company confidential info exchange workflow examples for external users: info exchange folders...

Company Confidential

Info Exchange Workflow

Examples for External

Users:

Info Exchange Folders



Publishing Project Folders and Document Sets through InfoExchange

2

Internal User Publishes Project Folder or Document Set

Internal User Publishes Project Folder or Document Set

External User Receives Updated Files

External User Receives Updated Files

External User Views Contents and Uploads Files

External User Views Contents and Uploads Files

Newforma Project Center Info Exchange

Internal User Receives Files and Republishes

Internal User Receives Files and Republishes


Step 1 – On Newforma Project Center

3

Internal User (Howard Roark)

Publishes a Project Folder to Members of

the External Team

(Bob Welder and Peter Keating)


Publishes a Project Folder to Members of

the External Team

(Bob Welder and Peter Keating)


Select a Project Folder to Publish to Info Exchange

4

Howard selects a folder in the Project Files Activity Center (he can also select to publish a Document Set in the same manner). He then selects the Info Exchange task and Publish as a New Info Exchange Folder.

Howard selects a folder in the Project Files Activity Center (he can also select to publish a Document Set in the same manner). He then selects the Info Exchange task and Publish as a New Info Exchange Folder.


Complete the Publish Dialog

5

Howard selects the team member to access the folder, selects to allow Info Exchange users to upload files to the folder and enters a note to the team members. Howard can also allow users to make files available to all team members without waiting for files to be republished, he can select Send uploaded files to all recipients immediately.

Howard selects the team member to access the folder, selects to allow Info Exchange users to upload files to the folder and enters a note to the team members. Howard can also allow users to make files available to all team members without waiting for files to be republished, he can select Send uploaded files to all recipients immediately.


Set the Options for the Info Exchange Transfer

6

Howard selects the appropriate Info Exchange options.

Howard selects the appropriate Info Exchange options.


Select the Files to Publish

7

Here, Howard can select which files in the folder to publish.

Here, Howard can select which files in the folder to publish.


Published Folder Indicator

8

Notice the icon on the folder indicating that this folder is shared.

Notice the icon on the folder indicating that this folder is shared.


Step 2 – On Info Exchange

9

External Team Members (Peter Keating)

View Published Folder Contents on Info

Exchange

External Team Members (Peter Keating)

View Published Folder Contents on Info

Exchange


External Team Member Notification

10

External team members, Peter in this case, receive a notification that a folder has been published. Peter can chose to just download all the files. He can also log into the Info Exchange web site to optionally download selected files or upload files.

External team members, Peter in this case, receive a notification that a folder has been published. Peter can chose to just download all the files. He can also log into the Info Exchange web site to optionally download selected files or upload files.


View the Contents of the Info Exchange Folder

11

Peter can see the files that are available in the Info Exchange Folder. He can select to download all contents or just files that he needs. Peter selects to upload a file he sees the rest of the team needs.

Peter can see the files that are available in the Info Exchange Folder. He can select to download all contents or just files that he needs. Peter selects to upload a file he sees the rest of the team needs.


Upload Files to the Info Exchange Folder

12

Peter writes a note to Howard about the file he is uploading and attaches the file.

Peter writes a note to Howard about the file he is uploading and attaches the file.


Confirm Files Have Been Sent

13

Peter can check that the file was sent by looking at his File Transfer log. He can do that by selecting File Transfers and File Transfer Log from the menu. The file he just sent can be seen in the Outbox view filter.

Peter can check that the file was sent by looking at his File Transfer log. He can do that by selecting File Transfers and File Transfer Log from the menu. The file he just sent can be seen in the Outbox view filter.


Step 3 – On Newforma Project Center

14


Receives Uploaded File and Updates Info

Exchange Folder Contents


Receives Uploaded File and Updates Info

Exchange Folder Contents


Info Exchange Upload Notification

15

Howard receives a notification that Peter uploaded a file for the Info Exchange folder. Howard selects the link to navigate to the Info Exchange activity center.

Howard receives a notification that Peter uploaded a file for the Info Exchange folder. Howard selects the link to navigate to the Info Exchange activity center.


Accept Security Notice

16


Receive Pending Info Exchange Folder Upload

17

Howard sees the pending Info Exchange Folder upload and selects the “Receive pending Info Exchange Folder Upload” task.

Howard sees the pending Info Exchange Folder upload and selects the “Receive pending Info Exchange Folder Upload” task.


Select Options for Receiving the Info Exchange Upload

18

Newforma Project Center provides an option to define the location to store a record copy and select the next action – Howard would like to extract the file and save it to his published folder on his file server.

Newforma Project Center provides an option to define the location to store a record copy and select the next action – Howard would like to extract the file and save it to his published folder on his file server.


Select Files to Extract

19

Newforma Project Center gives Howard the option to select which files he would like to save to the project folder. He can also select to Republish the files to the Info Exchange folder all within this workflow.

Newforma Project Center gives Howard the option to select which files he would like to save to the project folder. He can also select to Republish the files to the Info Exchange folder all within this workflow.


Republish the Folder

20

Howard updates his note to the team to let them know about the updated folder contents.

Howard updates his note to the team to let them know about the updated folder contents.


Set Info Exchange Transfer Options

21

Newforma Project Center displays the Info Exchange transfer options, defaulting to the original publish selections.

Newforma Project Center displays the Info Exchange transfer options, defaulting to the original publish selections.


Select Files to Publish to Info Exchange

22

Newforma Project Center displays the list of files that will be transferred.

Newforma Project Center displays the list of files that will be transferred.


Confirming the New File on the File Server

23

Howard navigates to the Project Files activity center to confirm that the file was extracted and saved to the published folder.

Howard navigates to the Project Files activity center to confirm that the file was extracted and saved to the published folder.


Step 4 – On Info Exchange

24

External Team Members (Peter

Keating) Receive Updated Files

External Team Members (Peter

Keating) Receive Updated Files


External Team Members Receive Notification

25

External team members receive notification about the update to the folder. The download link only downloads the files that have been added to the Info Exchange Folder.

External team members receive notification about the update to the folder. The download link only downloads the files that have been added to the Info Exchange Folder.


Info Exchange Folder Contents Updated

26

Peter can log into Info Exchange and see that his file is available to the team.

Peter can log into Info Exchange and see that his file is available to the team.

company confidential info exchange workflow examples for external users: info exchange folders...

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