandatory fields marked with a red asterisk (*) are populated. The fields at the tender package details are: Field Package ID* Package Title* Reason for Issue Description Package identifier. Package Title.
The Reason for Issuing the Package is populated via a drop down selection from the Configuration table of Reasons [see Section 5.1.03]. If OTHER is selected then the Reason must be entered manually. Approximate Value Approximate value of the package (optional) Preferred Format Preferred file format for documents. Long Title A long title for the package Details Any further details * Means the field is mandatory. TeamBinder User Guide Page 166
Chapter 7 Packages and Tenders 6. Click the Save button. The standard package will now be created and added to the packages register. The next steps are: Add Documents to the Standard Package [see Section 7.2.02] but select Standard Package at step 3. Add Recipients to the Standard Package [see Section 7.2.03] but select Standard Package at step 3.
Notes: (a) Packages with similar details can be created quickly by first selecting the package to duplicate and then clicking the Duplicate button.
7.6.03 Issuing a Standard Package

Once a standard package has been created and the documents and recipients are associated with it, it can be issued. Recipients will receive a notification by email from which they can download the package documents.
To issue a Standard Package

1. Select Packages from the left menu. 2. Select Package Maintenance Wizard from the drop down. 3. At the Select an Option screen click the Standard Package option and then select Issue Package for Reason from the drop down list and click Next. A list of standard packages not yet issued will be displayed. 4. Select the standard package to issue by ticking the box next to it and click Next. 5. The documents allocated to the standard package will be displayed. Review these and if correct click Next (otherwise cancel the process and modify the standard package documents) [see Section 7.2.02]. 6. The recipients allocated to the tender package will be displayed. These recipients will each receive a standard package issue notification. If correct click Next (otherwise cancel the process and modify the standard package recipients) [see Section 7.2.03]. 7. Review the details of the standard package issue notification and enter a message to include. 8. If you require a read receipt from each recipient tick the Request Read Receipt option. 9. Click Next and then Finish. Notes: (a) At the window recipients are taken to when clicking the link to download package documents from the email notification, they can also choose to Show other packages sent to me which will show a list of other packages sent to the recipient from which they can select and download. (b) The Standard package issue notification is stored as a transmittal in the Sent Transmittals Register [see Section 5.3.02]. (c) Use the Preview button to preview a copy of the notification. (d) The package register shows the Issue date as the Date Released. (e) To issue an addendum to a standard package, first modify the package documents/recipients as required and then choose Generate Addendum at step 3 above and created the Addendum in a similar way to Tender Package Addendums [see Section 7.3.02].
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7.7 Reporting
7.7.01 Overview
There are a number of standard reports available in TeamBinder related to Packages. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Packages from the Report on drop down list and select from the available reports. 4. When running any of the reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [see Section 10.1.02]. (c) See also Customizing reports [see Section 10.2.01]. (d) Note that only packages created by users in your company will be shown on reports.

Report No. Title Description
Report Group: 15 - Packages 001 Tender Documents - Issued and Downloaded
This report lists documents released for tender and for each document details the Recipient, the documents they have downloaded and the date downloaded. This report lists all tender packages that have been issued for Tender. This report lists all tender packages that have been issued for Tender and includes recipient details. This report lists all Standard Packages that have been issued. This report lists details of all tender packages that have been awarded.
005 010
Packages Sent Summary Report Packages Sent Detailed Report Standard Package Documents Issued and Downloaded Only Package Award Details By Package
015 020
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Chapter 8 Tasks
8.1 Getting Started
8.1.01 Overview 8.1.02 User Preferences - Task Status 8.1.03 User Preferences - Notifications
8.2 Working with Tasks

8.2.01 Creating Tasks 8.2.02 Viewing Tasks
8.3 Reporting
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Chapter 8 - Tasks
8.1 Getting Started

8.1.01 Overview
The Task Module of TeamBinder enable users manage Tasks and Actions arising from any information stored in TeamBinder. Users can create tasks and actions for other users to perform and all users see all Tasks and Actions (both those created by them and those allocated to them) from a single location on the Dashboard. Tasks can be associated with any TeamBinder work items such as Mails, Documents and Transmittals, and Published Reports.
8.1.02 User Preferences - Task Status

TeamBinder enables users to manage a number of actions/displays in regard to the Status of Tasks. These actions are managed via the Task Status section of Users Preferences 1. From the Administration menu, select User Preferences from the General group of options. 2. Click on the Task Status tab and adjust your preferences as required. The options are explained below: (a) Task Status statistics on the Dashboard: which enables you to include within the management summary a total number of, and link to, all tasks of a particular status. This will give you quick access via the management summary for example to all tasks with a current status of Outstanding. To set this up: At the Task Status tab, under Display the following Task Status statistics on my Dashboard, select from between 1 to 3 different status values by which tasks will be summarised under the Task Statistics within the management summary at the Dashboard. (b) Automatic Task Reminders: which is a useful option to allow you to have an automatic reminder sent to you by email say every 2 days in regard to perhaps outstanding tasks for which the action by date is overdue. To set this up: At the Task Status tab, under Automatic Task reminders, select from between 1 and 3 status values for which you would like to be periodically sent, by email, a summary list of tasks with the selected values. Select the interval for the sending of the automatic reminders using the Send reminder every X days field. You can further expand the selection by choosing to include the following tasks regardless of status: Where actions are outstanding. Where actions are overdue.
8.1.03 User Preferences - Notifications

There are a number of notifications the system sends out in relation to Tasks.
To edit your notification settings for Tasks
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Chapter 8 - Tasks 1. From the Administration menu select User Preferences under the General group of options. 2. Click the Notifications tab 3. Tick or Un-tick the box against Tasks to switch on or off all task related notifications. 4. To switch on or off specific notifications, click the Select Notifications link. 5. The full list of task notification types is as follows: Notification of Auto Response for Tasks Notification of Automatic Task Status Reminder Notification of New Task Notification of Task Cancelling Notification of Task Change Notification of Task Completion Notification of Task Deletion
8.2 Working with Tasks

8.2.01 Creating Tasks
Tasks can be created either from scratch via the left menu or from within any of the various TeamBinder modules.
To create a task from the left menu

1. From the left menu at the Dashboard, click on Tasks and select Create a new Task. 2. At the New Task screen, select or enter the following: The Company to whom the Task is allocated. The Contact (person) to whom the Task is allocated. The Due Date for the Task. A Subject for the Task. The Description of the Task.
3. Scroll to the bottom of the New Task window and link or associate the tasks with one or more work items from the various TeamBinder modules. Note that when any of the modules are selected, the standard filter for that module appears to enable selection of the work item. To remove a linked work item, click the X under Remove. 4. Finally click the Save button and then Close. An email notification will now be sent to the user to whom the task is allocated.
To create a tasks from within the various TeamBinder modules

To create a tasks from within any of the TeamBinder modules such as Mail, Documents, Transmittals etc, simply select the work item (for example an item of mail) and click the New Task icon on the toolbar. The remaining steps are as described above. The only difference is that the work item you have selected will automatically be associated or linked to the Task.
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Chapter 8 - Tasks
8.2.02 Viewing Tasks

Tasks can be viewed in a number of different ways
From the Management Summary

Click on the Tasks tab of the Management Summary at the Dashboard [see Section 2.2.06]. Click any of the links displayed to view the Task Register displaying only the relevant tasks either created by you or allocated to you by others.
Via the Task Register

1. From the left menu click on Tasks. 2. Select from either Created by me or Allocated to me 3. At the Task filter, select the filter options as required and click OK. Tasks Assigned (allocated) to me Working with this screen is similar to all other TeamBinder screens. The following are the options: To open a task, simply click on it. To action a task, open it, read the instructions and record your actions in the Action note field. Then update the Percentage complete and Status as required. To batch update a series of Tasks use the Batch Status update icon. Tasks Created by me At this screen it is possible to: Delete a task using the Delete button. You will be prompted to enter a reason for the deletion. Cancel a task using the Cancel button. You will be prompted to enter a reason for the cancellation. Edit the task details using the Edit button.
8.3 Reporting
8.3.01 Overview
There are a number of standard reports available in TeamBinder related to Tasks. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Tasks from the Report on drop down list and select from the available reports. 4. When running any of the reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [see Section 10.1.02]. (c) See also Customizing reports [see Section 10.2.01].
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Chapter 8 - Tasks

Report Group: 020 - Tasks 005 Summary report on Tasks assigned to me 010 Summary report on Tasks created by me
Lists all tasks assigned to the logged in user. Lists all tasks created by the logged in user and assigned to others.
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Chapter 9 Defects
9.1 Defects Register
9.1.01 Overview 9.1.02 Defects List
9.2 Reports
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Chapter 9 Defects
9.1 Defects Register

9.1.01 Overview
TeamBinder supports the storage and display of Defects Lists published via QA Softwares IDMS Project Inspection and Defects Management System. This allows project users with access to the Defects module in TeamBinder to view and report on defects from within TeamBinder. IDMS is a PC based application that uses a combination of IDMS on the PC to quickly create comprehensive and detailed Inspection check lists, and IDMS on the Pocket PC to capture inspection results remotely from the office. The inspection results are then downloaded back to the PC and defects lists emailed to subcontractors automatically for rectification. The complete workflow in IDMS is explained diagrammatically below:
The uploading of the IDMS Project Inspection results and defects is managed from within the IDMS System. See the IDMS User Guide for Details. For more information on IDMS, contact QA Software.
9.1.02 Defects List

To access the Defects List module
1. From the left menu, select Defects. 2. Apply any filter conditions as required and click OK. Note that the filter options are: Inspection Company: Select a company to see items only they inspected.
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Chapter 9 Defects Contractor: Select a company to see the inspection results (including defects) for that company only. Select a building to see the inspection results for. Both, Completed, Not Completed: This refers to whether a defect is closed out (completed) or not yet fixed (not completed). Both, Passed, Not Passed: This refers to whether an inspection item passed inspection or whether defects were found. To see for example all not yet fixed defects, select Not Completed and Not Passed. The Defects List will now be displayed. The fields on the Defects List are explained below: Field Defect # Building Area Location Room Item Sub Item Defect Passed Fix Claimed Completed Notes Orient Position Responsible Company Batch Number Inspection Company Last Saved Completed Completed by Company Forecast Estimated Hours Estimated Cost Description A Unique Defect Number. The Building the inspection item is located in. The Area the inspection item is located in. The Location the inspection item is located in. The room the inspection item is location in. Description of Item the defect relates to. Description of Sub Item the defect relates to. Description of Defect Yes/No as to whether the item passed inspection. Ticked if the responsible company claims they have fixed the defect. Ticked if the defect has been satisfactorily rectified as verified by re-inspection. Notes Orientation of the defect (eg North, South) Position of the defect. (eg Upper, Lower) Company responsible for rectifying the defect. The batch number allocated to the download of the inspection results that this item was included in when downloading from the Pocket PC to IDMS on the PC. The company who inspected the item. The date information about the defect as last updated. This is the person who recorded the defect had been rectified satisfactorily (completed). This is the company the above person belongs to. This is the forecast completion date. Estimated hours to rectify the defect. Estimated Cost to rectify the defect.
Building: Show:
Notes: (a) Access to the defects list is controlled via Configure User Access to Modules from the Administration menu and can only be granted by the Project Administrator or Company Administrator (if they themselves have access).
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Chapter 9 Defects
9.2 Reporting
9.2.01 Overview
There are a number of standard reports available in TeamBinder related to Defects. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Defects from the Report on drop down list. The reports available are: Defect Statistics - Summary - by Contractor Defect Statistics - Summary - by Contractor + Area Defect Statistics - Summary - by Contractor + Room Defect Statistics - Detailed - by Contractor
4. When running any of these reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [see Section 10.1.02]. (c) See also Customizing reports [see Section 10.2.01].

