Ugd TB 008 V5.7.apr

TeamBinder
User Guide
Document: UGD-TB-008-V5
Revision: 7
Last Updated: 20/06/2015
Information in this document is subject to change without notice. Companies, names and data
used in examples are fictitious.
Copyright 2015 by QA Software. All rights reserved. No part of this document may be
reproduced or transmitted in any form or by any means, electronic or mechanical, for any
purpose, without the express permission of QA Software.
Microsoft Windows, Internet Explorer and Microsoft Excel are registered trademarks of
Microsoft Corporation.
Although TeamBinder has undergone extensive testing, QA Software makes no warranty or

representation, either express or implied, with respect to this software or documentation, its
quality, performance, merchantability, or fitness for purpose. As a result this software and
documentation are licensed “as is”, and you, the licensee are assuming the entire risk as to its
quality and performance. In no event will QA Software be liable for direct, indirect, special,
incidental or consequential damages arising out of the use or inability to use the software or
documentation.
Please send your comments to:
QA Software Pty Ltd

Level 3, 332 St Kilda Road
Melbourne, VIC, 3006
Australia
For technical support:
Australia
Hot Line: 1800 727 102
Office: 03 9291 0800
Fax: 03 9326 6544
International
Phone: +61 3 9291 0800
Fax: +61 3 9326 6544
Email: support@qa-software.com
Web site: http://www.qa-software.com
TeamBinder User Guide Page 2

Table of Contents
Chapter 1 – Introduction ........................................................... 11

1.1 About TeamBinder .......................................................................................... 12
1.1.01 Introducing TeamBinder ........................................................................................ 12
1.1.02 Business Process .................................................................................................. 12
1.1.03 Benefits of using TeamBinder ............................................................................... 13
1.2 Getting Started ................................................................................................ 14

1.2.01 Launching TeamBinder ......................................................................................... 14
1.2.02 Quick Start Instructions ......................................................................................... 15
Chapter 2 - Dashboard .............................................................. 17

2.1 Introduction ..................................................................................................... 18
2.1.01 Overview ................................................................................................................ 18
2.2 Dashboard ....................................................................................................... 18

2.2.01 My Statistics .......................................................................................................... 18
2.2.02 Mail Statistics......................................................................................................... 19
2.2.03 Unregistered Mail statistics ................................................................................... 20
2.2.04 Document Statistics ............................................................................................... 21
2.2.05 Workflow Statistics ................................................................................................ 21
2.2.06 Transmittal Statistics ............................................................................................. 22
2.2.07 Package Statistics ................................................................................................. 22
2.2.08 Task Statistics ....................................................................................................... 23
2.2.09 Project Description ................................................................................................ 23
2.2.10 Project Announcements ........................................................................................ 24
2.2.11 Useful contacts ...................................................................................................... 24
2.2.12 Weather ................................................................................................................. 24
2.3 Search – Global Search .................................................................................. 24

2.3.01 Using the Global Search ....................................................................................... 24
Chapter 3 - Mail ......................................................................... 27

3.1 Getting Started ................................................................................................ 29
3.1.01 Overview ................................................................................................................ 29
3.1.02 Setup Check List ................................................................................................... 29
3.1.03 Configuration Tables ............................................................................................. 30
3.1.04 File in Folders ........................................................................................................ 31
3.1.05 Mail Security Issues .............................................................................................. 32
3.1.06 Workflow ................................................................................................................ 33
3.1.07 Custom Mail Forms and Templates ...................................................................... 34
3.1.08 Custom Mail Footers ............................................................................................. 34
3.1.09 Company Logos .................................................................................................... 35
3.1.10 Fax-In Configuration .............................................................................................. 35
3.1.11 Email-In Configuration ........................................................................................... 36
3.1.12 Customising the Mail Registers ............................................................................. 37
3.2 User Preferences ............................................................................................. 37

3.2.01 Overview ................................................................................................................ 37
3.2.02 General .................................................................................................................. 38
3.2.03 Auto Responder..................................................................................................... 38
3.2.04 Auto Forward ......................................................................................................... 39
3.2.05 Mail Options ........................................................................................................... 39
3.2.06 Mail Compose........................................................................................................ 41
3.2.07 Mail Status ............................................................................................................. 42
3.2.08 Notifications ........................................................................................................... 43
3.2.09 Task Status ............................................................................................................ 44

Table of Contents
3.2.10 Filter Options ......................................................................................................... 45

3.2.11 Apply preferences to other projects....................................................................... 45
3.3 Outgoing Mail .................................................................................................. 46

3.3.01 Overview ................................................................................................................ 46
3.3.02 Create new mail..................................................................................................... 46
3.3.03 Sending Mail .......................................................................................................... 48
3.3.04 Adding Contacts on the Fly ................................................................................... 49
3.3.05 Using Contact Groups ........................................................................................... 50
3.3.06 Attachments........................................................................................................... 50
3.3.07 Drafts ..................................................................................................................... 50
3.3.08 Duplicate Mail ........................................................................................................ 51
3.4 Outgoing Mail Review Process ...................................................................... 51

3.4.01 Overview ................................................................................................................ 51
3.4.02 Submitting mail for review ..................................................................................... 52
3.4.03 Reviewing mail submitted for review ..................................................................... 52
3.5 Incoming mail .................................................................................................. 53

3.5.01 Overview ................................................................................................................ 53
3.5.02 Reading Incoming Mail .......................................................................................... 53
3.5.03 Mark mail as Read/Unread .................................................................................... 55
3.5.04 Responding to mail ................................................................................................ 55
3.6 Unregistered Mail ............................................................................................ 56

3.6.01 Overview ................................................................................................................ 56
3.6.02 Business Process .................................................................................................. 56
3.6.03 Processing incoming faxes .................................................................................... 58
3.6.04 Processing incoming emails .................................................................................. 59
3.6.05 Processing Incoming Mail Hardcopies .................................................................. 60
3.6.06 Mapping of Unregistered mail ............................................................................... 61
3.7 Live Mail ........................................................................................................... 61

3.7.01 Overview ................................................................................................................ 61
3.7.02 Creating Live Mail .................................................................................................. 62
3.7.03 Responding to Live Mail ........................................................................................ 62
3.7.04 Managing Live Mail ............................................................................................... 62
3.8 Finding Mail ..................................................................................................... 63

3.8.01 Overview ................................................................................................................ 63
3.8.02 Advanced Mail Search .......................................................................................... 64
3.8.03 Using More Search options ................................................................................... 65
3.8.04 Thread View .......................................................................................................... 66
3.8.05 Folder Pane ........................................................................................................... 66
3.9 Managing Mail.................................................................................................. 67

3.9.01 Filing ...................................................................................................................... 67
3.9.02 Linking Mail............................................................................................................ 68
3.9.03 Status of mail ......................................................................................................... 69
3.9.04 Batch Changing the Status of Mail ........................................................................ 70
3.9.05 Exporting mail to HTML or PDF ............................................................................ 71
3.9.06 Deleting Mail .......................................................................................................... 71
3.9.07 Batch Printing Mail ................................................................................................ 72
3.9.08 Processing mail attachments as Controlled Documents ....................................... 72
3.10 Integrated Fax and Email Services ............................................................... 73

3.10.01 Fax-In .................................................................................................................. 73
3.10.02 Email-In ............................................................................................................... 74
3.10.03 Faxout .................................................................................................................. 74

Table of Contents
3.11 Mail Register Reports.................................................................................... 75

3.11.01 Overview .............................................................................................................. 75
3.11.02 Available Reports Listing ..................................................................................... 75
Chapter 4 - Documents ............................................................. 77

4.1 Getting Started ................................................................................................ 78
4.1.01 Overview ................................................................................................................ 78
4.1.02 Setup Check List ................................................................................................... 78
4.1.03 Revisions ............................................................................................................... 79
4.1.04 Status Codes ......................................................................................................... 79
4.1.05 Disciplines ............................................................................................................. 80
4.1.06 Categories ............................................................................................................. 81
4.1.07 Document Types ................................................................................................... 81
4.1.08 File formats ............................................................................................................ 81
4.1.09 Rules for who can upload Documents .................................................................. 82
4.1.10 Distribution Rules .................................................................................................. 83
4.1.11 Security Issues ...................................................................................................... 84
4.1.12 User Preferences................................................................................................... 85
4.1.13 Document # Masks ................................................................................................ 86
4.1.14 Design Management Considerations and Standards............................................ 87
4.1.15 Customizing the Document Register ..................................................................... 87
4.2 Document Register.......................................................................................... 88

4.2.01 Overview ................................................................................................................ 88
4.2.02 Finding Documents ............................................................................................... 89
4.2.03 More Document Search Options ........................................................................... 90
4.2.04 Document Access.................................................................................................. 91
4.2.05 Subscribing to Documents .................................................................................... 92
4.2.06 Document Details .................................................................................................. 92
4.2.07 Viewing Documents ............................................................................................... 93
4.2.08 Redlining Documents ............................................................................................ 95
4.2.09 Commenting on Documents .................................................................................. 97
4.2.10 Comparing Documents .......................................................................................... 98
4.2.11 Linking Documents ................................................................................................ 99
4.2.12 Deleting Documents .............................................................................................. 99
4.2.13 Transferring Documents between projects ........................................................... 99
4.2.14 Generating a Document Hyperlink ...................................................................... 100
4.3 Uploading and Distributing Documents ...................................................... 100

4.3.01 Overview .............................................................................................................. 100
4.3.02 Single New Document Upload ............................................................................ 101
4.3.03 Single Revised Document Upload....................................................................... 103
4.3.04 Validation of Document Uploads ......................................................................... 103
4.3.05 Distribution of Documents ................................................................................... 104
4.3.06 Transfer Document Ownership ........................................................................... 105
4.3.07 Replace/Remove View Files ............................................................................... 106
4.3.08 Bulk Upload of Documents .................................................................................. 106
4.3.09 XL-UPLOAD for Document Uploads ................................................................... 108
4.3.10 QCAD for Document Uploads ............................................................................. 109
4.3.11 QDMS for Document Uploads ............................................................................. 110
4.4 Downloading Documents.............................................................................. 110

4.4.01 Overview .............................................................................................................. 110
4.4.02 Downloading a Document ................................................................................... 110
4.4.03 Bulk Download of Documents ............................................................................. 111
4.4.04 Document Check In / Check Out ......................................................................... 111
4.4.05 Bulk Printing Drawings using QPRINT ................................................................ 112

Table of Contents
4.5 Reports........................................................................................................... 113

4.5.01 Overview .............................................................................................................. 113
Chapter 5 - Transmittals ......................................................... 115

5.1 Getting Started .............................................................................................. 116
5.1.01 Overview .............................................................................................................. 116
5.1.02 Setup Check List ................................................................................................. 117
5.1.03 Configuration Tables ........................................................................................... 117
5.1.04 Configure Transmittal Workflow .......................................................................... 117
5.1.05 Default Transmittal response periods ................................................................. 118
5.1.06 Security Issues .................................................................................................... 118
5.1.07 Notifications ......................................................................................................... 119
5.2 Outgoing Transmittals .................................................................................. 119

5.2.01 Create a Transmittal ............................................................................................ 119
5.2.02 Draft Transmittals ................................................................................................ 122
5.2.03 Acknowledgements and Responses ................................................................... 122
5.2.04 Pending Transmittals ........................................................................................... 123
5.2.05 Transmitting Revised Documents ....................................................................... 124
5.2.06 Sending Transmittals for Review......................................................................... 125
5.3 Transmittals – Sent Items Register .............................................................. 126

5.3.01 Finding Sent Transmittals .................................................................................... 126
5.3.02 Sent Transmittals Register .................................................................................. 127
5.3.03 Resend Transmittals ........................................................................................... 128
5.3.04 Cancelling a Transmittal ...................................................................................... 129
5.4 Incoming Transmittals Register ................................................................... 129

