Contents

Overview
Own Document Return
Others Document Return
Comment Sheet Return
Coordinate Status

Overview | When a revision of a document has been issued, in many cases it will be returned either: By the person to whom it was sent, By a third party to whom it was not issued. In the latter unusual case, the Comment Sheet Return facility cannot be used, and either the Own Document or Other's Document return screens must be used. The Comment Sheet return allows for the return of any revision of a document from any recipient of a transmittal, and is the preferred method to be used. When the returner of other people's documents is also the person co-ordinating the Status and Comments to be returned to the originator, then the system status can adopt those of the returner without further ado.
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Own Document Return | There are two steps in the process as follows: Record the Transmittal Information, Record the return information including: The Document, The Revision, The person to whom it was issued if known, The status and Comment made.
Transmittal | The transmittal information consists of: Your JobNo, The name reference of the person / organisation from whom it is received, The date the transmittal was received. The default is "Today", and is entered automatically if the entry is left blank, The senders transmittal note reference. If this is left blank, a default made up of the first four characters of the name reference plus the date in YYMMDD format.
Detail | The detail of the document returned is split into two parts: The revision of the document returned, including to whom it was originally issued if known: If the Revision was issued to the Returner, then this is determined automtically, If not, then the original recipients name reference can be entered or selected from a browse of recipients, If the original recipient is unkown then "UNKNOWN" is automatically inserted. The status accorded, and any comments made. Markups must be manually imported or transferred onto the linked electronic document.
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Others Document Returns | The process is similar to that for returns of Ones Own Documents, except for minor differences in that: The Maker of the Revision of the Document being returned must be specified, The Status and Comment accorded by the returner may be adopted as the System Status.
Detail |
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Comment Sheet Returns | When one or more documents is issued for a reason that requires return, then a comment sheet is included to assist the reviewer with the return. However the return from the original recipient of any document however issued can be recorded. The process consists of Locating the transmittal, which automatically displays the documents issued, Recording the returner's status and comment. The list of transmittals displayed on the left hand side defaults to display those containing documents the return of which is "Required and Outstanding", as does the list of documents within the selected transmittal shown on the right hand side. The type of the documents within the comment sheet being returned is indicated: Own: One's Own Documents, Forwards: Other Peoples Documents
Selection | The context menu on the left hand side may be used to: Change the selection of transmittals displayed, Generate a report of the displayed transmittals. When the selection of transmittals displayed is changed, the same criteria are applied to the documents within the transmittal shown on the right hand side. The left hand browse is configured as follows: The order of the columns may not be changed, Sequential Searching is applied to the second to fourth columns. The location of the transmittal is best accomplished by entering the following information, and after entering an item moving to the next column to the right. The JobNo, followed by, The Returner's Name Reference (recipient of documents), followed by, The Number of the Comment Sheet (Transmittal Note) no.
Contents | The contents of the selected transmittal is displayed in accordance with the criteria selected. This is reset when the transmittal selection criteria are changed. The context menu on the right hand side may be used to: Change the selection of the documents displayed, Generate a report of the displayed transmittal. The documents which are due for return are shown colored red, those which have been returned green, and white indicates
Record | Recording comments and status is a three step process: Entering the detail of the return including: Date Returned which defaults to Today Status, which must be selected Comment, which defaults to "As per Status" DCN, which defaults to "CSR". This field can be used other short references. Transfering the entered information to the selected document, This is accomplished by double clicking the first column containing document's Maker's Reference. Double clicking again, clears the entry to the document. If the "Apply to ALL Documents" is selected, then all documents are updated. This allows the status of the bulk of the documents to be entered, and then others may be selectively set as appropriate. Save the allocated status and comments. For Other People's documents which had been forwarded and are now returned by a person who has co-ordinated the response to be made to the originator, using the "Save as System Status" also records the information as such.
Reports | There are two reports
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Coordinate Status | The coordination process can be quite complex. The primary function is to set the System Status for the Latest Revision
Select |
Coordinate | All the revisions of the selected document are displayed in the browse at the top. Selecting a revision in this browse causes displays the comments received for the selected revision in the right hand browse, and for the previous revision (if there is one) in the left hand browse. If an electronic version is available, then an Icon to view it is displayed in the bottom right hand corner. If the reviewer was issued with the revision, then the reviewer may choose to record the co-ordinated status and comment as his own at the same time.
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