Report Group: 03 - Defects 001 Defect Statistics - Summary by Contractor 005 Defect Statistics - Summary by Contractor + Area
This report is a graphical summary by contractor of number of defects, total completed and total outstanding. This is a summary by Building and Area for each contractor of total defects, total claimed as fixed, total completed and total outstanding. This is as per report 005 but reports at a greater level of detail down to each Room. A detailed register of defects sorted by responsible contractor.
010 015
Defect Statistics - Summary by Contractor + Room Defect Statistics - Detailed - by Contractor
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Chapter 10 - Reports
10.1 Standard Reports
10.1.01 Overview 10.1.02 Generating Standard Reports 10.1.03 Using Filters
10.2 Custom Reports

10.2.01 Customising Reports
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Chapter 10 Reporting
10.1 Standard reports

10.1.01 Overview
There are a large number of standard reports in TeamBinder, all of which can be filtered to report on specific data only. The Standard reports are complimented by the ability for users to create their own custom reports based on the standard report templates provided. All Standard Reports are located in the Reporting Module and grouped by the TeamBinder module they relate to. Standard and Custom Reports can be output to print or exported in CSV format for import into MS Excel. For details of specific reports, refer to the Reports section of the TeamBinder documentation for each module. Mail Reports [see Section 3.11.02]. Document Reports [see Section 4.5.02]. Transmittal Reports [see Section 5.5.02]. Workflow Reports [see Section 6.3.03]. Package Reports [see Section 7.6.02].
When running module specific reports the security settings that apply to each module apply for the reports to. For example if a user has access to personal mail only, then when running mail related reports, regardless of filters applied, they will only ever being able to report on personal mail items.
10.1.02 Generating Standard Reports

Generating Standard Reports involves the same process regardless of the specific report selected. The general steps required to run standard reports are described below.
To generate a standard report

1. Select Reports from the left menu. 2. At the Standard Reports screen, click on Standard Reports. Note that there are 6 reports currently outside of the main report groups and these are listed at the standard reports screen at this step and are run if required from this screen rather than from within a Report group. 3. From the Report on drop down list, select the TeamBinder module to report on The options are: Address Book Administration Defects Documents Document Register Documents Transmittals, Documents - Upload and Download History Documents Workflow Mail Packages
The reports available for the selected module (Standard and Custom) will be listed. 4. Select the report that you wish to generate by clicking on it.
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Chapter 10 Reporting
5. Click OK to run the report. 6. Apply any necessary filter conditions to limit the data included on the report (optional) [see 10.1.03] and click OK. Your report will be now be generated. Notes: (a) To export the report to a CSV file format (which can be opened by MS Excel) click the CSV option under Print before step 5 above. (b) To use a Custom Title on the report, tick the box against Custom title and enter the required title before proceeding to Step 5. (c) To restrict the maximum number of records downloaded to the report (the default is 10,000) enter the required maximum in the field provided before proceeding to Step 4. (d) To develop customised versions of the standard reports [see Section 10.2.01].
10.1.03 Using Filters

When running any of the TeamBinder standard reports the user is presented with a filter to limit the amount of data displayed on the report. The filter window contains a number of rows and filter conditions are built up row by row from top to bottom. Some example filter conditions would be: For Mail: Company ID equal to QAS (to limit a mail report to only showing mail sent to or received by QA Software) For Documents: Discipline equal to S (to limit a document report to only showing documents related to the Structural steel discipline.
Note that most of the Standard Reports have inbuilt filter conditions such as Mail Outstanding and at the filter window you are simply adding further conditions. Each row of the filter has three columns: The Field Name to filter on. The filter condition. The data to filter for.
To setup the example filter conditions above you would be selecting: Field Name For Mail COMPANYID For Documents DISCIPLINE Condition Equal to Equal to Value QAS S
The Filter can contain as many lines as required. The rows are joined together using the AND or OR options. An example of a multi lined filter for Documents could be: Field Name DISCIPLINE DOCUMENTNO Condition Equal to Begins with Value S S-1 And/Or And
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Chapter 10 Reporting Such a filter would restrict the documents selected to those that have numbers starting S-1 AND belong to the Discipline = S Notes: (a) If the Field name selected to filter on is normally populated by values from a configuration table, the data to filter for field will change to a drop down list to select a value from. (b) It is also possible to control the sort order of the information on the report. Select from one or more of the three fields at the bottom of the screen to define the sort order. (c) Use the Save button to save a filter and later use the Load button to load a previously saved filter.
10.2 Custom Reports

10.2.01 Customising Reports
Standard Reporting in TeamBinder can be customised to a limited extent to meet company specific requirements.
To Customise a report
1. Locate the standard report your custom report will be based on from within the Standard Reports Screen. 2. Click on the Modify button. 3. At the welcome screen of the Standard Reports customisation wizard, click Next. 4. Enter a custom title for your report and click Next. 5. The available fields for the report will be listed. Select the fields to appear on your custom report using the right mover arrow. 6. Once the required fields have been selected, adjust the order they will appear across the top of the report from left to right using the up and down arrows and click Next when done. 7. Now select the way the information will be sorted and grouped. The available fields by which your data can be grouped and sorted are listed. Select as required and click Next. For example if generating a report on Documents you may want the report sorted by Discipline with a Discipline subheading and then the list of documents that belong to the discipline. In this case you would select Discipline as the field to Group by. 8. Now setup up a default filter to be applied for the report [see Section 10.1.03] and click Next. 9. At the last screen click Finish. Notes: (a) Custom Reports are added to the standard reports listing with a report number allocated automatically. This is based on the standard report number plus an alpha suffix which commences from a for the first custom report created. (b) There are limits to the amount of customisations that can be achieved using the Modify option above. If you have a specific reporting requirement that you cannot achieve via TeamBinder, prepare a sample in MS Excel and send it to the QA Software support team who will advise you either how to achieve the required report or what will be involved in QA Software developing this custom report for you.
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Chapter 11 - Published Reports

11.1.01 11.1.02 11.1.03 11.1.04 11.1.05 Overview Security Issues Creating Categories Publishing Reports Linking Controlled Documents to Published Reports
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Chapter 11 Published Reports
11.1.01 Overview
Published reports are a TeamBinder feature that allows companies to build a folder structure (Categories) within a TeamBinder project. Within the folder structure companies and users can store files that do not fit into any of the other TeamBinder modules. These files can then be shared with other users in the same company (Private Categories) or with other users from other companies on the project (Public Categories), assuming of course the users have access to published reports. Examples of files that may be published in this way include: Site photos Project Schedules Cost Reports Monthly Reports Resumes
The structure of Published reports is defined by Categories (or Nodes) that are the equivalent in windows of folders. A Category or folder can be defined as either Private or Public. Public categories are accessible to all users of the TeamBinder project with View or Full access to the Published reports module. Private categories are accessible to only users from the company creating the category with View or Full access to Published reports. Note also that users with a minimum of View access to published reports are notified automatically when new reports are published either to Public or Private categories subject to the rules above. To access published reports 1. Select Reports from the left menu. 2. At the Standard Reports screen, click on Published Reports. 3. Categories are displayed with a drawer icon. 4. Expand the node structure by clicking on a Category. 5. Published Reports are marked with a Paper and hand icon. 6. View a Published report by clicking on the download icon. 7. Click Close when done. Notes: (a) Access to view Published reports, maintain the Category structure, or upload reports is managed via Configure User Access to Modules [see Section 10.1.02]. (b) Published Reports can be viewed using TeamView [see Section 12.4.03] if required by using the View File icon after first selecting the Report. (c) Use the Download button to download in bulk selected Published Reports (select the reports first).

Access to the Published Reports module is controlled by Project and Company Administrators. 1. From the Administration menu, select Configure User Access to Modules from the Security group of options.
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Chapter 11 Published Reports 2. Select a Company. The users within that company will be listed. 3. For each user, choose from between the following options under the Published Reports column: None: The Published Reports module is not available to the user. View Only: The User can access and download Published Reports but cannot create new categories or publish reports themselves. Full Access: The user has full access to the Published Reports module.
Notes: (a) Project Administrators can assign User Access to the Published Reports module for any user. (b) Company Administrators can assign users access to the Published Report module only if they themselves have access. (c) Users can only see Categories and Published reports relating to their company unless the Category has been set as Public. (d) Users with access of View Only or above access will be notified automatically when new public or company reports are published.
11.1.03 Creating Categories

To create Categories (nodes) for the storage of Published Reports
1. Select Reports from the left menu. 2. At the Standard Reports screen, click on Published Reports. 3. Locate the Category beneath which your new category is to be created. 4. Click the New button. 5. At the Add Published Reports window, select the New Category option. 6. Choose between Public or Private access for your category. Note that the option to select Public or Private access is disable for all but Root nodes. 7. Enter a Title for the Category. 8. Click Add. Notes: (a) The Current Node refers to the Category that you are generating the new category under. (b) To add your new Category as a new Root category (ie at the very top level of the tree structure), tick the Add as Root option.
11.1.04 Publishing Reports

To upload a new Published Report
1. Select Reports from the left menu. 2. At the Standard Reports window, click on Published Reports. 3. Locate the Category within which your Report is to be published. TeamBinder User Guide Page 185
Chapter 11 Published Reports
4. Click the New button. 5. At the Add Published Reports window, select the New Report option. 6. Click the Browse button to select the report to upload. 7. Select the report file and click Open. 8. Enter a Title for the report. 9. Click Add. Notes: (a) The Current Node refers to the Category that you are publishing your report to. (b) The Published report is either Private or Public based on the setting of the root node it is stored under. (c) To delete a published report, click on it once and then click on the Delete button (requires Full Access). Users with access to the report will be notified of the deletion.
11.1.05 Linking Controlled Documents to Published Reports

It is possible to link a Document contained in the Master Document Register to either a Published Report category or report. The document can then be viewed from within the Published Reports tree structure.
To link a document to a published report

1. From within the Document Register, select the document to link by clicking the select box to the left of it. 2. Now click on the Link Document to Published Reports icon. 3. Click Next at the welcome screen of the wizard that launches. 4. Select the file format to be linked for the selected document and click Next. 5. Now select the Published Reports Category or Report to link the document to by expanding the tree structure and using the mover arrow to move the category or report to the right hand side of the screen. 6. Click Next. 7. Enter a Description to be used for the Document Link (this defaults to the document Title). 8. Click Next and at the final screen of the wizard, click on Finish.
Notes:
(a) At Step 4, it is possible to show all documents not currently linked to published reports using the tick box provided. (b) At Step 7, it is possible to auto add the Document Revision and Status to the end of the document Description being used for the linked document. Use the tick boxes provided.
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Chapter 12 - Administration
12.1 Projects
12.1.01 12.1.02 12.1.03 12.1.04 12.1.05 12.1.06 Setup Check List Create Project Project Details Project Calendar Project Links Project Archiving
12.2 Address Book

