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When using the routing rules link to copy accepted files from the Submittal process in Design Deliverables into the Information Management Process in File Manager, there are a few different scenarios where you may need to upload a new file.
In this Article we will cover 3 common scenarios:
- How to Edit a submission file before it has been reviewed
- How to Re-Submit a file that has been reviewed but not accepted
- How to add a new Revision of a file that has been accepted
How to Edit a Submission before it has been reviewed
1. In this example, the user is assigned to upload a submission
2. The user has uploaded the incorrect file to the submission by mistake
3. To rectify this, the user just needs to return to the same record and hit the "Edit Submission" button
This option is available to the user assigned to submit this record, and is available before the first review has been completed.
4. Click on "Remove file"
5. You can now add a new attachment
6. Click on "Submit Submittal" to save your changes.
Please note this will leave no record of the original file that was submitted against this record, and the "submitted on" date will show the date the latest change was made. Please be aware this will also amend the deadline for the reviewer to complete their review.
How to Re-Submit a file after it has been reviewed but not accepted.
1. In this example, one or more reviewers have returned the submittal for another upload
If there are multiple reviewers, the re-submit option becomes available as soon as one of the reviewers has given the record a Status B or C review.
2. Click on Re-Submit
3. The form is pre-populated with the same details as the first upload. Click on "Remove file" to clear the attachment section
4. Click on "drop files here or browse your computer" to add a new attachment
5. Click on "Submit Submittal" to save the new file
6. The new file appears as the submittal on the "View" page
7. The original file or any previous uploads can still be accessed by the reviewers through the "Older Revisions" tab
How to submit a new revision of a file that has already been accepted.
1. In this scenario - the submission has been fully accepted but the user wants to add a new revision.
2. This option is available when all reviewers have accepted the file and the file is now appearing in the "File Manager" folder.
3. Navigate to File Manager to find the accepted record
4. Open the folder where the record appears
5. Locate the file
6. Click on "Add New Revision"
7. The form here is pre-filled with the record information, apart from Date of Issue, and Document Revision, which the user should fill in now.
8. Make sure to select "Yes" for Set Up review so that the new file can be reviewed by the same users who reviewed the previous revisions of this file.
9. Click on "drop files here or browse your computer" to add the new file
10. Click on "Save" to add the new file and trigger the review process
Please note the new file will not appear in File Manager until it has been reviewed and accepted.
11. In the Design Deliverables Module - the new file has been uploaded and Obi has generated the ISO compliant Filename based on the information in File Manager
The previous file will still be available to the project users through the "older revisions" tab on the view page.
