TeamBinder User Guide

TeamBinder User Guide
Document: UGD-TB-008-V5 Revision: 3 Last Updated: 16/04/2013
Information in this document is subject to change without notice. Companies, names and data used in examples are fictitious. Copyright 2013 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 Pty Ltd Level 3, 332 St Kilda Road Melbourne, VIC, 3006 Australia For technical support: Australia Hot Line: Office: Fax: International Phone: Fax:
1800 727 102 03 8379 0020 03 9326 6544
+61 3 8379 0020 +61 3 9326 6544
Email: support@qa-software.com Web site: http://www.qa-software.com
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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 1.2.02 Quick Start Instructions ...................................................................................... 15
Chapter 2 - Dashboard ................................................................ 17

2.1 Introduction ..................................................................................................... 18
2.1.01 Overview ........................................................................................................... 18
2.2 Dashboard ...................................................................................................... 18

2.2.01 My Statistics ...................................................................................................... 18 2.2.02 Mail Statistics..................................................................................................... 19 2.2.03 Unregistered Mail statistics ................................................................................ 20 2.2.04 Document Statistics ........................................................................................... 21 2.2.05 Workflow Statistics ............................................................................................. 21 2.2.05 Transmittal Statistics .......................................................................................... 22 2.2.06 Package Statistics ............................................................................................. 22 2.2.07 Task Statistics ................................................................................................... 23 2.2.08 Project Description............................................................................................. 23 2.2.09 Project Announcements ..................................................................................... 24 2.2.10 Useful contacts .................................................................................................. 24 2.2.11 Weather............................................................................................................. 24
2.3 Search .............................................................................................................. 24

2.3.01 Using the Search ............................................................................................... 24
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 File in Folders .................................................................................................... 31 3.1.05 Mail Security Issues ........................................................................................... 32 3.1.06 Workflow............................................................................................................ 33 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 Faxin Configuration ............................................................................................ 35 3.1.11 Emailin 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
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Table of Contents 3.2.08 Notifications ....................................................................................................... 43 3.2.09 Apply preferences to other projects .................................................................... 44
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 Adding Contacts on the Fly ................................................................................ 48 3.3.05 Using Contact Groups ........................................................................................ 49 3.3.06 Attachments....................................................................................................... 49 3.3.07 Drafts................................................................................................................. 49 3.3.08 Duplicate Mail .................................................................................................... 50
3.4 Outgoing Mail Review Process....................................................................... 50

3.4.01 Overview ........................................................................................................... 50 3.4.02 Submitting mail for review .................................................................................. 50 3.4.03 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/Unread................................................................................. 53 3.5.04 Responding to mail ............................................................................................ 54
3.6 Unregistered Mail ............................................................................................ 55

3.6.01 Overview ........................................................................................................... 55 3.6.02 Business Process .............................................................................................. 55 3.6.03 Processing incoming faxes................................................................................. 57 3.6.04 Processing incoming emails ............................................................................... 58 3.6.05 Processing Incoming Mail Hardcopies ................................................................ 59 3.6.06 Mapping of Unregistered mail ............................................................................ 59
3.7 Live Mail ........................................................................................................... 60

3.7.01 Overview ........................................................................................................... 60 3.7.02 Creating Live Mail .............................................................................................. 60 3.7.03 Responding to Live Mail ..................................................................................... 61 3.7.04 Managing Live Mail ............................................................................................ 61
3.8 Finding Mail ..................................................................................................... 62

3.8.01 Overview ........................................................................................................... 62 3.8.02 Advanced Mail Search ....................................................................................... 62 3.8.03 Using More Search options ................................................................................ 64 3.8.04 Thread View ...................................................................................................... 64 3.8.05 Folder Pane ....................................................................................................... 65
3.9 Managing Mail .................................................................................................. 66

3.9.01 Filing.................................................................................................................. 66 3.9.02 Linking Mail........................................................................................................ 67 3.9.03 Status of mail ..................................................................................................... 68 3.9.04 Batch Changing the Status of Mail ..................................................................... 69 3.9.05 Exporting mail to HTML or PDF.......................................................................... 69 3.9.06 Deleting Mail ...................................................................................................... 70 3.9.07 Batch Printing Mail ............................................................................................. 70 3.9.08 Processing mail attachments as Controlled Documents ..................................... 71
3.10 Integrated Fax and Email Services ............................................................... 71

3.10.01 Faxin ............................................................................................................... 71 3.10.02 Emailin............................................................................................................. 72 3.10.03 Faxout ............................................................................................................. 73
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Table of Contents
3.11 Mail Register Reports .................................................................................... 73

3.11.01 Overview ......................................................................................................... 73 3.11.02 Available Reports Listing.................................................................................. 74
Chapter 4 - Documents ............................................................... 75

4.1 Getting Started ................................................................................................ 76
4.1.01 Overview ........................................................................................................... 76 4.1.02 Setup Check List................................................................................................ 76 4.1.03 Revisions ........................................................................................................... 77 4.1.04 Status Codes ..................................................................................................... 77 4.1.05 Disciplines ......................................................................................................... 78 4.1.06 Categories ......................................................................................................... 79 4.1.07 Document Types................................................................................................ 79 4.1.08 File formats........................................................................................................ 79 4.1.09 Rules for who can upload Documents ................................................................ 80 4.1.10 Distribution Groups ............................................................................................ 81 4.1.11 Security Issues .................................................................................................. 82 4.1.12 User Preferences ............................................................................................... 83 4.1.13 Document # Masks ............................................................................................ 84 4.1.14 Design Management Considerations and Standards .......................................... 85 4.1.15 Customising the Document Register .................................................................. 85
4.2 Document Register.......................................................................................... 86

4.2.01 Overview ........................................................................................................... 86 4.2.02 Finding Documents ............................................................................................ 86 4.2.03 More Document Search Options ........................................................................ 88 4.2.04 Document Access .............................................................................................. 89 4.2.05 Subscribing to Documents ................................................................................. 90 4.2.06 Document Details .............................................................................................. 90 4.2.07 Viewing Documents ........................................................................................... 91 4.2.08 Redlining Documents ......................................................................................... 93 4.2.09 Commenting on Documents ............................................................................... 95 4.2.10 Comparing Documents ...................................................................................... 96 4.2.11 Deleting Documents........................................................................................... 96
4.3 Uploading and Distributing Documents ........................................................ 97

4.3.01 Overview ........................................................................................................... 97 4.3.02 Single New Document Upload............................................................................ 97 4.3.03 Single Revised Document Upload ...................................................................... 99 4.3.04 Validation of Document Uploads ...................................................................... 100 4.3.05 Distribution of Documents ................................................................................ 100 4.3.06 Transfer Document Ownership......................................................................... 102 4.3.07 Replace View File Wizard ................................................................................ 102 4.3.08 Bulk Upload of Documents ............................................................................... 103 4.3.09 XLUPLOAD for Document Uploads .................................................................. 104 4.3.10 QCAD for Document Uploads .......................................................................... 105 4.3.11 QDMS for Document Uploads .......................................................................... 106
4.4 Downloading Documents .............................................................................. 106

4.4.01 Overview ......................................................................................................... 106 4.4.02 Downloading a Document ................................................................................ 106 4.4.03 Bulk Download of Documents .......................................................................... 107 4.4.04 Document Check In / Check Out ...................................................................... 107 4.4.05 Bulk Printing Drawings using QPRINT.............................................................. 108
4.5 Reports........................................................................................................... 109

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Table of Contents
Chapter 5 - Transmittals ........................................................... 111

5.1 Getting Started .............................................................................................. 112
5.1.01 Overview ......................................................................................................... 112 5.1.02 Setup Check List.............................................................................................. 113 5.1.03 Configuration Tables ........................................................................................ 113 5.1.04 Default Transmittal response periods ............................................................... 113 5.1.05 Security Issues ................................................................................................ 114 5.1.06 Notifications ..................................................................................................... 114
5.2 Outgoing Transmittals .................................................................................. 115

5.2.01 Create a Transmittal ........................................................................................ 115 5.2.02 Acknowledgements and Responses ................................................................. 117 5.2.03 Pending Transmittals ....................................................................................... 118 5.2.04 Transmitting Revised Documents ..................................................................... 118
5.3 Transmittals Sent Items Register .............................................................. 119

5.3.01 Finding Sent Transmittals ................................................................................ 119 5.3.02 Sent Transmittals Register ............................................................................... 120 5.3.03 Resend Transmittals ........................................................................................ 121 5.3.04 Cancelling a Transmittal................................................................................... 122
5.4 Incoming Transmittals Register ................................................................... 122

5.4.01 Finding Incoming Transmittals.......................................................................... 122 5.4.02 Incoming Transmittals Register ........................................................................ 123
5.5 Reports........................................................................................................... 124

Chapter 6 Workflow - Documents ......................................... 127

6.1 Getting Started .............................................................................................. 128
6.1.01 Overview ......................................................................................................... 128 6.1.02 Quick Start Check List ..................................................................................... 129 6.1.03 Review Status Codes ....................................................................................... 130 6.1.04 Review Required Rules.................................................................................... 130 6.1.05 Review Team Rules and Review Settings ........................................................ 131 6.1.05 Free Form Review Teams ................................................................................ 133 6.1.07 Disabling commenting after a document review is complete ............................. 134 6.1.08 User Preferences ............................................................................................. 134
6.2 Document Reviews........................................................................................ 135

6.2.01 Overview ......................................................................................................... 135 6.2.02 Upload of Documents for Review ..................................................................... 135 6.2.03 Activating the Workflow .................................................................................... 136 6.2.04 Activating a Custom Workflow.......................................................................... 137 6.2.05 Modify an in-progress Workflow ....................................................................... 138 6.2.06 Reviewing Documents ..................................................................................... 138 6.2.07 Document Approval/Release ............................................................................ 139
6.3 Reports........................................................................................................... 141

6.3.01 Overview ......................................................................................................... 141 6.3.02 View review process Status ............................................................................. 142 6.3.03 Available Reports Listing.................................................................................. 143
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Table of Contents
Chapter 7 - Packages and Tenders .......................................... 145

7.1 Getting Started .............................................................................................. 146
7.1.01 Overview ......................................................................................................... 146 7.1.02 Setup Check List.............................................................................................. 146 7.1.03 Security Issues ................................................................................................ 147 7.1.04 User Preferences ............................................................................................. 147
7.2 Creating Tender Packages............................................................................ 148

7.2.01 Creating a Tender Package ............................................................................. 148 7.2.02 Adding Tender Package Documents ................................................................ 149 7.2.03 Adding Tender Package Recipients ................................................................. 150
7.3 The Tender Phase.......................................................................................... 150

7.3.01 Releasing a Package for Tender ...................................................................... 150 7.3.02 Addendums to Tender ..................................................................................... 151 7.3.03 Managing Recipients within a Tender Package ................................................ 152 7.3.04 Closing a Tender Package released for tender ................................................. 153
7.4 TenderDocs Website ..................................................................................... 154

7.4.01 Overview ......................................................................................................... 154
7.5 Post Tender Package Maintenance .............................................................. 154

7.5.01 Overview ......................................................................................................... 154 7.5.02 Award a Tender Package................................................................................. 155 7.5.03 Close out a Package ........................................................................................ 155
7.6 Standard Packages ....................................................................................... 156

7.6.01 Overview ......................................................................................................... 156 7.6.02 Creating a Standard Package .......................................................................... 156 7.6.03 Issuing a Standard Package ............................................................................ 156
7.7 Reporting ....................................................................................................... 157

Chapter 8 Tasks ...................................................................... 159

8.1 Getting Started .............................................................................................. 160
8.1.01 Overview ......................................................................................................... 160 8.1.02 User Preferences - Task Status ....................................................................... 160 8.1.03 User Preferences - Notifications ....................................................................... 161
8.2 Working with Tasks ....................................................................................... 162

8.2.01 Creating Tasks ................................................................................................ 162 8.2.02 Viewing Tasks ................................................................................................. 162
Chapter 9 - Reports ................................................................... 165

9.1 Standard reports ........................................................................................... 166
9.1.01 Overview ......................................................................................................... 166 9.1.02 Generating Standard Reports .......................................................................... 166 9.1.03 Advanced Search Options................................................................................ 167
9.2 Custom Reports ............................................................................................ 167

9.2.01 Customising Reports........................................................................................ 167
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Table of Contents
Chapter 10 - Published Reports ............................................... 169

10.1.01 Overview ....................................................................................................... 170 10.1.02 Security Issues .............................................................................................. 171 10.1.03 Creating Categories ....................................................................................... 171 10.1.04 Publishing Reports ......................................................................................... 172
Chapter 11 - Administration ..................................................... 173

11.1 Projects ........................................................................................................ 174
11.1.01 Setup Check List ............................................................................................ 174 11.1.02 Create Project ................................................................................................ 174 11.1.03 Project Settings.............................................................................................. 174 11.1.04 Project Calendar ............................................................................................ 178 11.1.05 Project Archives ............................................................................................. 178
11.2 Address Book .............................................................................................. 179

11.2.01 Overview ....................................................................................................... 179 11.2.02 Companies .................................................................................................... 179 11.2.03 Company Types............................................................................................. 181 11.2.04 Departments .................................................................................................. 182 11.2.05 Contacts ........................................................................................................ 182 11.2.06 External Contacts........................................................................................... 184 11.2.07 Contact Groups.............................................................................................. 185 11.2.08 Contact Titles ................................................................................................. 186 11.2.09 Trades ........................................................................................................... 186 11.2.10 Import Contacts ............................................................................................. 186
11.3 Users ............................................................................................................ 187

11.3.01 Creating Users ............................................................................................... 187 11.3.02 Passwords ..................................................................................................... 188 11.3.03 User Maintenance .......................................................................................... 189 11.3.04 Restricted Users ............................................................................................ 189
11.4 Project Administrator .................................................................................. 190

11.4.01 Overview ....................................................................................................... 190 11.4.02 Security Groups ............................................................................................. 190 11.4.03 Configure User Access to Modules ................................................................ 191 11.4.04 Assign Company Administrators..................................................................... 192 11.4.05 Processing Subscription Requests ................................................................. 193 11.4.06 Assigning Access to specific Documents ........................................................ 193 11.4.07 Change Document Access ............................................................................. 194 11.4.08 Plain Text Email Notifications ......................................................................... 194 11.4.09 Defining Mandatory Fields.............................................................................. 195
11.5 Using a Global Address Book .................................................................... 195

11.5.01 Overview ....................................................................................................... 195 11.5.02 Getting Started with the Global Address Book ................................................ 196 11.5.03 Populating the Global Address Book .............................................................. 196 11.5.04 Creating Contacts in a Linked Project............................................................. 196 11.5.05 Maintaining the Global Address Book ............................................................. 197
11.6 Reporting ..................................................................................................... 197

11.6.01 Overview ....................................................................................................... 197 11.6.02 Available Reports Listing................................................................................ 198
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Table of Contents
Chapter 12 - Technical .............................................................. 199

12.1 ASP TeamBinder ......................................................................................... 200
12.1.01 Overview ....................................................................................................... 200 12.1.02 System Requirements .................................................................................... 200
12.2 Self Hosting TeamBinder ............................................................................ 200

12.2.01 Overview ....................................................................................................... 200 12.2.02 System Requirements .................................................................................... 201
12.3 Trouble Shooting ......................................................................................... 202

12.3.01 Technical Support .......................................................................................... 202 12.3.02 Speed Requirements ..................................................................................... 202 12.3.03 Internet Explorer Security ............................................................................... 203
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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 of controlled documents and communications. In particular, TeamBinder will help you to 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, Packages 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. Customisable Dashboard with key project statistics to identify parties not performing as required.
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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 Dashboard displaying key project statistics such as:

Number of outstanding or overdue communications Number of mails to review Number of documents at each phase in their project life cycle.
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Chapter 1 Getting Started Number of documents at each approval status which can be further analysed by Discipline. Number 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 7+ and an Internet connection for use. [For more details on the System Requirements to run TeamBinder, refer Section 12.1.02]. 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. 2. 3. 4. Open Internet Explorer. In the Address Line type www.teambinder.com or the URL you have been provided with your project. Once the TeamBinder homepage has loaded, click the Login menu option. At the login window, type your Username, your Company ID, and Password and click Login. 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 12.3.03] on Internet Explorer Security Settings. (e) Customers self-hosting TeamBinder [Section 12.2.01] will be using a different URL to the address line at Step 2 above. Contact your system administrator to get the correct address.
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1.2.02 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 9.1.02] [Refer Section 2.1.01]
If you are a review initiator or coordinator (involved in the review process for one or more group 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 Unregistered 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 Settings [Section 11.1.03], populate the Address Book [Section 11.2.01], setup the system Security [Section 11.4.01], and Create Users [Section 11.3.01]. The main TeamBinder modules are: Mail Documents Transmittals Workflow Packages Tasks 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]
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Chapter 2 - Dashboard
2.1 Introduction
2.1.01 Overview
2.2 Dashboard
2.2.01 2.2.02 2.2.03 2.2.04 2.2.05 2.2.06 2.2.07 2.2.08 2.2.09 2.2.10 2.2.11 2.2.12 My Statistics Mail Unregistered Mail Documents Workflow Transmittals Packages Tasks Project Description Project Announcements Useful contacts Weather
2.3 Search
2.3.01 Using Search
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Chapter 2 Dashboard
2.1 Introduction
2.1.01 Overview
The Dashboard is the starting point after you have logged in to TeamBinder. There are 4 areas in the Dashboard. Dashboard Area Left menu Widget area Top menu Explanation The left menu is used to access the TeamBinder modules. The Widget area displays key project statistics by module with links to relevant data. In the top of the Dashboard area, there are menu options for Settings, Help, Search, Contacts, Reports, Admin and Logout. A drop-down list to switch between other TeamBinder projects where you have access without logging out, also you will be able to find some basic statistics which relate to main TeamBinder modules.
Project selection box
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 Dashboard
2.2.01 My Statistics
The My Statistics widget 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 Statistics widget shows the number of related items: Statistic Mail New mail New mail - overdue Explanation Incoming Mail Mail items received but not yet read. Received mail items which are not yet read and their Response Required dates have passed. 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. Mail items received which has Live mail responses outstanding. Mail items received which has Live mail responses outstanding and their Response Required date has been passed. Documents Documents for which the workflow is activated and review is now required by the logged in user. Documents requiring review and for which the scheduled review completion date period has passed. Documents for which the review is complete but the documents are pending to be released by the logged in user.
Inbox items with Status Outstanding To Review Returned from Review Inbox items with Live Mail response outstanding Inbox items with Live Mail response outstanding - overdue Documents To Review
To Review - Overdue
To Release
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Chapter 2 Dashboard Statistic To Release - Overdue Explanation Documents for which the review is complete and the scheduled release date period has passed. Documents to which you have access that have been uploaded since you last logged in. Documents uploaded requiring you to activate the workflow. Documents under review by all review teams that you as Review Coordinator for those teams are responsible for.
Uploaded since last login Awaiting Activation Awaiting review where I am the review coordinator
Click on any of the above statistics to go directly to the relevant module / information. Use the Document and Mail option buttons to switch between viewing Mail and Document statistics. Note that the layout of the widgets can be re-arranged as required by the user by dragging the widgets around and either collapsing or expanding them.
2.2.02 Mail Statistics

The Mail widget in the Dashboard Widget area shows mail statistics by mail box, and it allows you to 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]. This widget shows the numbers of mail items for each of the following: Statistic New mail New mail - overdue Inbox Items with a response outstanding Explanation Mail items received, but not yet read. Received mail items which are not yet read and their Response Required dates have passed. 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] Mail items sent, that have not been responded to (as defined via the Responded Date). 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 items prepared by others and submitted for your review.
Inbox Items with a response outstanding - overdue
Inbox Items with status Outstanding
Sent items with a response outstanding Sent Items with a response outstanding overdue
Sent Items with Status Outstanding
To review
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Chapter 2 Dashboard Statistic Returned from review Inbox items with Live Mail response outstanding Inbox items with Live Mail response outstanding - overdue Sent items with Live Mail response outstanding. Sent items with Live Mail response outstanding - overdue Explanation Mail items submitted for review that have now been reviewed and are ready for sending. Mail items received, which has Live mail responses outstanding. Mail items received, which has Live mail responses outstanding and their Response Required date has been passed. Mail items sent, which has Live mail responses outstanding. Mail items sent, which has Live mail responses outstanding and their Response Required date has been passed.
Click on any of the above statistics to go directly to the mailbox with the relevant mails displayed in the respective register. Note: If you have access to multiple projects, the number 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 Dashboard. By default the mail widget will only display a few links. Users can view all the mail related links by clicking the More link in the mail widget.
2.2.03 Unregistered Mail statistics

