|
Plan Routing Reference Guide
Receiving a Submitted Plan:
Routing a Reviewed Plan to Applicant:
Receiving a Submitted Plan
 (+larger image)
1. For every applicant plan submittal or resubmittal you will receive a "New File Notification" email similar to the one below. This notification will provide the appropriate links guiding you to the submitted plan(s).
2. Click on a link to one of the files and this will be take you directly to that file in Spacedox (see screenshot below)
3. Once in Spacedox, intake personnel typically review the files for completeness. Each agency may have different standards for completeness. If a file or files are "complete" route to the appropriate reviewer(s).
 (+ larger image)
Routing a Submitted Plan to Reviewer
1 . Notify the proper reviewer by clicking the "topics + notes" icon (see screenshot below)
 (+ larger image)
2. Click on "Add a Topic".
NOTE: If there is/are an existing Topic(s) you still need to find the "Add a Topic" tab and create another Topic.
 (+ larger image)
3. Fill in the topic popup window by choosing a category from the drop-down list, filling in the subject with your own words, and providing text in the body of the email. (see screenshot below)
 (+ larger image)
4. Click on the "+" next to the "Reviewer " group to find a list of your reviewer(s). Applicants related to the current project will be found in the "Non-Group Members".
 (+ larger image)
Returning a Reviewed Plan to Applicant
• Option #1 (Email files back to Applicant)
1. Click on the markups icon (new files do not have markup icon) next to the appropriate file name. The "View Markup List" screen appears showing all associated markups for that file. Check “View” for the most recent markup for each “Author”. (Image #1)
2. Next click on "View/Edit" at the bottom of the markup page. This will open a drawing with all the markups. (Image #2)
Image #1
 (+ larger image)
Image #2
 (+ larger image)
3. Click on email Icon and choose "Publish to CSF". (Saving to PDF is ok but some of the Brava features may be lost- Test it on a file before sending)
4. Click the "Never" expire radio button. The default settings under "Permit" and "Enable Markup" should be ok.
5. Finally click on "Publish" to email the reviewed file back to the applicant.
 (+ larger image)
 (+ larger image)
Email sending Options:
Some IT departments have a file size limit or simply don't want to use their systems to send large files. If this is the case you may want to chose the publish option "Save to file" to a folder on your computer and use a file sending application such as "yousendit.com" Link to a free version of Yousendit
The free version allows you to send only one file at a time but the file size can be up to 100 megs! If you use Outlook as your email program, install the Outlook plug-in.
Reviewed File Stamping Options:
1. Spacedox has a watermark feature that can be used for "Approved" copies. Spacedox (CSF) file format.
2. Or you can save the approved file from Spacedox to your desktop as a PDF and use one of many free and/or inexpensive stamping utilities available. One feature rich option is "A-PDF Watermark". Trial Version available.
 (+ larger image)
• Option #2 (using Spacedox)
IMPORTANT NOTE: This option, although easier for the municipality, in some ways, may also create more help calls to the municipality. (Spacedox help is provided directly to the municipality and not the applicant) The municipality must interface with the applicant directly on issues related to this option.
1. Go to the project folder, find the file(s) that are ready to return to the applicant and put an "X" in the box  next to the name(s). (see screenshot below)
 (+ larger image)
2. Click on the copy icon . (see screenshot below)
 (+ larger image)
3. Choose the "Review" folder in the appropriate project folder. (see screenshot below)
NOTE: Be careful not to copy file(s) into the wrong project "Review" folder. If there is a file with the same name in the "Review" folder you will see an icon  next to the folder. You will not be allowed to copy the new file into that folder while that old file is still there. Solution: Delete the file(s) with the same name(s) out of the "Review" folder and then copy the new file into the folder. Don't worry about deleting a file in the "Review" folder because the original is still in the project folder.
 (+ larger image)
4. Finally, open the Review folder and follow the same directions that you used to route a file to the reviewers. The main difference is that you click Click on the "+" next to the Non Group Members" to find the applicant's email address. Click here to see routing directions
View File History
You can review when each user last viewed, uploaded, or marked up a particular file, and view file versions (if versioning is enabled for the project).
1. Click the history icon  .
2. The Main, History, and Workflow (if enabled) tabs shows information about the selected file.
3. To view the file history of a specific version's, if more than one version is available, click on the version number from the Go to version selections.
4. The Main tab lists the file's details, which are editable. Click Save to keep any changes.
5. The History tab lists all activity for the file including the event (such as viewed,
downloaded, markup up, etc.), the name of the user performing the event, and
date the event occurred.
7. To view the file in the Brava! viewer, click the thumbnail image contained in the
upper right corner of the view history screen (or click the file name link in the Main or
History tab). If markups are associated with the file, the markups present icon will be
available above the thumbnail image. You can also download the file to your system if
the download icon is present.
 (+ larger image)
|