5.4.01 Finding Incoming Transmittals ............................................................................ 129
5.4.02 Incoming Transmittals Register ........................................................................... 131
5.5 Reports........................................................................................................... 132

5.5.01 Overview .............................................................................................................. 132
Chapter 6 – Workflow - Documents ....................................... 135

6.1 Getting Started .............................................................................................. 136
6.1.01 Overview .............................................................................................................. 136
6.1.02 Quick Start Check List ......................................................................................... 137
6.1.03 Review Status Codes .......................................................................................... 138
6.1.04 Review (Y/N) Rules ............................................................................................. 138
6.1.05 Review Initiator Rules .......................................................................................... 139
6.1.06 Review Team Rules and Review Settings .......................................................... 140
6.1.07 Free Form Review Teams ................................................................................... 142
6.1.08 Disabling commenting after a document review is complete .............................. 143
6.1.09 User Preferences................................................................................................. 143
6.2 Document Reviews ....................................................................................... 144

6.2.01 Overview .............................................................................................................. 144
6.2.02 Upload of Documents for Review ........................................................................ 145
6.2.03 Activating the Workflow ....................................................................................... 145
6.2.04 Activating a Custom Workflow............................................................................. 146
6.2.05 Modify an in-progress Workflow .......................................................................... 147
6.2.06 Reviewing Documents ......................................................................................... 147
6.2.07 Document Approval/Release ............................................................................... 149
6.2.08 Managing Reviews by External Reviewers ......................................................... 151

Table of Contents
6.3 Reports........................................................................................................... 151
6.3.01 Overview .............................................................................................................. 151
6.3.02 View review process Status ................................................................................ 152
Chapter 7 - Packages and Tenders ........................................ 155

7.1 Getting Started .............................................................................................. 156
7.1.01 Overview .............................................................................................................. 156
7.1.02 Setup Check List ................................................................................................. 157
7.1.03 Security Issues .................................................................................................... 157
7.1.04 User Preferences................................................................................................. 157
7.1.05 Configure the settings for the TenderDocs Portal ............................................... 158
7.2 Creating Tender Packages............................................................................ 159

7.2.01 Creating a Tender Package ................................................................................ 159
7.2.02 Adding Tender Package Documents .................................................................. 160
7.2.03 Adding Tender Package Recipients .................................................................... 161
7.2.04 Defining the Submission Criteria for the Tender Package .................................. 162
7.2.05 Defining the mandatory recipients for use with the Tender Queries ................... 162
7.3 The Tender Phase ......................................................................................... 163

7.3.01 Releasing a Package for Tender ......................................................................... 163
7.3.02 Responding to Tenderer Correspondence .......................................................... 164
7.3.03 Addendums to Tender ......................................................................................... 164
7.3.04 Managing Recipients within a Tender Package .................................................. 165
7.3.05 Closing a Tender Package released for tender ................................................... 166
7.4 TenderDocs Website ..................................................................................... 167

7.4.01 Overview .............................................................................................................. 167
7.4.02 Access the TenderDocs portal ............................................................................ 167
7.4.03 Downloading Tender Documents ........................................................................ 167
7.4.04 Sending Questions and Receiving Answers ....................................................... 168
7.4.05 Submit a Bid ........................................................................................................ 168
7.5 Post Tender Package Maintenance .............................................................. 169

7.5.01 Overview .............................................................................................................. 169
7.5.02 Award a Tender Package .................................................................................... 169
7.5.03 Close out a Package ........................................................................................... 170
7.6 Standard Packages ....................................................................................... 170

7.6.01 Overview .............................................................................................................. 170
7.6.02 Creating a Standard Package ............................................................................. 170
7.6.03 Issuing a Standard Package ............................................................................... 171
7.7 Incoming Packages ....................................................................................... 171

7.7.01 Managing Incoming Packages ............................................................................ 171
7.8 Reporting ....................................................................................................... 172

7.8.01 Overview .............................................................................................................. 172
Chapter 8 – Tasks.................................................................... 175

8.1 Getting Started .............................................................................................. 176
8.1.01 Overview .............................................................................................................. 176
8.1.02 User Preferences - Task Status .......................................................................... 176
8.1.03 User Preferences - Notifications .......................................................................... 177
8.1.04 Security Settings.................................................................................................. 177

Table of Contents
8.2 Working with Tasks ....................................................................................... 178

8.2.01 Creating Tasks .................................................................................................... 178
8.2.02 Viewing Tasks ..................................................................................................... 178
Chapter 9 - Reports ................................................................. 181

9.1 Standard reports ........................................................................................... 182
9.1.01 Overview .............................................................................................................. 182
9.1.02 Generating Standard Reports ............................................................................. 182
9.1.03 Advanced Search Options ................................................................................... 183
9.1.04 Offline Reports..................................................................................................... 183
9.2 Custom Reports ............................................................................................ 183

9.2.01 Customising Reports ........................................................................................... 183
Chapter 10 - Published Reports ............................................. 185

10.1.01 Overview ............................................................................................................ 186
10.1.02 Security Issues .................................................................................................. 187
10.1.03 Creating Categories .......................................................................................... 187
10.1.04 Publishing Reports ............................................................................................ 188
Chapter 11 - Administration ................................................... 189

11.1 Projects ........................................................................................................ 190
11.1.01 Setup Check List ............................................................................................... 190
11.1.02 Create Project.................................................................................................... 190
11.1.03 Project Settings ................................................................................................. 190
11.1.04 Project Calendar ................................................................................................ 194
11.1.05 Project Archives................................................................................................. 195
11.2 Address Book .............................................................................................. 195

11.2.01 Overview ............................................................................................................ 195
11.2.02 Companies ........................................................................................................ 196
11.2.03 Company Types ................................................................................................ 199
11.2.04 Departments ...................................................................................................... 199
11.2.05 Contacts ............................................................................................................ 199
11.2.06 External Contacts .............................................................................................. 202
11.2.07 Contact Groups ................................................................................................. 202
11.2.08 Contact Titles..................................................................................................... 203
11.2.09 Trades ............................................................................................................... 203
11.2.10 Import Contacts ................................................................................................. 204
11.3 Users ............................................................................................................ 205

11.3.01 Creating Users................................................................................................... 205
11.3.02 Passwords ......................................................................................................... 206
11.3.03 User Maintenance ............................................................................................. 207
11.3.04 Restricted Users ................................................................................................ 207
11.4 Project Administrator .................................................................................. 208

11.4.01 Overview ............................................................................................................ 208
11.4.02 Security Groups ................................................................................................. 208
11.4.03 Configure User Access to Modules ................................................................... 209
11.4.04 Assign Company Administrators ....................................................................... 210
11.4.05 Processing Subscription Requests ................................................................... 211
11.4.06 Assigning Access to specific Documents .......................................................... 211
11.4.07 Change Document Access ................................................................................ 212
11.4.08 Plain Text Email Notifications ............................................................................ 212
11.4.09 Defining Mandatory Fields ................................................................................. 213

Table of Contents
11.5 Using a Global Address Book .................................................................... 213

11.5.01 Overview ............................................................................................................ 213
11.5.02 Getting Started with the Global Address Book .................................................. 214
11.5.03 Populating the Global Address Book ................................................................ 214
11.5.04 Creating Contacts in a Linked Project ............................................................... 215
11.5.05 Maintaining the Global Address Book ............................................................... 215
11.6 Reporting ..................................................................................................... 216

11.6.01 Overview ............................................................................................................ 216
11.6.02 Available Reports Listing ................................................................................... 216
Chapter 12 - Technical ............................................................ 219

12.1 ASP TeamBinder ......................................................................................... 220
12.1.01 Overview ............................................................................................................ 220
12.1.02 System Requirements ....................................................................................... 220
12.2 Self Hosting TeamBinder ............................................................................ 221

12.2.01 Overview ............................................................................................................ 221
12.2.02 System Requirements ....................................................................................... 221
12.3 Trouble Shooting ......................................................................................... 222

12.3.01 Technical Support ............................................................................................. 222
12.3.02 Internet Explorer Security .................................................................................. 222

Chapter 1 – Introduction
1.1 About TeamBinder
1.1.01 Introducing TeamBinder
1.1.02 Business Process
1.1.03 Benefits of using TeamBinder
1.2 Getting Started

1.2.01 Launching TeamBinder
1.2.02 Quick Start Instructions

Chapter 1 – Getting Started
1.1 About TeamBinder

1.1.01 Introducing TeamBinder
TeamBinder is a web-based project document management and collaboration system used to
manage, store, and distribute information in the form of controlled documents and
communications.
In particular, TeamBinder will help you to manage:
 The distribution, review and approval of documents during the project design phase.
 The preparation, release for tender and award of sub contract document packages during
the procurement phase.
 Document distribution to subcontractors during the construction phase.
 All forms of communications between participants throughout the lifecycle of the project.
 Document archiving at project completion and handover to the customer.
With all your project documents and communications managed and maintained on a secure,
open platform, project participants are able to focus on the successful delivery of the project on
time and within budget.

Automated business processes are integral to TeamBinder’s design and functionality,
optimising the efficiency with which project information is managed by:
 Simplifying the process of consultants issuing documents along the supply chain.
 Ensuring that all issued documents conform to pre-defined project business rules.
 Automatically maintaining a centralised project document register (accessible from

anywhere with access to the Internet) with an auditable history of all revisions for all project
documents.
 Automating the distribution of documents via a Distribution matrix, Subscriptions,

Transmittals, Packages and notifications with simple download direct from emails.
 Automated routing of documents for approval with the facility to comment/review/approve

and release on-line plus, automated reminders to ensure reviews are completed on time.
 Audit trails of document release dates by originator, and download dates by each user.
 Integrated fax and email services to capture all project information regardless of how it is
received.
 Automatically building communication threads between questions and answers to capture

the chain of events in regard to issues.
 Customisable Dashboard with key project statistics to identify parties not performing as
required.

1.1.03 Benefits of using TeamBinder

The benefits of deploying TeamBinder on a project include:
A centralised register of all controlled documents such as plans and drawings

which enables:
 All project participants to access the latest information from any location with a web browser
and an internet connection.
 A central location to find documents, and capture comments and inputs from stakeholders.
 Ability to view plans and drawings without the requirement for any specialist software.
 Automating the uploading and distribution of documents against a pre-defined set of

business rules.
 Security controlled access matrix for viewing and downloading documents.
 The distribution of documents via transmittal to subcontractors if required.
 Reductions in plan printing and courier costs to distribute documents.
 Simplified handover of project documents at completion since all documents are already
stored electronically and fully indexed and can simply be archived to CD.
An online approval process leading to:
 Faster review and approval of the project design, leading to shorter overall project
durations.
 Centralised storage of review comments by all parties meaning improved accountability.
A centralized communications system that enables:
 A full and centralized audit trail of all communications between parties replacing traditional
paper and uncontrolled emails.
 Threads of related communications facilitating issue resolution.
 Time sensitive communications such as technical queries and RFIs to be turned around
more quickly, reducing delays.
 Improved accountability via centralized audit trail of communications including who read /
actioned what and when.
 Automated capture of incoming faxes and emails from external parties ensuring all project
information is maintained in one place.
 Improved management of variations via their online submission and review/approval.
A Dashboard displaying key project statistics such as:
 Number of outstanding or overdue communications
 Number of mails to review
 Number of documents at each phase in their project life cycle.