The Unregistered Mail widget displays links to the following information: Statistic Unregistered Mail Faxes awaiting processing Emails awaiting processing (All) Emails awaiting processing (Mapped) Emails awaiting processing (Unmapped) Explanation 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 mapped emails which are not yet processed. Incoming emails which are not mapped and not yet processed.
When viewing above statistics you have the option to choose between: Personal Mail (Unregistered mails which are mapped to you) Department Mail (Unregistered mails and faxes which are sent to your department.) Company Mail (Unregistered mails and faxes which are sent to your company or to any of its departments.)
Note that access to Department and Company Mail requires security access [see Section 3.1.05]
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Chapter 2 Dashboard
2.2.04 Document Statistics

The Documents Widget displays statistics and links relating to the following information: Document Statistics by Type: The total number of documents in the document register for each document type will be listed. Document Statistics by Discipline: The total number of documents in the document register for each document discipline will be listed. 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.
Switch between the above three views using the option group buttons and use the More link to display additional values.
2.2.05 Workflow Statistics

The Workflow Widget displays statistics and links relating to the following information: Statistic Awaiting your review Awaiting your review - overdue Awaiting your release Explanation Use this link to run the Document Review 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 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 the Project Administrators and Review Coordinators and shows the total number of documents for review within the review teams 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 review teams 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 review is overdue. Shows the logged in user the total number of documents they have uploaded for which the release is overdue.
Awaiting your release overdue
All overdue reviews
All overdue releases
Uploaded with overdue reviews
Uploaded with overdue release
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Chapter 2 Dashboard
2.2.05 Transmittal Statistics

The Transmittals Widget displays statistics and links relating to the following information: Statistic Total Sent Sent with an acknowledgement pending Sent with a response outstanding 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.
Sent with a response overdue
Total Received
Use the Personal and Company option buttons to switch between viewing totals in regard to only transmittals you have sent or received and viewing all transmittals related to your company. Click any of the links above to view a list of only the relevant Sent or Received transmittals.
2.2.06 Package Statistics

The Packages Widget displays statistics and links relating to the following information: Statistic Package by Type Private tender Public tender Standard Packages by Phase Pre-release Released for tender Closed for bidding Awarded Completed Explanation
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. 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. Use the Type and Phase option buttons to switch between viewing the statistics by Package Type or Package Phase. Note that the numbers of packages relate only to packages created and managed by your company.
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Chapter 2 Dashboard
2.2.07 Task Statistics

Using the Tasks widget, it is possible to view the following information in relation to Tasks allocated to you by others or those tasks you have created: Statistic Incoming Tasks All tasks allocated All tasks allocated - overdue To be completed today High priority Tasks with status NEW Tasks with status IN PROGRESS Outgoing Tasks All tasks All tasks - overdue To be completed today 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. Use the Incoming Tasks and Outgoing Tasks option buttons to switch between the two views. 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].
2.2.08 Project Description

The Project Description widget on the Dashboard is used to display a brief summary of the project. The project logo is also shown here.
To update the Project Description

1. Click the Project Settings button in the top menu area. 2. Enter the required text in the Remarks field.
To display a static image

1. Click the Project Settings button in the top menu area. 2. Choose the Uploaded Image option against Project Image. 3. Click on the Upload button to select the Image to display from your PC and click Open. Notes: a) Access to Project Settings is restricted to the Project Administrator only. b) Tick the Hide Project image in Dashboard option if required.
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Chapter 2 Dashboard
2.2.09 Project Announcements

This widget displays any Project Announcements.
To publish an announcement:
1. From the left menu, click the New button and select Announcement. 2. Enter both a Subject and the Announcement details and click OK. Notes: a) The ability to create new announcements is restricted to the Project Administrator.
2.2.10 Useful contacts

The Project Administrators contact details and Technical Help contacts will be displayed in the widget.
2.2.11 Weather
The weather widget displayed 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 Settings by the Project Administrator.
To modify the weather station

1. Click the Project Settings button in the top menu area. 2. Select the required location using the drop down list against Weather Station. Notes: (a) Access to Project Settings is restricted to the Project Administrator only.
2.3 Search
2.3.01 Using the Search
The 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 Search
1. Click the Search button in the top menu area. 2. Select the Project to search within (defaults to the current project). 3. Enter a text string in the Search for field. 4. Click the Search button. The search results are displayed in the lower half of the screen.
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Chapter 2 Dashboard Notes: (a) The 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 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 Folders Mail Security Issues Mail 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 Overview General Auto Responder Auto Forward Mail Options Mail Compose Mail Status Notifications 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 Overview Create new mail Sending mail Adding Contacts on the Fly Using Contact Groups Attachments Drafts Duplicate Mail
3.4 Outgoing Mail Review Process

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 Overview Business Process Processing Incoming Faxes Processing Incoming Emails 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 Advanced Mail Search Using More Search options Thread View Folder Pane
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 Processing mail attachments as Controlled Documents
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 mails from within their TeamBinder Inbox. External Contacts reply by Fax or Email which is processed back to the sender via the Unregistered 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 11.2.01]. 2. Setup security groups [refer Section 11.4.02]. 3. Create users and assign group levels [refer Section 11.3.01]. 4. Assign access levels to mail registers [refer Section 11.4.03]. 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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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. Click on the Admin button at the top menu and at the Admin screen, select Configuration Tables. 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 used and 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 screen.
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Chapter 3 Mail
3.1.04 File in Folders

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 Folders to further enhance the way mail is indexed or filed. Use of Folders in TeamBinder enables a centralized filing system to be created for use by all parties on a project (Public Folders), or for use only by a single company on a project (Private Folders). Use of Folders can be made optional or Mandatory on a per Company basis. This setting is maintained at a Company Level [see Section 11.2.02] The use of Folders on a project does not in any way compromise the standard mail security: With Public Folders, while any party on the project can add correspondence to these Folders, and while all parties on the project can get access to these Folders 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 Folders, 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 Folder structure

1. 2. 3. From within any of the mail registers (Inbox, Sent Items etc.), open the Folder pane to the left of the mail register. Right click on any existing folder and select New. Enter the Folder ID, Title and whether you want the Folder to be Public or Private and click Save. Repeat steps 2 and 3 for additional folders / sections. Note that all folders under the top level are referred to as Sections in TeamBinder.
4.
Notes: (a) Creation, Maintenance and Access to Folder is restricted by User Access options [see 3.1.05]. (b) It is possible to copy a complete branch of the Folder tree structure to either another Folder 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 Folder by clicking on it, right click and select Paste. You will be prompted to enter the ID of the top node in new branch. (c) It is possible to both rename and delete folders using the right click options. (d) There is no limit to the number of levels in the Folder/Section tree structure. (e) See also Filing Mail [Section 3.9.01] (f) See also The Folder Pane [Section 3.8.05]
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3.1.05 Mail Security Issues

There are four types of security in regards to the use of the Mail Module in TeamBinder. These are: Security Groups Personal, Department, Company or No Mail Access for the User Access to Unregistered Mail Access to Folders
Note that TeamBinder is designed around a fundamental principal; where a user from one company can never see a mail between two or more other companies in which no-one from the users company is on the distribution. The security group a user is assigned to controls the type of mail they can create, view, send etc. [Refer Section 11.4.02] 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. Click on the Admin button at the top menu and at the Admin screen select Manage User Access. The Manage User Access screen has an upper and a lower window. The upper window lists the various security groups that have been defined. The lower window has two tabs: Mail Type Access which shows what mail types users assigned to the selected security group can access; and Users which lists the Users assigned to the security group and for each user their access to the various modules of TeamBinder. 2. Select the security group which the user is assigned to in the upper window. (If the user has not been assigned to a security group they will need to be added using the Add Users button). 3. Click on the Users tab in the lower window and locate User record. To the right of the user in the Standard Mail column, select the access level to mail as either None, Personal, Department, or Company mail. Note: There is a drop down list at the top right of the lower window to assist with filtering a large list of users in the lower window by company. At the same screen, setup the user access to Unregistered mail and Folders: 4. In the Unregistered Mail column, select the Users access level to the Unregistered 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. In the Folders column, select the Users access level for Folders. The options are None, View and Full (giving full access to create new Folders). 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.
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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.
To setup the mail workflow

1. From within the Inbox or Sent Items registers, select Configure Mail Workflow from the More button drop down list. 2. Double click on the required Mail Type to configure in the grid to edit the Workflow. 3. 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 11.1.04]. Forward mail with Mail Types: This controls the type of mail that can be used to forward the current mail type with. Use the + button to select the required mail types. Reply to mail with Mail Types: This controls the type of mail that can be used when replying to the current mail type. Use the + button to select the required mail types.
4.
Click the Close button and save when prompted.
To add Mandatory Recipients:

5. Click on the Add/Remove link next to the required mail type. 6. Select whether the mandatory recipients for the mail type are to be applied on a Company, or Personal basis. 7. 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. 8. 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. 9. 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 or Company Administrator can define Mandatory Recipients on a Company basis. (c) Any user can define Mandatory Recipients on a Personal basis. (d) 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. Go the Inbox or Sent items register then select Define Mail Footers from the More button group of options. A register of 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 to all users from my company. This will enable other users from your company to use the custom footer. 6. Click Save and OK when prompted. Notes: (a) Custom Mail footers can be created by any user. (b) 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 and for TeamBinder reports generated by the company.
To add a company logo

1. Click the Contacts button in the top menu and select Companies from the drop down list. 2. Locate the required company and double click on them to load the details screen. 3. Click the Upload Logo button. 4. Locate the logo file that you wish to upload and click the Open button. 5. Click the Save button and your logo file will now be uploaded to the server.
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Logo Settings
To fine tune how your logo appears on mail: 6. Select Customize Logo from the Upload Logo button drop down list. 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 your 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 / JPE PNG BMP
(c) Use the Remove Logo selection from the Upload Logo button drop down list to remove an uploaded logo. This is required if you want to replace your company logo with a new file.
3.1.10 Faxin Configuration

The Faxin Integrated fax service for TeamBinder enables incoming faxes sent to a standard fax number to be routed directly into TeamBinder and processed via the Unregistered mail module [see 3.6.03]. The Faxin 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 Faxin service on a per Department basis rather than a per company basis. 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 Faxin service should contact their project administrator. The project administrator should then contact QA Software.
Activating the Faxin facility

Once the Faxin facility is activated by QA Software, to view the fax number assigned to your company: 3. 4. 5. Click the Contacts button in the top menu and select Companies from the drop down list. Locate the required company and double click on them to load the details screen. In the Fax Number box you will see the fax number, which has been assigned to your company. This can contain a combination of numbers, -, (, ) and spaces. E.g. (03) 9326-6544.
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Chapter 3 Mail 6. Click Close.
Notes: (a) Configuring the company (or department) based fax number can only be done by QA Software. (b) To view the Departmental Fax number, load Department details from within the Company details screen. (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 fax senders who plan to send faxes into the project using this method must be added to the project address book.
3.1.11 Emailin Configuration

The Emailin 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 Emailin 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 Emailin service on a per Department basis rather than a per company basis. . All email addresses for the Emailin 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 Emailin service should contact their project administrator. 2. The project administrator should then contact QA Software.
Activating the Emailin facility

Once the Emailin facility is activated by QA Software, to view the email address assigned to your company: 3. Click the Contacts button in the top menu and select Companies from the drop down list. 4. Locate the required company and double click on them to load the details screen. 5. In the Email Address box you will see the email address that has been assigned for that company. 6. Click Close. Notes: (a) Configuring the company (or department) based email address can only be done by QA Software. (b) To view the Departmental email address, load Department details from within the Company details screen. (c) It is possible to have Emailin addresses configured for a single company within a single project at either a company or department level. (d) All email senders who plan to send emails into the project using 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, select Customize from the More button drop down list. . The available columns (Field names) are listed. To change the settings for any field name double click on it to get to the Edit Column settings window. The options for each column are: Alternative field name: The text to be displayed in the column heading. Visible: This controls whether the column is displayed or not. Column No: This controls the position from left to right of the column. Column Width: Defined in Pixels 3. Click Save when done and OK when prompted.
2.
Notes: a) Not all columns can have alternative names.
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. Click the Settings button in the top menu, and select Users Preferences from the drop down list. 2. Click on one of the tabs available 3. Define the settings required. 4. Click the Apply button. The user preferences are divided into the following tabs: General Auto Responder Auto Forward Mail Options Mail Compose Mail Status Notifications 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 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 11.2.05]. (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 3.2.01]: (a) Check spelling before saving mail: Use this to always have TeamBinder run a spell check when saving mail. (b) Add signatures to all 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. (c) 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. (d) Display preview pane in mail register: This option controls whether a preview pane displaying the mail content is shown when accessing the mail registers. (e) 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. 5. Tick the box labelled Send me a sample notification to be sent a sample notification to your email address. 6. Click the Apply button.
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Chapter 3 Mail 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. 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 the Apply button. 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 or transmittals, tick the box under Read receipts Request read receipts. 3. For the sending of read receipts in response to mail you receive, choose between: 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.
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Chapter 3 Mail 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 or an HTML 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 Compose messages 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 ClosedOut 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 Mail widget at the Dashboard a total number of, and link to, all mail of a particular status. This will give you quick access via Mail widget 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 in the Mail widget at the Dashboard.. (c) 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 reminder 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. (d) Allow the sender to see the status of mail in my inbox: which enables other users to run reports of mail they have sent to 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. 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 Auto Responder Notification of Automatic Mail Status Reminder Notification of change of user preference Notification of completion of mail review Notification of live mail(s) with status outstanding 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 Mail Notification of new un-registered mail in TeamBinder Notification of new response for live mail Notification of new response for your live mail Notification of overdue response for live mail 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 Published Report(s) Deletion Notification of Successful Release of Published Report. Tasks Receive notifications of the Task related events. [see Section 8.1.03] Address Book Receive notification of new contact entered in TeamBinder
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.
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Chapter 3 Mail Switching off receiving notifications in regard to Transmittals [see Section 5.1.06], and Packages [see Section 7.1.04] is not possible with the following exceptions: Transmittals Notification of Auto Responder for Transmittals Notification of Transmittal Cancellation Packages Notification of change in Package Information
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 Types 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 11.4.08].
3.2.09 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 Selection 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 option to compose and send a new item of correspondence or by using the Reply and Forward options when reading an incoming mail. As part of the TeamBinder implementation process, the mail types required on a project and their formats 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 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 11.2.06] 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 each mail is sent and supports standard concepts such as the use 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]. Search options to enable finding mails [see Section 3.8.02]. Links to build a thread of a chain of communications [see Section 3.9.02]. Folders 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) is generally created by selecting Mail from the New button drop down list at the left menu. The steps below are the basic steps involved in creating and sending a new mail. Also refer 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. Select Mail from the New button drop down list at 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 security group you belong to. At the mail window, click on the To button. Tip: See also Note (b) below. 4. At the Select Recipients window, select the Company of the person you are sending the mail 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. 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.
7.
10. Type (or select using the date picker) a Response required by date if you require a response. It is also possible to select a Priority for the mail and to change the default Status. 11. Tick Request Read Receipt if required. 12. To attach an external file to your mail item, click the Attach Files button at the top 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. To send the mail immediately, click the Send button. The mail will automatically be sent and placed into your Sent items mail box. 14. Alternatively, to save the mail to the Drafts, click the Save button. 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 in the Select Recipients window. (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. Another alternative for selecting the distribution for your mail (steps 3 to 7 above) is Contact Groups [Section 3.3.05]. (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 is possible that there will be names on the distribution that you cannot remove. [See Section 3.1.06]. (d) At the Select Recipients window 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 for, you may be a restricted user with access to only a limited project address book [see Section 11.2.05]. (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 11.2.05]. (g) TeamBinder supports the use of Blind Copies (BCC) on a per project basis. If enabled [see Section 11.1.03], 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 recipients of the mail item. (l) It is possible to Preview an item of mail before sending by selecting Print Preview from the Print button drop down list. 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 Folder before sending, see [Section 3.9.01] for more details on how to do this. (n) Default response periods per mail type (which will automatically 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 loss of data, [see Section 3.2.02 on auto recovery] (q) It is possible to automatically attach a PDF or HTML copy of the 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/ [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 11.2.06].
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Chapter 3 Mail FAX By ticking the box in this column, the mail will be sent out using TeamBinders Fax -Out 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 Contacts [see Section 11.2.05] but can be adjusted via the Select Recipients window when creating mails. (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 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 Contact link to the right of the To: or Cc: fields to load the Create New contact window. 2. At the Create New Contact window first select the Company the new contact belongs to. 3. Then 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). 4. Complete the remaining details about the new contact and click OK when done. 5. If the new contact belongs to a new company, click the Add Company button to the right of the company drop down list. 6. Enter a Company ID, Company Name and complete the other company details as required [See Section11.2.02] and click the Close button and Save when prompted and then proceed as per Steps 2 to 4 above. Notes: (a) When entering new Companies the system will check both the Company ID and Company name to see if they already exist.
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3.3.05 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 Contacts screen using the More button [see Section 11.2.07].
To use Contact Groups when creating outgoing mail

1. Select The To Button From the Create New Mail screen and at the Select Recipients window, click the Contact Groups option button A list of available Contact groups will be displayed in the grid. 2. Click on your contact group from the left of the screen. 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. (c) You can add contact groups to a mail item using the auto complete feature as well. When referring the Contact group in the auto complete feature you need to key in the Title of the Contact group.
3.3.06 Attachments
It is possible to attach any of the following to outgoing mail: External Files TeamBinder Documents TeamBinder Mail TeamBinder Published Reports
Select the required option from the Attach Files button drop down list at the top of the screen. Notes: (a) When attaching information that is stored in TeamBinder you will first be prompted with the relevant search window for that module to enable you to select the information to attach. (b) It is possible for the Project Administrator to define a maximum file size via the Project Details. If a user attaches files which are greater than the file size defined and if he tries to send the mail via the Email send method then the user will be warned. (c) When viewing mails the size of attachments is displayed to the right of the attachment file name.
3.3.07 Drafts
The Drafts mailbox stores outgoing mail that has been created and saved but not Sent. Mail in the Drafts mailbox is stored there permanently until either Sent or Deleted.
To access the Drafts mailbox

1. From the left menu, click on the Mail button and select Drafts. 2. To open a mail for further editing, simply double click on it and edit as normal. When done either Save (the mail will remain in the Drafts) or use the Send button from within the mail form.
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To send mail from the Drafts mailbox

Mail can be sent from within the Drafts either by opening each item one by one, and using the Send button within the mail form. Notes: (a) Mail printed from within the Drafts prior to sending will be stamped as DRAFT by the system automatically.
3.3.08 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, Sent Items, or Inbox mail boxes, select the mail to be duplicated by ticking the select box against it. 2. Select Duplicate from the More button drop down list. 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.
3.4 Outgoing Mail Review Process

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 Send for Review option rather than the Send option 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 Security Group definitions [see Section 11.4.02].
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 select Send for Review from the Send button drop down list. 2. At the Mail for Review window, select the required reviewer, enter a due by date and any comments and click OK.
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Chapter 3 Mail 3. After clicking OK, the mail will be sent for review and the mail compose screen will close. An email notification is automatically sent to the reviewer and the mail is also listed in the Drafts 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 and using the Cancel Review button.
3.4.03 Reviewing mail submitted for review

