External User Quick Reference guide

11 minutes
6 months ago

Newforma Info Exchange Quick Start Guide for External Users

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Overview

Info Exchange is a project website that facilitates the transfer of files without the limitations of email or FTP. All activity on Info Exchange is fully tracked so you will know when someone has downloaded the files you sent.

Click here to download a PDF of the reference guide.

 

This guide covers the following topics:

Log into Info Exchange after receiving an invitation

Receive a file transfer

Send files from Info Exchange

Send an RFI, submittal, or change order proposal via Info Exchange

Respond to a forwarded submittal

View and update action items

Create action items

Use the Newforma Web Viewer to mark up or stamp files

Download files from shared folders on Info Exchange

Upload files to shared folders

Use Newforma ID

Using Info Exchange

To log into Info Exchange after receiving an invitation

You will receive an email inviting you to use a particular company’s Info Exchange project website. The email includes a link to the Info Exchange website. The first time you access the secure website, you are prompted to set your password and accept the terms and conditions.

The link included in the invitation email can only be used once.

To receive a file transfer

Once you complete your initial login, you are ready to receive files.

You receive an email notifying you when someone has posted a file transfer for you. The notification email includes two links with options for accessing the files. Click the first link to download and save the files; click the second link to log into the Info Exchange website and download the files.

When you click the link to login to Info Exchange, you are prompted to enter your username and password. Enter your information and click Sign In.

Use the credentials you used during your initial login. If you forget the credentials, use your email address as your user name and click Forgot Password? to receive password reset instructions.

On login, Info Exchange opens the Transfer page for the file transfer, shown below.

Click Download All Contents to download all the files in the transfer. You can also download specific files by marking the checkbox next to the files and clicking Download Selected Contents.

Download Selected Contents is only available if the original file transfer was set to allow partial downloads.

Once you click one of the download command buttons, you will be prompted to either open the files or save them. Click Save to save them to your local machine or to the network. After the download completes, you can open the files.

To send files from Info Exchange

You can use Info Exchange to securely send file transfers of all sizes to project team members and track when the files were received.

Note that there is a default size limit for Info Exchange transfers. If needed, this limit can be adjusted by administrators and/or IT.

Log into Info Exchange and select the appropriate project.

Click Send > Files in the menu bar from the Project Home page:

Fill in the transmittal information, including selecting recipients for the file transfer from the project team members list:

Click Add Files to add files to the transfer.

Depending on your browser, you may also be able to drag and drop files to a shared folder to upload them. Please see Drag and Drop Files in a Transfer for more information.

If you are sending a drawing file that contains external references, you must include the externally referenced files along with the original drawing.

Click Send Files to send the file transfer via Info Exchange.

To track your file transfers, select View > Files and Documents > File Transfers from the menu bar to open the File Transfers log, shown below:

Click the Subject of the transfer to open the Transfer page, shown below:

Click the Change Log tab to view the history of actions related to the transfer.

 

To send an RFI, submittal, or change order proposal via Info Exchange

In addition to file transfers, external users can also send RFIs, submittals and change order proposals via Info Exchange. The workflow is very similar for each, so only the submittal workflow is shown in this guide.

Log into Info Exchange and select a project. On the Project Home page, click Send>Submittal from the menu bar.

On the Send Submittal page, complete the submittal form. This includes the spec section, which can be selected from the dropdown list. Add the files you would like to send with the submittal.

Click Send Submittal.

 

To respond to a forwarded submittal

When you receive a request to review a submittal via Info Exchange, you can easily respond through the same interface.

You will receive an email notification of a request for review. Follow the link at the bottom of the email to log into Info Exchange.

Log into the site. You are directed to the Submittal Forwarded page. Click on the Files tab, then click Download All Contents to download the contents of the submittal. you may also choose Markup and Respond if you would like to use the Newforma web viewer to provide your markups

Click Send Response to respond to the submittal.

Complete the Send Submittal Response page and click Send Response.

You can track all your submittal activity in the corresponding log on Info Exchange. Click View > Contract Management > Submittals. Note that other activity center logs may be accessed this way:

The submittal log displays like this:

 

To view and update action items

Action items can be used to track project to-do items. For example, a project manager or other person can assign you a list of things you need to do, perhaps with due dates. If you have access to action items, you can view them and possibly update them from Info Exchange.

If you receive an email notification that you have been assigned an action item, you can follow the link in the email to log into the site and view or update the action item. You can alos log into the site and click View > Action Items from the menu bar or use the shortcut from the Project Home:

Click the action item Subject in the Action Items log to view it.