 Number of documents at each approval status which can be further analysed by Discipline.
 Number of tender packages at each phase in their life cycle.
More information on TeamBinder can be found at http://www.teambinder.com/
1.2 Getting Started

1.2.01 Launching TeamBinder
TeamBinder requires only Internet Explorer 7.0+, (or Google Chrome, Mozilla Firefox 3.6 or
Safari 4.0) and an Internet connection for use. [For more details on the System Requirements
to run TeamBinder, refer Section 12.1.02].
Before you can use TeamBinder you must be setup as a user of the system. This is normally
done by either the Project Administrator or your Company Administrator, after which you should
receive a welcome email which contains your Login details and a link to download the
TeamBinder Guided Tour. This can be used to familiarise yourself with the system.
Once you have your login details you are ready to access TeamBinder.
To launch TeamBinder
1. Open Internet Explorer.
2. In the Address Line type www.teambinder.com or the URL you have been provided with
your project.
3. Once the TeamBinder homepage has loaded, click the Login menu option.
4. At the login window, type your Username, your Company ID, and Password and click
Login.
Tips:
- Tick the box “Remember Login User ID & Company” at the login window so that on the
next login you only need to enter your password.
- If your Project is enable for multiple languages, select the preferred language before
clicking the Login button.
5. If you have access to more than one project, click on the Project that you wish to login to.
The TeamBinder Dashboard will now load. [Refer Section 2.1.01]
Notes:
(a) For regular TeamBinder users, it is suggested that TeamBinder be made your home page in
Internet Explorer.
 Click on the Tools menu in Internet Explorer.

 Select Internet Options.
 On the General tab, type www.teambinder.com in the Address field.
(b) The first time TeamBinder is accessed from a workstation, scripts required to run the
system are downloaded to the PC. Hence the first login can take a few minutes depending
on the speed of your internet connection.
(c) If you forget your password, click on the “Forgot your password?” link at the Login page and
a new temporary password will be sent to you by email.
(d) If you have any problems accessing TeamBinder, refer [Section 12.3.03] on Internet
Explorer Security Settings.

(e) Customers self-hosting TeamBinder [Section 12.2.01] will be using a different URL to the
address line at Step 2 above. Contact your system administrator to get the correct address.
(f) TeamBinder is enabled for integration with Active Directory which enables users to bypass
the normal TeamBinder login process. If activated, click the Access TeamBinder via
company Single Sign-On option at the login window. Contact QA Software if this is of
interest – charges for activation may apply.
1.2.02 Quick Start Instructions

If you are a standard user of TeamBinder, the first functions you will most likely need to learn
about TeamBinder are:
 How to create a new mail [Refer Section 3.3.02]

 How to read incoming mail [Refer Section 3.5.02]
 How to find an item of mail [Refer Section 3.8.01]
 How to upload a document [Refer Section 4.3.02]
 How to download a document [Refer Section 4.4.02]
 How to transmit a document [Refer Section 5.2.01]
 How to review a document [Refer Section 6.2.06]
 How to create a tender package [Refer Section 7.2.01]
 How to generate a report [Refer Section 9.1.02]
 How to use the dashboard [Refer Section 2.1.01]
If you are a review initiator or coordinator (involved in the review process for one or more group
of documents) you will need to know:
 How to activate a review workflow [Refer Section 6.2.03]

 How to release a document [Refer Section 6.2.07]
If you are a project secretary you will need to know:
 How to process Unregistered mail [Refer Section 3.6.01]
If you are a project administrator for TeamBinder you will need to refer to the Getting Started
sections of the TeamBinder documentation for each Module to see how to configure it for use.
You will also need to understand how to edit the Project Settings [Section 11.1.03], populate the
Address Book [Section 11.2.01], setup the system Security [Section 11.4.01], and Create Users
[Section 11.3.01].
The main TeamBinder modules are:
 Mail [Refer Chapter 3]

 Documents [Refer Chapter 4]
 Transmittals [Refer Chapter 5]
 Workflow [Refer Chapter 6]
 Packages [Refer Chapter 7]
 Tasks [Refer Chapter 8]
 Reports [Refer Chapter 9]
 Published Reports [Refer Chapter 10]
 Administration [Refer Chapter 11]

Chapter 2 - Dashboard
2.1 Introduction
2.1.01 Overview
2.2 Dashboard
2.2.01 My Statistics
2.2.02 Mail
2.2.03 Unregistered Mail
2.2.04 Documents
2.2.05 Workflow
2.2.06 Transmittals
2.2.07 Packages
2.2.08 Tasks
2.2.09 Project Description
2.2.10 Project Announcements
2.2.11 Useful contacts
2.2.12 Weather
2.3 Search – Global Search

2.3.01 Using Global Search

Chapter 2 – Dashboard
2.1 Introduction
2.1.01 Overview
The Dashboard is the starting point after you have logged in to TeamBinder. There are 4 areas
in the Dashboard.
Dashboard Area Explanation
Left menu The left menu is used to access the TeamBinder modules.
Widget area The Widget area displays key project statistics by module
with links to relevant data. Only widgets for modules that
users have access to are displayed.
Top menu In the top of the Dashboard area, there are menu options
for Settings, Help, Search, Contacts, Reports, Admin and
Logout.
Project selection box A drop-down list to switch between other TeamBinder
projects where you have access without logging out, also
you will be able to find some basic statistics which relate
to main TeamBinder modules.
The Dashboard is the starting point for all actions in TeamBinder and the left menu provides
quick access to common tasks such as Create a new mail or Generate a Transmittal.
2.2 Dashboard
2.2.01 My Statistics
The My Statistics widget displays key statistics from across the Mail, Documents and
Transmittals modules of TeamBinder with quick links to relevant module and information.
For each of the statistics below, the My Statistics widget shows the number of related items:
Statistic Explanation
Mail Incoming Mail

New mail Mail items received but not yet read.
New mail - overdue Received mail items which are not yet read
and their Response Required dates have
passed.
Inbox items with Status Outstanding Mail items received that currently have a
Status = Outstanding.
To Review Mail items prepared by others and submitted
for your review.
Returned from Review Mail items submitted for review that have now
been reviewed and are ready for sending.
Inbox items with Live Mail response Mail items received which has Live mail
outstanding responses outstanding.
Inbox items with Live Mail response Mail items received which has Live mail
outstanding - overdue responses outstanding and their Response
Required date has been passed.
Documents Documents
To Review Documents for which the workflow is activated
and review is now required by the logged in
user.
To Review - Overdue Documents requiring review and for which the
scheduled review completion date period has
passed.

To Release Documents for which the review is complete

but the documents are pending to be released
by the logged in user.
To Release - Overdue Documents for which the review is complete
and the scheduled release date period has
passed.
Uploaded since last login Documents to which you have access that
have been uploaded since you last logged in.
Awaiting Activation Documents uploaded requiring you to activate
the workflow.
Awaiting review where I am the review Documents under review by all review teams
coordinator that you as Review Coordinator for those
teams are responsible for.
Click on any of the above statistics to go directly to the relevant module / information. Use the
Document and Mail option buttons to switch between viewing Mail and Document statistics.
Note that the layout of the widgets can be re-arranged as required by the user by dragging the
widgets around and either collapsing or expanding them.
2.2.02 Mail Statistics

The Mail widget in the Dashboard Widget area shows mail statistics by mail box, and it allows
you to choose between:
 Personal Mail (Mail that you have sent or received)

 Department Mail (Mail that users in your department have sent or received)
 Company Mail (Mail that users in your company have sent or received)
Note that access to Department and Company Mail requires security access [see Section 3.1.05].
This widget shows the numbers of mail items for each of the following:
New mail Mail items received, but not yet read.

New mail - overdue Received mail items which are not yet read and
their Response Required dates have passed.
Inbox Items with a response outstanding Mail items received, that have not been
responded to (as defined via the Responded
Date).
Inbox Items with a response outstanding Mail items received, that have not been
- overdue responded to and for which the response is
overdue (as defined via the Response Required
by and Responded Dates).
Inbox Items with status Outstanding Mail items received, that currently have a Status
= Outstanding. Additional Status value statistics
can be displayed if required [see User
Preferences – Mail Status 3.2.07]
Sent items with a response outstanding Mail items sent, that have not been responded
to (as defined via the Responded Date).
Sent Items with a response outstanding - Mail items sent, that have not been responded
overdue to and for which the response is overdue (as
defined via the Response Required by and
Responded Dates).
Sent Items with Status Outstanding Mail items sent, that currently have a Status =
Outstanding. Additional Status value statistics
can be displayed if required [see User
Preferences – Mail Status 3.2.07]

To review Mail items prepared by others and submitted for

your review.
Returned from review Mail items submitted for review that have now
been reviewed and are ready for sending.
Inbox items with Live Mail response Mail items received, which has Live mail
outstanding responses outstanding.
Mail items received, which has Live mail
Inbox items with Live Mail response
responses outstanding and their Response
outstanding - overdue
Required date has been passed.
Sent items with Live Mail response Mail items sent, which has Live mail responses
outstanding. outstanding.
Mail items sent, which has Live mail responses
Sent items with Live Mail response
outstanding and their Response Required date
outstanding - overdue
has been passed.
Click on any of the above statistics to go directly to the mailbox with the relevant mails
displayed in the respective register.
Notes:
(a) If you have access to multiple projects, the number of new mails, outstanding mails, and
mails for review for each project are also listed both at the Project Selection window after
login, and against each project in the Project drop down list in the top left corner of the
Dashboard.
(b) For users with access to Company and/or Department Mail, the mail statistics reflect the
user’s last setting in regard to Hide or Show duplicate mails as set at the Mail Inbox.
(c) By default the mail widget will only display a few links. Users can view all the mail related
links by clicking the “More” link in the mail widget.
(d) There is also a graphical widget relating to mail that displays in a histogram the numbers of
outstanding and overdue mails by mail type based on either Personal or Company mail.
Click on a histogram bar to view the relevant mails.
2.2.03 Unregistered Mail statistics

The Unregistered Mail widget displays links to the following information:
Unregistered Mail Mail incoming from outside of TeamBinder

Faxes awaiting processing Incoming Faxes not yet processed [see
Section 3.6.03].
Emails awaiting processing (All) Incoming Emails not yet processed [see
Section 3.6.04].
Emails awaiting processing (Mapped) Incoming mapped emails which are not yet
processed.
Emails awaiting processing Incoming emails which are not mapped and
(Unmapped) not yet processed.
When viewing above statistics you have the option to choose between:
 Personal Mail (Unregistered mails which are mapped to you)

 Department Mail (Unregistered mails and faxes which are sent to your department.)
 Company Mail (Unregistered mails and faxes which are sent to your company or to any of
its departments.)
Note that access to Department and Company Mail requires security access [see Section
3.1.05]

2.2.04 Document Statistics

The Documents Widget displays statistics and links relating to the following information:
 Document Statistics by Type: The total number of documents in the document register for
each document type will be listed.
 Document Statistics by Discipline: The total number of documents in the document

register for each document discipline will be listed.
 Document Statistics by Status: The total number of documents in the document register
for each document status (phase in its life cycle) will be listed.
Switch between the above three views using the option group buttons and use the More link to
display additional values.
Notes:
(a) There is also a graphical widget relating to documents that displays in a histogram the
numbers of latest documents by any of Type, Discipline. Click on a histogram bar to view
the relevant documents in the document register.
2.2.05 Workflow Statistics

The Workflow Widget displays statistics and links relating to the following information:
Awaiting your review Use this link to run the Document Review for
documents you are required to review.
Awaiting your review - overdue Shows the number of documents for which your
review is now overdue.
Awaiting your release Use this link to run the Document Release for
documents for which you are the Review
Coordinator and are required to review and
release.
Awaiting your release – overdue Shows the Review Coordinator the number of
documents for which the review is complete but
the release is overdue.
All overdue reviews This option is visible only by the Project
Administrators and Review Coordinators and
shows the total number of documents for review
within the review teams they are responsible for
and for which the review is overdue.
All overdue releases This option is visible only by Project
Administrators and shows the total number of
documents for all review teams for which the
review is complete but the release is overdue.
Uploaded with overdue reviews Shows the logged in user the total number of
documents they have uploaded for which the
review is overdue.
Uploaded with overdue release Shows the logged in user the total number of
documents they have uploaded for which the
release is overdue.