Mail submitted for review is generally accessed via the My Statistics or Mail widgets at the Dashboard where there is a link named To Review. It can also be accessed via the Drafts mailbox. 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.
To either return the mail to the originator or forward to another reviewer, select Send For Review from the Send button drop down list. 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 named Returned from Review via the My Statistics or Mail widgets at the Dashboard. 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.
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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 Unregistered 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. From the left menu, click the Mail button and select Inbox. The Inbox is then displayed in a register style format. 2. To open an item of mail, simply double click on it. 3. If prompted for a read receipt, action as required. To modify the defaults for how you action read receipts, see [Section 3.2.5]. 4. Attachments are listed at the top of the mail item in an expandable pane and can be downloaded by clicking on them. 5. Click the Close button when done. Notes: (a) Incoming mail once opened is automatically marked as read by the system and the date opened is captured. [See also Section 3.5.03]. (b) 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]. (c) 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]. (d) Use the Reply, Reply All, and Forward buttons to respond to an incoming mail [see Section 3.5.04].
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Chapter 3 Mail (e) 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. (f) A paper clip icon is shown against mail items with attachments in the Inbox list. Attachments can be downloaded by clicking on the links when reading the mail. Alternatively select Download Attachments from the More button options at the mail register. (g) 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 option available via the More 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 as to which attachment to use. (h) If a mail is linked to another mail, it is highlighted via the links icon and the links can be viewed by opening the mail and using the Show Thread link at the top right corner of the mail form. (i) To update the status of the mail after reading, use the status drop down list available at bottom of the mail form. You can also batch change the status of multiple mails [see Section 3.9.04]. (j) 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. (k) 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]. (l) It is possible to file incoming mail into Folders if these are being used on your project [see Section 3.9.01]. (m) It is possible to batch print a number of Incoming mails [see Section 3.9.07]. (n) It is possible to export one or more mails to PDF or HTML format by selecting Export to from the More button drop down list at the mail register.
3.5.03 Mark mail as Read/Unread

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.
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Chapter 3 Mail 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 In both cases a new mail item will be created.
To respond to a mail item

1. From the left menu, click the Mail button and select Inbox. . 2. From within the Inbox, select the mail item to respond to by ticking the box next to it to select it. 3. Click the Reply, Reply All or Forward buttons on the toolbar and if required, select a mail type to use for the Reply, Reply To All or Forward. 4. Proceed as normal for creating outgoing mail [see Section 3.3.02]. 5. 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 My Statistics or Mail widgets at the Dashboard to see a list of mails 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].
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3.6 Unregistered Mail

3.6.01 Overview
TeamBinder supports the management of incoming faxes and emails from parties not using TeamBinder via its unique Integrated Faxin [see Section 3.10.01] and Emailin [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 a specific mail folder called Unregistered Mail. A user from each company or department that is utilising the Faxin and Emailin options for TeamBinder checks the Unregistered 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 an 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 any Department account of the company regardless of the users department.
Note that no user can: a) Access unregistered mail that was not sent to their company
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Chapter 3 Mail The complete business process is: Notifications about new Unregistered 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: Company Unregistered Mailbox User Access No or Incorrect Personal Prefix Y N N Department With No or With Correct Incorrect Personal Personal Personal Prefix Prefix Prefix Mail Visible (Y/N) Y Y Y Y Y Y Y N Y
Company Department Personal
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 Folders (Optional) Sender and Recipient Companies: Processing Mail Filed in: Sent Items copy auto filed: Same Public Folder Y Private Folder Y Public Folder Y Different Private Folder N
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3.6.03 Processing incoming faxes

Incoming faxes sent by external parties to a fax number configured for TeamBinders Faxin module [see Section 3.1.10] are received automatically into the Unregistered Mail folder. Notifications are sent to users that an Unregistered mail has been received as configured via Company Details [see Section 11.2.02]
To process incoming faxes

1. From the left menu click the Mail button and select Unregistered. Unprocessed incoming faxes will listed in the unregistered mail list. 2. Open the fax that you wish to process by clicking on it. If there is a large list of unprocessed incoming faxes use the Search box or the Advanced Search button to locate the required fax. 3. View an image of the Fax by clicking on the attachment link. 4. Note the distribution (who the fax is from, sent to, and copied to) from the fax image. 5. Close the image of the Fax. 6. 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. 7. Select the mail type to process (deliver) the incoming fax with from the drop down list. 8. Send the mail as normal using the Send button. 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) Users can only process Unregistered mail that has been sent to their own companys project fax number. (c) Users can control whether to be notified about new Company, Department or Personal mail only received as unregistered mail. This is done via Company Details [see Section [see Section 11.2.02]. (d) Once the processing mail is sent, it will be distributed to all contacts in the distribution list. (e) 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. (f) 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 11.2.02]. (g) It is possible to reprocess a processed fax. Click the Advanced mail search button and change the Mail Status option group setting to Processed or All rather than the default setting of Unprocessed. Note that the system will warn you that you are reprocessing an incoming fax.
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Chapter 3 Mail (h) Use the Delete button to delete any unregistered mails. They will be moved to the Deleted Items folder [see Section 3.9.06]. (i) It is possible to process the incoming fax as a document rather than a mail [see Section 3.6.05]. (j) Access to Unregistered mail is restricted [see Section 3.1.05]. (k) The processing mail can be filed into a Folder 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 Emailin module [see Section 3.1.11] are received automatically into the Unregistered Mail folder.
To process incoming emails

1. From the left menu click the Mail button and select Unregistered. Unprocessed incoming emails will listed in the unregistered mail list. 2. Open the email that you wish to process by double clicking on it. Information about the email as far 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. 5. 6. 7. 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 using the Send button.
3. 4.
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) 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. (d) Users can only process Unregistered mail that has been sent to their own Companys email address. (e) Users can control whether to be notified about new Company, Department or Personal mail only received as unregistered mail. This is done via Company Details [see Section 11.2.02]. (f) 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.
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Chapter 3 Mail (g) 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), Company Mail (Mapped) AND under the Personal Unregistered Mail for the mapped contacts. The mail can be processed by a user with Department Mail access (and belongs to the relevant department) a user with Company access (regardless of his 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. (h) Once the processing mail is sent, it will be distributed to all contacts in the distribution list. (i) 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. (j) 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 11.2.02]. (l) It is possible to reprocess a processed email. Click the Advanced mail search button and change the Mail Status option group setting to Processed or All rather than the default setting of Unprocessed. Note that the system will warn you that you are reprocessing an incoming email. (k) Use the Delete button to delete any unregistered incoming emails. They will be moved to the Deleted Items folder [see Section 3.9.06]. (l) It is possible to process the incoming email as a document rather than a mail [see Section 3.6.05]. (m) Access to Unregistered mail can be restricted [see Section 3.1.05]. (n) The processing mail can be filed into a Folder as with normal mail [see Section 3.9.01].
3.6.05 Processing Incoming Mail Hardcopies

It is possible to process a scanned image of an item of hardcopy mail into TeamBinder via the Unregistered mail module. 1. From the left menu click the Mail button and select Unregistered. 2. Select Hard Copy from the More button drop down list. 3. 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 and a From to process the hardcopy as. 4. Use the Attach Files button to upload the scanned image of the hardcopy. 5. Send the mail as normal using the Send button. This will process the mail into the Inbox of the recipients as though the original mail had been sent from within TeamBinder.
3.6.06 Mapping of Unregistered mail

Mapping is the process of identifying the senders and recipients of Unregistered mails. 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.
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Chapter 3 Mail 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. 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
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Chapter 3 Mail 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 such as For approval, For comments, For review, For information etc. 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 Project Settings - Miscellaneous [see Section 11.1.03]. (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 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: (j) On public issue mails when any other person submits responses. (k) 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 Statistics widget at the Dashboard 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 widget at the Dashboard shows Live Mail Responses for both Incoming and Sent Mail. For Sent Live Mail: Outstanding is calculated based on whether it 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 (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: A simple Search box: Enter a string of text in the Search box above the mail register and click Go and the list of mail will be filtered to display mail which contacts the string of text in any of the mail fields. Advanced Search: A comprehensive Search screen that enables structured and intelligent searching via any of the key fields data relating to mail [see Section 3.8.02]. Within the mail detail screen of Incoming and sent mails, use the Show Thread 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 Search option which searches within TeamBinder Project [see Section 2.3.01] If you are using electronic filing via File in Folders, open the Inbox or Sent items and use the Folder pane 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 Advanced Mail Search

The Advanced Mail Search screen can be used to search the mail box using a specific set of search conditions. You can access the Advanced Mail Search screen by clicking on the Advanced button at the mail register.
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Chapter 3 Mail There are a number of options at the advanced search screen which are explained below: Addressed to: The Advanced Search 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]. Select a particular Company or Person from the To drop down list to search for mails sent to them. Select a particular Company or Person from the From drop down list to search for mail sent by them. Provides the option of searching for mails received during a specific date range or for mails received in the last X days. Provides the option to search for mails which require a response during the specified date range or within the next X days. Provides three options to filter from - All mail (Default). - New Mail (Mails that are Unread) - Outstanding mail (mails with Status = Outstanding) Use the drop down list to search/filter for a particular type of mail. User can filter out data using different priority levels. To search by the mail reference number. To search based on the Subject of mails. 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 through text based file attachments to mails for a particular string of text, enter the text in the Attachment Contains field. To search for mails based on the name(s) of file attachments, Further search capability using a full SQL type Search [see Section 3.8.03].
To:
From:
Date received: Responses requested:
Status:
Mail Type: Priority: Document No: Subject: Message:
Attachment:
Attachment Names: More Search Options:
When using the Advanced Mail Search, choose any of the above options and then click Search to proceed. Notes: (a) The search options in different mail folders may vary slightly from the above. (b) 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. (c) Use the Save button to save your advanced search 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 advanced search screen. Saved filters are also quickly available by clicking on the Saved button at the top of the mail registers. (d) Document No, Subject, Message and Attachment name fields provides search condition such as Contains, Begins With etc. to further streamline the search process.
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3.8.03 Using More Search options

When accessing any of the TeamBinder mailboxes, the Advanced button above the grid can be used to select which mail will be displayed. The Advanced mail search serves a dual purpose: Filtering the mail items that you will view in the register; and acting as a search engine to find specific mails [see Section 3.8.02]. The Advanced mail search screen includes a More Search options link which if selected enables users to create their own search conditions utilising any of the fields in the TeamBinder mailboxes.
Using More Search options

1. Select the required mail folder. 2. At the mail register, click the Advanced button. 3. Click on the More search options link the advanced mail search window. 4. A series of boxes in rows appear below. Each row of boxes includes: The Field Name to search via (select from the actual field names as they are listed in the mail box column headings). The search condition. The data to search for.
5. Add as many rows as required using the AND or OR options to join the rows together. 6. Click Search when done. Notes: (a) If the Field name selected to search via is normally populated by values from a TeamBinder configuration table, the data to search for field will change to a drop down list to select a value from. (b) To use only the Advanced mail options, click Fewer search options. (c) Search conditions defined can be saved using the Save button. Enter a Title when prompted and use the Load button to load a previously saved Advanced search. (d) The Combine with the above search criteria option can be used to combine the selections in the Advanced Mail filter with the More Search option selections.
3.8.04 Thread View

TeamBinder builds a thread (links) between mail items automatically when: A mail item is responded to via a reply or forward. A mail item is forwarded with another mail.
Mails can also be manually linked together and even Documents, Transmittals, and Packages can be linked to the 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.
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To activate the thread view

1. Open the Inbox or Sent Items mail folder from the left menu. 2. Open the detail view of the mail that you wish to see the thread view of. 3. Click on the Show Thread link at the top right corner of the mail. 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 to view the thread item. For mail and transmittals, the mail or transmittal notification will be displayed. For Documents and Packages the Document or Package Details are displayed.
3.8.05 Folder Pane

On Projects using File in Folder feature for electronic filing, the Folder pane is a useful way to find related mail items via a Folder structure.
To view the contents of a Folder

1. 2. Open the Inbox or Sent Items mail folder from the left menu. Click on the Expand folder pane icon to view the folder pane. The Folder structure will be displayed. 3. Use the + icons to expand a folder structure to view the related folders. The + sign indicates that the folder either has sub folders or contains mail. 4. Double click a mail item to open that piece of mail.
Notes: (a) Mail items you can view from within Folders are always subject to the standard mail security rules in regard to Personal/Department/Company mail and mail types you have access to [see Section 3.1.04]. (b) To file mail in a one or more Folder, see [Section 3.9.01]. (c) You can search for mails with folders by using the Advanced mail search option above the mail register.
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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 File in Folder feature, a copy of a mail can also be seen to appear in one or more Folders, where an existence of a Folder is similar to the concept of a multilevel Folder Structure. Note that there is only ever one copy of any mail in TeamBinder. File in Folder feature is simply another way of indexing and viewing mail [see Section 3.1.04].
To file a mail item into a Folder

1. Open the Inbox, Sent Items, or Drafts mail folder from the left menu. 2. Open the mail which you wish to add to a folder by double clicking on it. 3. Select File in Folder from the More button drop down list. The File in Folder Screen will now load. 4. Choose the Folder type from the option group available at the bottom left corner of the file in folder screen. The options are: Public; Private; or All. 5. Expand the folder structure using the + signs to locate the folder to file the mail into. 6. Add the mail to the required folder but ticking the select box next to the folder. 7. Click OK.
File mail second method

1. Open the Inbox, Sent Items, or Drafts mail folder from the left menu. 2. Use the Advanced mail search to locate one or more mails that you wish to file in one or more folders. 3. Expand the Folder pane by clicking on the Expand folder pane icon. Note this icon is located in between the left menu and the mail grid. 4. Select one or more mail items to file using the select boxes and drag them into a folder in the folder pane. Dropping the records on the required folder in Folder pane will file the mail. 5. Click on the folder to check whether dropped items are there in the folder. Notes: (a) By filing mail items filed in a Folder, you are NOT creating additional copies of the mail. (b) Mail Items can be filed in multiple Folders. However, there is still only ever one copy of the mail in TeamBinder. It can simply be viewed via the Folder it is filed in. (c) Mail items that have been filed in one or more Folders have a filing icon displayed against them in the Inbox and Sent items mail registers. (d) It is possible to prevent removal of mails from the Folders in which it is filed by activating this option via Project Settings - Miscellaneous [see Section 11.1.03].
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(e) When filing mail from within the Unregistered mail module during processing, the following rules apply: If the Sender, Recipient and Processor are from the same company, both copies of the processing mail are auto filed in the File in Folder. If the Sender and Recipient are from different companies and the processor selects a Public Folder, 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 Folder, 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.
3.9.02 Linking Mail

Mail items are automatically linked to other mail items when: A mail item is responded to via a reply or forward. A mail item is forwarded with another mail.
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 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. Open the mail which you wish to add links to by double clicking on it. Note: Use the Advanced mail search if required to locate the required mail. 3. Select Add Items to mail thread from the More button drop down list. The Add items to mail thread screen will now load. It contains four separate tabs. 4. Click the Add button and select the type of work item that you wish to link to this mail. Choose from: Mail Documents Transmittals Packages
5. A search window will appear. The search window fields depend on the type of work item that you selected at step 4. (e.g. if you selected Documents, a document register advanced search window will be shown). 6. Apply the search attributes as required to locate the items to add to the thread and click Search. 7. At the next window, use the tick boxes to select the work items to link to and click OK. The selected Items will be linked with your mail. 8. To select work items from a different module, again click the Add button and select the relevant Work Item button. Apply a search as required and then select the required Work Items to link as per Step 7. 9. Click Close when done and save when prompted.
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Chapter 3 Mail You will receive a confirmation message once the system completes building the selected links. Notes: (a) Click the Add Items to mail thread option in the new mail screen to create 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 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 Mail widget 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 change option [see Section 3.9.04]. (f) 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]. (g) 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)].
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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. TeamBinder provides a Batch change status process to simplify the above process.
To change the status of one or more mails:

1. Open the Inbox, or Sent Items mail folder from the left menu. 2. Click the select tick box against the mail items that you wish to change the status for. Note: Use the Advanced mail search if required to locate the required mail. 3. Select Change Status to from the More button drop down list and select the new Status that you wish to apply to the selected items. 4. Click Yes when prompted to confirm.
3.9.05 Exporting mail to HTML or PDF

Mail items stored in the TeamBinder Inbox, Sent Items, or Drafts 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 from the left menu. 2. Select one or more mail items to be exported by ticking the select boxes against them. Note: Use the Advanced mail search if required to locate the required mail. 3. Select Export To from the More button drop down list and choose either HTML or PDF. 4. 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. 5. 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 4 may take a few minutes if a large number of mail items were selected. (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 11.1.06].
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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 (mail saved but not sent) or Unregistered (incoming emails and faxes) can be deleted if required. All deleted Mails are first moved to Deleted Items mailbox. From the Deleted Items mailbox, mails can be permanently deleted (removed completely from the TeamBinder system).
To delete mail
1. Open the Drafts, or Unregistered mailbox from the left menu. 2. Select the mail items to delete by ticking the select box against them. Note: Use the Advanced mail search if required to locate the required mail. 3. Click the Delete button on the toolbar. 4. Click Yes when prompted.
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 the Advanced mail search if required to locate the required mail. 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 or Unregistered mail by ticking the select box against them. 5. Click the Restore button on the toolbar (the mail will be restored to the mailbox it was deleted from). 6. Click Yes to confirm the Restore process.
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 the Advanced mail search if required to locate the required mail. 3. Click the Print button on the toolbar. The Print Dialog box will now load.
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Chapter 3 Mail 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 Processing mail attachments as Controlled Documents

If the attachments to incoming mail (standard or unregistered mail) are controlled documents, the attachments can be processed into the Document Register from within the mail registers.
To process mail attachments as controlled documents

1. From the left menu click the Mail button and select either Inbox, Sent Items or Unregistered. 2. Select one or more mails with attachments to be processed and right click and select Process Attachments as controlled documents. Alternatively open a single mail item and select Process Attachments as controlled documents from the More button group of options. 3. At the Select Attachments to process window, choose between: Process each mail as an individual document with its attachments (relevant only if you have selected multiple mails to be processed). Process each mail attachment as a single document (default)
All attachments for the selected mails will be selected by default. If you have chosen the first option above each mail will be processed as a single document with one or more view files (one per attachment). If you have chosen the default option each attachment to each mail will be processed as separate document. 4. Select/De-select attachments as required and click the Process button. 5. Enter the document details in the same way as you would if uploading documents to the document register. If processing a single attachment then this is as per the Single New Document upload process [see Section 4.3.02]. If processing multiple attachments the Bulk Upload Documents window will load [see Section 4.3.08]. 6. Click Save when done and Yes when prompted to save.
3.10 Integrated Fax and Email Services

