File Manager - Controlled Folder Review Workflow

When drawings and documents are initially uploaded to a controlled folder, the Workflow Step will default to Draft. From the Draft status, they can go through a QA Check review process.   

CONTROLLED FOLDER REVIEW WORKFLOW

• Submit documents for review
• Review submitted documents
• Release Documents to current set
• Manually supersede documents
• Resubmit QA Rejected documents
• Processing documents to a Design Review set

Submit documents for review

To submit one or multiple drawings to a QA Check, complete the following steps:

1. Navigate to the controlled folder that contains the drawings or documents. Controlled folders are indicated by the plan icon in the folder image.
2. To see documents that currently have the status of Draft, switch the log view to In Draft.
3. Documents can be reviewed individually or acted on as a group. To submit an individual document through the review process from the detail view, click to open it and select Submit Document.
   
4. To submit one or more documents through the QA Check process from the list view, select the documents, then click Submit from the action bar.
    
5. Once submitted, the documents will move to the QA Check step.  To see all the documents in QA Check, switch the list view to In QA Check.
   
6. If the drawings are part of a Work Package, the person listed as the Information Manager Contact on the Work Package will be notified when the drawings are submitted. 

Review submitted documents

To review drawings in QA Check, complete the following steps:

1. Navigate to the controlled folder that contains the drawings or documents.  
2. Select the In QA Check view to see all the documents in the QA Check step.
   
3. Documents can be reviewed individually or acted on as a group.  To review an individual document, click on a line item to open the detail view.  You can navigate between individual documents by using the item selector at the bottom of the page.  
   
4. To act on multiple documents at once, select them in the list view and use the options from the action bar.
   
5. There are three action options you can take on the documents:
   • Accept Document - The document is accepted.  Once accepted, it can either be processed as part of a Design Review set for official approval or released directly to the current set of revisions.
   • Reject Document - The document is rejected.  A new version of the same revision is expected to be resubmitted.
   • Release Document - The document is released to the current set of revisions in the controlled folder.  

Release Documents to current set

Once drawings and documents have been uploaded to a controlled folder, those files can be released to the current set of revisions directly in File Manager. This means the released revision is the current revision for the project.  Drawings and documents can be released without going through the QA process if the review process of the documents is not necessary.

To release the drawings or documents, complete the following steps:

1. Navigate to the controlled folder that contains the documents.  
2. Documents can be released individually or acted on as a group.  To release an individual document, click on a line item to open the detail view.  You can navigate between individual documents by using the item selector at the bottom of the page.  Click Release Document to release it.
   
3. To act on multiple documents at once, select them in the list view and click Release in the action bar.
   

Manually supersede documents

When a document is set as the current revision or a new revision is added and released, the existing current revision is automatically set to superseded. If you are back dating data and adding multiple revisions of a document, the older revisions can be added and manually set to superseded.

To set drawings or documents as superseded, complete the following steps:

1. Navigate to the controlled folder that contains the documents.  
2. Click on the document to open the detail view.  
3. Click Set as Superseded.
   
4. The selected revision is set to superseded.

Resubmit QA Rejected documents

When drawings or documents are rejected during the QA Check, it is expected that new versions of the save revision will be submitted for approval.   

To upload new versions of rejected revisions, complete the following steps:

1. Navigate to the controlled folder that contains the rejected document.  
2. Click Add Files.
   
3. Upload the updated version of the rejected document.  You can upload multiple updated files for multiple rejected documents.
4. Enter the same revision number of the document that was rejected.
5. Submit the new version of the revision.

Processing documents to a Design Review set

After documents have been QA Accepted, they can be processed into a Design Review Set for official review.  

To process documents to a Design Review set, complete the following steps:

1. Navigate to the controlled folder that contains the documents.  
2. Select the In QA Check view to find the QA Accepted documents.
   
3. Select the QA Accepted documents you want to include in the Design Review set.  Note that if you are using work packages, all the documents being processed into the design review set must be associated with the same work package. Use the By Work Package view to organize the list view by work package. 
4. Click Process. The Process dialog box will open, listing all the documents that will be included in the design review set.
5. Click Continue. 
6. Enter a Title for the Design Review set.  
7. For each review step you are utilizing, enter the reviewers and the review duration. Note that a Final Reviewer is required.  The other reviewer steps are optional. 
8. For each review step you are utilizing, you have the option to select Review Auto-Advance. Selecting this option will automatically advance the workflow steps once the review duration has passed.  Do not select this option if you want to require the reviewer to manually approve the documents. 
9. Complete additional fields as desired.  Note that details of the design review can be defaulted from the work package associated with the processed files. 
10. Click Save. Kahua will process the files.
11. Once the processing is complete, the review set detail view will appear.   Click Submit For Review to begin the review process.  If you need to make changes or no longer want to save this design review set, click Cancel Design Review.