12.2.01 12.2.02 12.2.03 12.2.04 12.2.05 12.2.06 12.2.07 12.2.08 12.2.09 12.2.10 12.2.11 Overview Company Types Companies Departments Contacts Favorites External Contacts Contact Groups Contact Titles Trades Importing Address Book
12.3 Users
12.3.01 12.3.02 12.3.03 12.3.04 12.3.05 Creating Users Passwords Create User Wizard User Maintenance Restricted Users
12.4 Project Administrator

12.4.01 12.4.02 12.4.03 12.4.04 12.4.05 12.4.06 12.4.07 12.4.08 12.4.09 12.4.10 Overview Mail Security Groups Configure User Access to Modules Assign Company Administrators Processing Subscription Requests Assigning Access to specific Documents Change Document Access Plain Text Email Notifications Broadcasts Defining Mandatory Fields
12.5 Managing New Company Registration Applications

12.5.01 12.5.02 12.5.03 Overview Applying to join a TeamBinder Project Processing Registration Applications
12.6 Using a Global Address Book

12.6.01 12.6.02 12.6.03 12.6.04 12.6.05 Overview Getting Started with the Global Address Book Populating the Global Address Book Creating Contacts in a Linked Project Maintaining the Global Address Book
12.7 Reports
12.7.01 12.7.02 Overview Available Reports Listing
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Chapter 12 Administration
12.1 Projects
Once a decision has been made to use TeamBinder on a project, the initial steps to get up and running are: 1. Create the Project [see Section 12.1.02]. 2. Edit the Project Details [see Section 12.1.03]. 3. Populate or Import the address book [see Section 12.2.10]. 4. Create Mail Security Groups [see Section 12.4.02]. 5. Configure Mail Security Groups [see Section 12.4.02]. 6. Setup Users [see Section 12.3.01]. 7. Assign Company Administrators [see Section 12.4.04]. 8. Assign User Access [see Section 12.4.03]. 9. Setup the Project Calendar [see Section 12.1.04]. See also module specific setup check lists: (a) (b) (c) (d) (e) Setup Check List for Mail [see Section 3.1.02]. Setup Check List for Documents [see Section 4.1.02]. Setup Check List for Transmittals [see Section 5.1.02]. Setup Check List for Workflow [see Section 6.1.02]. Setup Check List for Packages [see Section 7.1.02].
12.1.02 Create Project

TeamBinder is a Project based document management and collaboration system. Each TeamBinder project contains its own mailboxes, document register, address book, etc and independent of any other TeamBinder project. The first step is using TeamBinder on a project is to create the project. For customers deploying TeamBinder via the ASP model [see Section 13.1.01] the project is always created for you by the service provider. For customers Self Hosting TeamBinder [see Section 13.2.01] the project creation process is performed by a system Administrator from outside of TeamBinder and its outside the scope of this documentation. As part of the project creation process, the Mail Types available for the Mail Module of TeamBinder will be configured based on the requirements of the project as detailed in the Implementation Plan. See also Custom mail forms [Section 3.1.07].
12.1.03 Project Details

Once a project has been created, the Project Details can be edited at any time. 1. From the Administration menu, select Project List from the Project group of options. 2. Select the current project by clicking on it. 3. Modify any of the project settings as required (see below) and click Save when done.
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Chapter 12 Administration The information maintained within the Project details file are as described below: Field General Project No Project Title Project Manager Project Director Weather Station Country Weather Station City Project Image Description
The Project can be any combination of letters and/or numbers with a maximum of 12 characters. Project Title The Project Manager of the hosting company. The Project Director of the hosting company. Select the Country the project is located in [see 2.4.02]. Select the City the project is located in or near [see 2.4.02]. Options for displaying an image on the Dashboard include linking to a Site Camera URL or uploading a static image. [see 2.4.01]
Contact Details Contact Details
Contact Address Details for the TeamBinder Project hosting company.
Partner Details Partner Details
Select the primary companies on the project for the roles of Client, Architect, Prime Contractor, Engineering Consultant, and Quantity Surveyor (these values are for information only).
Custom Remarks Download Disclaimer Project Header Notification Interval
Enter the text to appear under Project Summary on the Dashboard [see Section 2.4.03]. Enter a privacy message that will appear when users download documents from TeamBinder. Enter the text to appear in the Internet Explorer Title bar when using this project. Select the Days, Hours, Minutes for the frequency with which the system will send email notifications relating to each event type in TeamBinder. For example, it set to 30 minutes, if 20 Documents are uploaded to TeamBinder and these documents are released immediately, each recipient on the distribution matrix will receive one notification listing 20 documents rather than 20 notifications of one document each. The Document Download Expires in X Day(s) field is for use when sending email notifications to users to notify them of a new document. The value entered in this field will determine how long after the notification is created the users can download the document from that email notification. This is a default number of working days used to calculate the respond by date for transmittals based on the current date + number of days defined here. This is a number of days after which users will be required to change their password.
Document Download expires in X days (notifications)
Respond to Transmittals within X days. User Passwords expire within X days
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Field
Description
Document Register Defaults Minimum Document The minimum Document Length field is for use when validating Length document uploads. Send Document Comments to Enable redlining and comments after document review workflow completion Enable upload of additional View files by Review Coordinator within the release wizard Enable upload of additional View files by Originator for Restrained documents. Enable transmitting rejected documents to all users: Send automatic notifications to setup discipline matrix Include Reviewer comments when releasing documents Mail Register Defaults Enable use of Blind Copies (BCC) when sending mail Enable the changing of the status of mail of any user within a company by a user of the same company with Company mail access Allow private Live Mail issues Allow removing of allocated mails from Binders/Sections Maximum size of attachments for mail is Default settings for use when commenting on controlled documents from within the document register. The options are Originator, Review Coordinator, Recipients. [see Section 4.2.09] Used to enable the ongoing red-lining of and commenting against documents by users with access to them once the review workflow for them is completed [see Section 6.1.07]. This option if ticked enables the review coordinator to upload an additional view file to a document as part of the Document Release Wizard Process [see Section 6.2.07]. This option if ticked enables the document originator to upload additional view files to a document that is currently restrained and awaiting workflow activation [See Chapter 6]. This option if ticked allows enables the transmittal of Rejected documents to any user. By default the option is not selected and such transmittals are restricted to be sent only to the Document e Originator. This option if ticked will send an automatic email notification to the Project Administrator if an Un-Restrained Document is uploaded to a Discipline that has no distribution matrix defined. This option if ticked will select by default all reviewer comments and redlines when release documents via the Document Release Wizard. Used to enable the use of Blind Carbon Copies (BCC) by all users if required when generating mail. User to enable a user with company access to mail to change the status of the mail of any other user within the same company.
Tick this option to allow the creation of Private Live Mails. [See Section 3.7.02] This option can be used to allow or dis-allow users from removing mails from Binder/Sections once they have been filed there.
Enter a maximum size for file attachments to mail. Above this size the user will be warned when attaching files to mails that external contacts may not be able to receive the attachments due to the size. Integration with other Systems Activate Integration with Select Yes if TeamBinder is being used in conjunction with QA WebDocsPro Softwares WebDocsPro system on a project. WebDocsPro will be granted access to TeamBinder to transfer and synchronise data between the 2 systems. Activate Integration with Tick this option to enable uploading of Defects Lists from IDMS to IDMS TeamBinder [see Chapter 9].
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Chapter 12 Administration Notes: (a) Editing the Project Details is limited to the Project Administrator [see Section 12.4.01]. (b) The Project Number cannot be changed after project creation. (c) The Project List displays only users for which you are the Project Administrator. (d) Click on the Dashboard tab to edit the Contract Turnaround Period in days (used in the Management Summary).
12.1.04 Project Calendar

TeamBinder has a built in Project Calendar used by the system to derive default respond by dates in the Document, Transmittals and Workflow modules based on working days. By default the Project Calendar marks all Saturdays and Sundays as non-working days. To define additional days as non-working (eg Public Holidays) or to make Saturdays and/or Sundays working rather than non working, the calendar is edited and non-working days marked or un-marked as required.
To modify the calendar settings

1. From the Administration menu, select Project Calendar from the General group of options. 2. Select the month and year to review from the drop down lists. 3. To expand the date ranges that you can review, click the date hyperlinks at the bottom of the page, this will allow you to reset your date range to suit the project. The start and end dates of the project calendar should be the first and last day of the project start and end months respectively. 4. To mark a day as working on non working, right click on it and select either Mark as working day or Mark as Holiday as applicable. 5. To add an event to a day or perhaps the description for a holiday, right click the day and select Edit. Enter both a short description and a long description and click OK. Notes: (a) Maintenance of the Project Calendar is restricted to the Project Administrator. (b) Days which are greyed out on the calendar are Holidays/Non working days (c) Days which are white are working days. (d) The respond by dates which are calculated based on working days as defined by the Project Calendar are: Mail Respond by dates where a Default response period has been defined (see Section 3.1.06]. Transmittal Respond by dates where a Default response period has been defined [see Section 5.1.04]. Controlled Document Review Durations and hence required by dates.
12.1.05 Project Links

The Project Links section of TeamBinder can be used to reference useful web sites or downloadable files that may be useful for users on the project
To define Project Links

1. From the Administration menu, select Related inks from the General group of options. 2. On the right of the links screen, click the button labelled Add/Edit Links. 3. At the Links screen, click the New button to add a new link.
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Chapter 12 Administration 4. Enter the details of the link: The URL address will point the users to that web address or file when the link is clicked. The description will be displayed to users viewing the Links page.
5. Click OK. Notes: (a) Maintenance of Project Links is restricted to the Project Administrator.
12.1.06 Project Archives

Project Archives are available at any time to any company using TeamBinder on a project. For Projects using TeamBinder via the ASP model [see Section 13.1.01], Project Archives must be requested from, and are created by the Service Provider and charges apply. For Projects being self hosted [see Section 13.2.01] by a customer, Project Archives must be requested from and created by the self hosting company. A Project Archive for a company consists of the following: All mail generated by or received by the company. All documents the company uploaded or has access to. All comments and redlines made by the company against documents they have access to. All comments and redlines made by reviewers belonging to the company during workflows. All transmittals sent or received by the company. All packages created by the company. All Published reports belonging to the company. All Notifications sent to the company. The project address book.
The above data is archived to a storage media (normally one or more CDs), together with a copy of TBARCHIVE, QA Softwares unique application for viewing project archives. TBARCHIVE is a complete application enabling a company to view their project archive in a similar way to the way the information was viewed from within TeamBinder. TBARHIVE also includes a powerful Global Search engine to search for information within the Archive. TeamBinder Archives are far more than a companys data simply copied to CD. They are a full application on their own right for viewing project information belonging to the company. Contact QA Software for more information about Project Archives.
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12.2 Address Book

12.2.01 Overview
The Address book in TeamBinder is project specific and is structured in three levels: Company Types. Companies. Contacts.
There is also a sub level to Companies which is Departments, use of which is optional. The Address book contains the details of both all users of TeamBinder as-well as details of any external contacts who will receive or send information to users of TeamBinder but are not themselves TeamBinder users. The Address book should be populated directly after a project is created. Contact details can be entered into the Address book manually, imported from another project, or imported from MS Excel (requires the assistance of QA Software). Access to the Project Address book for the purpose of adding or editing contact details is restricted to the Project Administrator (for all contacts), the Company Administrator (for contacts within their own company), and Users of the Project Administrators company for the creation of External contacts. For customers using multiple TeamBinder projects, the concept of a Global Address book can be supported if required [see Section 12.6].
12.2.02 Company Types

