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Design review process of documents and drawings

 

Content of this article

 

 

Send documents for design review 

When a user wants to submit files for a design review, the selected files are added to a version set, so they are located in the same place.
Make sure that you have access to the version set used for the design review process. (A project administrator  or a version set administrator can administrate this. See this guide: "Administrate review participants and design review area" 

Guide: How to add files to a version set 

 

Administrate review participants and design review area

When all the relevant files are added to the version set, the project administrator or version set administrator can lock the version set. When the version set is locked, it is not possible to add new files or change file versions. 

Users that need to be part of the design review process have to be added to those versions set that will be a part of the design review. It is only a project administrator or a version set administrator that can add users. 

The role "Observer" can be used for those users that only need to review the files. 

Lock a versions set

  1. Right click on the version set
  2. Select "Edit version set" 
  3. Change the status from "Unlocked" to "Locked"
  4. Click "Next"
  5. Finish with "OK" 

Lock_versionset.png

 

Add a user to a version set

  1. Right click on the version set
  2. Select "Edit version set" 
  3. Click "Next"
  4. Select the role "Observer" to those users that need to review the files in the version set. Users that need to have permission to add files needs the role "Document coordinator" 
  5. Click "Ok" 

Add_user_to_versionset.png

 

Review files (Public)

There are 2 ways of reviewing files. Public and Private review.

In the Private review, you have the option to start a thread between selected users and keep the review process private between the users. Furthermore, you have the option to convert the private comments to public comments. 

In a public review, all the comments and reviews are public. 

Guide : Review files (Private)

 

Create an annotation 

  1. Select the file you want to review and select the function "Preview" 
  2. The selected file will open in a new window, where you will have the option to create an annotation. NB - Only one user at the time can annotate a file.  
  3. Choose the type of annotation you want to create. You can edit the setting for the annotation by right clicking on the specific annotation (Properties). You can also add a comment. 
  4. To see an overview of your annotations, click on the comment icon in the lower left corner of the window. 
  5. To save your annotations, click on "File" and then "Save" 

Create_annotation__open_review_.png

 

Add a reply to an annotation

  1. If you want to add a reply to an annotation, you can do it by right clicking the annotation and select "Reply"
  2. Add a comment 
  3. Right click on the comment. Select "Set Status" and pick a status
  4. Click on "File" and then "Save"

Answer_annotation__open_review_.png

 

Get an overview of annotations for a specific file

  1. In order to get an overview of all annotations for a specific file, click on the file and press the "Get annotations" button on the top.
  2. You now have the option to preview the annotations and download a list of all annotations in excel

Overview_of_annotations.png

 

Review files (Private)

There are 2 ways of reviewing files. Public and Private review.

In the Private review, you have the option to start a thread between selected users and keep the review process private between the users. Furthermore, you have the option to convert the private comments to public comments. 

In a public review, all the comments and reviews are public. 

Guide: Review files (Public)

 

Start a private thread and create an annotation

  1. Mark one or more files you want to review and select the function "Notify users and contacts"
  2. Send a message with the relevant information and choose the recipients that need to be part of the private review process. 
  3. Find the thread under "Messages" in the specific version set. Open the thread, mark the file(s) and choose "Annotate file".
  4. The file will open in a viewer, where you have the option to create annotations
  5. Choose the type of annotation you want. You can edit the settings by right clicking the file for the specific annotation and add a comment. 
  6. To get an overview of your annotations, click on the comment icon in the lower left corner of the window. 
  7. To save your annotations, click on "File" and then "Save"

Create_annotation_privat.png

 

Add a reply to an annotation in a private thread

  1. Find the thread under "Messages" in the specific version set. Open the thread, mark the file(s) and choose "Annotate file"
  2. Add a comment. 
  3. Right click on the file. Choose "Set status" and pick a status. 
  4. Click on "File" and then "Save"

Reply_annotation_private.png

 

Convert an annotation from private to public 

  1. Right click on the annotation and select "Properties"
  2. Click on the "+" sign to the left of the Private field. Choose "Close" 
  3. Save by clicking on "File" and then "Save" 

Convert_annotation_from_private_to_public.png

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