View the main information and see additional information on the Description, Discussion, Email Log, Supporting Documents, Related Items and Change Log tabs on the Action Item page.

You may have been given rights to edit action items. To update an action item, click Modify to open the Modify Action Item page. For example, you can change the status or add notes in the Description field regarding progress on the item. Click Save and Close when done.

 

To create action items

Based on your permissions, you may have the ability to add new action items. Click Add Action Item in the Action Items log.

Fill out the fields on the Add Action Item dialog box as desired, including Subject, Status, Priority, Due Date,and Description. You can assign it to a team member using the Assigned To dropdown if desired. If you assign the action item to a team member, leave the Send Change Notification Email checkbox selected. Click Save and Close when done.

If you selected Send Change Notification Email, the Send Email dialog box appears. Add recipients and make other changes as needed. Click Send when ready. People in the To: and CC: fields receive an email notification of the action item.

To use the Newforma Web Viewer to mark up or stamp files

You can use the Newforma Web Viewer to view, stamp, and markup most image files, including PDFs. You can pan and zoom in a file, use search to locate text, navigate pages in a multipage file, insert an image or stamp, export to PDF, or create a new markup session.

Locate the file and click on the file name to open it in the Newforma Web Viewer.

Place the cursor over any of the buttons in the toolbar for a tool tip to help you select the tool you need.

To zoom into a particular area of the file, click Zoom Rectangle on the toolbar. Click and drag a rectangular area to zoom into.

To zoom back out, click Zoom to Full Page.

To add text in the markup, click Text on the toolbar. Click where you want to locate the text box. Enter your text and click OK.

Use other buttons on the toolbar to add clouds, lines, and more. Use Select to select markups and move them. To delete a markup, select the markup and press Delete on your keyboard.

You can insert images and stamps as part of your markup. Adding a stamp is similar to adding an image, but the stamp must be prepared before you can add it to your markup. The Newforma Web Viewer supports adding stamps created in Microsoft Word.

Refer to the online help topic Add a New Stamp for more details on how to create a stamp.

Stamps: After clicking Insert Stamp in the toolbar, the Select a Stamp dialog box appears. If this is the first time the stamp is being used, you need to click Browse to locate the stamp, then click Upload. After the stamp is uploaded, it appears at the top of the list of stamps in the Select a Stamp dialog box. It is also available for use by others in your company. Select the stamp Name from the list and click OK.

Fill out any additional information needed in the Edit Stamp Contents dialog box, then click OK. The stamp is placed in the markup. Reposition the stamp as needed.

To create a PDF, click PDF on the toolbar. In the Export PDF Options dialog box, enter a name, select your output options and click OK. Use the Windows bar at the bottom of the screen to open or save the PDF in the location of your choice.

To save your markup session for later editing or viewing by you and others, click Save on the toolbar. In the Save Markup Session As dialog box, enter a name for the markup session. Optionally, you can add additional members from the project team, change the status and add remarks. Click OK when done. The Drawing Explorer dialog box opens to show the markup session. Click Close when done.

Click Close in the upper right hand corner to close the viewer.

To reopen the markup session, click View > Project Information > Markup Sessions. Click the Name of the markup session you want to open in the Markup Sessions log.

 

To download files from shared folders on Info Exchange

Info Exchange allows you and other project members to share information securely through dynamic folders that are synchronized with the website.

You may receive a notification email when there is something new in a shared folder. Follow the link in the email to log into the site and download the files, or log into the site and select View > Files and Documents > Shared Folders.

In the Shared Folders log, click the name of a shared folder to view its contents in the Folder Contents panel, shown below:

Click the Tasks dropdown for the shared folder and select Download Folder to download all files in the folder. You can also download specific files and subfolders by marking the checkbox next to the them and clicking Download Selected.

 

To upload files to shared folders

You may also have rights to upload new information to the shared folders through the website.

After logging in, go to View > Files and Documents > Shared Folders to open the Shared Folders log.

Click the name of the shared folder where you want to upload files in the Folder Contents panel.

Drag and drop files into the desired folder. There will be a preview of where the files will go prior to choosing Upload.

To track your upload and which recipients downloaded the new files, select the shared folder in the Folder Contents panel, then select Folder Details from the Tasks dropdown. Click on the Change Log tab to view the folder status.

 

To use Newforma ID

Newforma ID provides a single sign-on to all Newforma projects in which users have been invited to participate. Newforma ID is required to log into Newforma Mobile Apps and integrated cloud storage services, as well as projects managed via Newforma Info Exchange.

Go to the Sign in to Newforma Info Exchange page and click Newforma ID to log in using Newforma ID or to create your Newforma ID.