3.10.01 Faxin
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 Faxin feature by contacting QA Software. A nominal monthly charge applies.
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Chapter 3 Mail The process for applying for, activating, and using the Faxin service is summarized as follows: 1. A decision is made by a company on a project to use the Faxin 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 Faxin configuration [Section 3.1.10]. (b) See also Processing Incoming Faxes [Section 3.6.03].
3.10.02 Emailin
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 Emailin feature by contacting QA Software. The process for applying, activating, and using the Emailin service is summarized as follows: 1. A decision is made by a company on a project to use the Emailin 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 Unregistered 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.
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Chapter 3 Mail 6. TeamBinder then processes the email as though the sender had created it on line from within TeamBinder. 7. The Sender also gets an email automatically advising them that the email has been received and processed. Notes: (a) See also Emailin configuration [Section 3.1.11]. (b) See also Processing Incoming Emails [Section 3.6.04]. (c) It is possible to have a single Emailin 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 Faxout
The TeamBinder system has the capability to send outgoing mail by fax if and when required. The Faxout 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 Faxout 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 receive mail in 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. Click the Reports button from the top menu area. The Standard report groups are listed in the left pane. 2. Click the Mail group in the left pane. The available reports are then listed [see Section 3.11.02] 3. Click on the required report. 4. Enter/Select the various attribute options for the report on the right hand side of the screen (in a similar way to using the Advanced mail search window [see Section 3.8.02]). 5. Click Search to run the report. Notes: (a) It is possible to change the title of report in the field provided at step 4 above. (b) It is possible to search within the report output on the screen using the search box and find/next options at the top of the report window. (c) It is possible to export a report using the Export button to any of Word, Excel or PDF. (d) In-active contacts will only be listed on mail reports if they are ticked in the Address book to be included in reports.
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Chapter 3 Mail (e) See also Generating Standard Reports [see Section 9.1.02] (f) See also Customizing reports [see Section 9.2.01].
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 No. Report Group: Mail 001 Inbox Summary Sent Items Summary Sent Items Details Description
This report is based on a summary register of mail in the Inbox. This report is based on a summary register of mail in the Sent Items mailbox. This report shows mail in the Sent Items Mail box with options to include: The response received against each mail item A list of people who have NOT responded as requested to each mail item
010
015
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.
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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 Rules for who can upload Documents Distribution Groups Security Issues Documents User Preferences Document # Masks Design Management Considerations Customizing 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 More Document Search Options 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/Remove View Files Bulk Upload of Documents 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 Bulk Download of Documents Document Check In / Check Out Bulk Printing Drawings using QPRINT
4.5 Reports
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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 documents 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 are restrained (requiring a review workflow): The documents are added to the document register as Awaiting Review. The document review initiator is notified by email. The document review initiator 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 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 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 11.2.01]. 2. Create users [see Section 11.3.01]. 3. Assign access levels to document modules [see Section 11.4.03]. 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].
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Chapter 4 Documents 8. Define any Document Masks to be used [see Section 4.1.13]. 9. Define Distribution Groups [see Section 4.1.10]. 10. Setup Categories [see Section 4.1.06]. 11. Define any mandatory fields to be used during document registration [see Section 11.4.09]. 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 is 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. Click on the Admin button in the top menu area and at the Admin screen select Configuration tables. 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. The Status can also be used as an element in the rules to control who can upload documents [see Section 4.1.09].
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To access the Status Codes table

1. Click on the Admin button in the top menu area and at the Admin screen select Configuration tables. 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. Remarks: A free form text field for any comments.
4.1.05 Disciplines
Disciplines are a mandatory controlled document attribute. The Discipline of a controlled document can be assigned during the document upload process or via the Discipline drop down list when viewing the Master Document Register and editing a document. Disciplines can also be used as an element in; the rules to control who can upload documents [see Section 4.1.09]; the definition of Distribution Groups [see Section 4.1.10]; the rules that control whether a workflow is required [see Section 6.1.04]; and the definition of Review Teams [see Section 6.1.05].
To access the Disciplines table

1. Click on the Admin button in the top menu area and at the Admin screen select Configuration tables. 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. Notes: (a) Only the Project Administrator can add/edit or delete Discipline values.
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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.
To access the Categories table

1. Click on the Admin button in the top menu area and at the Admin screen select Configuration tables. 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: (b) 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. Click on the Admin button in the top menu area and at the Admin screen select Configuration tables. 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.
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To modify the primary file format settings

1. Click on the Admin button in the top menu area and at the Admin screen select Configuration tables. 2. Select the Format Codes option from the File listing. The default 4 options (and 4 is the maximum) are listed. 3. Click on any of the current formats and edit the details as required: Modify the Caption and Sequence (controls the column position from left to right) as required. Use the Add/Remove buttons to associate the required file formats with the caption.
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 Rules for who can upload Documents

TeamBinder controls who can upload documents to the system by a flexible system of Document Rules. Upload Groups are defined in terms of key document attributes and companies are allocated to one or more groups meaning that they can only upload documents that conform to the rules of the groups they have been assigned to.
To Define Document Upload Groups

1. Click on the Admin button in the top menu area and at the Admin screen select Manage Document Rules. 2. At the Manage Document Rules select the Rule Type as Upload. 3. Click the New button to add a new Upload Group for the upload of Documents. 4. Enter a Title for the Upload Group (e.g. Upload of Electrical and Fire Drawings). The rules for who can upload documents for this Upload Group are controlled using any of four key document attributes which are: Status; Discipline; Category; and/or Type. So for example to define that that companies assigned to this group can only upload documents where the Discipline is either Electrical or Fire and the Document Type = Drawing, you would tick the Electrical and Fire Disciplines and Drawing Type. For Category and Status these would remain ticked as All so can be any value. Then when uploading documents, unless the Discipline is either Electrical or Fire and the Type is Drawing, the company will not be able to proceed. 5. At the Details tab, tick the attribute boxes as required to define the required attributes for this Upload Group. Tip: For existing customers using TeamBinder who have been used to controlling the upload of Documents by Discipline alone, their settings will be Status = All, Category = All, Type = All and then for each Discipline they will have defined a separate Upload Rule Group each with one of the Disciplines ticked. 6. Click on the Companies tab.
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Chapter 4 Documents 7. Assign the required companies to the Upload Group by moving them from the left hand pane to the right hand pane. 8. Click the Close button when done and Save when prompted. Notes: (a) In addition to belonging to a company assigned to one or more Upload Groups, users who need to upload documents must be assigned Full Access to the Document Register [see Section 4.1.11]. (b) While more than one company can be authorised to upload documents belonging to an Upload Group, 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]. (c) Other companies can be enabled to upload revisions of documents for which they are not the original uploading company by ticking the Allow uploading of documents on behalf of other companies in Companies details screen [see Section 11.2.02].
4.1.10 Distribution Groups

TeamBinder can automate the distribution of documents uploaded to the system via rule based Distribution Groups which control: The default distribution (via notifications) for unrestrained documents. The Format(s) of the documents each person on the distribution can download.
A user included in a Distribution Group will automatically be notified when documents meeting the rule based criteria of the group are released in TeamBinder. Distribution groups are defined on a per Discipline basis. Note however that Distribution Groups are not the only way of controlling the distribution of documents being released in TeamBinder. They are only one of a number of methods and are 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 Document Distribution Groups

1. Click on the Admin button in the top menu area and at the Admin screen select Manage Document Rules. 2. At the Manage Document Rules window select the Rule Type as Distribution. 3. Click the New button to add a new Rule Group for the Distribution of Documents. 4. Enter a Title for the Distribution Group (e.g. Distribution of Electrical and Fire Drawings). 5. At the Details tab, select the Discipline this Distribution Group is to be defined for. 6. Now click on the Distribution tab. 7. Select the first company to add users from.
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Chapter 4 Documents 8. Now select the users within the selected company to be added to this Distribution Group. 9. Repeat steps 7 and 8 for other companies and users. 10. Against each selected User, tick the file formats they should get access to. Note that the choices available are as defined via the File Formats configuration table [see Section 4.1.08]. Edit the Access From date if required. This is 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 related to this Distribution Group uploaded/created after 1/12/2001). The Notify box if enabled [see Project Settings Documents 11.1.03] can be used to stop the sending of notifications to the user for documents related to the discipline (by un-ticking the box) despite the setting for such notifications being ticked in their User Preferences. 11. Click the Close button when done and Save when prompted. Notes: (a) The Distribution Groups can be managed via the Project Administrator (for all users), and the Company Administrator for users in their company and for Distribution Groups they themselves have access to. (b) The Distribution Groups a user belongs to can also be reviewed/maintained via the Distribution Matrix tab of the Contact Details screen. (c) See also Document Access [Section 4.2.04].
4.1.11 Security Issues

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. Click on the Admin button in the top menu area and at the Admin screen select Manage User Access. 2. Select the Security Group the user belongs to in the upper half of the screen. 3. In the lower half of the screen click on the Users tab. 4. Locate the required User (use the Company drop down list to help selection if necessary). 5. Choose from the following options under the Document 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 or upload rules defined. Full: The user has full access to the Document Register but can only view and download documents for which they have specific document Access [see Section 4.2.04] and can only upload documents for which their company is in an upload rule group [see Section 4.1.09].
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Chapter 4 Documents Notes: (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 11.2.02].
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 via Rules for who can upload Documents [see Section 4.1.09].
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. Click the Settings button at the top menu and select User Preferences. 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 Notification of un-successful upload of Documents to TeamBinder Notification of Un-Restrained Document(s) Release Verification of successful upload of Documents to TeamBinder Workflow Notification of Auto Responder for Document Review Notification of Automatic Review of Restrained Document(s) issued for Review Notification of Automatically Reviewed Documents Release Notification of Completed Review Process Notification of delay in document(s) release process Notification of delay in document(s) review process Notification of Rejection of uploaded Document(s) Notification of Release of uploaded Document(s) Notification of Restrained Document(s) Issue Notification of Restrained Document(s) issue (for Discipline Matrix) Notification of Restrained Document(s) issue for Release Notification of Restrained Document(s) issued for Review Notification of Reviewed Documents Release Summary of delay in document review process
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Chapter 4 Documents General Notification of Approval Subscription Request Notification of Document Comments Notification of Document(s) Deletion Notification of Granted Document Access Notification of Rejection of Subscription Request(s) Notification of request for Document Access Notification of View File replacement
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 within the Document Register, select Document Masks from the More button drop down list. 2. Enter the required document number mask by clicking on the Document Mask buttons. 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 and Additional Project Administrators. (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 is 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 the 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.
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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.
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.
4.1.15 Customizing the Document Register

It is possible for users to customize the layout of columns in the Document Register in TeamBinder. 1. From within the Document Register, select Customize from the More button drop down list. The available columns (Field names) are listed. 2. To change the settings for any field name double click on it to get to the Edit Column settings window. The options for each column are: Alternative field name: The text to be displayed in the column heading. Visible: This controls whether the column is displayed or not. Column No: This controls the position from left to right of the column. Column Width: Defined in Pixels 3. Click Save when done and OK when prompted.
Notes: a) Not all columns can have alternative names.
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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 11.2.02]). The controls over which users can upload, view, comment on and download documents are 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 a 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]. Compare Document Revisions [see Section 4.2.10]. Activate a Workflow [see Section 6.2.03]. Review a document as part of a workflow [see Section 6.2.06]. Release a document at the end of a workflow [see Section 6.2.07]. 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]. Transfer Document Ownership [see Section 4.3.06]. Replace the View Files for a Document [see Section 4.3.07]. Change the access to a Document [see Section 11.4.07]. Delete a Document [see Section 4.2.11].
To access the document register

1. Select Documents from the left hand menu. The Document Register is then displayed. Notes: (a) See also Finding Documents [see Section 4.2.02]. (b) There is only ever one copy of each format of each document stored in TeamBinder unless having multiple view files of the same format is enabled at project level via the Project Settings [see Section 11.1.03].
4.2.02 Finding Documents

There are two basic ways for finding documents in the document register. Firstly there is a simple Search box above the register. Enter a string of text in the search box and click the Go button. The register will display only documents that have the string of text somewhere in their meta data (e.g. in the Document Number or Title of the Document).
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Chapter 4 Documents Secondly there is an Advanced Document search option which is accessed using the Advanced button above the Document Register. The Advanced Document Search serves dual purposes: Firstly to select 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 Advanced Document Search screen which are explained below: Register View: Select from the following options: Latest Unrestrained.
This means the latest revision of released (after going through a review workflow) or unrestrained (not requiring review) documents.
Latest.
This means the latest revision of documents regardless of whether they are currently restrained (going through a workflow), unrestrained, or released.
All.
This means all revisions of all documents regardless of whether they are restrained, unrestrained, or released.
And then choose between: Documents that 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 that 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 11.2.02].
Status: Discipline: Type: Document No:
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 and choose from the various comparison options such as Contains, Begins with etc. Enter a text string to search for documents via their title. Select a particular document Category (default is -ALL-).
Title: Category:
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Chapter 4 Documents Sort by: 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 More Search options link allows you to create your own search conditions using all the fields in the TeamBinder document register, several comparison conditions and open text fields [see Section 4.2.03].
More Search Options:
Apply the Advanced Document Search settings as required and click Search. Notes: (a) If the Field name selected to search via is normally populated by values from a TeamBinder configuration table, the data to search for field will change to a drop down list to select a value from. (b) Use the Set as Default box to set the current search as the default view of the Document Register. (c) Search conditions defined can be saved using the Save button. Enter a Title when prompted and use the Load button to load a previously saved Advanced search.
4.2.03 More Document Search Options

When accessing the TeamBinder document register, the Advanced Document Search option can be used to select which documents will be displayed. This Advanced Document Search serves the dual purpose of: Selecting 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 Advanced Document Search window includes a More Search options link that if clicked allows users to create their own search conditions using all the fields in the TeamBinder document register, several comparison conditions and open text fields
Using More Search options

1. Within the Document Register, click the Advanced button. 2. Click on the More search options link in the advanced document search window. 3. A series of boxes in rows appear below. Each row of boxes includes: The Field Name to search via (select from the actual field names as they are listed in the document register column headings). The search condition. The data to search for.
4. Add as many rows as required using the And or Or options to join the rows together. 5. Click Search when done. Notes: (a) To use only the Advanced Document Search options, click Fewer search options. (b) The Combine with the above search criteria option can be used to combine the selections in the Advanced Document Search with the More Search option selections.
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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 online 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) Note: Viewing online 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 in a Distribution Group that a document relates to [see Section 4.1.09]. Being the review initiator for the document [see Chapter 6] Being the review coordinator for the document - [see Chapter 6]. Being a document reviewer for the Review Group 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 or issued a standard package that includes the document [see Chapter 7]. Being given specific access to a document by the Project Administrator [see Section 11.4.06]. 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.
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Chapter 4 Documents 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.
To subscribe to a document
1. From within the Document Register 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. 2. Repeat step 1 for additional documents. 3. Select Subscribe from the More button drop down list. 4. 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 11.4.05]. 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. (c) Only users belonging to companies for which the setting Show entire document list is selected are able to see documents listed in the register to which they do not have access.
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 double click on it to load the details screen. The standard fields at the Document Details screen are: Field Document No. Rev* Status* Title* Discipline* Category Type From User Date Recorded 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 user (and their company) that uploaded the document. The date the document was uploaded.
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Chapter 4 Documents Field Date Released Description 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]. 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. A list of view fields associated with the document.
Revision Notes Remarks Reason View Files
* Means the field is mandatory. Fields in Italics are maintained by the system 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) Use the More button drop down list and select Change Document Details to change data without revising the document. Requires Project Administrator access. (d) In addition to the default mandatory fields, additional fields can be made mandatory if required [see Section 11.4.09]. (e) It is possible to have additional custom fields added to the Document Details screen if required. Contact QA Software for more on this. (f) If a company is allowed to upload documents on behalf of another company [see Section 11.2.02], 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 your 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.
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Chapter 4 Documents 4. The icons on the horizontal toolbar have the following meanings: Icon Purpose 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. 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 is 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 the 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].
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Chapter 4 Documents 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.
Notes: (a) It is possible to redline (mark up) the document from within the viewer [see Section 4.2.08]. (b) The first time you view a document, TeamBinder must download some scripts to your PC related to the viewing technology. This can take several minutes. (c) Right click anywhere on a document/drawing for quick access to: Zoom window Zoom In Zoom Out Zoom All Zoom 1:1 Pan Copy to Clipboard (requires you to be zoomed in on an area) Measure Print
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 Settings: 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 Layer control: Used to toggle on and off markups either by User or Layer. 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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Chapter 4 Documents 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, opened 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
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 Layers control at the left hand side of the screen. (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. Double click on the document to open the details screen. 3. Select Document Comments from the More button drop down list. 4. Click the New button to add a new comment. 5. At the Add Comment window type the comment as necessary. 6. Select a Category for the comment and if the comment is being made on behalf of someone else, select the 3rd party details. To upload an external file to attach to your comments (Optional but ideal if you have sketched comments as well as text based comments): 7. Click the Attach Files button, locate the file to upload, and click Open. 8. Click the Close button and Save when prompted. 9. To close the Viewer/Comments window use the X in the top right hand corner of the screen, 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 in the Document Register and then select Batch Comment from the More button drop down list 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 possible to respond to other users comments using the Add Response link in the Comments column. If clicked proceed to add your response as per steps 4-8 above. Your response will be added as a new comment indented beneath the comment you are responded to. (f) 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.
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Chapter 4 Documents 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.
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. Select Compare from the More button drop down list. The two documents will then appear overlayed within TeamView.
To compare two revisions of the same document:

1. From within the Document Register, select the document (any revision) 2. Select Compare from the More button drop down list. 3. Select the revisions of the document to compare when prompted and click the Compare button. 4. Alternatively select each of the revisions of the document to compare from within the Document Register and then select Compare from the More button drop down list. 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 by ticking the select box next to them. 2. Select Delete from the More button drop down list. 3. Enter a reason for the deletion in the Reason column against the document which is to be deleted. You cannot delete a document without entering a reason. 4. If this reason is the same for the other documents that are being deleted at the same time, tick the box labeled Apply same reason to selected documents. This will copy the reason for deletion to all other documents being deleted at the same time. Otherwise enter the Reasons against each document one by one. 5. Click OK and click Yes to confirm the deletion.
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Chapter 4 Documents 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 4 above. (b) The View History link can be used to see if the Document has been transmitted to anyone or included within any Packages.
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 in related Distribution Groups [see Section 4.3.05]. If the documents are revisions to existing documents and still unrestrained, they are released to both users in related Distribution Groups 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 initiator is notified [see Chapter 6]. The review initiator 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 Unregistered 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 Documents from the left menu. 2. At the Document Register, click the New button. 3. Enter the following details about the document:
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Chapter 4 Documents Field Document No* Title* Rev* Status* Discipline* Category Type Sending Company Description This is the number of the Document. The document Title. 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 11.2.02]. If this is the case, select the company that has sent the documents from the list. 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 upload as described by the up-loading person.
Sender Revision Notes Remarks Reason * Mandatory fields
4. Now upload a document file (View file) by clicking the Attach Files button. 5. Select one or more views files (if you have more than one file format) from your local hard drive or server and click Open.
Uploading of the selected files begins immediately. 6. Click the Close button and Yes when prompted to Save. The uploaded document is distributed automatically [see Section 4.3.05]. In addition to the automatic distribution, if the document is unrestrained [see Sections 4.1.04 and 6.1.04] it can be issued by Transmittal to other parties who are not in a Distribution Groups [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 2 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].
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Chapter 4 Documents (f) To upload more than one document at a time see: Batch Upload Wizard [Section 4.3.08]. XLUPLOAD [Section 4.3.09].
(g) If an Unrestrained document is uploaded and there is no related Distribution Group the Project Administrator can be auto notified if this option is activated via Project Settings Documents [see Section 11.1.03]. (h) If a Restrained document is uploaded and there is no Review Group defined then the Review Initiator is notified with a CC to the Project Administrator. (i) To get a history of who has downloaded documents your company has uploaded, run the View Files - 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 via the Company details screen [see Section 11.2.02].
To upload a revised document

1. Select Documents from the left menu. 2. At the Document Register, double click on the Document to revise to open the details screen. Note: Use the Advanced Document Search if required to locate the document. 3. Select the new Revision from the drop down list. 4. Upload the revised document view file by clicking the Attach Files button. 5. Select one or more format of the new revision of the view file from your local hard drive or server and click Open. Uploading of the selected files begins immediately. 6. Click the Close button and Yes when prompted to Save. The revised 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 a 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 a related Distribution Group.
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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 via an Upload Group [see Section 4.1.09] 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 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 Unrestrained New Documents: If the documents are New and Unrestrained (a document is defined as Unrestrained unless defined as requiring review [see Section 6.1.04]) they are Released automatically to users in related Distribution Groups. 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 Unrestrained Document Revisions: If the documents are Revised and Unrestrained, 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 document to the user. Access to future revisions of documents received via transmittal has been removed via Manage Document Access [see Section 11.4.07]. Access to all revisions of the document has been removed via either a related Distribution Group or via Assign Document Access [see Section 11.4.06].
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Chapter 4 Documents Users in a related Distribution Group 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 Review Required Rules [see Section 6.1.04]) they must first pass through a workflow before they are either Released or Rejected. 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 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 via the Company Details screen [see Section 11.2.02]. 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 within the Document Register, select one or more documents for which you want to transfer the ownership. 2. Select Transfer Document Ownership from the More button drop down list. 3. Select the company and contact that you wish to transfer ownership to. Note: If you wish to transfer All revisions of the selected documents, click the tick box at the bottom of screen. 4. Click OK. Notes: (a) If the company you are transferring ownership to does not have the necessary access to upload the documents being transferred via Document Upload Rules, you will be prompted that this is the case. You have a choice of whether to proceed or not. If you proceed with the transfer, then after the transfer process, ensure the company is granted the required document upload Access via Rules for who can upload Documents [see Section 4.1.09].
4.3.07 Replace/Remove View Files