Company Types in TeamBinder are used to group or select companies based on their business type or trade.
To create a new company type

1. From the Administration menu select Company Type Details from the Address Book group of options. 2. At the Company Type Details screen click the New button. 3. At the Add/Edit Company Types window, enter the new Type code and an appropriate title. 4. Click OK when done. Notes: (a) Maintenance of Company Types is restricted to the Project Administrator and users within their company. (b) You can print a list of company types using the Print or Preview buttons on the toolbar. (c) You can delete company types using the Delete button on the toolbar only if there are no companies with the Type allocated to them.
12.2.03 Companies
Companies in TeamBinder are used to group together contacts belonging to the same organisation or company. It is not possible to create a contact without first creating the company they belong to.
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To create a new company

1. From the Administration menu select Company Details from the Address Book group of options. 2. At the What Items do you want to see? window, click OK. 3. At the Company Details screen click the New button. 4. At the Add/Edit Company Details window enter the following information using the General Details and Options tabs: Field Description
Company Details
Company ID* The Company ID you assign will be used throughout the TeamBinder system and it is worthwhile preparing a procedure on how you will assign Company Ids before creating too many companies. A meaningful abbreviation for Company Ids is suggested. Eg QASOFT for QA Software. The Company Name. The type of company [see Section 12.2.02]. Use the + button to assign one or more trades [see Section 12.2.10] to the Company. The project fax-in number for the company which is used for the Integrated Fax-In service [see Section 3.10.01] and on default mail form headers. The project email address for the company which is used for the Integrated Email-In service [see Section 3.10.02] and on default mail form headers. Enter the Address Details for the Company which include: Address Line 1, Address Line 2, City, State, Postcode, and Country, Phone, Fax, and Website. The address details entered for the company are used as the default address for any contacts created within the company. ABN # Logo Upload Logo The business registration number for the company. The logo file for use on Mail and Reports. [see Section 3.1.09]. Use the Browse button to locate and upload your company logo for use on mail and other reports. Use the Remove button to remove a previous uploaded logo and the Customise button to customise the position of the logo on mail [see Section 3.1.09].
Company Name* Company Type* Trades Fax-in Number Email-in Address Address Details
Options
In Document Register: Show only documents users have access to. Show all documents.
Select between these options. The first option means that a user accessing the document register and/or reports will only ever see documents that the user has access to. Force users to file Mail in Binders and Sections Allow removing allocated mails from Binders/Sections Use this option to control the filing of mail into Binders and Sections for users within this company. The options are Never, Prompt, or Always. Use this option to control whether users can remove mails from Binders/Sections once they have been filed.
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Field Enable Personal Unregistered Mailboxes Allow uploading documents on behalf of other companies Only the Company Administrator can create users within this company Send confirmation to sender when processing unregistered mails. *Mandatory fields 5. Click OK when done.
Description Tick this box to activate Personal Unregistered Mail boxes for this company [See Section 3.6.02] Tick this box to enable this company to upload documents on behalf of other companies. Use this option to prevent the Project Administrator or other users belonging to this company from creating additional users within this company. Un-Tick this box to stop the sending of notifications from TeamBinder to the senders of unregistered mails (Fax-in and Email-in). [see Section 3.6.02]
Notes: (a) After creating a new Company you are prompted to add contacts to that Company if required [see Section 12.2.05] (b) You can print a list of companies using the print or preview buttons on the toolbar. (c) You can delete companies using the delete button on the toolbar as long as there are no contacts set up for the company. (d) Use the Add/Remove link under Notify Un-reg mail to select which contacts within the company (once they have been created) should receive notifications about the receipt of new un-registered mail addressed to the company email-in address. (e) The Company ID can be changed by the Project Administrator if required at any time. (f) If the company you have created is using WebDocsPro [see Section 13.4.01] rather than TeamBinder, you will also need to define the following values: WDHost. WDPath. WDConfigID.
Contact QA Software for assistance in setting these values.
12.2.04 Departments
Departments are a sub-level of Companies and can be used to group contacts within a company for the purpose of controlling access to Mail [see Section 3.1.05] and the management of Un-registered mail [see Section 3.6.01]. If management of access to mail or un-registered mail by Department is not required, there is no need to use Departments in TeamBinder.
To create Departments
1. From the Administration menu select Company Details from the Address Book group of options. 2. At the Company Details screen click the Add/Edit link under the Departments column against the company the Departments relate to. 3. At the Department Details screen, click the New button. 4. At the Add/Edit Departments window, enter a Department ID and Title and click OK. Notes: (a) The Fax Number and Email address for a Department for use with Un-registered mail can only be assigned and configured by QA Software.
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Chapter 12 Administration (b) After creating a new Department you are prompted to add contacts to that Department if required [see Section 12.2.05] (c) Use the View Contacts button to see the contacts related to a Department when in the Add/Edit Departments window. (d) The Notes field can be used to store a text string that can be used for example on custom mail forms to create a Department based mail footer. (e) Use the Add/Remove link under Notify Un-reg mail to select which contacts within the department (once they have been created) should receive notifications about the receipt of new un-registered mail addressed to the department email-in address.
12.2.05 Contacts
Contacts are used throughout the TeamBinder System in all modules. All Contacts are maintained via the Address book regardless of whether they are users of TeamBinder or Contacts External to the system. Contact details are either entered directly into the address book or can be imported from another project. Maintenance of the Project Address Book is restricted as follows: The Project Administrator can generally create contacts in any company. A Company Administrator can create contacts within their own company. Users of the Project Administrators company can generally create contacts in any company. A Company Administrator can restrict creation of contacts in their company to only themselves.
It is not possible to create a contact without first creating the company they belong to [see Section 12.2.03].
To create a contact
1. From the Administration menu, select Project Address Book from the Address Book group of options. 2. Select the company the new contact belongs to at the filter (What items do you want to see?) screen and click OK. 3. Click the New button on the toolbar. 4. At the Add/Edit Contact Details window enter the following information: Field Contact ID* Title* Type First Name* Last Name* Company ID Company Position Description This ID must be unique within the company. A typical ID is Initial + Last Name. For example JBLOE for Joe Bloe. Select the correct Title for the contact from the drop down list. [See Section 12.2.09] Company Type. First name of the contact. Last name of the contact. The ID of the company the contact belongs to. The name of the company the contact belongs to. The position the contact holds within the company they belong to.
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Field Phone, Mobile, Fax
Description Enter these contact numbers. The Fax number is used both by the Integrated Fax-Out service [see Section 3.10.03] and the Fax-In service [see Section 3.10.01]. Enter the email address for the contact. This is used when sending mail and notifications by email and also by the Integrated Email-In service [see Section 3.10.02]. Use the Validate button to validate the email address entered.
Email
Address Details
Enter the Address Details for the contact which include: Address Line 1, Address Line 2, City, State, Postcode, and Country. Tip: When creating the first contact within a company, ensure you complete the address details as fully as possible as you can then use the New Duplicate option to create further contacts and save the retyping of the same or similar address details.
Remarks Department External Contact Preferred Send Method
Free form text field for any remarks about the contact. Select the Department the contact relates to (optional) [see Section 12.2.04]. Tick this box to make the contact an External Contact [see Section 12.2.07]. Choose between Email and Fax as the default send method for the contact. See also Sending Mail [Section 3.3.03]. This is applicable for External Contacts only. Tick this option if you would like transmittal notifications sent to you to also have the document view files they refer to attached as a zip file (in addition to the facility to access and download the view files directly from the transmittal using the hyperlinks provided). Tick this box to make a contact/user Inactive. This contact will no longer appear in the address book when the address book is viewed by other users when creating mail, transmitting documents or anywhere else the address book is used. [see Section 12.3.04]. Tick this box to include Inactive contacts in filters when running reports or queries. Tick this option to restrict the users/contacts that this contact can communicate with [see Section 12.3.05]. Enter a password for the new contact. Click the Set Password button and enter, then confirm the password for the contact/user and click OK. Tip: Set the password as equal to the Contact ID initially and send a message to the contact to change their password after first login.
Attach view files to transmittals
Make user Inactive
Include Inactive contacts in filters Restricted User Set Password
Force user to change password on first login
Forces new users assigned to a project to change their allocated password to one of their own choice the first time they login to the project.
*Mandatory fields Fields generated by the system 5. Click OK. TeamBinder User Guide Page 197
Notes: (a) You can print a contact register using the Print button. (b) You can delete contacts using the Delete button on the toolbar as long as they have not made any transactions in any TeamBinder Module. It is also necessary to first make them in-active. (c) To help when maintaining a long list of contacts you can use the filter button to control the list of contacts displayed. (d) Contact Ids can be changed at any time (as long as the user is not logged in) by simply edited them and clicking Save. (e) Use the Detail Filter option when accessing the Address book and the What items do you want to see? screen if required to apply a more advanced filter on the address book. (f) The Address book screen can be customised using the Customise button. (g) Restricted Users are displayed in blue at the Address book screen. (h) Inactive Contacts are displayed in grey at the Address book screen. (i) Information about the security/access setup for the contact can be viewed (and maintained) from within the address book using the following Tabs: User Security Discipline Matrix Review Teams [see Section 12.4.03] [see Section 4.1.09] [see Section 6.1.06]
(j) Use the New Duplicate button to create a new contact with the same security settings as an existing contact. You will be prompted to duplicate the security settings. (k) The Send Login Info button can be used to send a new user their login information. (l) The Set User Preferences button can be used to go directly to the User Preferences screen for selected contacts if these contacts have already been activated as Users. (m) Additional fields on the Address book screen can be made mandatory if required [see Section 12.4.10].
12.2.06 Favorites
Users can select from the complete Address book the contacts with whom they correspondence most frequently and group these into a Favorites list. The use of Favorites in the TeamBinder mail module reduces the time required to select the distribution for outgoing mail.
To create a Favorites list

1. From the Administration menu, select Favorites under the Address Book group of options. 2. From the company drop down list, select the company in which the contact(s) reside that you wish to add to your favourites. 3. Using the tick boxes and arrow keys, move your favorite contacts from the left to right of the page. 4. Repeat Steps 2 and 3 for additional contacts. 5. Click Save and Close. Notes: (a) See Create New mail [Section 3.3.02] for details on how to use Favorites when composing Mail.
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12.2.07 External Contacts

External Contacts are people involved in a TeamBinder Project whom you wish to send mail or documents to but who for whatever reason are not going to be Users of TeamBinder. The details of External Contacts must be setup in the Project Address book in the same way as for users of TeamBinder. They are then flagged as being External Contacts [see Section 12.2.05]. Creation of External contacts is restricted to the Project Administrator, any user belonging to the same company as the Project Administrator, and Company Administrators (within their company only). The following differences to the standard TeamBinder business processes apply to External Contacts: If mail is sent to an external contact, the person receives the mail itself as an email rather than receiving an email notification about the mail as is the case for TeamBinder users. A copy of all mail sent to an external contact is maintained in the Inbox of the contact in case they ever change from being an external contact to a full TeamBinder User. If an external contact replies directly to a mail received from TeamBinder, the mail is automatically routed back into the TeamBinder project un-registered mail box for processing (see processing incoming emails).
All other notifications generated by TeamBinder such as Transmittals operate normally for external contacts. An External contact can be changed to a TeamBinder user at anytime and will see all mail and transmittals sent to them as though they had been a TeamBinder user from the beginning.
12.2.08 Contact Groups