2.2.06 Transmittal Statistics

The Transmittals Widget displays statistics and links relating to the following information:
Total Sent Total number of transmittals sent by your

company.
Sent with an acknowledgement pending Number of Transmittals sent which have not
been acknowledged as received by the recipient.
Sent with a response outstanding Number of Transmittals sent, requiring a
response which is still outstanding [see Section
5.2.03].
Sent with a response overdue Number of Transmittals sent, requiring a
response for which the response is now
overdue.
Total Received Total number of transmittals received by your
company.
To Review Number of Transmittals awaiting your review.
Returned from Review Number of Transmittals returned from review

and awaiting to be sent.
Click any of the links above to view a list of only the relevant Sent or Received transmittals.
Notes:
(a) Use the Personal and Company option buttons to switch between viewing totals in regard
to only transmittals you have sent or received and viewing all transmittals related to your
company.
(b) For users with access to Company and/or Department Transmittals, the transmittal statistics
reflect the user’s last setting in regard to Hide or Show duplicate transmittals as set at the
Incoming Transmittals register.
2.2.07 Package Statistics

The Packages Widget displays statistics and links relating to the following information:
Package by Type
Private tender Total number of private tender packages.
Public tender Total number of public tender packages.
Standard Total number of standard packages.
Packages by Phase
Pre-release Tender packages created but not released for
tender.
Released for tender Tender packages currently released for tender.
Closed for bidding Tender packages closed for bidding but not yet
awarded.
Awarded Tender packages awarded but not yet
completed.
Completed Tender packages completed.
Click any of the links above to view the Package Register displaying only the relevant
packages. Use the Type and Phase option buttons to switch between viewing the statistics by
Package Type or Package Phase.
Note that the numbers of packages relate only to packages created and managed by your
company.

2.2.08 Task Statistics

Using the Tasks widget, it is possible to view the following information in relation to Tasks
allocated to you by others or those tasks you have created:
Statistic
Incoming Tasks
All tasks allocated
All tasks allocated - overdue
To be completed today
High priority
Tasks with status “NEW”
Tasks with status “IN PROGRESS”
Outgoing Tasks
All tasks
All tasks - overdue
To be completed today
High priority
Tasks with status “NEW”
Tasks with status “IN PROGRESS”
Click any of the links above to view the Task Register displaying only the relevant tasks. Use
the Incoming Tasks and Outgoing Tasks option buttons to switch between the two views.
Note: Additional Tasks Statistics can be added to the above lists based on the Task Status via
User Preferences – Task Status [see Section 8.1.02].
2.2.09 Project Description

The Project Description widget on the Dashboard is used to display a brief summary of the
project. The project logo is also shown here.
To update the Project Description
1. Click the Project Settings button in the top menu area.
2. Enter the required text in the Remarks field.
To display a static image
2. Choose the Uploaded Image option against Project Image.
3. Click on the Upload button to select the Image to display from your PC and click Open.
Notes:
a) Access to Project Settings is restricted to the Project Administrator only.
b) Tick the “Hide Project image in Dashboard” option if required.

2.2.10 Project Announcements

This widget displays any Project Announcements.
To publish an announcement:
1. From the left menu, click the New button and select Announcement.
2. Enter both a Subject and the Announcement details and click OK.
Notes:
a) The ability to create new announcements is restricted to the Project Administrator.
2.2.11 Useful contacts

The Project Administrator’s contact details and Technical Help contacts will be displayed in the
widget. The contact number(s) and email can be configured to be project by specific – contact
QA Software to get this arranged.
The field for Useful Information is maintained via the Miscellaneous tab under Project
Settings [see Section 11.1.03].
2.2.12 Weather
The weather widget displayed on the Dashboard is a live update of the weather conditions at
the project location (or nearest weather station).
The weather station displayed is defined via the Project Settings by the Project Administrator.
To modify the weather station
2. Select the required location using the drop down list against Weather Station.
Notes:
(a) Access to Project Settings is restricted to the Project Administrator only.
2.3 Search – Global Search

2.3.01 Using the Global Search
The Search tool in TeamBinder enable users to search for mail, documents, transmittals,
packages and/or other items across all TeamBinder modules based on a text string.
To run a Global Search
1. Click the Search button in the top menu area.
2. Select the Project to search within (defaults to the current project).
3. Enter a text string in the Search for field.
4. Click the Search button.
The search results are displayed in the lower half of the screen.

Notes:
(a) The Global Search defaults to searching though the Title/Subject of the documents in the
selected modules. To search all fields (all metadata), click the All option to the right of the
caption Search Fields.
(b) To fine tune which modules of TeamBinder are included in the search, use the tick boxes to
the right of the Search in option.
(c) The search can be made case sensitive if required.
(d) The search can be made across all Projects that a user has access to by selecting the All
Projects option.
(e) Any work items found can be opened for more detail by clicking on them.
(f) The search results can be printed using the Print button.
(g) If searching the Address book, the All option to the right of the caption Search Fields must
be used.

Chapter 3 - Mail
3.1 Getting Started
3.1.01 Overview
3.1.02 Setup Checklist
3.1.03 Configuration Tables
3.1.04 Folders
3.1.05 Mail Security Issues
3.1.06 Mail Workflow
3.1.07 Custom Mail Forms and Templates
3.1.08 Custom Mail Footers
3.1.09 Company Logos
3.1.10 Fax-In Configuration
3.1.11 Email-In Configuration
3.1.12 Customising the Mail Registers
3.2 User Preferences

3.2.01 Overview
3.2.02 General
3.2.03 Auto Responder
3.2.04 Auto Forward
3.2.05 Mail Options
3.2.06 Mail Compose
3.2.07 Mail Status
3.2.08 Notifications
3.2.09 Task Status
3.2.10 Filter Options
3.2.11 Apply Preferences to multiple projects
3.3 Outgoing Mail

3.3.01 Overview
3.3.02 Create new mail
3.3.03 Sending mail
3.3.04 Adding Contacts on the Fly
3.3.05 Using Contact Groups
3.3.06 Attachments
3.3.07 Drafts
3.3.08 Duplicate Mail
3.4 Outgoing Mail Review Process

3.4.01 Overview
3.4.02 Submitting a Mail for Review
3.4.03 Reviewing Mail submitted for Review
3.5 Incoming Mail

3.5.01 Overview
3.5.02 Reading incoming Mail
3.5.03 Mark as Read/Unread
3.5.04 Responding to Mail

3.6 Un-Registered Mail
3.6.01 Overview
3.6.03 Processing Incoming Faxes
3.6.04 Processing Incoming Emails
3.6.05 Processing Incoming Mail Hardcopies
3.6.06 Mapping of un-registered mail
3.7 Live Mail

3.7.01 Overview
3.7.02 Creating Live Mail
3.7.03 Responding to Live Mail
3.7.04 Managing Live Mail
3.8 Finding Mail

3.8.01 Overview
3.8.02 Advanced Mail Search
3.8.03 Using More Search options
3.8.04 Thread View
3.8.05 Folder Pane
3.9 Managing Mail

3.9.01 Filing
3.9.02 Linking Mail
3.9.03 Status of Mail
3.9.04 Batch changing the Status
3.9.05 Exporting Mail to HTML or PDF
3.9.06 Deleting Mail
3.9.07 Batch Printing Mail
3.9.08 Processing mail attachments as Controlled Documents
3.10 Integrated Fax Services

3.10.01 Fax-In
3.10.02 Email-In
3.10.03 Fax-Out
3.11 Reports
3.11.01 Overview
3.11.02 Available Reports Listing

Chapter 3 – Mail
3.1 Getting Started

3.1.01 Overview
The TeamBinder Mail Management module is used to control and streamline the process of
sending and receiving mail and communications between project participants.
The business process for sending and receiving mail is essentially:
 Users create and send outgoing mail to other project participants.
 Users of TeamBinder receive a notification about mail sent to them by email (from which
they can use a hyperlink to directly access the mail within TeamBinder).
 Non Users of TeamBinder (External Contacts) receive the mail itself by email, fax or hardcopy.
 Users of TeamBinder read and respond (reply/forward) to received mails from within their
TeamBinder Inbox.
 External Contacts reply by Fax or Email which is processed back to the sender via the
Unregistered mail folder of TeamBinder.
 All dates and times in regard to creation, sending and receiving of mails are tracked by the
system.
 Replies and Forwards are automatically linked to the original mail building thread views of
questions and answers.
 An electronic filing system can be utilised to further index all communications if required.
3.1.02 Setup Check List

Once a new project has been created within TeamBinder, the check list below will ensure you
have populated all the necessary parts of TeamBinder to effectively use the mail module and
have considered all the available options.
1. Populate the address book [refer Section 11.2.01].

2. Setup security groups [refer Section 11.4.02].
3. Create users and assign group levels [refer Section 11.3.01].
4. Assign access levels to mail registers [refer Section 11.4.03].
5. Setup configuration tables for mail [refer Section 3.1.03].
6. Setup mail workflow [refer Section 3.1.06].
7. Setup the Filing System (optional) [refer Section 3.1.04].
8. Setting up company based logos for use with mail [refer Section 3.1.09].
9. Arranged any custom mail templates [refer Section 3.1.07].
10. Define any Custom footers for use with mail [refer Section 3.1.08].
11. Setup the Integrated Fax service for Incoming faxes (optional) [refer Section 3.1.10].
12. Setup the Integrated Fax service for Outgoing faxes (optional) [refer Section 3.10.03].
13. Setup the Integrated email service for Incoming emails [refer Section 3.1.11].

Chapter 3 – Mail

Throughout the TeamBinder Mail module there are a series of attributes that can be assigned to
mail (such as the status) and these attributes are selected by drop down lists.
The values in the drop down lists are defined on a per project basis via the TeamBinder
configuration tables. Configuration table values can only be created and edited by the Project
Administrator. They can however be viewed by all users.
To access the configuration tables
1. Click on the Admin button at the top menu and at the Admin screen, select Configuration
Tables.
2. Use the drop down list in the top right hand corner of the screen to select a configuration
table to work with.
3. Use the toolbar to add new records, delete records or edit existing records.
Note that it is also possible to make Inactive any configuration table values that are no
longer required to be in use using the Make Inactive tick box.
The configuration tables that relate to Mail are:
Areas
The Area a mail item relates to can be selected from a drop down list when creating outgoing
mail and can be used in search filters when finding mail.
Disciplines
The Discipline a mail item relates to can be selected from a drop down list when creating
outgoing mail and can be used in search filters when finding mail. Note that the Discipline is
also a key document attribute.
Locations
The Location a mail item relates to can be selected from a drop down list when creating
outgoing mail and can be used in search filters when finding mail.
Mail Status Codes
Mail Status codes are used to assist with managing large volumes of incoming and outgoing
mail. Mail Status codes can be applied when creating or reading mail. For example an incoming
mail may have a status of Outstanding when first read, and Closed-Out when responded to.
When accessing TeamBinder mailboxes the user always has the option of viewing mail at a
particular status – e.g. Outstanding only.
Note that if a mail status code is used and if you try and delete it in the configuration table you
are prompted to define a replacement which will be applied to all affected mail.
Mandatory Fields
The Mandatory Fields list can be used to control which fields are mandatory for user entry in
each of the mail and document modules. Mandatory field settings affect all mail forms and in the
document module affect the Document Register Details screen plus the Bulk Upload screen.

