This article provides information about:

• Using the search and filtering options.
• How to run Correction reports.
• How to export comments to a .csv file.
• How comments added to plan review documents are accessible in the Project Comments page.
  • How to open a plan review document for a specific comment in the Plan Review page. 
• Advanced Features:
  • Comments flagged by the author (creator) as 'Private' are visible to the author and site administrator's only.
  • Comment responses are accessible by opening the Comment detail form.
  • How to use the Comments page to conduct paper plan reviews.
  • When to delete comments.

Prerequisites:

1. A Project must already exist.
2. The user must be a member of the Project or have Global Access permissions to the project.
3. To add comments:
   1. The user must belong to at least one Group.
   2. The user's Role must be granted view and add permissions to Project Comment-Details

A Comment record requires:

1. A Project.
2. A Group.
3. A Disposition.
4. Content (comment text).

In this article:

Opening the Project Comments page 

Option 1: Open a Project record and select COMMENTS.

Option 2: From the Plan Review page, open the menu on the upper left corner and choose Comments. 

Overview of the Comments page

The Comments page indexes all comments that exist for a single project across all groups and users, all plan review documents and all document submittals, including any standard comments inserted from the Standard Comment Library. 

Comments may added to the project from here that are not associated to plan review documents. 

Several filtering options are provided to view, manage and export comment records.

For example, the screen shot below shows comments with filtered for an OPEN disposition. Note that each comment record displays the Reviewer's name, the Group and optionally, a Review Type.

Inserting Comments

Follow these steps to insert comments. These comments will not be associated to a plan review document.

Steps	Instructions
	Click on 'Comment As' to choose the appropriate Group that your new comment will be associated to. The Group cannot be changed after the comment record has been saved. (Comment As is for inserting new comments, not to filter the comment records.)
	Select the Add a new Comment icon to open the New Comment form to create one new comment. Complete the form and select the Save button (required).
	Optionally, select the Insert Standard comments icon to open the Insert Standard Comments page. Choose one or many standard comments to insert into the project Comments page.  The comments will be inserted using the Group displayed under 'COMMENT AS' shown at the top of the page.

Search, Filter and Sorting Comments 

Use the left panel of the Comments page to search and filter comment records in the project.

Using search

Enter full or partial keywords in the search field. Records with matching comment content will be returned.

Applied filters and/or date ranges will also affect the search results.

Applying optional filters

Several filtering options are provided. 

Sorting comments

In addition to filtering, comments can be sorted in ascending or descending order.

Exporting Comments

Generating a Correction Report

Preparing a Correction Report requires these steps:

1. Set a filter on the Comment Dispostion to include open comments.
   1. Closed comments should be excluded from Correction Reports. 
2. Optionally, choose one or more Groups to include in the report.
3. Select the Checkbox at the upper left corner of the page, as shown below.
   
   1. Only selected comment records will be included in the export report.
4. Choose the EXPORT Report option at the upper right corner of the page, as shown below.
5. The Export form will open.

5. From the Export form, select the appropriate Template.

6. Choose PDF.

7. Check on the 'Add as an attachment' to save the report into the project for return to the applicant.

a. Leave the box unchecked to open the report for viewing/downloading.

8. Select CONFIRM. All selected comments will be included in the report.

Best Practices for Permitting Agencies

Correction reports should include only comments whose disposition is open (unresolved) because the marked up plans returned to the customer will include only open comments.

Preparing Correction Reports and Plan Review Deliverables

Correction reports should be created when all plan review assignments have been completed just prior to packaging reviewed documents for return to the customer. (See Preparing Document Deliverables for instructions.)

Generating Correction Reports for specific Groups

Some agencies may prefer to generate separate Corrections report filtered by Group to return to the customer prior to all assignments being completed. In this case, be sure to modify the Printer Render settings when preparing your deliverable package to choose the same Group(s).

Receiving corrected documents for the next submittal

In a situation where the customer has provided a new submittal that is uploaded and processed through intake, the following will occur:

1. Comments and sketches created in prior submittals will be carried forward to the latest submittal. 
2. Previously created plan review assignments will be pointed to the latest submittal so the reviewers may continue their work using the latest submittal.
   1. Plan review assignments that were unfinished will be reset to a 'Not Started' status. 
   2. Plan review assignments that were finished will be reset to a 'Not Started' status.
3. Plan review assignments that were Approved in the prior submittal may also be reset to a 'Not Started' status to trigger a review on the latest submittal.
   1. See 'Reset Approved Assignments' for instructions.

Exporting Comments to a CSV file

Repeat steps 1-3 above.

Choose EXPORT TO CSV FILE

Save the comments.csv file to the appropriate local/network location.

Opening the Comment Detail form

Select the pencil icon to open the Comment Detail form. For instructions on creating comments, see: TODO

Jump to the Document Review page

Comments that were added to plan review documents on the Review page will display the document name and page number, as shown below.

Select the arrow icon to open the Plan Review page in a new tab.

Advanced Features

Performing Batch Actions

Several batch action features are available for managing comment records. 

Use the 

Set Comment Dispostion

Set Flags

Copy as New Comment(s)

Comment Responses

Flagged Comments

Deleting Comments

Related articles

• Page:
  Managing Contacts
• Page:
  Standard Comments Library
• Page:
  Configuring Membership Distributions
• Page:
  Project Teams and Membership
• Page:
  Managing Groups for Document Review