Contact Groups are predefined distribution sets for Mail and Transmittals. They are setup on a per user basis (although a Contact Group setup by one user can be made available to other users from within the same company if required). Contact Groups enable standard distributions to be used to quickly populate the distribution list for an outgoing mail or transmittal. Note that before a Contact can be added to a Contact Group, the contact must first exist in the Address Book.
To setup a Contact Group

1. From the Administration menu, select Contact Groups from the Address Book group of options. 2. Click the New button. 3. Enter the Group ID and Group Title. 4. If you want the Contact Group to be available to other users from your company, tick the box labelled Make this group available for the users from my company. 5. Click OK. Your newly created Contact Group will be shown in the list. 6. To add contacts to this distribution group, click the Add/Remove link under Contacts. TeamBinder User Guide Page 199
7. Move the contacts to add to your Group from the left of the screen to the right into either the TO, CC or BCC boxes 8. Click the Save button. 9. Click the Close button. Notes: (a) The BCC option at step 7 will only be available if the use of Blind Copies has been activated on the Project [see Section 12.1.03]. (b) All contacts in a contact Group are considered as TO values when using a Contact Group with the Transmittals module. (c) To use a contact group with mail, see [Section 3.3.06]. (d) Contact groups can be edited by Project Administrators (All) and Company Administrators (for groups set up by users within their company).
12.2.09 Contact Titles

Contact Titles (such as Mr, Mrs) are maintained in a Configuration table and are used to populate the drop down list for Titles in the Address Book.
To Add/Edit Contact Titles

1. From the Administration menu, select Configuration Tables from the General group of options. 2. Select Titles from the drop down list in the top right hand corner of the screen. 3. Use the toolbar to add new records, delete records or edit existing records.
12.2.10 Trades
A configuration of table for Trade values is available to enable categorisation of companies within a TeamBinder project. Companies can be allocated more than one Trade. To define the Trade values: 1. From the Administration menu, select Configuration Tables from the General group of options. 2. Use the drop down list in the top right hand corner of the screen to select Trades as the table to work with. 3. Use the toolbar to add new records, delete records or edit existing records.
12.2.11 Import Address Book

Company and Contact details can be imported from other TeamBinder Projects the Project Administrator has access to.
To import an Address Book

1. From the Administration menu, select Import Address Book from the Address Book group of options. 2. Enter your login details for the project that you wish to import from and click Next. 3. Select the project that you wish to import contacts from the drop down list and click Next.
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Chapter 12 Administration 4. Select the company that you wish to import contacts from. Note you can filter the companies available using the Type and Trade drop down lists. 5. Move the contacts that you wish to import from the left to the right of the page. 6. Repeat steps 4 and 5 for additional contacts. 7. Click Next and then Finish. You will receive a message advising that the import has been completed successfully. Notes: (a) Once imported, there is no link maintained between the contact details contained in the current project with the project the contacts were imported from.
12.3 Users
12.3.01 Creating Users
Project participants requiring access to the information in TeamBinder and the ability to send communications, upload documents, generate transmittals, etc must be defined as TeamBinder users before this is possible. The process of creating a new user involves: Adding the person to the Address Book [see Section 12.2.05]. Allocating the person a password [see Section 12.2.05]. Assigning the person to a Mail Security Group [see Section 12.4.02]. Setting the persons access levels to the various modules of TeamBinder [see Section 12.4.03]. Adding the person to the discipline based distribution matrix (optional) [see Section 4.1.09].
A user can be created in any of the following ways: Step by step using the various menu options to complete the above process. By using a Create User Wizard [see Section 12.3.03] that walks you through all the steps necessary to create a user and configure their access to the system (recommended). Directly from within the Address Book.
Note that the minimum steps required to enable someone to login to TeamBinder are to add them to the Address Book and allocate them to a mail security group.
To Create a new User

Assuming the user to be created is already in the Address Book as a contact [see Section 12.2.05]: 1. From the Administration menu, select Allocate Users to Mail Security Groups from the Security group of options. 2. Select a Mail Security Group from the drop down list. This is the mail security group that the user you are about to create will be assigned to. 3. Select the company that the new user belongs to from the drop down list. 4. Select one or more contacts from the selected company to assign as users by ticking them. 5. Click the Move selected record(s) arrow button to set these contacts up as users. 6. Click the Save button and then Close button when done. TeamBinder User Guide Page 201
Chapter 12 Administration Notes: (a) The Mail Security Group a user belongs to can also be selected via the User Security tab in the Address Book when editing the details for a user/contact. (b) Creation of Users is restricted as follows: The Project Administrator can create Users in any company unless the Company has prevented this by activating the option to restrict creation of users in their own company to only their own Company Administrator. Company Administrators can create Users in their own company only. Users belonging to the same company as the Project Administrator can create Contacts in any company (unless this is restricted by the Company as for the Project Administrator) but cannot make these Contacts into Users.
(c) The new User(s) will now be able to create, send and receive Personal mail as per the setting of the Mail Security Group allocated [see Section 12.4.02]. (d) The new User(s) will be able to upload documents to TeamBinder using XLUPLOAD for Disciplines their company has the authority to upload. (e) Users created by the above method will inherit the default minimum access levels to each module of TeamBinder which are: Standard Mail Un-Registered Mail Binders and Sections Documents Packages Transmittals Published Reports Defects Personal Mail Only None None View None Company None None
To adjust the settings for any of the above, use the Configure User Access to Modules option under the Administration menu [see Section 12.4.03] or via the Address Book and Security Settings tab. See the Security Issues section of the documentation for each module to understand the implications behind the available user access options for each module.
12.3.02 Passwords
Access to TeamBinder is controlled by the use of User Ids and Passwords and 128 bit SSL Encryption during the login process to protect this information. Users can change their own passwords at any time as follows: 1. From the Administration menu, select Change Password from the Security group of options. 2. Enter your existing password. 3. Enter your new password and reconfirm it by entering it again and then click OK. Notes: (a) Users may be forced to change their password on first login into the system (if the administrator activated this requirement when creating them as a contact) [see Section 12.2.05]. (b) Users may be forced to change their password periodically based on a project setting for the interval before passwords expire [see Section 12.1.03]. (c) Changing your password in the current project changes it for all other projects you have access to with the same password.
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Chapter 12 Administration (d) The Project Administrator can use the above menu option to change the password of any user. In this case Step 2 is not required. (e) A company Administrator can use the above menu option to change the password of anyone in their company. (f) If a User forgets their password they should click the Forgot Password link at the login screen. They will be automatically send a new random password by email (using the email contained in the address book for them) which they will be forced to change on their next login to TeamBinder.
12.3.03 Create User Wizard

While creating a user who is already a contact in the Address book and requires access only to the mail module of TeamBinder can be done quickly via the Create new user option [see Section 12.3.01], the Create User Wizard is the preferred option for creating and configuring users in TeamBinder as you are stepped through all the necessary options to ensure the user can access and receive the information they required. The create user wizard both simplifies and automates the steps necessary to create new TeamBinder Users.
To use the Create User Wizard

1. From the Administration menu select Create a New User from the Security group of options. 2. At the Welcome screen, click Next. 3. Choose between the following two options and click Next. Create a New User from scratch (go to step 6). Select an existing contact to turn into a user (go to step 4). Import Contact from another project (not currently available).
Select an existing contact to turn into a user 4. Select the existing contact from the address book using the mover arrows to move them from the left to the right of screen and click Next. 5. Go to step 13. Create new user 6. Choose between the following two options and click Next. Select from an existing company (go to step 7). Create new Company (go to step 9).
Use existing company 7. Select the company the person belongs to and click Next. 8. Go to Step 10) Create new company 9. Enter in the new company details [see Section 12.2.03] and click Next. Enter user Details 10. Enter the details for the new user. Mandatory fields are marked with a red asterisk [see Section 12.2.05].
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Chapter 12 Administration 11. Enter a password for the user and re-enter to confirm and then click Next. Tick the Assign Password Later option if you will assign the password later. 12. Choose between the following two options and click Next. Create more users (go to step 6) Continue to set up the users security and access settings (go to step 13).
13. Select the security group that you wish to assign the user to and click Next. If you wish to assign all users on the screen to the same security group, click the tick box labelled Assign to all. 14. Configure each users access rights for each module of TeamBinder and click Next. (The access rights are explained in the Security issues section of this documentation for each module). If you wish to assign all users on the screen to the same access rights, click the tick box labelled Assign to all. 15. Choose between the following 2 options and click Next. Set up the Discipline matrix now (go to step 16). Setup the discipline matrix later (go to Step 17).
Setup the Discipline matrix 16. Assign that user access to particular disciplines and file formats by moving the appropriate disciplines from the left to right of the screen, then ticking the appropriate view file boxes [see Section 4.1.09]. Click Next when done. Note: If you have selected multiple users, these disciplines and access permissions will be assigned to all users 17. Select whether you want a copy of the welcome notifications sent out to the new users to be sent to your normal email address and click Finish. Each User added through the wizard (with an email address) will receive a welcome notification that: Informs them they have been added as a user to the TeamBinder Project. Includes their login details and password. A link to download the TeamBinder Guided Tour, ideal for new users to gain an understanding of the System.
The sending of these welcome notifications is optional and can be controlled at the final page of the create user wizard.
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12.3.04 User Maintenance

The following maintenance on users can be performed at any time during a project: Re-configure a Users security settings via Mail Security Groups, Configure User Access to Modules, Inclusion in the Distribution Matrix etc. Change the Users ID: Simply edit the ID in the Address book. De-activate the user: Tick the Make user-inactive box within the Address book for the user. This will remove the users login facility and will disable the ability for other users to send them mail, transmittals, or packages. It will also remove their access to documents. When deactivating a user it is important to also: Switch off notifications for the user. Delete them from the discipline based distribution matrix. Remove them from the security group they are assigned to
Note that if an In-active contact is made Active again, you will be prompted to re-install their previous access levels to TeamBinder.
12.3.05 Restricted Users

A restricted user in TeamBinder is a user who only sees a limited section of the address book when working in the various TeamBinder modules. This may be required for privacy reasons. This option can also be used for example to restrict a subcontractor to only being able to communicate with the prime contractor and not the engineering consultants or the client.
To make a User Restricted

1. From the Administration menu, select Project Address Book from the Address Book group of options. 2. Select the Company the user belongs to and click OK. 3. Locate the person and click on them to edit their details. 4. Tick the Restricted user option [see Section 12.2.05]. 5. Click Save and then Close to return to the address book listing. 6. Now click the Set Special Access link to the right of the contact name. 7. Select the first company you want the user to be able to see in the address book. 8. Select the contacts within the company by using the arrow mover buttons. 9. Repeat steps 7 and 8 for additional companies and contacts. 10. Click Save and then Close when done. Notes: (a) Restricted Users are displayed in blue in the address book.
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12.4 Project Administrator