Chapter 3 – Mail
Text Inputs
Text Inputs are commonly used strings of text (perhaps common contract clauses, frequently
user paragraphs) that can be made available to users when creating mail. Text Inputs can be
assigned to selected Mail Types and can also be linked to a default Subject. When at least one
Text Input has been assigned a mail type, users creating mail of that type will see a drop down
list under the Subject field from which to select the Text Input. The Text Input is then pasted into
the mail details field.
3.1.04 File in Folders

In addition to the standard mail folders for Incoming and Outgoing mail, TeamBinder enables
projects and/or companies within a project to define a multi-level filing system called Folders to
further enhance the way mail is indexed or “filed”.
Use of Folders in TeamBinder enables a centralized filing system to be created for use by all
parties on a project (Public Folders), or for use only by a single company on a project (Private
Folders).
Use of Folders can be made optional or Mandatory on a per Company basis. This setting is
maintained at a Company Level [see Section 11.2.02]
The use of Folders on a project does not in any way compromise the standard mail security:
With Public Folders, while any party on the project can add correspondence to these Folders,
and while all parties on the project can get access to these Folders to view their contents, what
they will see in the filing system is still limited to only correspondence on which they (or their
company) are either the TO, CC or FROM value [see Section 3.1.05].
With Private Folders, use is restricted to only users belonging to the company that created
them and a user with only personal mail access can see only personal mail filed within them.
To create a Folder structure
1. From within any of the mail registers (Inbox, Sent Items etc.), open the Folder pane to the
left of the mail register.
2. Right click on any existing folder and select New.
3. Enter the Folder ID, Title and whether you want the Folder to be Public or Private and
click Save.
4. Repeat steps 2 and 3 for additional folders / sections. Note that all “folders” under the top
level are referred to as Sections in TeamBinder.
Notes:
(a) Creation, Maintenance and Access to Folder is restricted by User Access options [see
3.1.05].
(b) It is possible to copy a complete branch of the Folder tree structure to either another
Folder in the tree. Simply select the top node in the branch to be copied and right click and
select Copy. Then navigate to the node to copy to, select the Folder by clicking on it, right
click and select Paste. You will be prompted to enter the ID of the top node in new branch.
(c) It is possible to both rename and delete folders using the right click options.
(d) There is no limit to the number of levels in the Folder/Section tree structure.
(e) It is possible to have custom fields added to the folder structure in addition to the ID and
Title. Contact QA Software for more information on this.
(f) See also Filing Mail [Section 3.9.01]
(g) See also The Folder Pane [Section 3.8.05]

Chapter 3 – Mail
3.1.05 Mail Security Issues

There are four types of security in regards to the use of the Mail Module in TeamBinder. These
are:
 Security Groups
 Personal, Department, Company or No Mail Access for the User
 Access to Unregistered Mail
 Access to Folders
Note that TeamBinder is designed around a fundamental principal; where a user from one
company can never see a mail between two or more other companies in which no-one from the
user’s company is on the distribution.
The security group a user is assigned to controls the type of mail they can create, view, send
etc. [Refer Section 11.4.02]
Whether a user can view only Personal Mail (mail in which the user is any of the TO, CC, BCC
or FROM values on the distribution), Department Mail (mail in which a user of the same
department is any of the TO, CC, BCC or FROM values on the distribution), or Company Mail
(mail in which anyone from the users company is any of the TO, CC, BCC or FROM values) is
managed as follows:
1. Click on the Admin button at the top menu and at the Admin screen select Manage User
Access.
The Manage User Access screen has an upper and a lower window. The upper window
lists the various security groups that have been defined. The lower window has two tabs:
Mail Type Access which shows what mail types users assigned to the selected security
group can access; and Users which lists the Users assigned to the security group and for
each user their access to the various modules of TeamBinder.
2. Select the security group which the user is assigned to in the upper window. (If the user has
not been assigned to a security group they will need to be added using the Add Users
button).
3. Click on the Users tab in the lower window and locate User record. To the right of the user
in the Standard Mail column, select the access level to mail as either None, Personal,
Department, or Company mail.
Note: There is a drop down list at the top right of the lower window to assist with filtering a
large list of users in the lower window by company.
At the same screen, setup the user access to Unregistered mail and Folders:
4. In the Unregistered Mail column, select the Users access level to the Unregistered Mailbox
for their company. The options are None (no access), Personal (access to process mails
sent to the user only), Department (access to process mails sent to any user in the same
department), or Company Access (access to process mails sent to any user in the same
company).
5. In the Folders column, select the Users access level for Folders. The options are None,
View and Full (giving full access to create new Folders).
Notes:
(a) Project Administrators can modify the user access for any user on a project.
(b) Company Administrators can modify the user access for only users within their company
and cannot give a user a level of access higher than their own.

Chapter 3 – Mail
3.1.06 Workflow
Managing the workflow for each type of mail being used on a TeamBinder project is a great
method of ensuring each user has limited options to choose from when replying to or forwarding
mail.
The workflow options also include the ability to define on a per mail type basis the default
response period which is used to auto calculate the response required by date when generating
mail.
The workflow options enable the definition of mandatory recipients as either TO or CC values
on a per mail type basis.
Finally it is also possible via the configure workflow screen to define your own mail types [see
Section 3.1.07].
To setup the mail workflow
1. From within the Inbox or Sent Items registers, select Configure Mail Workflow from the
More button drop down list.
2. Double click on the required Mail Type to configure in the grid to edit the Workflow.
3. At the Edit Workflow screen, populate the following fields:
 Default Response period: This is a period in days and means that the respond by
date will be auto populated when creating outgoing mail with a date that is the number
of days defined after the current date. The calculation is based on working days as
defined by the Project Calendar [see Section 11.1.04].
 Forward mail with Mail Types: This controls the type of mail that can be used to
forward the current mail type with. Use the + button to select the required mail types.
 Reply to mail with Mail Types: This controls the type of mail that can be used when
replying to the current mail type. Use the + button to select the required mail types.
4. Click the Close button and save when prompted.
To add Mandatory Recipients:
5. Click on the Add/Remove link next to the required mail type.
6. Select whether the mandatory recipients for the mail type are to be applied on a Company,
or Personal basis.
7. Select one or more Mandatory Recipients to be included in the TO distribution for all mails
of the selected Type using the company drop down list and right arrow button.
8. Select one or more Mandatory Recipients to be included in the CC distribution for all mails
of the selected Type using the company drop down list and right arrow button.
9. Click OK when done.
Notes:
(a) Only the Project Administrator can maintain the mail workflow options for Response periods
and Forward/Reply mail types.
(b) Only the Project or Company Administrator can define Mandatory Recipients on a Company
basis.
(c) Any user can define Mandatory Recipients on a Personal basis.
(d) Users cannot remove mandatory recipients defined by the Project or Company
Administrator when creating mail unless the recipient(s) are currently unable to receive the
particular mail type or the sender is restricted from sending mails to the particular recipient.

Chapter 3 – Mail
(e) Use the tick box Available in TenderDocs as required for mail types that should be made
available for use with the TenderDocs portal [see Section 7.1.05].
3.1.07 Custom Mail Forms and Templates

TeamBinder supports the use of customised mail forms and templates on a per project, per
company basis. This enables any company within a project to use their existing company
standard form templates for both capture of data (using custom fields) and formatting of mail
outputs so that mail appears and prints like existing company standards. Provision of custom
mail forms/templates is a service provided by QA Software and charges apply.
Note that most companies using TeamBinder are content to use the standard templates provided
with TeamBinder (with the addition of their company logo [see Section 3.1.09]). It is also possible
for the Project Administrator to add additional standard mail templates to the system.
To create new mail types:
1. From within either the Sent Items or Inbox registers, select Configure Mail Workflow from
the More button list of options.
2. At the Configure Mail Workflow window, click the New button and enter both a Mail Type
abbreviation and a Title for the Mail Type.
Notes:
(a) New mail types will have all the features of standard mail types such as sequential
numbering within the mail type.
(b) To edit the Title of a Mail Type simply double click on it, make the change and click Save.
(c) To delete a mail type (that has not been used) first select it and then click the Delete button.
(d) New mail types can be further customised if required by QA Software.
3.1.08 Custom Mail Footers

Custom footers allow a user or company to have one or more standard footers to affix to the
bottom of their outgoing correspondence.
To define a custom mail footer
1. Go the Inbox or Sent items register then select Define Mail Footers from the More button
group of options.
A register of existing custom footers will be displayed. An existing footer can be edited by
clicking on it.
2. At the Mail Footer details window, click the New button to create a new mail footer.
3. Enter a Title for your mail footer.
This will be displayed in a drop down list when creating new items of mail and should
therefore be intuitive enough for a user to clearly determine what the footer will contain.
4. Enter the Text for the Footer.
5. If required, tick the box against Make this footer available to all users from my
company. This will enable other users from your company to use the custom footer.
6. Click Save and OK when prompted.
Notes:
(a) Custom Mail footers can be created by any user.
(b) Users can choose their preferred default custom footer [see Section 3.2.06].

Chapter 3 – Mail
3.1.09 Company Logos

TeamBinder uses a series of default standard templates for all mail types within a project.
Participating companies on a project using TeamBinder can add their own company logo to
these templates if required. This logo will then be used as a header on all outgoing mail
and for TeamBinder reports generated by the company.
To add a company logo
1. Click the Contacts button in the top menu and select Companies from the drop down list.
2. Locate the required company and double click on them to load the details screen.
3. Click the Upload Logo button.
4. Locate the logo file that you wish to upload and click the Open button.
5. Click the Save button and your logo file will now be uploaded to the server.
Logo Settings
To fine tune how your logo appears on mail:
6. Select Customize Logo from the Upload Logo button drop down list.
7. Edit the pixel settings which control the logo size (height and width).
8. Choose the required position for the logo from Top Right, Top Middle or Top Left.
9. Use the preview area button to see how your logo will appear on mail. Note that the
preview will show you the position of the logo on a default mail template, not your custom
mail template if one is in use.
Notes:
(a) Uploading a company logo to be used on correspondence can only be done by the Project
Administrator, users within the Project Administrator’s company, and the Company
Administrator for their own company.
(b) The logo file formats supported are:
 GIF
 JPEG / JPG / JPE
 PNG
 BMP
(c) Use the Remove Logo selection from the Upload Logo button drop down list to remove an
uploaded logo. This is required if you want to replace your company logo with a new file.
3.1.10 Fax-In Configuration

The Fax-In Integrated fax service for TeamBinder enables incoming faxes sent to a standard
fax number to be routed directly into TeamBinder and processed via the Unregistered mail
module [see 3.6.03].
The Fax-In service is normally configured in TeamBinder on a per company, per project basis.
For companies that have defined a departmental breakdown in the address book it is possible
to configure the Fax-In service on a per Department basis rather than a per company basis.
All fax numbers for the Fax-In service must be arranged by QA Software. It is not possible to
use existing company fax numbers for this purpose unless they are forwarded to the number
provided by QA Software.