If an incorrect view file is uploaded by mistake it can be replaced or removed by the Project Administrator using the Replace/Remove View Files option. Note that the format of the replacement view file must be the same as that of the file being replaced. 1. From within the Document Register, select one or more documents for which you want to replace or remove the view files. . 2. Select Replace/Remove View Files from the More button drop down list. 3. At the Replace/Remove View Files window, against each document select the action as either Replace or Remove. 4. For documents where you select the action as Replace, select the replacement View File using the Select button. 5. Enter any Comments (optional) 6. Click OK. Notes: (a) Replacement/Removal of view files can only be performed by the Project Administrator (b) Replacement of view files is limited to Unrestrained 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.
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Chapter 4 Documents
4.3.08 Bulk Upload of Documents

To upload multiple documents to TeamBinder the options are: Bulk Upload XLUPLOAD [see Section 4.3.09]. QCAD [see Section 4.3.10]. QDMS [see Section 4.3.11].
To use Bulk Upload

1. From within the Document Register click the Bulk Upload button. By default, 2 rows of empty document attributes are displayed. Note: If you had one or more documents selected at the register prior to clicking the Bulk Upload button, the details of these documents will be displayed. This is useful if you are wanting to enter similar documents or revise existing documents. There are a number of ways of proceeding at the Bulk Upload screen depending on whether you want to select the view files one by one or in bulk. Typically you would select multiple view files first and the steps below are based on this method. 2. Click the Add Files in Bulk button and select the view files you want to upload and click Open. Note: These can be multiple documents/drawing files and/or multiple formats of the same view file. For each file selected a separate row of empty document attributes will be displayed and the selected files will start uploading in the background. 3. Against the first document (first row), enter the Document details (Document No. Revision, Status etc.) in the fields provided. Assuming the remaining documents being uploaded have similar attributes . . . . 4. Click the select box to the left of the first row and then click the Copy Attributes button. 5. Select All (to copy all attributes) or a specific attribute to copy and then choose from the options given on whether to copy the attributes to previous or next rows. If you chose for example copy to next N rows you will be prompted to enter the number of rows to copy to. 6. Now edit the copied data against each row as required so the data about each document is correct. 7. Click the Validate button to ensure the information entered meets the required business rules defined for TeamBinder [see Section 4.3.04]. 8. Click the Save button. 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) Rather than use Add Files in Bulk at step 2, if you want to enter all the document details first and then select the view files to link to each document one by one, then you would use the New Rows button to add the required number of rows (one for each document at each format) to the screen and after entering all the document details, select each document in turn and use the Add Files button to select a view file for each document.
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Chapter 4 Documents b) Another alternative if for example all the view files are contained in a zip file on your PC or Server is to use the Add Zip file button at step 2 rather than the Add Files in bulk button. Select the required zip file and then at the Bulk Upload screen click the Save button and the zip file will be uploaded, extracted and a separate row added to the screen for each document file in the zip file. c) If you are uploading revised Documents, either select the existing document revisions before entering the Bulk Upload screen, in which case you can then simply select the new Revision value from the drop down list in the Rev column and then use the Add Files button to upload the required view file for each revised document. d) Alternatively for uploading revised documents, you could use the Add Bulk Files option to select all the revised view files first (a row for each file is added to the screen), and then enter only the correct Document Number on each row. Once you have done that you can use the Get Attributes button to populate the remaining fields against each document from the values in the Document register for the existing revisions. e) The options at the bottom of the Bulk Upload screen have the following meanings: Hide all files: Compresses the display in the screen by hiding the rows displaying the view file names. Extract zip files when saving: Use when you have zipped multiple file formats for the same document and have attached the zip file against a single entry for the document. If not ticked the zip file will be attached as is rather than being extracted.
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 downloaded 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.
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Chapter 4 Documents 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 the reason for validation failure and the action required before re-uploading. 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 downloaded 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 the reason for validation failure and the action required before re-uploading.
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Chapter 4 Documents 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.
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 a Distribution Group [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 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 individually [see Section 4.4.02] or in bulk [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. A tick indicates the user has access to the format and can download it. An x indicates the format exists but the user does 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 Documents from the left menu 2. Locate the Document to be downloaded using the Search box or Advanced Search options.
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Chapter 4 Documents 3. Click the Download icon (to the right of the document in the register) of the format you want to download. 4. Agree to the conditions of any download disclaimer that may appear. 5. Save the downloaded document to a location on your PC. Notes: (a) All documents with associated view files 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 11.1.03], 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 View Files Download History [see Section 4.5.02].
4.4.03 Bulk Download of Documents

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 button.
To use Bulk Download

1. Select Documents from the left menu. 2. Use the Advanced Search to locate the documents required to be downloaded and select them via the select boxes. 3. Click the Download button on the toolbar. 4. At the Download view files window select the documents to download by ticking the formats required against each document. 5. Click the Download button. Notes: (a) The cumulative file size of the documents selected for download is displayed at the Download view files window. (b) The documents being downloaded will be zipped on the TeamBinder server prior to download.
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 the 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 not selected. Once the changes are completed, the document is Checked In, restoring the download ability to other users.
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Chapter 4 Documents 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 double click on the documents to be checked out. 2. Select Check-Out from the More button drop down list. 3. Enter a Reason why you are checking out the document. 4. If User Access to the document is to be retained while the document is checked out, un-tick the Remove User Access box. 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 the Close button to return to the Document Register. Notes: (a) Documents can also be checked out in individually from within the document details window using the Check-Out Documents option from the More button drop down list. (b) To view documents which have been checked out in the document register change the document register view to View Latest Documents rather than Latest Unrestrained. (c) The ability to check out a document is restricted to: Any User from the 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 Initiator or Review Coordinator responsible for them.
(d) 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 but at Step 2 select Check-In 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.
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 newly 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.
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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 as follows: 1. Click the Reports button from the top menu area. The Standard report groups are listed in the left pane. There are three groups of reports related to documents: Document Register. Transmittals [see Chapter 5]. Workflow [see Chapter 6]
2. Click the Document Register group in the left pane. The available reports are then listed [see Section 4.5.02] 3. Click on the required report. 4. Enter/Select the various attribute options for the report on the right hand side of the screen (in a similar way to using the Advanced document search window [see Section 4.2.02]). 5. Click Search to run the report. Notes: (a) It is possible to change the title of a report in the field provided at step 4 above. (b) It is possible to search within the report output on the screen using the search box and find/next options at the top of the report window. (c) It is possible to export a report using the Export button to any of Word, Excel or PDF. (d) See also Generating Standard Reports [see Section 9.1.02] (e) See also Customizing reports [see Section 9.2.01].

Report Title Description No. Report Group: Document Register 001 Details - by This report is a simple register of all documents with options Document to include all revisions, only the latest revisions etc.
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.
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Chapter 4 Documents Report No. 015 Title Summary Report by Status and Revision Description This is a powerful cross tabulation of the number of documents uploaded each period (e.g. 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. Search options are provided when running this report to enable the user to easily select from: 020 Document Access Details By Document Document Access Details By User Discipline Matrix Unassigned Users Document Comments by Document Deleted Documents by Document View Files Download History Document Status Discipline Type Document No Contains Title Contains Date Range for the report
This report details for each document, users with access to it and the formats they each have access to.
025
This report details for each User the documents and format of each document they have access to. This report details for each discipline users who are NOT on the default discipline based distribution matrix. This report details the text comments made against each document in the Document Register. This report lists all documents that have been deleted.
060
075
080
090
This report allows users to generate a report of View Files downloaded from the TeamBinder system across a date range. The report includes who downloaded each View File and the date downloaded.
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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 by one or more of the following methods: Automatically via a Distribution Group (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 screen is used to select the documents and recipients for the transmittals [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 and 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 Transmittals Sent Items register [see Section 5.3.02]. (b) Incoming transmittals (from other TeamBinder users) are stored in the Transmittals - Inbox 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 customized 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. Click the Admin button in the top menu area and at the Admin screen select Configuration Tables. 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

1. Click the Admin button in the top menu area and at the Admin screen select Configuration Tables. 2. From the drop down box in the top right corner of the screen, select Response Messages. 3. Click the New button 4. Enter a Sequence and Title. 5. 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.
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To setup a default response period

1. Click on the Project Settings button in the top menu area. 2. Enter the response period in the box labelled Respond to transmittals within X days which can be found in the Document group of fields. 3. Click OK. Notes: (a) Working days are derived via the Project Calendar [see Section 11.1.04]. (b) Only the Project Administrator can set this value.

Access to the Transmittal module is controlled by Project and Company Administrators. 1. Click on the Admin button in the top menu area and at the Admin screen page select Manage User Access. 2. Select the Security Group the user belongs to in the upper half of the screen by clicking on it. 3. In the lower half of the screen click on the Users tab. 4. Locate the required User (use the Company drop down list to help selection if necessary). 5. Choose from the following options under the Transmittal column: None: Personal: 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. Department The User has access to creating transmittals and can view transmittals addressed to or sent by anyone in their department. Company: The User has access to creating transmittals and can view incoming and sent transmittals addressed to or sent by anyone in their company.
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. The 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. Click the New button at the left menu and select Transmittal from the left menu and from the drop down menu choose Generate Transmittal. 2. Choose between the following transmittal options: Latest Documents: (Default) Used to transmit the latest released revision of one or more un-restrained documents the user has access to. Latest Revised Documents: Used to transmit the latest revisions of documents to recipients who have received previous revisions of the same documents [see Section 5.2.03 on Pending Transmittals]. Review 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 generally restricted to: members of the review team for the workflow in progress; the review coordinator for the documents; the Document Originator; and the Project Administrator. In can be enabled to transmit Review Documents to all users via Project Settings [see Section 11.1.03]. 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 11.1.03].
Note: The transmittal generation process can also be initiated from within both the Document Register and Transmittal Sent Items Register. 3. Click the To button to select the recipients for the transmittal from the Contacts list (in the same way that you do when sending a mail). Alternatively use the Auto-complete feature to quickly populate the recipients in the To box by typing the first few letters of each persons name. If the recipients are to be automatically notified about future revisions of the documents being transmitted, tick the option to Notify recipients of future revisions automatically. 4. Click the Cc button to select any recipients to receive a CC copy of the Transmittal. Recipients receiving a transmittal as a Cc value are treated in exactly the same way by the system as those receiving the transmittal as a To value. 5. Click the Add Documents button and enter the search criteria in the Advanced Document Search window as required and click the Search button.
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Chapter 5 Transmittals Note that if the user is generating a Transmittal of Review, Rejected 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 and click OK when done. 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. 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.
8. Tick the Request Read Receipt option if required. This facilitates auto update of the transmittal acknowledgement date [see Section 5.2.02]. 9. Click the Send button and OK when prompted. 10. You will see a view of the generated transmittal. Print a hard copy of the transmittal here if required. 11. Click the Close button and No if prompted to save changes. 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 the document(s) 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 Transmittals Sent Items register [see Section 5.3.02]. (b) To quickly create a transmittal that is very similar to a previous transmittal, use the Duplicate option available via the More button drop down list within the Transmittals Sent Items register after first selecting a transmittal to duplicate [see Section 5.3.02]. (c) If the Recipient is not listed in the Address book at Step 3 it is possible to add new recipients on the fly (subject to the normal TeamBinder security on who is able to add new contacts). (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 Contact Groups option at the Select Recipients screen. This works in the same way as when using Contact Groups with mail [see Section 3.3.05]. (e) Selected fields of the transmittal generation screen can be made mandatory if required (such as Reason for Issue). [See Section 11.4.09].
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Chapter 5 Transmittals (f) To generate a preview of the transmittal before completing the transmittal process, click the Print Preview button. 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 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 to be connected to the internet). Click the Viewer icon against a document to view. The TeamBinder document viewer TeamView will now load.
(h) 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. (i) To print a report of transmitted documents that have not been downloaded by the recipient [see Section 5.5.02]. (j) To Resend a transmittal [see Section 5.3.03]. (k) 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. 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 also be updated manually via the Transmittal Sent Items register [see Section 5.3.02] at either a Transmittal or Recipient level. Easy access to acknowledgement outstanding is also provided via the Transmittals Widget at the Dashboard.
Responses to Transmittals
It is possible to track outstanding responses to transmittals using the Transmittals Widget 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 Transmittals Sent Items Register [see Section 5.3.02] either at a Transmittal or Recipient level.
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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 a concept of Pending Transmittals.
To check Pending Transmittals:

1. Click the Transmittals button at the left menu and select Pending. The default view is By Recipient and this shows a list of Recipients in the upper window who have superseded documents and in the lower window, for the selected recipient is shown the documents that they have been transmitted for which there is now a later revision available (which they have not been transmitted). To remove a document from the pending list (for example if the recipient does not require later revisions of a document they have been transmitted), click the Ignore box against it at the far right in the lower window. This will have the effect that when using the Create Pending Transmittal option 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 Add Documents window of the transmittal generation screen. It is also possible to view Pending Transmittals using the View by Document option at the top right of the screen. 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 - by Document Pending - by Recipient (Contact)
Notes: (a) Pending transmittals are created even if the option to Notify recipients of future revisions automatically 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. (b) A user with personal access to transmittals sees only pending transmittals in relation to documents they have transmitted. A user with company access to transmittals sees pending transmittals in relation to all documents transmitted by users within the same company.
5.2.04 Transmitting Revised Documents

To transmit Revised Documents using the Pending Transmittal concept: 1. Click the New button at the left menu and select Transmittals and then Latest Revised Documents. It is also possible to initiate a transmittal of revised documents using the Create Pending Transmittals button within the Pending transmittals screen.
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Chapter 5 Transmittals 2. Select the recipients to whom you wish to send the revised documents Only Recipients from Pending Transmittals will be displayed to select from i.e. those recipients who have not been notified about revisions to documents they have been transmitted previously. 3. Tick or un-tick the box labelled Notify recipients of future revisions automatically as applicable. Ticking this box will ensure that the persons being transmitted the selected revised documents will be notified automatically in regard to any future revisions. 4. Click the Add Documents button.. 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. 5. Click the Send button and proceed as for all transmittals. Notes: (a) See also Generating Outgoing Transmittals [Section 5.2.01]. (b) 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 Manage Document Access [see Section 11.4.07].
5.3 Transmittals Sent Items Register

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

1. Click on the Transmittals button at the left menu and select Sent Items. The Transmittals Sent Items register will be displayed [see Section 5.3.02]. 2. Use the Search box to enter a transmittal number or other search text and click Go, or click the Advanced button to load the Advanced Transmittals Search window which has the following options: Created By:
Choose between yourself, your department (to see all transmittals sent by users of your department) and your company (to see all transmittals sent by users of your company). Note: (1) The Department option will be displayed only if you have Department level access to transmittals. (If you are in a department) (2) Both the Department (if you are in a department) and Company options will be displayed only if you have Company level access to transmittals. Choose between the various transmittal types. Note that Package Notifications are also considered as transmittal types for the purpose of filtering.
Type:
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Chapter 5 Transmittals To: From: Select a Contact/Company to search for transmittals TO a particular Company or Person. Select a Contact/Company to search for transmittals FROM a particular Company or Person. Select or enter a From and To date to search for transmittals sent within the specified date range or use the option within the last X days (enter the required number of days). Enter a date range during which a response is required or use the option within the next X days (enter the required number of days). Enter a date range during which a response has been received or use the option within the last X days (enter the required number of days). Choose between: All Outstanding Overdue Select or enter a From and To date to search for transmittals acknowledged within the specified date range or use the option 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 or all of a Document Number to search for transmittals related to specific documents. Enter a text string to search for in the transmittal subject field.
Date Sent:
Responses Requested
Responses Received
Responses
Acknowledgement Received:
Transmittal No. Message: Reason for issue :
Package: Document No:
Subject:
3. Apply the search conditions as required and click Search. Notes: (a) Use the Save button to save your search settings. You will be prompted 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 Advanced search screen. (b) Use the More Search options link for a full SQL type data search [see Section 4.2.03].
5.3.02 Sent Transmittals Register

Outgoing transmittals are stored in the Transmittals Sent Items register. From within the Sent Items 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].
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Chapter 5 Transmittals Note that the Sent Items register also stores all notifications sent via the Packages module [see Chapter 7].
To view the Transmittals Sent Items Register

1. Click the Transmittals button at the left menu and select Sent Items. The Sent Items register will now be displayed listing all transmittals that you have access to. 2. To View the details of a Transmittal, double click on the transmittal number to open the detailed view. 3. To view a list of documents on a transmittal, click on the Documents tab. 4. To view a list of recipients on a transmittal, click on the Recipients tab. 5. To update the Acknowledgement and/or Response Date at a Transmittal level, open the detailed view by clicking on the transmittal number and while at the Message tab, enter the dates in the fields provided at the bottom of the screen. 6. To update the Acknowledgement and/or Response Date at a Recipient level, open the list of recipients using the Recipients tab and enter the dates in the fields provided against each recipient as required. 7. To Print a transmittal, open the detailed view and click the Print button. 8. To create a New Transmittal duplicating the information on an existing transmittal, first select an existing transmittal in the register and then select Duplicate from the More button drop down list which will launch the transmittal creation screen. Note that if the documents on the transmittal are no 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) There are a number of useful reports relating to Transmittals [see Section 5.5.01].
5.3.03 Resend Transmittals

To resend a transmittal that has been sent previously: 1. Click the Transmittals button at the left menu and select Sent Items. 2. Enter the transmittal number in the Search box and click the Go button. 3. At the transmittal register, open the Transmittal by double 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. Notes: a) It is also possible to resend a transmittal from within the Sent Items register using the Resend option from the More button drop down list after first selecting the transmittal.
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5.3.04 Cancelling a Transmittal

To cancel a transmittal that has been sent: 1. Click the Transmittals button at the left menu and select Sent Items. 2. Enter the transmittal number in the Search box and click the Go button. 3. At the transmittal register, select the Transmittal using the select box next to it. 4. Click the Cancel button at the toolbar. 5. At the Cancel Transmittals window enter a Reason for cancelling the transmittal in the box provided. If the same reason is to be applied for all transmittals being cancelled, click the Apply same reason to selected transmittals box. 6. Tick or un-tick the option Notify the transmittal recipients that the selected transmittals have been cancelled which is used to notify the recipients of the transmittal being cancelled. 7. Click OK to complete the cancelling process. Notes: (a) Transmittals can only be cancelled by the user who created them.
5.4 Incoming Transmittals Register

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

1. Click the Transmittals button at the left menu and select Inbox. The Transmittals Inbox register will be displayed [see Section 5.4.02]. 2. Use the Search box to enter a transmittal number or other search text and click Go, or click the Advanced button to load the Advanced Transmittals Search window which has the following options: Addressed To: Choose between yourself, your department (to see all transmittals received by users of your department), and your company (to see all transmittals received by users of your company). Notes: (1) The Department option will be displayed only if you have Department level access to transmittals. (2) The Company option will be displayed only if you have Company level access to transmittals. Select a Contact/Company to search for transmittals TO a particular Company or Person. Select a Contact/Company to search for transmittals FROM a particular Company or Person.
To: From:
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Chapter 5 Transmittals Type: Choose between the various transmittal types. Note that Package Notifications are also considered as transmittal types for the purpose of filtering. Select or enter a From and To date to search for transmittals received within the specified date range or use the option within the last X days (enter the required number of days). Enter a date range during which a response is required or use the option within the next X days (enter the required number of days). Choose between: All Outstanding Overdue Select or enter a From and To date to search for transmittals acknowledged within the specified date range or use the option 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 or all of a Document Number to search for transmittals related to specific documents. Enter a text string to search for in the transmittal subject field.
Date Received:
Responses requested
Responses
Acknowledgement Received:
Transmittal No. Message: Reason for issue :
Package: Document No:
Subject:
3. Apply the search conditions as required and click Search. Notes: (c) Use the Save button to save your search 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 Advanced search screen. (d) Use the More Search options link for a full SQL type data search [see Section 4.2.03].
5.4.02 Incoming Transmittals Register

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

1. Click the Transmittals button at the left menu and select Inbox. 2. To View the details of a Transmittal, double click on it to open the detailed view.
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Chapter 5 Transmittals 3. To Print a transmittal, open the detailed view and click Print. 4. To view a list of documents on a transmittal, click on the Documents tab. 5. To view a list of recipients on a transmittal, click on the Recipients tab. 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].
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 as follows: 1. Click the Reports button from the top menu area. The Standard report groups are listed in the left pane. 2. Click the Transmittals group in the left pane. The available reports are then listed [see Section 5.5.02] 3. Click on the required report. 4. Enter/Select the various attribute options for the report on the right hand side of the screen (in a similar way to using the Advanced transmittals search window [see Section 5.3.01]). 5. Click Search to run the report. Notes: (a) It is possible to change the title of report in the field provided at step 4 above. (b) It is possible to search within the report output on the screen using the search box and find/next options at the top of the report window. (c) It is possible to export a report using the Export button to any of Word, Excel or PDF. (d) See also Generating Standard Reports [see Section 9.1.02] (e) See also Customizing reports [see Section 9.2.01].

