Company Confidential Info Exchange Workflow Examples for External Users: Info Exchange Folders...
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Transcript of Company Confidential Info Exchange Workflow Examples for External Users: Info Exchange Folders...
Company Confidential
Info Exchange Workflow
Examples for External
Users:
Info Exchange Folders
Company Confidential
Company Confidential
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
Company Confidential
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)
Internal User (Howard Roark)
Publishes a Project Folder to Members of
the External Team
(Bob Welder and Peter Keating)
Company Confidential
Select a Project Folder to Publish to Info Exchange
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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.
Company Confidential
Complete the Publish Dialog
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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.
Company Confidential
Set the Options for the Info Exchange Transfer
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Howard selects the appropriate Info Exchange options.
Howard selects the appropriate Info Exchange options.
Company Confidential
Select the Files to Publish
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Here, Howard can select which files in the folder to publish.
Here, Howard can select which files in the folder to publish.
Company Confidential
Published Folder Indicator
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Notice the icon on the folder indicating that this folder is shared.
Notice the icon on the folder indicating that this folder is shared.
Company Confidential
Step 2 – On Info Exchange
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External Team Members (Peter Keating)
View Published Folder Contents on Info
Exchange
External Team Members (Peter Keating)
View Published Folder Contents on Info
Exchange
Company Confidential
External Team Member Notification
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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.
Company Confidential
View the Contents of the Info Exchange Folder
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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.
Company Confidential
Upload Files to the Info Exchange Folder
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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.
Company Confidential
Confirm Files Have Been Sent
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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.
Company Confidential
Step 3 – On Newforma Project Center
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Internal User (Howard Roark)
Receives Uploaded File and Updates Info
Exchange Folder Contents
Internal User (Howard Roark)
Receives Uploaded File and Updates Info
Exchange Folder Contents
Company Confidential
Info Exchange Upload Notification
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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.
Company Confidential
Accept Security Notice
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Company Confidential
Receive Pending Info Exchange Folder Upload
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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.
Company Confidential
Select Options for Receiving the Info Exchange Upload
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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.
Company Confidential
Select Files to Extract
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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.
Company Confidential
Republish the Folder
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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.
Company Confidential
Set Info Exchange Transfer Options
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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.
Company Confidential
Select Files to Publish to Info Exchange
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Newforma Project Center displays the list of files that will be transferred.
Newforma Project Center displays the list of files that will be transferred.
Company Confidential
Confirming the New File on the File Server
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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.
Company Confidential
Step 4 – On Info Exchange
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External Team Members (Peter
Keating) Receive Updated Files
External Team Members (Peter
Keating) Receive Updated Files
Company Confidential
External Team Members Receive Notification
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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.
Company Confidential
Info Exchange Folder Contents Updated
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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.