12.4.01 Overview
The Project Administrator in TeamBinder plays an essential role in: Configuring the Project Details [see Section 12.1.03]. Populating the Configuration Tables for each module. Setting up Company Types and Companies [see Section 12.2.02 and 12.2.03]. Assigning which companies can upload documents [see Section 12.2.03]. Entering initial contacts into the Address Book [see Section 12.2.05]. Setting up the System Security [see Section 12.4.02]. Creating the first users [see Section 12.3.01]. Assigning Company Administrators for ongoing system administration for users within their companies [see Section 12.4.04].
The Project Administrator is assigned to a Project during the Project creation process but can be changed to any TeamBinder user within a project at any time by the existing Project Administrator.
To change the project administrator

1. From the Administration menu, select Assign Project Administrator from the Security group of options. 2. Select the Company of the new Administrator. 3. Select the Contact to become the Administrator. Notes: (a) To see who is the Project Administrator for your project, from the Administration menu select Contact Administrator from the General group of options. (b) The Role of Project Administrator can be assigned to more than one user within the same company by using the Assign Multiple Project Administrators option under the Security group of options from within the Administration menu.
12.4.02 Mail Security Groups

One of the ways TeamBinder manages security within the Mail module is by the use of Mail Security Groups. A Mail Type Security Group controls the access to mail types by users allocated to the group and is the minimum setting to makes a contact a user of TeamBinder There is no limit to the number of Mail Security Groups that can be configured. However a default Open User group cannot be edited and should be applied only to users who require full access to all mail types (subject still of course to Personal Mail/Company mail access and other TeamBinder security and privacy principals).
To create a Mail Security group

1. From the Administration menu, select Define Mail Security Groups from the Security group of options.
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2. Click the New button. 3. Enter a Group code and Title. 4. Click OK when done.
To configure the Mail Type access for a Mail Security Group

1. From the Administration menu, select Configure Mail Security Group Access from the Security group of options. 2. Select a Group Level to work with. 3. Using the tick boxes provided, configure the access to each mail type as required. The options are: Read (gives the user access to view but not create mail of this type). Write for Review (gives the user access to both view and create mail of this type for review but restricts the ability to send mail). Write (gives the user access to view, create and send mail of this type).
If none of the above options are ticked, users belonging to this security group will have no access to the mail type. Notes: (a) The settings for the Open User level cannot be changed. This level is used to provide Project Administrators with full access to all mail types within TeamBinder mail boxes. (b) Security Levels are allocated to users either via the Create User Wizard [see Section 12.3.03] or via the Allocate User to Mail Security Groups menu [see Section 12.3.01], or directly from within the Address book using the User Security tab.
12.4.03 Configure User Access to Modules

Access to the various modules in TeamBinder can be controlled on a per module basis using the Configure User Access to Modules option. Note that all new users get the minimum access to each module available by default.
To modify the access for a User

1. From the Administration menu select Configure User Access to Modules from the Security group of options. 2. Select the company the user belongs to. 3. Adjust the access to modules as required. Notes: (a) Details of the implications of access levels to each TeamBinder module are included in the Security Issues section of documentation relating to the module: Mail Module Security Issues [see Section 3.1.05]. Documents Security Issues [see Section 4.1.11]. Transmittals Security Issues [see Section 5.1.05]. Packages Security Issues [see Section 7.1.03]. Published Reports Security Issues [see Section 11.1.02]. (b) Management of user access is restricted to Project Administrators for all users and Company Administrators for users within their company. A company administrator cannot assign access for a user to a module higher than the own access level.
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12.4.04 Assign Company Administrators

While it is possible for a Project Administrator to manage all administration functions within a TeamBinder Project, by assigning a Company Administrator within each participating company, the administrative burden of the Project Administrator is greatly reduced. Company Administrators can perform the following tasks for users within their own company: Create new users. Edit contacts details within a project address book. Enable/Disable users. Change user passwords. Creating new mail security group titles. Modifying mail security group definitions for groups they have defined. Configure access to the discipline based distribution matrix. Approve/Reject document subscriptions. Grant access to documents via the grant access wizard. Note that the power of a Company Administrator is limited to only the access and security levels that the Company Administrator themselves have been assigned. For example if the Company Administrator has access to only Architectural Documents and no access to Transmittals, then users within that company cannot be assigned access to documents of another discipline or be given access to generate transmittals.
To assign Company Administrators

1. From the Administration menu, select Assign Company Administrators from the Security group of options. 2. Apply a filter to select the company(s) as required and click OK. 3. Click on the company to assign an Administrator for. 4. Select the required Contact to be assigned as the Administrator from the drop down list and click OK. Notes: (a) The contact selected will now appear against the company as the company administrator (b) The company administrator will need to be notified by email outside of TeamBinder of this change in status. (c) Only the project administrator can assign company administrators.
12.4.05 Processing Subscription Requests

A Subscription Request is a request by a TeamBinder user for access to a document or document format to which they do not currently have access. Subscription requests are processed by either the Project Administrator or Company Administrator.
To process subscription requests

1. From the Administration menu, select Approve Document Subscriptions from the Documents group of options. The latest subscription requests awaiting your action are listed. To approve document subscriptions: 2. Select one or more subscription requests by ticking the boxes next to the document numbers (note that each request is by a user for a particular document). TeamBinder User Guide Page 208
Tip: Click on the column headings to sort the data in the most suitable way. 3. Tick the file formats against each document that the user will be able to access/download. The options are: DWG: Tick this box if the user should be allowed to download documents of the selected discipline in AutoCAD DWG format. PLT: Tick this box if the user should be allowed to download documents of the selected discipline in AutoCAD Plot File (PLT) format. TIFF: Tick this box if the user should be allowed to download approved documents of the selected discipline in TIFF format. 4. Click the Approve Subscriptions button on the toolbar. Notes: (a) To reject a document subscription request, simply click the Reject Subscriptions button at step 4 above. (b) An email is sent to the user requesting the access notifying them of your decision. (c) Click the Comments button to enter a message in regard to your decision. To include the message with the email sent to the user advising them of your decision, tick the Add this comment(s) to the notification box. (d) To see previously approved subscription requests, select Approved Subscriptions from the drop down list. (e) To see previously rejected subscription requests, select Rejected Subscriptions from the drop down list.
12.4.06 Assigning Access to specific Documents

Access to documents in TeamBinder is normally assigned automatically via the Discipline based distribution matrix; transmittals; packages; workflows; and or subscriptions. It is however possible for the Project or Company Administrator to give access to a specific document or document format without any of the above processes being involved.
To assign access to a document

1. From the Administration menu, select Assign Document Access Wizard from the Documents group of options. 2. At the welcome screen click Next. 3. Select the User(s) to assign document access for by first selecting the company and then using the right arrow buttons to select the contacts. Click Next when done. 4. Apply any filter conditions required to locate the documents to assign access for and click OK. 5. Select the documents by clicking the formats for each document to grant access to. 6. Tick/Un-tick the option to Grant Access to previous and future revisions as required and click Next. Note: Use the Show selected only box to check the documents you have selected. 7. Click Next and Finish to complete the process.
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12.4.07 Change Document Access

Users who have gained access to documents in TeamBinder via transmittal get access to new revisions of the same documents by default unless the option to Notify recipients of future revisions was un-ticked. A users access to future a revisions of one or more documents can be removed using the Change Document Access wizard.
To Remove Access to future revisions of a document

1. From the Administration menu, select Change Document Access from the Documents group of options. 2. Choose between By User or By Document as appropriate. The choice depends on whether you are going to remove the access to future revisions to a document for multiple users (By Document) or to multiple documents for a single user (by User). 3. At the Filter screen, if you chose By User at step 2, select the company and user. If you chose By Document at step 2, enter the Document details in the filter fields. 4. Click OK 5. At the Change Document Access grid, tick the Stop Future Revisions box against the required document + user combinations.
Notes:
(a) Use of this wizard is restricted to the Project Administrator for outgoing transmittals regardless of the sending or receiving company. (b) A Company Administrator can use this wizard to stop the receipt of future revisions of documents received by transmittal to any user in their company.
12.4.08 Plain Text Email Notifications

TeamBinder notifications use the latest HTML technology for formatting purposes. The use of HTML enables the notifications sent by TeamBinder such as mail (for external contacts), mail notifications, document notifications, transmittals etc to appear in a high quality format rather than as unformatted text. However some Email systems do not support HTML formatted emails and hence TeamBinder notifications may not be displayed correctly by customers using such an email system. TeamBinder overcomes this problem by supporting plain text email notifications for such customers. In this case the notification will be rendered in plain text rather than HTML and sent to the contact in this way, ensuring the message/information is clear.
To activate plain text emails for a contact

1. From the Administration menu, select Project Address Book from the Address Book group of options. 2. Apply any necessary filters and click OK. 3. Locate the required contact and edit their details by clicking on them. 4. In the email field, enter the email address for the contact with a suffix -text, minus the quotation marks. For example if the contacts email address is frank@houston.com you would change this to frank@houston.com-text TeamBinder User Guide Page 210
TeamBinder automatically recognises such email addresses and sends all notifications to them plain text.
12.4.09 Broadcasts
A Broadcast is a means of sending an email notification to all users of TeamBinder on a project.
To send a Broadcast
1. From the Administration menu, select Broadcast Message from the General group of options. 2. Enter both a Subject and Broadcast Messages and click OK. Notes: (a) The broadcast message will be sent as an email notification to all active TeamBinder users for the project. (b) Sending of broadcasts is restricted to the Project Administrator.
12.4.10 Defining Mandatory Fields

The screens relating to data in the TeamBinder modules for Mail, Documents, Transmittals and the Address Book have a number of pre-defined mandatory fields. Additional fields can be made mandatory at these screens if required. 1. From the Administration menu, select Configuration Tables from the General group of options. 2. Select Mandatory Fields from the drop down list in the top right hand corner of the screen. 3. Click on any of the available fields listed that can be made mandatory and at the Edit Mandatory field window, tick the Mandatory box and click OK.
12.5 Managing new Company Registration Applications

12.5.01 Overview
Companies requiring access for their project staff to a TeamBinder project can either: Send the details of their company and users to the Project Administrator by email and the Project Administrator then adds the Company and Users to the Address Book and configures their access etc from within the Administration menu of options, OR Complete an on-line registration to request access to TeamBinder [see Section 12.5.02] which is then approved and Activated by the Project Administrator using a Wizard [see Section 12.5.03]. The second option above minimises the work required by the Project Administrator and puts the onus for populating contact details etc onto the company requesting access.
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12.5.02 Applying to join a TeamBinder Project

Companies requiring access to a TeamBinder project should: 1. Use the Internet to go to the www.teambinder.com home page. 2. Click on the Register option on the left hand menu. 3. Enter their full company name in the Company field. 4. Select a company type 5. Type the name of the project to be joined. It is possible to type several project names if required using commas to separate them. 6. Enter the details of the Primary Contact within their company in the fields provided. This includes entering a preferred password. 7. Click the Add more Contacts button to enter the details of additional contacts within their company that will require access to TeamBinder. 8. Click the Submit button when finished. An email will now be sent to the Project Administrator of the Project requested, who will either accept or decline the request [see next section].
12.5.03 Processing Registration Applications