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: Transmittals 001 Details - By This is a simple register of transmittals sent and details the Transmittal No. documents on each transmittal. 005 Details - By Recipient (Contact) Transmitted - by Document (Not Downloaded only) This is as per Report 001 but sorted by Recipient.
010
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.
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Chapter 5 Transmittals Report No. 015 Title Transmitted - by Recipient (Not Downloaded only) Pending - by Document Description 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). 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.
020
025
Pending - by Recipient (Contact)
030
Pending - by Company
035
Recipient Document Register - by Document
040
Recipient Document Register - by Recipient (Contact)
045
Recipient Document Register - by Company
050
Document Distribution Matrix
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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 Review Required Rules Review Teams Rules and Review Settings 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 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 Initiator is notified and activates a review workflow using either default, or custom 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 Review (YN) Rules which are defined in terms of Document Status codes [see Section 6.1.04]. A document that requires review (as derived via its status) is defined as restrained and needs to be passed through a review workflow before it is released. On projects where all documents require review before being released to other parties, the Review (Y/N) Rules can be easily defined so that all status codes and hence documents are 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 codes. After successful upload of restrained documents, the Review Initiator is notified automatically by email. The Review Initiator is a specific role in TeamBinder that is allocated for each set of Review (Y/N) Rules to activate workflows. The Review Initiator activates the work flow to a Review Team based on a set of predefined Review Team Rules (that can be adjusted as required on a per document basis) [see Section 6.1.05]. 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 Initiator. The reviewers are notified by email about documents requiring their review and use a Review screen 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 (see below) 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 screen to complete the workflow. The Review Coordinator is a specific role defined on a per Review Team basis to monitor the workflow review progress, and manage the release of documents once the review is complete. Within the Release screen 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 (e.g. 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. Define the Review (Y/N) Rules [see Section 6.1.04]. 4. Define Review Teams and Review Settings [see Section 6.1.05]. 5. Decide whether further comments can be added to documents after reviews are completed [see Section 6.1.06].
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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. Click the Admin button in the top menu area and at the Admin screen select Configuration Tables. 2. Select Review Status from the drop down list. 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. Title: This is a description of the Review Status code. 5. Click the Close button when done and Save when prompted.
6.1.04 Review (Y/N) Rules

The requirement for a document to be reviewed (passed through a workflow) is determined automatically by TeamBinder via the Review (Y/N) setting for the Status assigned to the document. A document that requires review is defined as restrained needs to be passed through a review workflow before it is released.
To define Review (Y/N) Rules

1. Click the Admin button in the top menu area and select Manage Document Rules from the Admin screen. 2. At the Manage Document Rules window click the New button and select Review [Y/N] from the drop down list. 3. Click the New button to add a new Review (Y/N) setting 4. At the Details tab enter a Title for the Review (Y/N) Rule. 5. Now select the Status value the settings are to be defined for. 6. Select Yes or No against Review Required
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Chapter 6 Workflow - Documents 7. Automatically Activate the review workflow: Tick this box if the reviewers of documents with this Status should be notified automatically (for serial workflows the first reviewer will be notified, for Parallel workflows all reviewers will be notified) and the workflow is to be auto initiated. If un-ticked, only the review Initiator is notified about restrained documents uploaded for review. The Review Initiator then manually activates the workflow and can add/delete members from the defined Review team or change the reviewer sequence for the document(s) if required before initiating the review process. 8. Select the Review Initiator for the Review required rule group. 9. Click the Close button and save when prompted. 10. Repeat steps 2 to 9 above for additional review required rule groups. Notes: a) The ability to define Review Required rules is limited to the Project Administrator.
6.1.05 Review Team Rules and Review Settings

Review Teams in TeamBinder are predefined either on a per Discipline or Free Form basis so that when the workflow for a document is activated the system knows which reviewers and in what sequence to notify. In addition to defining Review Teams it is also necessary to define for each team the role of Document Review Coordinator. This is the Company and contact responsible for managing the review process/workflow for restrained documents for each Review Team. The Review Coordinator is also responsible for consolidating the review comments and applying a review status once reviewers have completed their individual reviews. There are three elements in relation to defining Review Teams and Review Settings: Define the Review Team Title and Discipiline (which controls which documents will be assigned to this team) Define the Review and Release defaults for the Team Define the Review Team itself and Review Coordinator
To Define a Review Team Title and Discipline

1. Click the Admin button in the top menu area and select Manage Document Rules from the Admin screen. 2. At the Manage Document Rules select Review Teams from the drop down list. 3. Click the New button to create a new Review Team. 4. Enter a Title for the Review Team. 5. Select the Discipline the Review Team is to be defined for.
To Define the Review/Release Defaults

1. From within the Review Team window for the Review Team defined above, click on the Review/Release Defaults tab. 2. Enter values for the following controls in the screen provided:
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Chapter 6 Workflow - Documents 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. Default Review Duration This is the default 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. Automatically complete document review in X days after the due date This option if ticked can be used to have the system auto complete each reviewers review (with No Comment) if they do not review a document prior to a defined number of days after their due date. 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). Can send to Review Coordinator bypassing other reviews: This option if ticked enables any Reviewer to effectively complete the review process as it stands by ticking an option within the Review wizard when reviewing a document to send the document to the Review Coordinator. Reviewers who have not reviewed the document at that moment will not be able to make their reviews. 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 Administrator 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. Default Release Duration: This is the default duration allocated to release a document after all reviewers have completed their review. It is used as a trigger to control the notifications in regard to delays in the release process. Automatically complete document release in X days after the due date: This option if ticked can be used to have the system auto release documents if the Review Coordinator has not released them prior to a defined number of days after the due date. Select the Review Status code to be assigned in the case of Automatic Release. Notes: (a) Only the Project Administrator can add/edit or delete the Review/Release defaults above. (b) Notifications activated via the above settings can be switched off for individual users via User Preferences [see Section 3.2.08].
To Define the Review Team Members

A review team is a group of TeamBinder users assigned the task of reviewing restrained controlled documents. 1. From within the Review Team window for the Review Team defined above, click on the Review Team tab. 2. Select the Review Coordinator details. 3. Select the users to be included in the Review Team by moving them from the left pane to the right pane in the screen provided. Use the company drop down list to select the relevant company first.
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Chapter 6 Workflow - Documents Note that it is also possible to select the contacts for the review team from Free Form Review Teams [see Section 6.1.05] using the Free Form Review Teams option button above the left pane. Then click on one of the Free Form Review Teams and the members of that review team will be moved to the right hand side of the screen. 4. Enter the Total Duration in days for reviews by this Review Team. 5. Against each selected user (reviewer) enter the following attributes: 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 should be the same for each user so all users receive the documents simultaneously. Duration This is the scheduled duration in days assigned to the to reviewer to review documents within this review team. Note: The combined total duration for all users should not exceed the Total Duration. Optional If ticked, optional indicates that the reviewer is not required to complete a review before the reviewer next in sequence is notified. However 2 or more reviewers are required at the same sequence, one of which must be mandatory, to enable one or more of the others to be ticked as optional. Either If ticked, Either indicates that if one of any of the reviewers ticked as Either at the same sequence in a review team completes a review then the reviewer next in sequence will be notified as long as there are no other mandatory reviewers who have not yet completed their review a the same sequence. The use of the Either option requires at least 2 reviewers at the same sequence in a review team. 6. Finally click the Close button and save when prompted. Notes: (a) Review Teams can only be configured by the Project Administrator or the Review Coordinator for the Review Team. (b) If no users are assigned to a review team then Workflow is considered as Single type and upon activation the document passes directly to the Review Coordinator for release.
6.1.05 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 Top menu at the Dashboard click on the Contacts button. 2. At the Contacts window click on the More button and select Free Form Review Teams. 3. Click the New button to create a new free form review team. 4. Enter a Title for the Review team. 5. Select the Review Coordinator details for the review team TeamBinder User Guide Page 133
Chapter 6 Workflow - Documents 6. Select the users to be included in the Review Team by moving them from the left pane to the right pane in the screen provided. Use the company drop down list to select the relevant company first. 7. Enter the Total Duration in days for reviews by this Review Team. 8. Against each selected user (reviewer) enter the following attributes: Sequence Duration Optional Either
The way these three options are used is explained in section 6.1.05 above. 9. Finally click the Close button and save when prompted. 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 redlines on 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 redlining by users with access once the document is released.
To disable commenting after a document review is complete

1. Click the Project Settings button at the top menu. 2. Un-tick the box labelled Enable redlining and comments after document review workflow completion in the Documents group. 3. Click the OK button. Notes: (a) Access to the Project Settings 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. Click the Settings button in the top menu area and select User Preferences from the drop down list. 2. Click on the Auto Responder tab. 3. Populate the Subject and Message that will be sent to the Review Coordinator as the away mode message.
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Chapter 6 Workflow - Documents 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 Initiator receives a notification that a restrained document has been uploaded. 2. The Review Initiator activates the workflow for one or more documents to their default 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 series or in parallel (as controlled by the sequence against each reviewer in the review team). 4. The Reviewers each complete their review using the Document Review screen 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 screen 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. If rejected, a notification will be sent to the originator and the originator will make any corrections and re-submit for review.
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 Review (Y/N) Rules that control whether the document (based on the Status assigned by the uploading company) is restrained (to be passed through a workflow) or is released (without going through a workflow). Documents uploaded to TeamBinder that meet the conditions of a Review (Y/N) Rule group, are restrained and are posted to the document register with a review status of Awaiting Review/Release and while at this review status, can only be accessed by the review initiator and project administrators, (and once the workflow is activated by the review coordinator and review team members).
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Chapter 6 Workflow - Documents If Auto Activation of the review process is enabled for the Review (Y/N) Rule group the document belongs to, the first reviewer in the relevant review team is automatically notified that they should complete their review. For Parallel based reviews as controlled via the sequence assigned to each reviewer, each reviewer is notified at once. Note that the relevant Review Team is derived via the Review Team Rules definitions [see Section 6.1.05]. If Auto Activation of the review process is disabled for a Review (Y/N) Rule group, the Review Initiator assigned for the rule group [see Section 6.1.04] is notified that a restrained document or group of documents has been uploaded and they should activate the workflow. If a Restrained document is uploaded that does not have a review team defined, the Review Initiator will be notified with a CC to the Project Administrator.
6.2.03 Activating the Workflow

The Review Initiator activates the Workflow to the default review team (derived via the Review Team Rules definitions) which they can edit if required. The review initiator also has the choice of activating the work flow on a per document basis or for a batch of documents.
To activate the default rules based review team

1. From within the Document Register, select Manage Document Workflow from the More button drop down list. 2. At the Manage Document Workflow screen, by default, Review not started 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]. 3. In the Review not started option, select the documents you wish to start the review process for by ticking the select boxes against them. 4. Click the Activate button. 5. At the next window, Default Workflow is selected by default so just click OK. This will activate the review process using the rules based review team each document relates to. 6. 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). (b) It is possible to modify the default rules based review team during the activation process by clicking the Add/Edit link at step 3 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. TeamBinder User Guide Page 136
6.2.04 Activating a Custom Workflow

If Auto Activation of the review process is disabled for a Review Required Rule group the Review Initiator assigned for the rule group [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 initiator has a choice of using the default rules based review team [see Section 6.2.03] or using a custom workflow (set of reviewers) that can be defined from scratch or based on a pre-defined free form review team [see Section 6.1.06].
To activate a custom workflow

1. From within the Document Register, select Manage Document Workflow from the More button drop down list. 2. At the Manage Document 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]. 3. Select the documents you wish to start the review process for by ticking the select boxes against them. 4. Click the Activate button. 5. At the next window select Custom Workflow and click OK. At the review team members window, if the documents selected at step 3 all relate to the same rules based review team, the Review Coordinator will be auto selected and default review members will be listed on the right hand side of the screen. Use the Remove All button to unselect them if required. 6. Select the Review Coordinator for the Review. 7. Select the Reviewers to make up the review team by using the Company drop down list to select the required company the reviewers belong to and selecting the contacts to include in the review team by moving them from the left pane to the right hand pane. 8. Repeat step 7 for any reviewers from other companies.
9. Enter the required sequence and review duration for each reviewer [see Section 6.1.05] 10. Enter the Total Review Durations for the review [see Section 6.1.05]. 11. Click Save to activate the workflow and click OK at the confirmation message. Notes: (a) Instead of selecting reviewers direct from the address book at step 6 above it is possible to select them via Free Form Review teams already defined [see Section 6.1.06]. In this case click the Free Form Review teams option group (the default setting is All Contacts) and then 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. (b) The reviewers will be notified in order of sequence to complete their reviews.
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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 in-progress workflow

1. From within the Document Register, select Manage Document Workflow from the More button drop down list. 2. At the Manage Document Workflow screen, by default, documents awaiting activation of their workflow are listed.. Change the option group setting to Reviews in Progress at the top of the screen. 3. Click the Add/Edit link against the document to modify the workflow. 4. 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. 5. 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 Initiator. 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 screen 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 screen 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.
Using the Document Review screen

1. From within the Document register, click on the Review button. It is also possible to use the hyperlink in the Workflow Widget at the Dashboard to quickly access the Document Review screen. The Documents awaiting your review will now be displayed. 2. If you have a large number of documents awaiting your review use the Search box or the Advanced Document Search option to select which documents are listed.
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Chapter 6 Workflow - Documents Note that Review Coordinators using the Review screen has the option of choosing between: My Review, Where I am the review Coordinator, and All at the bottom of the screen at the document list. The Where I am the review Coordinator 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 and Review Company column if the All or Where I am the review Coordinator options are 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 icon to download the document to a PC for either printing or offline review. If you mark up a hardcopy you will need to scan and upload it as an attachment. Redlines: Click the Redlines icon 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. To attach external files within the comments box, click the Attach Files button and select one or more files to attach and click Open. Select a Category for your comment (optional). It is also possible to select a Raised by value and Company which can be used if the comment being made is on behalf of a 3rd party. 4. Click Close when done to return to the Comments window and click Close again to return to the Document list in the Review screen. An icon appears next to the Document with a tool tip Review text comment available. 5. Once your review is complete, tick the Completed box and click Save. 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 have been completed. (e) The Send to Coordinator box if enabled and if ticked will complete the workflow process and pass control of the document to the review coordinator bypassing all other reviewers who have not yet completed their reviews.
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 screen.
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Using the Document Release screen

1. From within the Document Register, click on the Release button. It is also possible to use the hyperlink in the Workflow widget at the Dashboard to quickly access the Document Release screen. 2. At the Documents awaiting release screen, the system defaults to displaying All documents awaiting release by the logged in Review Coordinator. If there are a large number of documents awaiting release, use the Search box or Advanced Document Search options to locate the required documents. 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 Redlines 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 the comments made by each reviewer 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 the 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 ticking the boxes against them. To view any attachments reviewers have with their comments use the Paper clip icon and click Download when prompted. To view the redline layers made by reviewers click the Redlines icon. Click Close when done to return to the Review Coordinators comments window. Use the Attach files button to select one or more external files to include as part of your Review Coordinators comments. This could be a scanned markup or even a consolidated list of other reviewers comments prepared outside of the system. Select a Category if required. On completion of entry of your comments, click OK to close the Review Coordinators comments window. 6. It is also possible within the Release screen to attach an additional View file to the document [see Section 11.1.03 to enable this option]. This is not the same as adding attachments to comments. To add an extra view file, click the Add Files button and select a view file to be added to the document.
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Chapter 6 Workflow - Documents 7. Finally select to whom you want to send the final comments. The options located at the bottom of the screen are the Originator and/or the Reviewers and/or the Document Recipients. 8. To release the documents for which you have completed the above steps, click OK and No when prompted to release other documents. 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) Use the Review link to review a history of who reviewed the document and when. (e) 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. (f) 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 11.1.03]. (g) 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 the workflow process. 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 as follows: 1. Click the Reports button from the top menu area. The Standard report groups are listed in the left pane. 2. Click the Workflow group in the left pane. The available reports are then listed [see Section 6.3.02] 3. Click on the required report. 4. Enter/Select the various attribute options for the report on the right hand side of the screen (in a similar way to using the Advanced Documents search window [see Section 4.2.02]). 5. Click Search to run the report.
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Chapter 6 Workflow - Documents Notes: (a) It is possible to change the title of report in the field provided at step 4 above. (b) It is possible to search within the report output on the screen using the search box and find/next options at the top of the report window. (c) It is possible to export a report using the Export button to any of Word, Excel or PDF. (d) See also Generating Standard Reports [see Section 9.1.02] (e) See also Customizing reports [see Section 9.2.01].
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. 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: 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 Review Summary - by Document Review Details by Reviewer This report is as per Report 001 but is sorted by Document Number rather than Discipline. 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.
010
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Chapter 6 Workflow - Documents Report Title Description No. Report Group: Documents - Workflow 015 Review Details This report is as per report 010 but sorted by Document. Hence by Document 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). 020 Reviewer This report lists documents that have passed through a Comments - By workflow or are currently in a workflow (even if not yet Document activated) and for each document details the text based comments made by each reviewer. 025 Review/Release This report lists the release status of each document that is Summary By either in or has passed through the workflow process. For each Document 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 the 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. 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 and distribution and maintenance of both Tender Packages and Standard Packages which 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 (e.g. Tender documents) to TeamBinder 2. Create a Tender Package and assign Documents and Recipients (e.g. 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 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. Click the Admin button at the top menu and at the Admin screen, select Manage User Access. 2. Select the Security Group the user belongs to in the upper half of the screen. 3. In the lower half of the screen click on the Users tab. 4. Locate the required User (use the Company drop down list to help selection if necessary). 5. 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 generally 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 (can be switched off)
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7.2 Creating Tender Packages

7.2.01 Creating a Tender Package
To create a tender package
1. Click the New button in the left menu at the Dashboard and select Package and then select Tender Package. . Alternatively select the Documents to be included in the Package from within the Document Register and click on the Transmit button and select Create Package. 2. At the New Tender Package window 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* Trade Package Phase Awarded To Approx Value Preferred Format Package Security Long Title Details 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. Select the relevant trade the package belongs to. Package Phase. Company the package has been awarded to. Approximate Package value. Format of soft copy submissions. Choose between Private and Public. Long Title field. Long Description field. 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 3. Click the Save button and after the package details are saved, additional tabs will be added to the New Tender Package window to select Documents and Recipients to add to the Tender Package. 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 selecting a package to duplicate from within the Packages register 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