Chapter 3 – Mail
Obtaining the Fax Number
1. Each company requiring use of the Fax-In service should contact their project
administrator.
2. The project administrator should then contact QA Software.
Activating the Fax-In facility
Once the Fax-In facility is activated by QA Software, to view the fax number assigned to your
company:
5. In the Fax Number box you will see the fax number, which has been assigned to your
company. This can contain a combination of numbers, “-“, “(“, “)” and spaces. E.g. (03)
9326-6544.
6. Click Close.
Notes:
(a) Configuring the company (or department) based fax number can only be done by QA
Software.
(b) To view the Departmental Fax number, load Department details from within the Company
details screen.
(c) It is possible to have multiple fax numbers configured for a single company within a single
project at either a company or department level.
(d) All fax senders who plan to send faxes into the project using this method must be added to
the project address book.
3.1.11 Email-In Configuration

The Email-In Integrated email service for TeamBinder enables incoming emails sent to a
standard email address to be routed directly into TeamBinder and processed via the
Unregistered mail module [see Section 3.6.04].
The Email-In service is normally configured in TeamBinder on a per company, per project basis.
For companies that have defined a departmental breakdown in the address book it is possible
to configure the Email-In service on a per Department basis rather than a per company basis.
.
All email addresses for the Email-In service must be arranged by QA Software. It is not possible
to use existing company email addresses for this purpose unless they are forwarded to the
email address provided by QA Software.
Obtaining the Email Address
1. Each company requiring use of the Email-In service should contact their project
administrator.
2. The project administrator should then contact QA Software.
Activating the Email-In facility
Once the Email-In facility is activated by QA Software, to view the email address assigned to
your company:

Chapter 3 – Mail
5. In the Email Address box you will see the email address that has been assigned for that
company.
6. Click Close.
Notes:
(a) Configuring the company (or department) based email address can only be done by QA
Software.
(b) To view the Departmental email address, load Department details from within the Company
details screen.
(c) It is possible to have Email-In addresses configured for a single company within a single
project at either a company or department level.
(d) All email senders who plan to send emails into the project using this method must be added
to the project address book.
3.1.12 Customising the Mail Registers

It is possible for users to customise the layout of columns in the mail registers in TeamBinder.
The instructions below are based on the Inbox mail register but apply equally to Sent Items, the
Drafts/Outbox, Deleted Items and the Un-registered mail registers.
1. From within the Inbox mail register, select Customize from the More button drop down list.
.
The available columns (Field names) are listed.
2. To change the settings for any field name double click on it to get to the Edit Column
settings window.
The options for each column are:
Alternative field name: The text to be displayed in the column heading.

Visible: This controls whether the column is displayed or not.
Column No: This controls the position from left to right of the column.
Column Width: Defined in Pixels
3. Click Save when done and OK when prompted.
Notes:
a) Not all columns can have alternative names.
3.2 User Preferences

3.2.01 Overview
User Preferences are a number of settings that users can control themselves to increase the
efficiency with which they use TeamBinder.
To access the User Preferences:
1. Click the Settings button in the top menu, and select Users Preferences from the drop
down list.
2. Click on one of the tabs available
3. Define the settings required.
4. Click the Apply button.

Chapter 3 – Mail
The user preferences are divided into the following tabs:
 General [Refer Section 3.2.02]

 Auto Responder [Refer Section 3.2.03]
 Auto Forward [Refer Section 3.2.04]
 Mail Options [Refer Section 3.2.05]
 Mail Compose [Refer Section 3.2.06]
 Mail Status [Refer Section 3.2.07]
 Notifications [Refer Section 3.2.08]
 Task Status [Refer Section 8.1.02]
Notes:
(a) User Preferences can also be defined by the Project Administrator for one or more users at
the same time [see Section 11.2.05].
(b) User Preferences defined on one project can be applied to other projects the user has
access to [see Section 3.2.10].
3.2.02 General
There are number of general user preferences users can control in relation to the mail module
of TeamBinder. These are accessed via the General tab of the User Preferences screen [see
Section 3.2.01]:
(a) Max No. of records to display in the grid view: Used to control the number of records to
display in a single page in all register views.
(b) Check spelling before saving mail: Use this to always have TeamBinder run a spell
check when saving mail.
(c) Add signatures to all outgoing mails: Use this option to setup a default signature to be
included on the mail form when composing new mail. If the signature is to be excluded
when replying and forwarding, tick the box Don’t add signature to Replies and Forwards.
The Signature text itself is entered in the box provided.
To define individual signatures on a per mail type basis, click the Advanced button. Select
the Mail type in the upper half of the Add/Edit Signature window and type the signature
required in the Signature box. To disable a signature defined in this way temporarily, un-tick
the Enable Signature box.
(d) Save Auto-recover info every X minutes: Use this option to control how frequently
TeamBinder should save a mail you are composing for auto-recovery purposes should you
lose your internet connection or time-out of TeamBinder. Users are prompted on login or
access to a mail box of any mail items that have been auto recovered and can open the
item to continue work from the list provided.
(e) Display preview pane in mail register: This option controls whether a preview pane
displaying the mail content is shown when accessing the mail registers.
(f) Default mark-up colour: This option is used to set the default colour to be used when
redlining documents.
3.2.03 Auto Responder

The Auto Responder or Away Mode function of TeamBinder allows users to set up an auto
responder message that will be automatically sent as a response to any correspondence
received within a designated time period.
This feature is ideal for when you go on holiday or leave a project, and allows any parties
sending you correspondence to know immediately that you are unavailable.

Chapter 3 – Mail
To setup the Auto Responder
1. From within User Preferences [see Section 3.2.01], click on the Auto Responder tab.
2. Populate the Subject and Message that will be sent to users as the Auto Responder
message.
3. Enter the date range that the Auto Responder will be active for.
4. Tick the box labelled Make Auto Responder active for the date range above to activate
the Auto Responder.
5. Tick the box labelled Send me a sample notification to be sent a sample notification to
your email address.
Notes:
(a) The Auto responder also applies to the Workflow module of TeamBinder and will send the
Review Coordinator an auto-response if you are sent Documents for Review during this
period [see Section 6.1.09]
(b) The Auto responder message sent is sent only once to each recipient that sends you
correspondence while it is active.
3.2.04 Auto Forward

The Auto-Forward function of TeamBinder allows a user to have TeamBinder automatically
forward any correspondence that they receive to a designated person with a standard covering
note.
This feature can be used when you are on leave and still want any correspondence that you
receive to be actioned by someone assuming your role during your absence.
To setup Auto Forward
1. From within User Preferences [see Section 3.2.01], click on the Auto Forward tab.
2. Tick the box labelled Make Auto Forward Active.
3. Select the person to whom you wish to forward your mail. This person will receive a mail
from yourself with your covering note and a copy of the original mail in their Inbox.
4. Type the standard covering note that you want to be included with your Auto Forwards.
Notes:
(a) Auto Forward remains active until you un-tick the Make Auto Forward active tick box.
3.2.05 Mail Options

The Mail Options tab of the User Preferences screen enables users to control:
 Requirement for read receipts when sending or receiving mail.

 Printing options when sending mail by hardcopy.
 Automatic printing of mail hardcopies when sending, regardless of send method.
 Auto update of the Responded Date when Status of a mail is changed.
 Auto update of the Status when replying to mail.
 Printing options for Internal Notes.

Chapter 3 – Mail
To access the Mail options tab:
1. From within User Preferences [see Section 3.2.01], select the Mail Options tab.
Read Receipts
2. To always request a read receipt when sending mail or transmittals, tick the box under
Read receipts – Request read receipts.
3. For the sending of read receipts in response to mail you receive, choose between:
 Never send– You will never be prompted to, nor will the system ever send any read
receipts, regardless if they are requested by the originator of the mail or not. The
exception to this is if you change the status of a mail and in this case if the Sender
requested a read receipt you will be forced to send one to proceed.
 Notify me when requested – The system will prompt you to send a read receipt when
the originator of the mail requests one.
 Always send – The system will automatically send a read receipt when the originator
of the mail requests one. This receipt will be sent as soon as you open the mail.
Printing options when sending mail by hardcopy
4. When mail is sent by hardcopy from TeamBinder the mail is always printed. Choose
between whether the print should be displayed as a preview first or printed immediately
using the two options for this provided under the Hard Copy Print option heading.
Automatic printing of hardcopies when sending, regardless of send method
Users can configure TeamBinder to automatically print a piece of correspondence upon sending
(regardless of sending method).
5. Under the Print Mails sub heading, choose between:
 Never Print – You will not be prompted to, nor will the system print a hardcopy when
you are sending a mail
 Prompt to Print – When sending, the system will prompt you to print a copy of the mail.
 Always Print – Whenever you send a mail a hardcopy will be printed.
Auto update of the Responded Date when Status of a mail is changed
It is possible for users to have the responded date allocated to a mail automatically if they
change the status of the mail.
6. The options available for this are found under the heading Update responded date with
current date when: and the choices which will apply each time the user changes the
status of a mail are:
 Never Update
 Prompt to Update
 Always Update
Auto update of the Status when replying to mail
It is also possible to have the status of mail changed automatically to a pre-defined status when
users reply to a mail.
7. Under the Replying mail heading, select the Status to update the mails to and choose
between the following options which will apply when you click Reply or Reply to All to a
mail:

Chapter 3 – Mail
 Never Update
 Prompt to Update
 Always Update
Printing options for Internal Notes
All TeamBinder mails have the facility for the user to record Internal Notes about the mail.
These notes are not included in the mail sent to the recipients but can be included on a
hardcopy printout of the mail printed by the sender.
8. Under the Include Internal Notes heading, choose between the following options to
include Internal Notes on print outs which will apply when you click print to print a mail you
have sent or received:
 Never Print
 Prompt to Print
 Always Print
3.2.06 Mail Compose

The TeamBinder system enables users to use an integrated rich text editor when composing
mail that allows users to format their correspondence using such features as: bold, italic, font
size, font color, justification, background color and more.
It is also possible to: manage the way the formatting of replies and forwards are handled; to
specify that a PDF or an HTML rendition of each mail should be created and attached to the
outgoing mail; and to define and use a custom footer for mails you compose.
(a) To access the Mail Compose settings
1. From within User Preferences [see Section 3.2.01], select the Mail Compose tab.
2. Tick the box labeled Compose messages in Rich Text format.
(b) Message Fonts
 Select the font to use when composing new mail.

 Select the font to use when replying to, or forwarding mail.
(c) Managing Replies and Forwards
When replying to mail, choose from the following options:
 Do not include original message text.

 Include original message text.
 Include and indent original message text.
When forwarding a mail, choose from the following options:
 Include original message text.

 Include and indent original message text.
It is also possible to control the character used to indent the original text when including this
text in replies and forwards.
(d) Attach Copy of Mail Options
It is possible in TeamBinder to have every outgoing mail you send include a PDF rendition of
the mail attached to the standard HTML format. To enable this tick the box labeled Attach a
copy of the mail as and choose between HTML or PDF.

Chapter 3 – Mail
(e) Mail Footer
Select your preferred default mail footer from the drop down list.
3.2.07 Mail Status

TeamBinder enables users to manage a number of actions/displays in regard to the Status of
mail. These actions are managed via the Mail Status section of Users Preferences [see
Section 3.2.01] and include:
(a) A Status value to be assigned automatically to incoming mail you receive as a CC or

BCC contact as opposed to being the person the mail is directly addressed TO.
This option is useful if you only ever respond to mail on which you are the TO person in the
distribution. By selecting “Closed-Out” for example using this option, the status of any mail
you receive on which you are not the TO person, will be automatically changed to Closed-
Out after being read.
To set this up: At the Mail Status tab, use the drop down boxes to select the status required.
(b) The display on the Dashboard of all mail by Status value: which enables you to include
within the Mail widget at the Dashboard a total number of, and link to, all mail of a particular
status.
This will give you quick access via Mail widget for example to all mail with a current status
of Outstanding.
To set this up: At the Mail Status tab, under Display the following mail status statistics
on my dashboard, select from between 1 to 3 different status values by which mail will be
summarised in the Mail widget at the Dashboard..
(c) Send yourself automatic reminders by email in regard to mail by status value.
This is a useful option to allow you to have an automatic reminder sent to you by email say
every 2 days in regard to perhaps outstanding mail for which your response is overdue.
To set this up: At the Mail Status tab, under Automatic mail reminders, select from
between 1 and 3 status values for which you would like to be periodically sent, by email, a
summary list of mail with the selected values.
Select the interval for the sending of the automatic reminders using the Send reminder
every X days field.
You can further expand the selection by choosing to include the following mail regardless of
status:
 Which I have not responded to.