On receiving an email from a company requesting registration into a TeamBinder Project, the Project Administrator should use the Register Joining Company Application wizard to process the application as follows: 1. Login into the TeamBinder Project concerned. 2. From the Administration menu, select Register Joining Company Application under the Security group of options. 3. At the Welcome screen, click Next. 4. Select the company to accept the registration for. Note that the drop down list contains a list of companies requesting registration into your TeamBinder project that you have not yet processed. 5. Edit the Company Type if required and click Next. 6. The company details will be populated based on the information entered by the company requesting registration. Edit if required and click Next. 7. At the Approve User Details screen, check the details of the contacts that the company has requested to be added to the Project by clicking the Edit Contact option if required. 8. Assign a User Group to each contact. 9. Tick the Approved box against each contact to be added to the project and click Next. 10. At the Assign User Access screen, select the access levels for the approved contacts to each module of TeamBinder and click Next.
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Chapter 12 Administration 11. At the Distribution Matrix screen, set up the access to controlled documents on a per discipline basis as normal. The access provided here applies to all the approved contacts from the registering company. Click Next when done. 12. At the final page of the wizard, click Finish. Notes: (a) To register more companies, tick the option Setup more users at the finish page of the wizard. (b) The approved contacts will be sent their login details automatically by email. (c) By default, you as the project administrator will get a copy of this email. Un-tick this option if required at the finish page of the wizard.
12.6 Using a Global Address Book

12.6.01 Overview
A Global Address book can be provided to customers with multiple TeamBinder Projects to enable the centralisation of the process of maintaining contact details The Global Address book is maintained via a special project (created on request by QA Software). This project is then linked to other active projects. In overview the way the Global Address Book works is as follows:
Global Address Book:

New Company Types, Companies and Contacts can be imported or manually entered into the Global Address Book. If manually entered, the user is prompted whether to post the new contact information into selected or all linked projects. If imported, the imported information can be posted to selected, or all linked projects via an Export contacts option. In both the above cases, a link is then maintained between the details for the contact in the Global Address book and the details for the same contact added by this process in the linked projects. If information is changed in the Global Address Book it is auto updated in the linked projects for linked contacts.
Linked Projects:
If new contacts are added in a linked project, they are automatically added to the Global Address Book (assuming they dont already exist there) and a link is established. If new contacts are added in a linked project that already exist in the Global Address book the user is prompted to use the details from the Global Address book and a link is established. If linked contacts are updated in a linked project address book, then the details are automatically updated in the Global address book and in other linked projects where the same contact is linked back to the Global Address Book.
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12.6.02 Getting Started with the Global Address Book

The first step in activating a Global Address book is to make a request to QA Software to setup a Global Address book project for your company. Once setup, all active projects in use by the company will be automatically linked to the Global Address Book Project. However existing contacts within linked projects will not be linked to any contacts added to the address book. For existing customers with multiple projects it is recommended that the address books from linked projects are imported into the Global Address book starting with the project with the largest address book and work down to smaller projects. QA Software can then assist with building the links for existing contacts in linked projects back to a Global Address Book as the import process FROM a linked project TO the Global Address book does not build an automatic link. Access to the Global Address Book project is restricted to project administrators and users from their company. In the following sections, the use of the Global Address book is described in terms of contacts. However everything that applies for contacts applies equally for companies and company types. I.e. all three elements of the Address Book (company types, companies and contacts) are integrated with the Global Address book.
12.6.03 Populating the Global Address Book

The project Administrator for the Global Address book project can populate the Global Address book using any of the normal methods: Manual entry Import from a linked project.
When a contact is created manually in the global address book, the user will be prompted to add the contact to one or more linked projects. If contacts are added to linked projects in this way then a link is established between their entry in the linked projects and their entry in the Global Address book, enabling easy maintenance [see section 12.6.05]. Once the Global Address book is populated, the Project Administrator can export the address book information to selected, or all linked projects, thus updating them with any contacts that are not already in their Address Book.
Notes:
(a) When manually adding to or exporting contacts from the Global Address book, the links to contacts in the linked projects will be created for new contacts only. Contacts that already exist in the linked project that are not already linked to the Global Address Book will not be linked by the either process. (b) Users with access to the Global Address book but who are not assigned as Project Administrators can add contact details to the Global Address book but cannot post these directly to linked projects. The posting must be done by the Project Administrator using Export contacts option:
12.6.04 Creating Contacts in a Linked Project

When creating contacts in projects that are linked to a Global Address book the new contacts are automatically added to the Global Address Book. The posting of this new contact to other linked projects must be done from within the Global Address Book.
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Chapter 12 Administration If the new contact already exists in the global address the user will be prompted to use the address details for the new contact from the Global Address book. If they accept this option a link is made between the contact details. If they manually enter the address then this entry for the contact will not be linked to the Global Address Book. When importing contacts from the Global Address Book project into the current project, any imported contacts are auto linked back to the Global Address Book.
12.6.05 Maintaining the Global Address Book

If the Global Address Book is updated with changes to contact details, then linked projects are automatically updated with the changes (for those contacts within the linked projects that are linked to the Global Address Book). If the contact details for a contact in a linked project are updated, then the Global Address book will be automatically updated as will the same contact in other linked projects. Note for new projects created, the contact details in the new project should be imported from the Global Address Book for the links to be automatically built. Deleting Contacts: If a contact is deleted from the global address book, the administrator will be prompted to delete the contact from all linked projects. If they choose yes to this prompt, the contact will be deleted from those projects as long as they have no transactions in the project. If they have transactions within a project they are not deleted and the link to the Global Address Book is broken. If a contact is deleted from a local project linked to a Global Address book project, the Global Address Book is not affected. Making contacts Inactive: This is treated in a similar way to Deleting contacts above.
12.7 Reporting
12.7.01 Overview
There are a number of standard reports available in TeamBinder related to Administrative functions. The Standard reports are accessed by: 1. Select Reports from the left hand menu. 2. Click on Standard Reports. 3. Select Administration from the Report on drop down list. The reports available are: Session Log* Project Statistics Report Notifications History By Notification Type
*Note this report is located outside of the Administration report group currently and is listed at the reports screen after selecting Reports from the left menu at the Dashboard. 4. When running any of these reports you will be prompted to apply a filter. Build an appropriate filter if required and click OK to run the report. Notes: (a) Reports can be output to the screen or to a CSV file (which can be then imported into MS Excel or MS Word). (b) See also Generating Standard Reports [Section 10.1.02]. (c) See also Customizing reports [Section 10.2.01]. TeamBinder User Guide Page 215

Report Group: 01 - Address Book 001 Address Book - by A simple address list report of all contacts (with Contact ID Company ID & in brackets) in the address book sorted by Company and Contact ID User. 005 Address Book - by Company ID & Last Name Address Book - by Contact ID Address Book - by Last Name Address Book - by Company Type Address Book by User Type Similar to Report 001 but sorted by Company and Last Name of the contact. Similar to Report 001 but sorted by Contact ID. Similar to Report 001 but sorted by Last Name of the contact. Similar to Report 001 but sorted by Company Type.
010 015 020 025
This is a useful report to print our User Details with filter options for: External contacts Restricted Users Users Allocated to Security Groups Users who are not external contacts and are not yet allocated to a security group Report Group: 02 - Administration 001 Session Log The session log report allows Administrators to generate a report two see who has logged in and out of TeamBinder and when they have done this. When running this report the administrator can easily filter on a particular company and or user and specify a date range over which to run the report. Note: This report is located outside of the Administration group currently and is listed at the reports screen after selecting Reports from the left menu at the Dashboard. 010 Project Statistics Report This report details the total number of work items in each TeamBinder module based on a large number of options. When running this report the administrator can choose between: Summary Detailed Custom: This option allows for the selection of a Summary and Detailed Statistics on a per module basis.
They can then choose which modules to include on the report from Documents, Mail, Packages, Transmittals, Published Reports, and Address Book. Finally select a date range for the report.
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Report No. 010 Contd.
Title Project Statistics Report
Description
The Summary report includes for example: For Documents: Total number of All revisions; Total Currently Restrained, Total Awaiting Review, Total Awaiting Release, Total Approved; Total Rejected etc. For Mail: Total items in each mailbox. For Transmittals: Total number of transmittals; Total with response outstanding etc. For Administration: Numbers of users with each access level to each module. The Detail report includes for example: For Documents: Average Target, Total and Actual Review Durations, Subscription request details etc. For Mail: Totals for each mailbox by Mail Status. For Transmittals: No. of Recipients with superseded documents, number of transmitted documents etc.
015
Notifications Sent by Notification Type
Enables Administrators to generate a report on all email notifications that have been sent from the system. This provides a full historical archive of who was notified about what, and when. The report details are grouped by Notification Type. A simple filter is provided when running this report to enable the user to easily select from: Notification Type Date Range for Date Sent From Company/Contact To Company/Contact Sort By (Select a field to sort by and then choose between Ascending or Descending).
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Chapter 13 - Technical
13.1 ASP TeamBinder
13.1.01 13.1.02 Overview System Requirements
13.2 Self Hosting TeamBinder

13.2.01 13.2.02 13.2.03 Overview System Requirements System Architecture
12.3 Trouble Shooting

13.3.01 13.3.02 13.3.03 Technical Support Speed Requirements Internet Explorer Security
13.4 Integration with WebDocsPro

13.4.01 Overview
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Chapter 13 Technical
13.1 ASP TeamBinder

13.1.01 Overview
TeamBinder is normally deployed on a project either via an ASP (Application Service Provider) model or Self Hosted by the customer [see Section 13.2.01]. In the ASP Model the TeamBinder server is located in a secure data centre by the Service Provider who takes responsibility for: System Availability 24x7 System Security (via Firewall) System Security (via 128 bit SSL) Hardware Installation and Maintenance Software Installation and Maintenance Data backups System recovery in the event of a server failure
The customer using TeamBinder requires only a Browser and Internet connection. A monthly hosting fee applies on a per project basis and charges may apply for excess data storage.
13.1.02 System Requirements

The system requirements for running TeamBinder are: Hardware/Software Computer/Processor Memory (RAM) Available Hard Disk Space Display Operating System Internet Requirement Internet Browser Minimum Requirements Pentium 250 64 MB 30 MB 800 x 600 16 Bit Windows 98 56kbps dialup Internet connection. Recommended Requirements Pentium 800 256 MB 80 MB 1024 x 768 16 Bit Windows 98, Windows Me, Windows 2000, Windows NT, Windows XP, Windows Vista 256k ADSL, ISDN, Cable or DSL highly recommended.
Word Processor
Internet Explorer 5.5 with the Internet Explorer 6.0 support for 128 bit encryption. Current Microsoft XML parser. N/A Microsoft Word 97 or above
13.2 Self Hosting TeamBinder

13.2.01 Overview
TeamBinder is normally deployed on a project either via an ASP (Application Service Provider) model [see Section 13.1.01] or Self Hosted by the customer. The Self Hosting option means the customer installs and maintains the TeamBinder system and associated software on their own IT Infrastructure.
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Chapter 13 Technical QA Software as the vendor supplies a Licensed copy of the TeamBinder software to the customer and assists if required with installation and maintenance of the software. When self hosting TeamBinder the customer is responsible for: System Availability 24x7 System Security (via Firewall) System Security (via 128 bit SSL) Hardware Installation and Maintenance Software Installation and Maintenance Data backups System recovery in the event of a server failure
The Licensing model for TeamBinder is based on a simple annual license fee based on unlimited users and projects and which includes technical support and TeamBinder software upgrades.
13.2.02 System Requirements