If you are not already in the Tender Package details window: 1. Select Packages from the left hand menu. 2. Location the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window click on the Documents tab. 4. Click the Add button. 5. Apply any search conditions as required to assist in the selection of documents to be added to the package and click Search. 6. 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. 7. Click the OK button and click OK when prompted. 8. Repeat steps 5 to 7 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 an icon against them in the package register. The 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 6 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

If you are not already in the Tender Package details window: 1. Select Packages from the left hand menu. 2. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window click on the Recipients tab. 4. Click the Add button. 5. Select the first Company to be added to the Tender Package and then select the individual contacts within the selected company to be included. 6. Repeat step 5 for additional companies and contacts within selected companies. 7. Click the View Selected link when done to check you have selected the required companies and contacts. 8. Click OK when done and Yes when prompted to add the recipients to the Tender Package. 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. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window click on the Release button. 4. Enter a message to include on the invitation. 5. If you require a read receipt from each recipient tick the Request Read Receipt option. 6. Click the Send button.
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Chapter 7 Packages and Tenders 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) Both Public and Private Packages will be available via the TenderDocs website but Private Packages will require a logon [see Section 7.4.01] (d) 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]. (e) 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

Assuming the new or revised documents to be added to the Tender Package are already uploaded to the Document Register: 1. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 2. At the Tender Package details window, click on the Documents tab and then click the Add button to select the documents to add to the Tender Package (which may be New or Revised Documents). 3. Enter any search criteria to assist in locating the documents and click the Search button. 4. Select the documents to be added to the Tender Package and click OK. Note: Use the New (Documents not already in the package), Revised (Revised versions of Documents that are already in the package), and Superseded (Superseded versions of documents in the package) option buttons at the bottom of the Add Documents window to assist with the search process. 5. You will be prompted to send out the Addendum immediately. If you decide to send the Addendum later, select No at step 5 and use the Generate Addendum button within the package details window later to send the addendum. 6. Enter the Reason for the issue of the addendum (mandatory) and the Message that is to appear on the addendum notification (optional).
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Chapter 7 Packages and Tenders A Read Receipt will be requested by default. Un-tick the Request read receipt box if required. 7. Click Send. 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 Click to add Revised Documents icon to go directly to the Add Documents window with Revised Documents related to the Tender Package listed for selection. (e) Use the Click to Issue Addendum icon with the Package register against a package to go directly to the Generate Addendum window.
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. 2. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window, click on the Recipients tab and then click the Add button to select the additional Recipients to add to the Tender Package. 4. Select the new Recipient Company and contact and click OK when done. 5. You will be prompted that the following notifications will be automatically sent to the new Recipients: 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. 6. Click Yes to confirm that the Recipient(s) should be added the notifications be sent.
Removing or De-Activating recipients

Recipients can only be removed or deleted from a Tender Package if the package has not yet been released. Once a Tender Package has been released, Recipients who decline to bid can be made In-active within the Tender Package so that they dont receive any further notifications such as Addendums to Tender.
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Chapter 7 Packages and Tenders To de-activate recipients who decline to bid on a tender package released to them: 1. Select Packages from the left menu. 2. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window, click on the Recipients tab and 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 menu. 2. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window click on the Close for Bidding button. 4. Select any of the Recipients in the Tender Package that should retain access to the Documents in the Package once the bidding is closed. 5. Click OK. Notes: (a) Access to the tender documents by the recipients of the tender package will be disabled unless ticked at step 4 above.. (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 11.1.06].
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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. 2. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window click on the Award button. 4. Select the company to award the package to. 5. 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]. 6. Click the Award button and OK when prompted. 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 Packages from the left menu. 2. Locate the required Tender Package from the register and double click on it to open the Tender Package details window. 3. At the Tender Package details window click on the Close out button and click OK when prompted. 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.
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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. Click the New button at the Left hand menu at the Dashboard and select Package and then Standard Package. Alternatively select the Documents to be included in the Package from within the Document Register and click on the Transmit button, and select Create Standard Package. 2. At the New Standard Package window, enter the details of the package ensuring that all the fields mandatory fields marked with a red asterisk (*) are populated. The fields at the package details window are: Field Package ID* Package Title* Trade Reason for Issue Description Package identifier. Package Title. The Trade the Package relates to.
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. 3. Click the Save button and then click the Close 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 7.6.03] Add Recipients to the Standard Package [see Section 7.6.04]
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.
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To issue a Standard Package

1. Select Packages from the left hand menu. 2. Open the Package Details relating to the package to be Issued by double clicking on the package in the register. 3. Click the Issue Package button. 4. Enter a message to the Package Recipients and click the Send button. Notes: (a) The Standard package issue notification is stored as a transmittal in the Sent Transmittals Register [see Section 5.3.02]. (b) The package register shows the Issue date as the Date Released. (c) 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 . At the Generate Addendum window enter a Reason and a Message in relation to the Addendum and click the Send button.
7.7 Reporting
7.7.01 Overview
There are a number of standard reports available in TeamBinder related to Packages and Tenders. The Standard reports are accessed as follows: 1. Click the Reports button from the top menu area. The Standard report groups are listed in the left pane. 2. Click the Packages group in the left pane. The available reports are then listed [see Section 7.7.02] 3. Click on the required report. 4. Enter/Select the various attribute options for the report on the right hand side of the screen. 5. Click Search to run the report. Notes: (a) It is possible to change the title of report in the field provided at step 4 above. (b) It is possible to search within the report output on the screen using the search box and find/next options at the top of the report window. (c) It is possible to export a report using the Export button to any of Word, Excel or PDF. (d) See also Generating Standard Reports [see Section 9.1.02] (e) See also Customizing reports [see Section 9.2.01].
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Report No. Title Description
Report Group: Packages 001 Tender Documents - Released 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
Packages Sent Summary Report Packages Sent Detailed Report
010
015
Standard Package Documents Issued and Downloaded Only Package Award Details By Package
020
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Chapter 8 Tasks
8.1 Getting Started
8.1.01 8.1.02 8.1.03 8.1.04 Overview User Preferences - Task Status User Preferences Notifications Security Settings
8.2 Working with Tasks

8.2.01 Creating Tasks 8.2.02 Viewing Tasks
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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. Click the Settings button at the top menu and select User Preferences from the drop down list. 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.
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Chapter 8 Tasks
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

1. Click the Settings button at the top menu and select User Preferences from the drop down list. 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
8.1.04 Security Settings

Access to the Packages module is controlled by Project and Company Administrators. 1. Click the Admin button at the top menu and at the Admin screen, select Manage User Access. 2. Select the Security Group the user belongs to in the upper half of the screen. 3. In the lower half of the screen click on the Users tab. 4. Locate the required User (use the Company drop down list to help selection if necessary). 6. Choose from the following options under the Transmittal column: None: Personal: The Tasks module is not available to the user. The User has access to creating tasks and can view tasks addressed to or sent by themselves. Department The User has access to creating tasks and can view tasks addressed to or sent by anyone in their department. Company: The User has access to creating tasks and can view tasks addressed to or sent by anyone in their company.
Notes: (a) Project Administrators can assign User Access to the Task module for any user. (b) Company Administrators can assign users access to the Task module only if they themselves have access. (c) Users can only see incoming and outgoing tasks received or generated by their company.
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Chapter 8 Tasks
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 the New button and select 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. Use the More button to link or associate the tasks with one or more work items from the various TeamBinder modules (Controlled Documents, Mail, Published Reports, Transmittals or Packages). Note that when any of the modules are selected, the standard search window for that module appears to enable selection of the work item. To remove a linked work item, click the X in the left most column against it.. 4. Finally click the Save button and then click the Close button. 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 one or more work items (for example items of mail) and select New Task from the More button options on the toolbar. The remaining steps are as described above. The only difference is that the work items you have selected will automatically be associated or linked to the Task.
8.2.02 Viewing Tasks

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

Click on the Tasks widget within the Dashboard [see Section 2.2.06]. Click any of the links displayed to view the Task Register displaying only the relevant Incoming or Outgoing tasks.
Via the Task Register

1. From the left menu click on Tasks. 2. Select either Incoming or Outgoing Tasks.
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Chapter 8 Tasks
Incoming Tasks Working with this screen is similar to all other TeamBinder screens. The following are the options: To open a task, simply double 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. Outgoing Tasks 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 available for the More button options. You will be prompted to enter a reason for the cancellation. Use the Duplicate button to create a new task which is based on the currently selected task. Notes: (a) A Register of the currently displayed Incoming or Outgoing Tasks can be printed using the Print button. (b) Use the Batch Status option available via the More button options to update the status of selected tasks in one step.
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Chapter 9 - Reports
9.1 Standard Reports
9.1.01 Overview 9.1.02 Generating Standard Reports 9.1.03 Advanced Search options
9.2 Custom Reports

9.2.01 Customizing Reports
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Chapter 9 Reporting
9.1 Standard reports

9.1.01 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 to PDF, MS Word, or MS Excel format. 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 7.7.02].
When running module specific reports the security settings that apply to each module apply for the reports too. For example if a user has access to personal mail only, then when running mail related reports, regardless of filters applied, they will only be able to report on personal mail items.
9.1.02 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. Click the Reports button at the top menu. 2. The Report groups available are listed in the left hand pane of the Reports screen. They are: Address Book Administration Document Register Transmittals Document Workflow Mail Packages
By clicking on one of the group headings the reports available for the selected module (Standard and Custom) will be listed. 3. Select the report that you wish to generate by clicking on it. 4. At the relevant advanced search window, enter the search criteria [see Section 9.1.03] for the report and click the Search button. Your report will now be generated.
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Chapter 9 Reporting Notes: (a) To export the report to PDF, MS Word, or MS Excel format, click the Export button at the top of the report window after the report has been generated. (b) To use a Custom Title on the report, simple edit the report title at step 4 above. (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. (d) To develop customized versions of the standard reports [see Section 9.2.01].
9.1.03 Advanced Search Options

When running any of the TeamBinder standard reports the user is presented with a screen of advanced search options. The advanced search contains attributes and options relevant to the report you are generating. In most cases the options are as per the Advanced search window that is available within the registers for each module: For Mail see Advanced Mail Search - Section 3.8.02 For Documents see Finding Documents - Section 4.2.02 For Transmittals see Finding Sent and Incoming Transmittals - Sections 5.3.01 and 5.4.01 respectively. Notes: (a) Use the more search options link to create SQL type search selections. (b) Use the Save button to save a filter and later use the Load button to load a previously saved filter.
9.2 Custom Reports

9.2.01 Customising Reports
Standard Reporting in TeamBinder can be customised to a limited extent to meet company specific requirements.
To Customise a report
1. Click the Reports button at the top menu and locate the standard report your custom report will be based on from within the Standard Reports screen. 2. Click on the Modify button. 3. Enter a custom title for your report. 4. 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. 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. 5. Now select the fields to appear on your custom report from the list of available fields 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.. 7. Now setup up the default search criteria to be applied for the report [see Section 9.1.03] using the + button. 8. Click OK when done.
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Chapter 9 Reporting 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 10 - Published Reports

10.1.01 Overview 10.1.02 Security Issues 10.1.03 Creating Categories 10.1.04 Publishing Reports
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Chapter 10 Published Reports
10.1.01 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 Published Reports from the left menu. 2. Categories are displayed with a folder icon. 3. Expand the node structure by clicking on a Category. 4. Published Reports are marked with a Paper and pin icon. 5. View a Published report by right clicking on it and selecting View File. The file will be viewed via TeamView. Notes: (a) Access to view Published reports, maintain the Category structure, or upload reports is managed via Manage User Access [see Section 11.4.03]. (b) Use the Download button to download in bulk selected Published Reports (select the reports first).
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Access to the Published Reports module is controlled by Project and Company Administrators. 1. Click the Admin button at the top menu and from the Admin screen select Manage User Access. 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: View Only: Full Access: The Published Reports module is not available to the user. The User can access and download Published Reports but cannot create new categories or publish reports themselves. 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.
10.1.03 Creating Categories

To create Categories (nodes) for the storage of Published Reports
1. Select Published Reports from the left menu. 2. Locate the Category beneath which your new category is to be created and right click on it and select New. 3. At the Add Published Reports window, select the type as Category. 4. 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. 5. Enter a Description for the Category. 6. Click Save. Notes: (a) The Current Node refers to the Category that you are generating the new category under.
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10.1.04 Publishing Reports

To upload a new Published Report
1. Select Published Reports from the left menu. 2. Locate the Category beneath which your new category is to be created and right click on it and select New. 3. At the Add Published Reports window the Type is defaulted to Report. 4. Click the Upload button to select the report to upload. 5. Select the report file and click Open. 6. Enter a Description for the report. 7. Click Save. 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, right click on it and select Delete (requires Full Access). Users with access to the report will be notified of the deletion.
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Chapter 11 - Administration
11.1 Projects
11.1.01 11.1.02 11.1.03 11.1.04 11.1.05 Setup Check List Create Project Project Settings Project Calendar Project Archiving
11.2 Address Book

11.2.01 11.2.04 11.2.03 11.2.04 11.2.05 11.2.06 11.2.07 11.2.08 11.2.09 11.2.10 Overview Companies Company Types Departments Contacts External Contacts Contact Groups Contact Titles Trades Importing Address Book
11.3 Users
11.3.01 11.3.02 11.3.03 11.3.04 Creating Users Passwords User Maintenance Restricted Users
11.4 Project Administrator

11.4.01 11.4.02 11.4.03 11.4.04 11.4.05 11.4.06 11.4.07 11.4.08 11.4.09 Overview Security Groups Manage User Access Assign Company Administrators Processing Subscription Requests Assigning Access to specific Documents Manage Document Access Plain Text Email Notifications Defining Mandatory Fields
11.5 Using a Global Address Book

11.5.01 11.5.02 11.5.03 11.5.04 11.5.05 Overview Getting Started with the Global Address Book Populating the Global Address Book Creating Contacts in a Linked Project Maintaining the Global Address Book
11.6 Reports
11.6.01 11.6.02 Overview Available Reports Listing
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Chapter 11 Administration
11.1 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 11.1.02]. 2. Edit the Project Settings [see Section 11.1.03]. 3. Populate or Import the Address Book [see Section 11.2.10]. 4. Create Security Groups [see Section 11.4.02]. 5. Configure Security Groups [see Section 11.4.02]. 6. Setup Users [see Section 11.3.01]. 7. Assign Company Administrators [see Section 11.4.04]. 8. Assign User Access [see Section 11.4.03]. 9. Setup the Project Calendar [see Section 11.1.04]. 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].
11.1.02 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 when using TeamBinder on a project is to create the project. For customers deploying TeamBinder via the ASP model [see Section 12.1.01] the project is always created for you by the service provider. For customers Self Hosting TeamBinder [see Section 12.2.01] 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].
11.1.03 Project Settings

Once a project has been created, the Project Settings can be edited at any time. 1. Click the Project Settings button at the top menu. 2. Modify any of the project settings (which are grouped by tabs) as required (see below) and click Save when done.
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Chapter 11 Administration The available Project Settings are as described below: Field General Project No Description
The Project Number can be any combination of letters and/or numbers with a maximum of 12 characters. Project Title The text that appears in the Internet Explorer Title bar when using this project. The Project Manager of the hosting company. The Project Director of the hosting company. Select the required time zone for the project. Select the Country and City the project is located in [see 2.4.02]. Options for displaying an image on the Dashboard are currently limited to uploading a static image. [see 2.2.09] 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. This is a number of days after which users will be required to change their password. 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, if set to 30 minutes, then 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.
Project Title Project Header Project Manager Project Director Time Zone Weather Station Project Image
Remarks
Download Disclaimer
User Passwords expire within X days Notification Interval
Contact Details Contact Details
Contact Address Details for the TeamBinder Project hosting company.
Partners 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).
Document Minimum Document Length. Send Document Comments to
The minimum Document Length field is for use when validating document uploads. 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]
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Chapter 11 Administration Field Document Enable redlining and comments after document review workflow completion Enable upload of additional View files by Review Coordinator within the release screen Enable upload of additional View files by Originator for Restrained documents Enable transmitting rejected documents to all users Description
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 additional view files to a document as part of the Document Release 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 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 allows documents that are currently restrained to be transmitted in any user. Un-ticked, transmitting of restrained documents is limited to only users related to the workflow process. This option if ticked will send an automatic email notification to the Project Administrator if an Un-Restrained Document is uploaded with attributes such that it is not related to any Distribution Group. This option if ticked allows the notify box against a user within a discipline distribution group then be un-ticked. This will then stop notifications in regard the release of documents of that discipline being sent to the user even if the User Preference for such notifications is ticked. This option if ticked will select by default all reviewer comments and redlines when release documents via the Document Release screen. This option if ticked enables documents to be deleted even if they have been included on transmittals. This option if ticked enables the Project Administrator to be able to change the details of documents in bulk.
Enable transmitting of review documents to all users Send automatic notifications to setup distribution group Enable Notify option when adding new users to a distribution group
Include Reviewer comments when releasing documents Allow deleting of transmitted documents Allow changing details of multiple documents
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Chapter 11 Administration Field Document Document Download expires in X days (notifications) Description
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.
Respond to Transmittals within X days
Miscellaneous - Mail 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 editing of unregistered mails prior to processing Allow removing of allocated mails from Folders/Sections Maximum size of attachments for mail is
Used to enable the use of Blind Carbon Copies (BCC) by all users if required when generating mail. Used 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] Tick this option to enable unregistered mails to be edited prior to processing. This option can be used to allow or dis-allow users from removing mails from Folders/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. This is the contract turn around period defined in number of days.
Contract Turn Around period Miscellaneous - Others Enable attachments in Transmittals / Packages Publish Report caption Publish Report abbreviation:
Tick this box to enable attachments to be added to Transmittals and Packages (for example a scanned copy of a signed transmittal hardcopy). Enter a caption for Published Reports Enter an abbreviation for Published Reports
Notes: (a) Editing the Project Settings is limited to the Project Administrator [see Section 11.4.01]. (b) The Project Number cannot be changed after project creation. (c) There are two further Project Settings in relation to Documents that can be set only by QA Software. These are: Allow multiple files of same file extension for a single document - used to enable more than one file with the same file extension to be uploaded against a single document (e.g. 2 of .pdf files). Carry forward document comments used to set that outstanding comments against a document (not closed out) are automatically carried forward to the next revision of the document.
Contact QA Software if these settings are of interest for your project.
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11.1.04 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 (e.g. 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. Click the Admin button at the top menu and at the Admin screen select Project Calendar. 2. Select the month and year to review from the drop down lists. 3. 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. 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.
11.1.05 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 12.1.01], Project Archives must be requested from, and are created by the Service Provider and charges apply. For Projects being self hosted [see Section 12.2.01] 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.
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Chapter 11 Administration 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.
11.2 Address Book

11.2.01 Overview
The Address book in TeamBinder is project specific and is structured in two levels: Companies. Contacts.
There is also a sub level to Companies which is Departments, the use of which is optional and Companies can be categorized by both Company Type and Trade if required. The Address book contains the details of 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 Administrators (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 11.5].
11.2.02 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.
To create a new company