 For which the response is overdue.
(d) Allow the sender to see the status of mail in my inbox: which enables other users to run
reports of mail they have sent to you displaying the status you have assigned to it, as
opposed to the status they have applied to it.
To set this up: At the Mail Status tab tick the box against Allow the sender to see the
status of mail in my inbox.
Note that by ticking this box, you do not give anyone free reign over your Inbox. Rather you
simply allow them to compare the status of an item of mail in their Sent Items, with the
status of an item in your Inbox.

Chapter 3 – Mail
Notes:
(a) The mail status codes in use on a project are configurable by the Project Administrator [see
Section 3.1.03].
Notifications are the means by which TeamBinder informs users of events that are related to
them. For users who are logged into TeamBinder continuously, notifications may not be
required and the sending of notifications can be switched off via User Preferences. It is also
possible to control the method by which notifications are sent to you.
From within User Preferences [see Section 3.2.01], select the Notifications tab.
Delivery method for notifications
Select the way you wish to receive notifications from the options:
 None - You will not receive any notifications.

 Email - All notifications will be sent to you via your normal email address.
Modules for which you want to receive notifications
Place a tick in the boxes against the modules that you wish to receive notifications for. Your
options are:
 Mail - Receive notifications of the following mail events:
Notification of Auto Responder

Notification of Automatic Mail Status Reminder
Notification of change of user preference
Notification of completion of mail review
Notification of live mail(s) with status outstanding
Notification of mail issued for review
Notification of mail returned from review
Notification of new company un-registered mail in TeamBinder
Notification of new department un-registered mail in TeamBinder
Notification of New Mail
Notification of new un-registered mail in TeamBinder
Notification of new response for live mail
Notification of new response for your live mail
Notification of overdue response for live mail

Notification of Successful processing of Incoming Email as TeamBinder Document
Notification of Successful processing of Incoming Email as TeamBinder Mail
Notification of Successful processing of Incoming Fax as TeamBinder Document
Notification of Successful processing of Incoming Fax as TeamBinder Mail
TeamBinder Read Receipt
 Documents – Receive notifications for document and workflow related events. [see Section
4.1.12]
 Published Reports – Receive notifications of the following published reports related

events:
Notification of Published Report(s) Deletion

Notification of Successful Release of Published Report.
 Tasks – Receive notifications of the Task related events. [see Section 8.1.03]
 Address Book – Receive notification of new contact entered in TeamBinder

Chapter 3 – Mail
Note that it is possible to control the receipt of notifications at an individual notification level by
using the Select Notifications link against the relevant module.
Switching off receiving notifications in regard to Transmittals [see Section 5.1.07], and
Packages [see Section 7.1.04] is not possible with the following exceptions:
 Transmittals
Notification of Auto Responder for Transmittals

Notification of Transmittal Cancellation
 Packages
Notification of change in Package Information
Notes:
(a) Users having trouble with the format of notifications they receive from TeamBinder should
consider activating the user of Plain text notifications [see Section 11.4.08].
(b) Any standard TeamBinder field (from the relevant module) or custom field can be added to
TeamBinder Notifications. Contact QA Software for more information on this.
(c) When opening mail using the link contained in an email notification, if the user has an active
session of TeamBinder open, there is no requirement to enter their login details.
(d) By default Notifications of each type are delivered in batches at pre-defined intervals. For
customers who prefer that each notification is always sent out separately, this is possible but
needs to be configured by QA Software.
Sending copies of notifications to other users
It is also possible to have a copy of selected notifications you receive to be sent to other
selected users. This feature is ideal for example if you are a review initiator and would like a
copy of all notifications you receive about restrained documents uploaded that require workflow
activation to be sent to other members of your company if this role is not clearly defined.
To set this up:
1. Click Send copies of selected notifications to other users.
2. At the Select Notifications Types tab, select the notification types copy to other users by
selecting them with the tick boxes and using the right mover arrow.
3. Click on the Select Contacts tab.
4. Select a Company.
5. Select the contacts to be copied by clicking on them or using the right move arrow.
6. Click Close and Yes when prompted.
3.2.09 Task Status

Tasks. These actions are managed via the Task Status section of Users Preferences [see
Section 3.2.01] and include:
(a) Display the following Task Status Statistics on my Dashboard: which enables you to
include within the Task widget at the Dashboard the total number of, and link to, all tasks of
a particular status.
This will give you quick access via Task widget for example to all tasks with a current status
of Outstanding.

Chapter 3 – Mail
(b) Send yourself automatic reminders by email in regard to tasks by status value.
This is a useful option to allow you to have an automatic reminder sent to you by email say
every 2 days in regard to perhaps outstanding tasks for which your response is overdue.
To set this up: At the Task Status tab, under Automatic task reminders, select from
between 1 and 3 status values for which you would like to be periodically sent, by email, a
summary list of tasks with the selected values.
every X days field.
You can further expand the selection by choosing to include the following tasks regardless
of status:
 Where actions are outstanding

 Where actions are overdue
Notes:
(a) The tasks status codes in use on a project are based on mail status values and are
configurable by the Project Administrator [see Section 3.1.03].
3.2.10 Filter Options

It is possible to set a default filter (or set of advanced search criteria) that is used to control the
default display in the main registers in each TeamBinder module.
1. From within User Preferences [see Section 3.2.01], select the Filter Options tab.
2. Select the first register from the list displayed for which you want to set up a default filter.
The advanced search window for the relevant register will then be displayed.
3. Select the required values and click OK.
4. At the Save Search Condition window that appears enter a title for the saved search and
click OK.
5. Tick the select box against the register if you want the advanced search window to appear
by default prior to the register loading.
6. Repeat steps 2 to 5 for other registers.
It is also possible via the Filter options settings screen to define the Default date period range
for filters. The options are:
 Within the last X business days

 Starting from Date
3.2.11 Apply preferences to other projects

To apply the User Preferences defined for the current project to one or more other projects to
which you have access, click the Apply to all projects button at the User Preferences screen.
At the Project/Options Selection screen that appears:
1. Select the required projects to copy to, listed on the Project tab.
2. Click on the Options tab to fine tune exactly which User Preference settings should be
copied and click OK when done.

Chapter 3 – Mail
3.3 Outgoing Mail

3.3.01 Overview
Outgoing mail in TeamBinder is generated by either using the New option to compose and send
a new item of correspondence or by using the Reply and Forward options when reading an
incoming mail.
As part of the TeamBinder implementation process, the mail types required on a project and
their formats are pre-configured into the system. There is no limit to the number of mail types
that can be used and, the types of mail available to each user is controlled by the Security
Group they belong to [see Section 3.1.05].
After composing an outgoing mail it can be sent by either TeamBinder, Email, Fax or Hardcopy.
Sending by TeamBinder means that the recipients receive the mail in their TeamBinder Inbox,
while at the same time receiving a notification that they have new mail via their normal email
system.
Sending mail by Hardcopy, Email, or Fax is normally reserved for External Contacts [see
Section 11.2.06] as with these methods, the recipient receives a copy of the mail itself as
opposed to a notification about the mail. While this may sound desirable for all mail, capturing
the response is harder for external contacts than for users who receive and respond to mail
from within the system.
TeamBinder captures the date and time that each mail is sent and supports standard concepts
such as the use of Blind Copies and read receipts if required. Outgoing mail once sent cannot
be deleted.
Management of large volumes of mail is enabled in TeamBinder by the use of:
 Status codes [see Section 3.9.03].

 Search options to enable finding mails [see Section 3.8.02].
 Links to build a thread of a chain of communications [see Section 3.9.02].
 Folders for electronic filing [see Section 3.9.01].
 Reports [see Section 3.11.01].
3.3.02 Create new mail

New mail in TeamBinder (as opposed to a Reply or Forward) is generally created by selecting
Mail from the New button drop down list at the left menu. The steps below are the basic steps
involved in creating and sending a new mail. Also refer the notes at the end of this section as
there are many options available when creating new mail.
To create a new mail item
1. Select Mail from the New button drop down list at the left menu.
2. Select the mail type to create from the list displayed. Note that the list of mail types to
select from depends on the user security group you belong to.
3. At the mail window, click on the To button.
Tip: See also Note (b) below.
4. At the Select Recipients window, select the Company of the person you are sending the
mail to using the drop down list.
The name of the contacts within the selected company will be listed.

Chapter 3 – Mail
5. Click on the Name of the person you are sending the item TO (they will move to the TO
box on the right hand side of the screen).
Tip: Use the Quick Search box to easily find a name from a large list of names.
6. Click on the Name of a person to CC to the item to if required (they will move to the CC
box).
Tip: If the person you need to send the mail is not listed in the Address Book, it is possible
for users belonging to company of Project Administration to add new contacts on the fly.
See also [Section 3.3.05].
8. Type the Subject of the mail item.
9. Type the content of the mail item in the Details box.
10. Type (or select using the date picker) a Response required by date if you require a
response. It is also possible to select a Priority for the mail and to change the default
Status.
11. Tick Request Read Receipt if required.
12. To attach an external file to your mail item, click the Attach Files button at the top of the
mail form, select an external file, and click Open. See also [Section 3.3.07] for details on
how to attach information stored within TeamBinder.
13. To send the mail immediately, click the Send button.
The mail will automatically be sent and placed into your Sent items mail box.
14. Alternatively, to save the mail to the Drafts, click the Save button.
Notes:
(a) See Sending Mail [Section 3.3.03] for more details on what happens during and after the
sending process. Note that the way the mail is sent defaults to the settings for the contact
in the address book but can be changed on a per mail basis in the Select Recipients
window.
(b) There are a number of ways of selecting the distribution for a new mail. Use the Auto-
complete feature to quickly populate the distribution by typing the first few letters of each
person’s name. Another alternative for selecting the distribution for your mail (steps 3 to 7
above) is Contact Groups [Section 3.3.05].
(c) It is possible for the Project/Company Administrator and/or individual users to define default
and mandatory recipients as either the TO or CC values for specific mail types. Hence it is
possible that there will be names on the distribution that you cannot remove. [See Section
3.1.06].
(d) At the Select Recipients window at step 4 above, click on the column headers in the left grid
to re-sort the address book as required.
(e) If you cannot find the contact you are looking for, you may be a restricted user with access
to only a limited project address book [see Section 11.2.05].
(f) If you require a contact to be added to the address book, contact the Project Administrator
or your company administrator if the contact is within your own company. Note that users
belonging to the company of the Project Administrator can create Contacts themselves [see
Section 11.2.05].