The System Requirements for running a TeamBinder server are: Hardware/Software Computer/Processor Memory (RAM) Available Hard Disk Space Minimum Requirements Pentium III 800 MHz 256 MB 100 MB Recommended Requirements Pentium 2 GHz 2 GB
1 x 40 GB Hard Drive 3 x 120 GB Hard Drivers Raid 5 configuration if required. Operating System Windows 2000 Server Windows 2000 Server Support Software SQL Server 2000 Standard SQL Server 2000 Standard Edition Processor License, Edition Processor License, ASP Upload ASP Upload Network Connection 100 MBPS 100 MBPS Backup, Anti-virus protection As seen fit As seen fit & firewall Note the above is strictly a guide and generic. Each server may require different specifications depending on the number of active projects, active users, and sizes of files in use.
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13.2.03 TeamBinder Architecture

TeamBinder Architecture Overview
Other Corporate Systems
Hosting Environment
Webservices Interface
Firewall TeamBinder WebServer Client Workstations Specifications: 1) Microsoft Windows 2000 Server or Above. 2) Microsoft Internet Information Server 3) For Browser based clients, content is served as HTML. Also the system exposes a web service interface for collaboration with other corporate systems TeamBinder Database Server Specifications: 1) Microsoft Windows 2000 Server or Above 2) Microsoft SQL Server 2000
Client Workstations will be running Internet Explorer and accessing the TeamBinder Service. The communication between clients and the server will be using either HTTPS or HTTP protocols. At the beginning users will be authenticated using their TeamBinder login credentials and on successful login users can access the system for the given session.
Note: It is possible that TeamBinder WebServer and TeamBinder database server can be hosted on the same box. Also the above diagram does not include the optional configurations such as a dedicated backup server and a fax server to handle incoming and outgoing faxes.
13.3 Trouble Shooting

13.3.01 Technical Support
Technical Support for TeamBinder whether it is a question, help with a problem, or a suggestion is available by clicking the Support menu option on the top toolbar. The support options are: Frequently asked Questions: Clicking this option will launch the Frequently asked Questions area of www.TeamBinder.com. There are a large number of FAQ documents available for download which are grouped first by Product (TeamBinder, XLUPLOAD, QCAD, QPRINT) and then by module. Suggest an enhancement: Clicking this option will launch a form to be completed to make a Suggestion. This will be submitted directly to the TeamBinder development team. Submit a problem with TeamBinder: Clicking this option will launch a form to be completed to report a system problem. This will be submitted directly to the TeamBinder support team. Request Support: Clicking this option will launch a form to be completed to request a QA Software consultant to contact you.
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Support can also be obtained during normal AEST business hours by calling QA Software Pty Ltd on +61 (3) 8379 0000 or by facsimile on +61 (3) 9326 6544.
13.3.02 Speed Requirements

TeamBinder is a web based document management system for projects, normally deployed via a centralized web server generally hosted by QA Software and deployed via the Internet. Being an Internet based system; TeamBinders speed of operation is very reliant on the capabilities of the connection from the users computer or access point, to the Internet. The TeamBinder system will work on a 56 K modem. Users familiar with working with a 56K modem will find the TeamBinder speed of operation (once logged in) is similar to sending and receiving using a normal email system. That is, if you need to send a simple text mail, it will be quite fast, however if you need to send/receive a large attachment, speed will slow down. QA Software considers a 56 K modem suitable for use when working for short periods from home or from a hotel room with a dial-up connection. For normal daily office use a 256k modem or higher is strongly recommended. To try and provide some guide, it is recommended that in an office of 10 regular users (i.e. not uploading and downloading large files on a regular basis), a 256 K line is used. This would provide adequate working speeds for all users. Line speeds can be larger or smaller, being an Internet system; the speed of the system is directly proportionate to the number of users and the speed of the connection, and of course other factors such as traffic. Therefore it can be safely assumed that the faster the line speed, the faster the speed of operation of TeamBinder. Also, the larger the attachments uploaded/downloaded the more the frustration with slow speeds.
13.3.03 Internet Explorer Security

Introduction
For normal operation of TeamBinder, the system does not need to download any ActiveX controls or Java Applets from the Internet. However it does need to initialise and run the Microsoft XML parser version 3.0 related ActiveX controls from the local users machine. This section details the Internet Explorer security settings required to gain full accessibility to the TeamBinder application. Note: Prior to changing your internet security options, it is strongly recommended that you check with your Information Technology (IT) department, to ensure that this does not breach any internal security policies.
Internet Explorer Settings

To gain full accessibility to TeamBinder and to assure that all your security settings are met, follow the steps below. These configurations will allow you to have full interaction with TeamBinder, particularly in areas such as; Printing Spell Checker Online document viewer
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Chapter 13 Technical Note: Before you begin applying these configurations please log out of TeamBinder and access an alternative website, so next time you login into TeamBinder the security configurations take effect in full. To configure the Internet Explorer Security settings for TeamBinder choose between: 1. Adding TeamBinder as a Trusted Site. 2. Customizing your Internet Explorer security settings.
Adding TeamBinder as a Trusted Site

Adding TeamBinder as a Trusted Site will fix any printing issues that you might have encountered. To add TeamBinder as a Trusted Site: 1. 2. 3. 4. Load Microsoft Internet Explorer. Click the Tools menu, and click Internet Options. Click the Security Tab. Click the Trusted Sites icon under the heading Select a web content zone to specify its security settings. 5. Click the Sites button. 6. At the bottom of the new window, ensure the box labelled Require server verification (https:) for all sites in this zone is un-ticked. 7. Under the heading Add this web site to the zone type the following
http://www.teambinder.com
Note: If you are using a different URL to access TeamBinder, please enter this here 8. Click Add. 9. Click OK.
Customize your Internet Explorer settings

Note: If you have added TeamBinder as a Trusted Site please ensure that the Trusted Site icon is highlighted before custom levels are adjusted, thus ensuring that the changes you are about to make would only apply to your Trusted Sites. To enable all areas of Printing, Spell Checker and Online Viewer, please set the following in your Internet Explorer security settings by pressing the custom levels button on the Security tab under Tools > Internet Options : Download Signed ActiveX Controls: ENABLE Note: Switch to PROMPT if you want to be notified of an Active X interaction. Download Unsigned ActiveX Controls: DISABLE Initialise and Script ActiveX Controls Not Marked As Safe: ENABLE Note: Switch to PROMPT if you want to be notified of an Active X interaction. Run ActiveX Controls and Plug-ins: ENABLE/ADMINISTRATOR APPROVED (Note: If the Administrator Approved option has been chosen, please contact QA Software so that we can provide you with a list of ActiveX controls required for TeamBinder.) Script ActiveX Controls Marked Safe For Scripting: ENABLE Active Scripting: ENABLE
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Chapter 13 Technical Note: If you are using the document online viewer for the very first time you will be asked to install a JAVA applet (if you have not done so already).
Additional IE Configurations for Windows XP SP2

The service pack 2 (SP2) for Microsoft Windows XP has implemented some enhanced security configurations. As a result of these enhancements the may affect: Pop Up Windows in TeamBinder. To ensure that your Internet Explorer is correctly configured for Windows XP SP2 follow the steps provided below. 1. Select the option Tools->Pop-up Blocker->Pop-up Blocker Settings 2. Click on the Add button and add the TeamBinder site URL (eg: www.teambinder.com) as an allowed site in Address of website allowed and the URL you type will appear under the allowed sites. 3. Once done click Close.
13.4 Integration with WebDocsPro

13.4.01 Overview
WebDocsPro and TeamBinder can be full integrated on a project so that participants who already use WebDocsPro for their document control can seamlessly participate on a project via TeamBinder. The following steps need to be undertaken to set this up: Define the WebDocsPro Host for companies in TeamBinder that are using WebDocsPro. Define the location of TeamBinder in the Project Details in WebDocsPro. Synchronise the TeamBinder Ids in the Address books in both TeamBinder and WebDocsPro.
Define the WebDocsPro host

Companies that prefer to use WebDocsPro rather than TeamBinder can be fully integrated into the Project by defining in the TeamBinder Address book the location of these companies WebDocsPro installation.
Define the location of TeamBinder

The companies using WebDocsPro need to view their project details and point their WebDocsPro installation for this project to the correct TeamBinder location and Project. See the WebDocsPro help guide for information.
Synchronise TeamBinder Ids

The protocol for TeamBinder Ids needs to be established on the project as this is the unique identifier that identifies contacts across TeamBinder and WebDocsPro installations.
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Team Binder - User Manual

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QA software

Project Document Management and Collaboration System

Document: UGD-TB-008 Revision: 6 Last Updated: 2nd January 2009

TeamBinder User Guide

Chapter 1 Introduction ............................................................ 11

1.2 Getting Started .................................................................................................. 14

Chapter 2 - Dashboard ............................................................... 17

2.2 Management Summary..................................................................................... 18

2.3 Global Search .................................................................................................... 24

2.4 Site Camera, Weather and Project Summary ................................................. 25

3.2 User Preferences............................................................................................... 37

TeamBinder User Guide

3.3 Outgoing Mail .................................................................................................... 45

3.4 Outgoing mail review........................................................................................ 51

3.5 Incoming mail .................................................................................................... 52

3.6 Un-Registered Mail............................................................................................ 56

3.7 Live Mail ............................................................................................................. 62

3.8 Finding Mail ....................................................................................................... 64

3.9 Managing Mail ................................................................................................... 68

3.10 Integrated Fax and Email Services................................................................ 74

3.11 Mail Register Reports ..................................................................................... 76

TeamBinder User Guide

Chapter 4 - Documents .............................................................. 79

4.2 Document Register ........................................................................................... 91

4.3 Uploading and Distributing Documents ....................................................... 102

4.4 Downloading Documents ............................................................................... 112

4.5 Reports............................................................................................................. 115

TeamBinder User Guide

Chapter 5 - Transmittals .......................................................... 121

5.2 Outgoing Transmittals.................................................................................... 125

5.3 Sent Transmittals Register............................................................................. 130

5.4 Incoming Transmittals Register .................................................................... 133

5.5 Reports............................................................................................................. 134

Chapter 6 Workflow - Documents ........................................ 137

6.2 Document Reviews ......................................................................................... 144

6.3 Reports............................................................................................................. 150

Chapter 7 - Packages and Tenders......................................... 155

TeamBinder User Guide

7.2 Creating Tender Packages ............................................................................. 157

7.3 The Tender Phase ........................................................................................... 160

7.4 TenderDocs Website....................................................................................... 164

7.5 Post Tender Package Maintenance ............................................................... 164

7.6 Standard Packages ......................................................................................... 166

7.7 Reporting ......................................................................................................... 168

Chapter 8 Tasks..................................................................... 169

8.2 Working with Tasks ........................................................................................ 171

8.3 Reporting ......................................................................................................... 172

Chapter 9 Defects .................................................................. 175

9.2 Reporting ......................................................................................................... 178

Chapter 10 - Reports ................................................................ 179

10.2 Custom Reports ............................................................................................ 182

TeamBinder User Guide

Chapter 11 - Published Reports .............................................. 183

Chapter 12 - Administration .................................................... 187

12.2 Address Book................................................................................................ 193

12.3 Users .............................................................................................................. 201

12.4 Project Administrator ................................................................................... 206

12.5 Managing new Company Registration Applications ................................. 211

12.6 Using a Global Address Book...................................................................... 213

12.7 Reporting ....................................................................................................... 215

TeamBinder User Guide

Chapter 13 - Technical ............................................................. 219

13.2 Self Hosting TeamBinder ............................................................................. 220