1. Click the Contacts button in the top menu area and select Companies. 2. At the Companies screen click the New button. 3. At the New Company Details window enter the following information using the Details, Options tabs and the menu options.
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Chapter 11 Administration 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. E.g. QASOFT for QA Software. The Company Name. The type of company [see Section 11.2.03]. The business registration number for the company. 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. Logo Trades Departments Fax-in Number The logo file for use on Mail and Reports. [see Section 3.1.09]. Use the + button to assign one or more Trades [see Section 11.2.09] to the Company. Use the + button to define Departments within the Company [see Section 11.2.04]. The project fax number for the company which is used for the Integrated 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 Emailin service [see Section 3.10.02] and on default mail form headers. Selected Company Administrator [see Section 11.4.04]. Show document list users have access to Show document list users have access to or uploaded by their company Show entire documents list
Company Name* Company Type* Business Reg. No.: Address Details
Email-in Address
Options
Company Administrator In Document Register:
The first option means that users belonging to the company that are accessing the document register will only see documents listed that they have access to. The second option will add to the first option the list of all documents that were uploaded by their company. Provide users access to documents uploaded by their company Force users to file Mail in Folders. Allow removing allocated mails from Folders. Enable Personal Unregistered Mailboxes Upload to other company documents This option is used to give access to all users within a company to all documents uploaded by their company. Use this option to control the filing of mail into Folders for users within this company. The options are Never, Prompt, or Always. Use this option to control whether users can remove mails from Folders once they have been filed. Tick this box to activate Personal Unregistered Mail boxes for this company [See Section 3.6.02] Tick this box to enable other companies to upload revisions of documents for which they are not in the original uploading company.
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Chapter 11 Administration Field 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. Description 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 (Faxin and Emailin). [see Section 3.6.02] Used to select contacts within the company (once they have been created) to receive notifications about the receipt of new Unregistered mail addressed to the company. User can print the company details. Use the Upload Logo button to locate and upload your company logo for use on mail and other reports. Use the Remove Logo button to remove a previous uploaded logo and the Customize Logo button to customize the position of the logo on mail [see Section 3.1.09].
Unreg Notifications
Unreg Notifications
Menu buttons
Print Upload Logo
*Mandatory fields 4. Click the Close button when done. Notes: (a) You can print a list of companies using the print on the toolbar at the Companies register. (b) You can delete companies using the delete button on the toolbar as long as there are no contacts set up for the company. (c) The Company ID can be changed by the Project Administrator if required at any time. (d) Use the More button options to: Duplicate a company; Make all Contacts in a company Active/In-Active.
11.2.03 Company Types

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

1. Click the Contacts button in the top menu area and select Companies. 2. Open the company details screen of any company by double clicking on it. 3. To the right of the Type drop down list click the + button. 4. At the Company Types window, enter the new Type code and an appropriate title. 5. Click OK when done. Notes: (a) Maintenance of Company Types is restricted to the Project Administrator and users within their company.
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11.2.04 Departments
Department is a sub-level of a Company and can be used to group contacts within a company for the purpose of controlling access to Mail [see Section 3.1.05], Unregistered mail [see Section 3.6.01] and Transmittal [See Section 5.1.05]. If management of access to Mail, Unregistered mail or Transmittal by Department is not required, there is no need to use Departments in TeamBinder.
To create Departments for a Company

1. Click the Contacts button in the top menu area and select Companies. 2. Open the company details screen of the required company by double clicking on it. 3. To the right of the Departments field click the + button. 4. At the Department window, enter a Department ID and Title and click OK. Notes: (a) The Fax Number and Email address for a Department for use with Unregistered mail can only be assigned and configured by QA Software. (b) The Notes field can be used to store a text string that can be used for example on custom mail forms to create Department based mail footers. (c) To assign users to be notified when Unregistered Mails are received to the department emailin address, use the Unreg Notifications tab in company details and select the Department from the drop down available at the top of the screen.
11.2.05 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 11.2.02].
To create a contact
1. Click the Contacts button in the top menu area. 2. Select the company the new contact belongs to, from the Company drop down available at the top right corner of the grid. 3. Click the New button on the toolbar. 4. At the New Contact window enter the following information:
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Chapter 11 Administration Field Company Department Type Contact ID* Description The name of the company the contact belongs to. Select the Department the contact relates to (optional) [see Section 11.2.04]. Company Type. This ID must be unique within the company. A typical ID is Initial + Last Name. For example JBLOE for Joe Bloe. First name of the contact. Last name of the contact. Select the correct Title for the contact from the drop down list. [See Section 11.2.08] The position the contact holds within the company they belong to. 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 Test button to validate the email address entered. 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 Duplicate button to create further contacts and save the retyping of the same or similar address details. Remarks External Contact Free form text field for any remarks about the contact. Tick this box to make the contact an External Contact [see Section 11.2.06]. 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 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 11.3.03]. Tick this option to restrict the users/contacts that this contact can communicate with [see Section 11.3.04]. Tick this box to include Inactive contacts in filters when running reports or queries.
First Name* Last Name* Title* Position Phone, Mobile, Fax
Email
Preferred Send Method
Make Inactive
Make Restricted Include Inactive contact in filters
*Mandatory fields Fields generated by the system 5. Click the Close button and Save when prompted.
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Chapter 11 Administration 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) Contact IDs can be changed at any time (as long as the user is not logged in) by simply edited them within the Contact Details window and clicking Save. (d) Use the Search box or Advanced Search option within the Contacts window to locate one or more contacts in a large address book. (e) Restricted Users are displayed in blue in the Contacts screen. A Users communication can be controlled using the Restricted Access tab available in the contact details screen. (f) Inactive Contacts are displayed in grey at the Address book screen. Contacts can be made Inactive or Active in bulk at the Contacts screen by using the options available from the More button drop down list. (g) Use the Duplicate option from the More button drop down list to create a new contact with the same security settings as an existing contact. You will be prompted to duplicate the security settings. (h) Use the Send Login Info option from the More button drop down list to send a new user their login information. (i) Use the Set User Preferences option from the More button drop down list to go directly to the User Preferences screen for selected contacts if these contacts have already been activated as Users. (j) Contact Groups can be defined by selecting this option from the More button drop down list [see Section 11.2.07] (k) Additional fields on the Address book screen can be made mandatory if required [see Section 11.4.09].
11.2.06 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 11.2.05]. 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.
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Chapter 11 Administration If an external contact replies directly to a mail received from TeamBinder, the mail is automatically routed back into the TeamBinder project Unregistered 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 any time and will see all mail and transmittals sent to them as though they had been a TeamBinder user from the beginning.
11.2.07 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. Click the Contacts button in the top menu area. 2. Select Contact Groups from the More button drop down list. 3. Click the New button to create a new Contact Group. 4. Enter the Group ID and Group Title. 5. 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. 6. Click OK. Your newly created Contact Group will be shown in the list. 7. To add contacts to this distribution group, click the Add/Remove link under Contacts. 8. 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 9. Click OK. 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 11.1.03]. (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 3.3.05]. (d) Contact groups can be edited by Project Administrators (All) and Company Administrators (for groups set up by users within their company).
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11.2.08 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 define Contact Titles

1. Click the Admin button in the top menu area and at the Admin screen select Configuration tables. 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.
11.2.09 Trades
A configuration 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. Click the Admin button in the top menu area and at the Admin screen select Configuration tables. 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.
11.2.10 Import Contacts

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

1. Click the Contacts button in the top menu area. 2. At the Contacts screen, select Import Contacts from the More button drop down list. 3. Select the project that you wish to import contacts from the drop down list. 4. Select the company that you wish to import contacts from. Note you can search for the companies available using the Type and Trade drop down lists. 5. Use the select boxes to select the contacts that you wish to import. 6. Repeat steps 4 and 5 for additional contacts and use the View Selected link to check which contacts you have selected. 7. Click OK when done. You will receive a message advising that the import has been completed successfully. Notes: (a) At step 3, if the login details for the project you want to import contacts from is not the same as your current login, use the option to login as a different user to the right of the project drop down list.
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Chapter 11 Administration (b) Once imported, there is no link maintained between the contact details contained in the current project with the project the contacts were imported from.
11.3 Users
11.3.01 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 11.2.05]. Assigning the person to a Security Group [see Section 11.4.02]. Setting the persons access levels to the various modules of TeamBinder [see Section 11.4.03]. Adding the person to a Document Distribution Group (optional) [see Section 4.1.10].
A user can be created in any of the following ways: Step by step using the various menu options to complete the above process. 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 Security Group.
To create a new User

Assuming the user to be created is already in the Address Book as a contact [see Section 11.2.05]: 1. Click the Admin button at the top menu and at the Admin screen select Manage User Access. 2. Select a Security Group from the Upper grid by clicking on it. This is the mail security group the users will be assigned to. 3. Click the Users tab in the lower window. 4. Click the Add Users button. 5. At the Add users to Security Group window select the company of the contacts you want to add from the company drop down available at the top of the screen. Then select the contacts you want to add to the security button using the select boxes. 6. Click the Add button to add these contacts to the security group. 7. Contacts will be added to the security group. The users allocated to the security group can be viewed from the Users tab. Notes: (a) 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.
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Chapter 11 Administration (b) When you add a contact to a security group the system will prompt to send a welcome notification to the new users. (c) The new Users will now be able to create, send and receive Personal mail as per the settings of the Security Group allocated [see Section 11.4.02]. (d) The new Users will be able to upload documents to TeamBinder using XLUPLOAD for Upload Rule Groups their company has been assigned to. (e) Users created by the above method will inherit the default minimum access levels to each module of TeamBinder which are: Standard Mail Unregistered Mail File in Folders Documents Packages Transmittals Published Reports Defects Webcam Personal Mail None None View None Company None None None
To adjust the settings for any of the above, use the Manager User Access screen selected via the Administration page [see Section 11.4.03], or use the User Security tab within the Contact Details screen. See the Security Issues section of the documentation for each module to understand the implications behind the available user access options for each module.
11.3.02 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. Click the Settings button at the top menu and select Change Password from the drop down list. 2. Enter your current 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 periodically based on a project setting for the interval before passwords expire [see Section 11.1.03]. (b) Changing your password in the current project changes it for all other projects you have access to with the same password. (c) The Project Administrator can use the above menu option to change the password of any user. In this case Step 2 is not required. (d) A company Administrator can use the above menu option to change the password of anyone in their company. (e) If a User forgets their password they should click the Forgot your Password link at the login screen. They will be automatically be sent 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.
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11.3.03 User Maintenance

The following maintenance on users can be performed at any time during a project: Re-configure a Users security settings via Manage User Access, Inclusion in Document Distribution Groups etc. Change the Users ID: Simply edit the ID in the Address book. De-activate the user: Tick the Make 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 de-activating a user it is important to also: Switch off notifications for the user. Delete them from any Document Distribution Groups. 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.
11.3.04 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 one or more Users Restricted

1. Click the Contacts button at the top menu. 2. Select the Company the user belongs to from the company drop down. 3. Select the contacts that are to be made restricted using the select boxes. 4. Select Make Restricted from the More button down list and click Yes when prompted. 5. Select the first company you want the user(s) to be able to see in the address book. 6. Select the contacts you want the user(s) to be able to see in the address book. 7. Repeat steps 5 and 6 for additional companies and contacts. 8. Click OK 9. Click Save and then Close when done. Notes: (a) Restricted Users are displayed in blue in the address book. (b) You can check which contacts a restricted users can see via the Restricted tab within the contact details window.
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11.4 Project Administrator

11.4.01 Overview
The Project Administrator in TeamBinder plays an essential role in: Configuring the Project Details [see Section 11.1.03]. Populating the Configuration Tables for each module. Setting up Companies [see Section 11.2.02]. Defining Document related Upload, Review Required, Review Team and Distribution Rules [see Section 4.1.09]. Entering initial contacts into the Address Book [see Section 11.2.05]. Setting up the System Security [see Section 11.4.02]. Creating the first users [see Section 11.3.01]. Assigning Company Administrators for ongoing system administration for users within their Company [see Section 11.4.04].
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. Click the Admin button in the top menu area and at the Admin screen select Manage Administrators. 2. Click the required contact on the left hand side of the Manage Administrators window. This will add them to the list of project administrators on the right hand side of the screen. 3. Tick the Primary check box against the new contact and you will be prompted to confirm that you want to change the Primary administrator to this new contact. Click Yes to proceed. 4. Click OK when done. Notes: (a) The Project Administrator details for your project are displayed in the Useful Contacts widget at the Dashboard. (b) The Role of Project Administrator can be assigned to more than one user within the same company by simply adding them to the list of administrators at step 2 above without then ticking the Primary check box within the Manage Administrators screen. (c) For additional Project Administrators, it is possible to control whether they get access to all documents or not using the Doc Access check box against them. By default they do not get such access.
11.4.02 Security Groups

One of the ways TeamBinder manages security is by the use of Security Groups. A Security Group controls the access to mail types by users allocated to the group and is the minimum setting to make a contact a user of TeamBinder. Security Groups are also used to control access to all modules of TeamBinder,
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Chapter 11 Administration There is no limit to the number of 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 Security group

1. Click the Admin button at the top menu and at the Admin screen select Manage User Access. 2. Click the New button. 3. Enter a Security Group code and Title. 4. Click OK when done.
To configure the Mail Type access for a Security Group

1. From with the Manage User Access screen select a Security Group from the top grid to work with. 2. The Mail Type Access tab (available at the bottom part of the screen) will load the Mail type access of the selected Mail security group. 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 via the Manage User Access screen [see Section 11.3.01], or directly from within the Address book using the User Security tab.
11.4.03 Configure User Access to Modules

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

1. Click the Admin button in the top menu area from the Admin screen select Manage User Access. 2. Select the security group in the upper part of the screen and then the company which the user belongs to. 3. Click on the Users tab in lower part of the screen and select the company the user belongs to locate them. 4. Select the contact and adjust the access to modules as required.
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Chapter 11 Administration 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 10.1.02]. (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 higher than his / her own access level.
11.4.04 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 Security Groups. Modifying Security Group definitions for groups they have defined. Configure Distribution Groups 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. Click the drop down list on the Contacts button at the top menu and select Companies. 2. Locate the Company to add an Administrator for and double click them to open the Company Details window. 3. Click on the Options tab and select the required user to become the Company Administrator. 4. Click the Close button and Yes when prompted to save. Notes: (a) The company administrator will need to be notified by email outside of TeamBinder of this change in status. (b) Only the project administrator can assign company administrators.
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11.4.05 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 within the Document Register, select Manage Document Subscriptions from the More button group of options. The latest subscription requests pending 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). 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. 4. Click the Approve button on the toolbar. Notes: (a) To reject a document subscription request, simply click the Reject 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, click the View Approved Subscriptions option group button at the top right of the screen. (e) To see previously rejected subscription requests, click the View Rejected Subscriptions option group button at the top right of the screen.
11.4.06 Assigning Access to specific Documents

Access to documents in TeamBinder is normally assigned automatically via Distribution Groups; transmittals; Packages; and/or 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 left menu click the Documents button. 2. Locate one or more documents to assign access within the Document Register and select them using the select boxes. 3. Select Assign Document Access from the More button list of options. 4. At the Contacts tab, 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. 5. Click on the Documents tab and select the Formats to give access to by using the tick boxes.
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Chapter 11 Administration 6. Tick/Un-tick the option to Grant Access to previous and future revisions at the bottom of the window as required. 7. Click OK when done.
11.4.07 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 Manage Document Access function.
To Remove Access to future revisions of a document

1. From the left menu click the Documents button. 2. Locate one or more documents to change the access for within the Document Register and select them using the select boxes. 3. Select Manage Document Access from the More button list of options. 4. At the Manage Document Access screen, tick the Stop Future Revisions box against the required document + user combinations. Notes: (a) Use of Manage Document Access is restricted to the Project Administrator for outgoing transmittals regardless of the sending or receiving company. (b) A Company Administrator can use this option to stop the receipt of future revisions of documents received by transmittal to any user in their company. (c) When ticking Stop Future Revisions against a document + user, this will also stop them getting access to future revisions of documents to which they received access via Subscription or by the Project Administrator granting them access.
11.4.08 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 Top menu, click the Contacts button. 2. Locate the required contact and edit their details by double clicking on them. 3. 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
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Chapter 11 Administration TeamBinder automatically recognises such email addresses and sends all notifications to them in plain text.
11.4.09 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. Click the Admin button at the top menu and at the Admin screen select Configuration tables. 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.
11.5 Using a Global Address Book

11.5.01 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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11.5.02 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 the 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.
11.5.03 Populating the Global Address Book

The project Administrator for the Global Address book project can populate the Global Address book using any of the following 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 11.5.05]. Once the Global Address book is populated, the Project Administrator can export the address book information to the 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 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:
11.5.04 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 11 Administration If the new contact already exists in the Global Address Book 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.
11.5.05 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 details 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.
11.6 Reporting
11.6.01 Overview
There are a number of standard reports available in TeamBinder related to Administrative functions, including the Address Book. The Standard reports are accessed as follows: 1. Click the Reports button from the top menu area. The Standard report groups are listed in the left pane. 2. Click either the Address Book or Administration group in the left pane. The available reports are then listed [see Section 11.6.02] 3. Click on the required report. 4. Enter/Select the various attribute options for the report on the right hand side of the screen 5. Click Search to run the report. Notes: (a) It is possible to change the title of a report in the field provided at step 4 above. (b) It is possible to search within the report output on the screen using the search box and find/next options at the top of the report window. (c) It is possible to export a report using the Export button to any of Word, Excel or PDF.
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Chapter 11 Administration (d) See also Generating Standard Reports [see Section 9.1.02] (e) See also Customizing reports [see Section 9.2.01].

Report No. Title Description
Report Group: Address Book 001 Details - by Company ID & Contact ID 005 Details - by Company ID & Last Name Details - by Contact ID Details - by Last Name Details - by Company Type Details by User Type
A simple address list report of all contacts (with Contact ID in brackets) in the address book sorted by Company and User. Similar to Report 001 but sorted by Company and Last Name of the contact.
010
Similar to Report 001 but sorted by Contact ID.
015
Similar to Report 001 but sorted by Last Name of the contact. Similar to Report 001 but sorted by Company Type. This is a useful report to print 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 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
020 025
015
Notifications Sent by Notification Type
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Chapter 12 - Technical
12.1 ASP TeamBinder
12.1.01 Overview 12.1.02 System Requirements
12.2 Self Hosting TeamBinder

12.2.01 Overview 12.2.02 System Requirements
12.3 Trouble Shooting

12.3.01 Technical Support 12.3.02 Speed Requirements 12.3.03 Internet Explorer Security
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Chapter 12 Technical
12.1 ASP TeamBinder

12.1.01 Overview
TeamBinder is normally deployed on a project either via an ASP (Application Service Provider) model or Self Hosted by the customer [see Section 12.2.01]. 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.
12.1.02 System Requirements

The system requirements for running TeamBinder are: Hardware/Software Computer/Processor Memory (RAM) Available Hard Disk Space Display Operating System Minimum Requirements Pentium III 128 MB 30 MB 1024 x 768 16 Bit Recommended Requirements Pentium IV or above 512 MB 80 MB 1024 x 768 16 Bit or higher
Internet Requirement
Windows 98, , Windows As per minimum 2000, Windows NT, Windows XP, Windows Vista, Windows 7 Dial-up connection.(56kbps) Cable or ADSL highly for a single user recommended (256kps or above) Internet Explorer 7.0 Internet Explorer 8 or higher
Internet Browser
12.2 Self Hosting TeamBinder

12.2.01 Overview
TeamBinder is normally deployed on a project either via an ASP (Application Service Provider) model [see Section 12.1.01] 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 12 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 which includes technical support and TeamBinder software upgrades.
12.2.02 System Requirements

The System Requirements for running a TeamBinder server are:
Item
1 2 3 4 5
Description
Servers CPU CPUs per server CPU speed Hard disk (Please note that the capacity may vary based on the number of projects and file storage.) Physical Memory Firewall CD Writer Backup server Tape Backup UPS (per Server) Windows Server Standard Edition SQL Server - Standard Edition Processor License ASP Upload 3.0 http://www.aspupload.com QAS will be providing this license Antivirus Software (per server)
Absolute Minimum
1 Pentium IV 1 2.8 GHz 300 GByte 7200 rpm
Recommended
2 Xeon 2 3.8 GHz 750 GByte 7200 rpm RAID Configuration Preferred 8 GB 1 1 1 1 1 Version 2008 Version 2008
6 7 8 9 10 11 12 13
4 GB 1 1 1 0 1 Version 2003 Version 2000
14
15
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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12.3 Trouble Shooting

12.3.01 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. 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.
12.3.02 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 Cable or ADSL is highly recommended (256kps or above) 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 256K 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.
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12.3.03 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
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.
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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
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. 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 (e.g.: 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.
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TeamBinder User Guide

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Document: UGD-TB-008-V5 Revision: 3 Last Updated: 16/04/2013

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