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This article provides instructions for how to create plan review assignments for uploaded documents.

Pre-configured workflow distributions may be triggered or the user may manually create plan review assignments.



Prerequisites:

  1. User has uploaded documents successfully. See Upload Documents, step 2.



Step 3 - Intake Document Assignments

The Intake Page Described

The Intake page (below), will list all plan review files that have yet to be assigned. 

After assignments are created for a document, it is removed from the list on the Intake page and made visible on the Documents page.

SEARCH: Filter for a document by filename.

Prior Submittals: Click here to view a drop-down list of plan review files that have already been assigned for review. If a previous version of the current document has a matching filename, it will be set automatically in this field.


Document Versioning 

The filename of the incoming document is checked against previously uploaded files to look for other files with exactly the same filename.

If a matching document does not exist for the project, the new file is assumed to be a 1st submittal. 

When a matching document is found, the new file is assumed to be the next submittal.

Select the 'Prior Submittals' dropdown to associate the new document to an earlier document when the filenames do not match.


Workflow Distributions

In addition to the filename being important for managing document versions, it is also evaluated to determine whether preconfigured workflow distributions are triggered to preload assignments on this Intake page. See Workflow Distributions.

For example, the document B_BUILDING PLANS.pdf triggered the autocreation of assignments for the Planning and Building groups because a workflow was configured to create these assignments for documents prefixed with 'B_'.

The user may choose to accept the distribution records, or modify them as desire.


Best Practices

It is critical that incoming documents are properly versioned from 1st, to 2nd, to 3rd, etc.

This is because reviewer's markups and comments are carried forward from prior versions to the latest version automatically, significantly reducing the effort needed to complete plan review.


Creating Assignments for the 1st Submittal

  1. Click on the expand control (triangle) to view any assignment suggestions triggered by automatic workflow distributions.
  2. Add new assignments or edit existing suggestions as desired.
    1. Select the appropriate Group from the dropdown.
    2. Optionally, select a Review Type if more than one assignment needs to be created for a single Group.
    3. Optionally, chose a specific user as an Assignee. If this user is subscribed to receive assignment notifications, they will receive a notification that they have a review task.
  3. Once ready, click CREATE ASSIGNMENTS for this document.
  4. Repeat these steps for any remaining documents that you wish to create assignments for.

Best Practices

Choose a Review Type when you want to provide additional information about an assignment. For example, create one assignment to the Building department with a Grading review type and another assignment to the Building department with a Landscape review type. This allows the same department/group to approve or deny a document for different reasons.


Batch Creating Assignments for the 1st Submittal

As an alternative to individually creating assignments for each document, the intake page allows users to batch create one set of assignments for multiple documents at the same time.

  1. Select one or more documents using their individual check boxes or use the 'Select All' checkbox next to the Search field.
  2. Click on the CREATE ASSIGNMENTS button that appears to the right of the Search field to open a form for batch creating assignments.
  3. Add new assignments as desired.
    1. Select the appropriate Group from the drop-down.
    2. Optionally, select a Review Type if more than one assignment needs to be created for a single Group.
    3. Optionally, chose a specific user as an Assignee. If this user is subscribed to receive assignment notifications, they will receive a notification that they have a review task.

  4. Once ready, click CREATE ASSIGNMENTS for these documents.



Creating Assignments for the Next Submittal

When an incoming document filename matches to a prior plan review document, or when you have manually selected a file from the Prior Submittals dropdown to make that association, assignments that were previously handled, whether they are closed or still in process, will be pointed to the latest version.

Although you cannot change the Group/Review Type/Assignee for these records, you may set a Due date.




Setting Assignment Due Dates

Use the calendar control to set a future due date, as desired.

Select 'DUE DATE' to choose a future due date that you wish applied to all assignment records, or to records which have an empty due date. 

If appropriate, set due dates for each document.

Due dates can be applied to all assignments at once using the 'Edit Dates' button next to the batch CREATE ASSIGNMENTS button.


Step 4 - Create Assignments

Before continuing, confirm the following:

  1. Does each document you intend to assign have the correct Groups, and if appropriate, optional Review Types and Assigned users?
  2. Does each document you intend to assign have the correct Due Dates?
  3. Does any document you intend to assign have Prior Submittals that should have been set instead of creating new assignments?
  4. If everything is okay, then select CREATE ASSIGNMENTS to process these assignment tasks.

Intake is now complete.


Deleting a Document from the Intake Page

Select the trash icon to the far right of the document record to delete an unwanted document from Intake.


















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