Chapter 3 – Mail
(g) TeamBinder supports the use of Blind Copies (BCC) on a per project basis. If enabled [see
Section 11.1.03], contacts can be made as BCC values in the distribution of the mail by
selecting them at step 5 by ticking the box next to them and then using the mover arrow
buttons next to the BCC box.
(h) At Step 9, use the “Rich Text” and “Plain Text” options to switch from plain text (i.e. without
formatting) to rich text (i.e. with formatting), and vice versa, when creating mails. The
default setting is controlled via User Preferences [see Section 3.2.06].
(i) After completing the details of the mail, select a Discipline, Area, and Location that the
mail item relates if these fields are available, to assist in future searches (these fields are
normally on the standard TeamBinder mail templates).
(j) To use a Custom Footer with your mail, scroll to the bottom of the mail form to the section
labelled Footer and select the Custom Footer that you wish to use. If a custom footer is
selected the text can be edited on a per mail basis. See also Defining custom mail footers
[Section 3.1.08].
(k) Use the Action note and / or Response fields to make any internal notes about the mail
item being created. These fields are not visible to the recipients of the mail item.
(l) It is possible select predefined strings of text to be inserted into the mail details window by
using Text Inputs which can be defined via the Text Input configuration table [see Section
3.1.03]
(m) It is possible to Preview an item of mail before sending by selecting Print Preview from the
Print button drop down list. The mail will be displayed with a DRAFT Header as it has not
been sent.
(n) If you are prompted or forced to file your mail in a Folder before sending, see [Section
3.9.01] for more details on how to do this. It is also possible to file mail in a folder as it is
being generate using the More button options within the mail compose window.
(o) Default response periods per mail type (which will automatically calculate the respond by
date at step 10 above) can be defined via the mail workflow [see Section 3.1.06].
(p) Your default setting for requesting read receipts can be set via User Preferences [see
Section 3.2.05].
(q) If you would like your work to be auto saved every X minutes. Which means that, should
you lose your internet connection while typing a mail you will minimise the loss of data, [see
Section 3.2.02 on auto recovery]
(r) It is possible to automatically attach a PDF or HTML copy of the mail to the mail sent from
TeamBinder by ticking the box for this at the bottom of the mail form. [See also User
Preferences Section 3.2.06].
(s) It is possible to use pre-defined signatures for use on outgoing mail either on a general or
per mail type basis [see Section 3.2.02].
(t) TeamBinder supports a concept of Confidential Mail (activated for a project on request)
whereby only the sender and recipients of a mail can view a mail marked as confidential by
the sender. A confidential mail sent or received by a user within a company is not visible to
other users within the company even if they have company level access to mail.
3.3.03 Sending Mail

Mail in TeamBinder is normally sent immediately after creation. Alternatively mail can be saved
to the Drafts/ [see Section 3.3.08] for further editing or review/approval prior to sending if
required.

Chapter 3 – Mail
Send Methods
There are four ways that mail can be delivered (sent) using TeamBinder:
TB This column is always ticked. This column indicates that the mail item will be delivered
to the recipient’s TeamBinder Inbox. As this column cannot be un-ticked, every mail
sent from TeamBinder will be delivered to the recipients TeamBinder Inbox regardless
of whether they are a user of TeamBinder, in addition to any other options you select.
Email By ticking the box in this column, TeamBinder will send this recipient the mail via email.
They will receive the mail in their normal email inbox, as well as their TeamBinder
inbox. When ticking this box, the system will check that the user has an email address.
This option is the default when sending mail to External Contacts [see Section 11.2.06].
FAX By ticking the box in this column, the mail will be sent out using TeamBinder’s Fax-Out
Integrated fax service. This is an optional service for which charges apply and is
enabled on a per company per project basis [see Section 3.10.03]. When ticking this
box, the system will check that the contact has a valid fax number and that Fax-Out is
enabled for your company.
HC By ticking the box in this column, TeamBinder will flag that this recipient is to be sent
the mail via hardcopy. Upon sending, TeamBinder will automatically load a print
preview so that a printout can be generated. This option is often used on site where it is
more convenient to hand a copy of a mail to a recipient rather than send by email, fax
or TeamBinder.
Notes:
(a) When mails are sent within TeamBinder (sent by TB) a notification is sent by email to the
TO and CC values notifying them that they have new mail in TeamBinder. The recipient can
access the mail from a hyperlink contained in the email notification.
(b) TeamBinder captures both the date and time mail is sent based on the time zone selected
for the project via the Project Settings.
(c) The default send method for each contact is defined via Contacts [see Section 11.2.05] but
can be adjusted via the Select Recipients window when creating mails.
(d) It is possible to automatically print hardcopies of mail sent by methods other than hardcopy
during the send process automatically if required [see Section 3.2.05].
(e) Sent Mail is stored in the Sent Items mailbox. This can be accessed via the Sent Items
menu option.
(f) The method used to Send each mail item can be viewed by right clicking on a mail and
selecting View Sent Methods.
(g) The prompt to print Internal Notes on hardcopies can be controlled via Users Preferences
[see Section 3.2.05].
3.3.04 Adding Contacts on the Fly

For Users belonging to the Project Administrator’s company, it is possible to create new
companies and contacts on fly from within the mail form screen.
1. At the Create New Mail screen, click on the New Contact link to the right of the To: or Cc:
fields to load the Create New contact window.
2. At the Create New Contact window first select the Company the new contact belongs to.
3. Then enter the First and Last Name of the new contact and press Tab.
The ID of the new contact will default automatically (but can be changed).
4. Complete the remaining details about the new contact and click OK when done.
5. If the new contact belongs to a new company, click the Add Company button to the right of
the company drop down list.

Chapter 3 – Mail
6. Enter a Company ID, Company Name and complete the other company details as required
[See Section11.2.02] and click the Close button and Save when prompted and then
proceed as per Steps 2 to 4 above.
Notes:
(a) When entering new Companies the system will check both the Company ID and Company
name to see if they already exist.
3.3.05 Using Contact Groups

A Contact Group is a predefined list of contacts that can be used as a standard distribution
when creating outgoing mail. Contact Groups are setup via the Contacts screen using the
More button [see Section 11.2.07].
To use Contact Groups when creating outgoing mail
1. Select The To Button From the Create New Mail screen and at the Select Recipients
window, click the Contact Groups option button
A list of available Contact groups will be displayed in the grid.
2. Click on your contact group from the left of the screen.
3. The values for TO, and CC will be populated based on the contents of, and settings for the
Contact Group.
Notes:
(a) Contacts within a Contact Group can be pre-defined as TO or CC values.
(b) To modify the distribution for an outgoing mail after selecting it via a Contact Group, use the
standard arrow buttons to remove or add additional contacts.
(c) You can add contact groups to a mail item using the auto complete feature as well. When
referring the Contact group in the auto complete feature you need to key in the Title of the
Contact group.
3.3.06 Attachments
It is possible to attach any of the following to outgoing mail:
 External Files
 TeamBinder Documents
 TeamBinder Mail
 TeamBinder Published Reports
Select the required option from the Attach Files button drop down list at the top of the screen.
Notes:
(a) When attaching information that is stored in TeamBinder you will first be prompted with the
relevant search window for that module to enable you to select the information to attach.
(b) It is possible for the Project Administrator to define a maximum file size via the Project
Details. If a user attaches files which are greater than the file size defined and if he tries to
send the mail via the Email send method then the user will be warned.
(c) When viewing mails the size of attachments is displayed to the right of the attachment file
name.
3.3.07 Drafts
The Drafts mailbox stores outgoing mail that has been created and saved but not Sent. Mail in
the Drafts mailbox is stored there permanently until either Sent or Deleted.

Chapter 3 – Mail
To access the Drafts mailbox
1. From the left menu, click on the Mail button and select Drafts.
2. To open a mail for further editing, simply double click on it and edit as normal. When done
either Save (the mail will remain in the Drafts) or use the Send button from within the mail
form.
To send mail from the Drafts mailbox
Mail can be sent from within the Drafts either by opening each item one by one, and using the
Send button within the mail form.
Notes:
(a) Mail printed from within the Drafts prior to sending will be stamped as DRAFT by the system
automatically.
(b) It is possible to track Review Due Date, Review Start Date and Current Reviewer by adding
these columns to the grid in the Draft mailbox using the Customise option from the More
button list of options.
3.3.08 Duplicate Mail

The Duplicate mail option is used to create a new mail that is very similar to an existing item of
mail, removing the need to select the distribution or enter the Subject and Details as these will
be copied from the mail being duplicated.
To create a new mail using the Duplicate option
1. In any of the Drafts, Sent Items, or Inbox mail boxes, select the mail to be duplicated by
ticking the select box against it.
2. Select Duplicate from the More button drop down list.
3. From the drop down list, select the correspondence type for your new mail.
The mail form will now open with all details populated based on the mail being duplicated.
4. Edit as required and send as normal.
3.4 Outgoing Mail Review Process

3.4.01 Overview
For some projects and within some companies it is required that certain types of
correspondence are reviewed by one or more people prior to them being sent. This is managed
in TeamBinder using the Send for Review option rather than the Send option when generating
mail.
Mail sent for Review is received by the nominated reviewer who can then do any of the
following:
 Review and return the mail to the originator for sending, or

 Review and send the mail directly to the recipient, or
 Send the mail to another person for review.
Users can be restricted from sending mail directly, thus forcing them to use the review process.
This is controlled via Security Group definitions [see Section 11.4.02].

Chapter 3 – Mail
3.4.02 Submitting mail for review

1. After preparing an outgoing mail as normal [see Section 3.3.02], if the mail requires review
select Send for Review from the Send button drop down list.
2. At the Mail for Review window, select the required reviewer, enter a due by date and any
comments and click OK.
3. After clicking OK, the mail will be sent for review and the mail compose screen will close.
An email notification is automatically sent to the reviewer and the mail is also listed in the
Drafts of the reviewer.
Notes:
(a) While under review the mail cannot be sent by the originator.
(b) A review can be cancelled by the originator at any time by opening the mail in their Drafts
and using the Cancel Review button.
3.4.03 Reviewing mail submitted for review

Mail submitted for review is generally accessed via the My Statistics or Mail widgets at the
Dashboard where there is a link named To Review. It can also be accessed via the Drafts
mailbox.
On opening a mail submitted for review, a Mail for Review window opens automatically in
conjunction with the mail opening. This window can be closed by clicking OK after reading the
review request details.
The reviewer has a number of options:
 They can make changes to the body text of the mail itself (perhaps highlighted in a different
colour) and then return the mail to the originator.
 They can make comments and forward the mail onto someone else for review.
 They can make any changes to the mail and send it directly to the recipient using the Send
button (in which case the FROM person on the mail will change to the reviewer rather than
the originator). Note that in this case the Originator is sent a notification advising them that
this has been done.
To either return the mail to the originator or forward to another reviewer, select Send For
Review from the Send button drop down list.
If a further reviewer is selected at the Mail for Review window, then on clicking OK (after
entering any comments and a further Due by Date) an email notification is sent to the second
reviewer and they review in the same way as the first reviewer.
If the Originator is selected at the Mail for Review window, then on clicking OK (after making
any comments) a notification is sent to the Originator advising that the Review is complete.
The originator now sees a link named Returned from Review via the My Statistics or Mail
widgets at the Dashboard.
On opening mail returned from review, the originator sees all reviewer comments and makes
any changes to the mail require and sends as normal.
Notes:
(a) In addition to the normal notification sent to the recipient when sending mail, notifications
are sent to the reviewers advising them the mail has been sent.

Chapter 3 – Mail
(b) Users with Company access to mail can view the review history of mail being reviewed
while it is in the Drafts folder in the same way that a reviewer does when a mail for review is
opened using the View Review Comments from the More button.
(c) It is possible to track Review Due Date, Review Start Date and Current Reviewer by adding
these columns to the grid in the Draft mailbox using the Customise option from the More
3.5 Incoming mail

3.5.01 Overview
Mail received in TeamBinder is stored in your project Inbox. Mail can arrive in your inbox either
from another user who has sent you a mail from within TeamBinder, or from External Contacts
who have sent you mail by normal Fax or Email and this has been processed via Unregistered
mail [see Section 3.6.01].
Normally you will receive a notification (a message that you have new mail in your inbox) via
your standard email system (unless you have switched off the receipt of such notifications [see
Section 3.2.08].).
New Mail can be accessed by either logging into TeamBinder and using the Inbox, or by
clicking the hyperlink within the email notification in which case you will be prompted to enter
your login details and will be taken to the new mail directly.
From within the Inbox, you can:
 Read Mail
 Manage the Status of incoming mail.
 Download Attachments
 Send Read Receipts
 Reply to Mail
 Forward Mail
 View Personal or Company Mail
3.5.02 Reading Incoming Mail

The steps below are the basic steps to open and read a mail. See also the notes at the end of
this section for information on the many other options available when reading incoming mail.
To read incoming mail
1. From the left menu, click the Mail button and select Inbox.
The Inbox is then displayed in a register style format.
2. To open an item of mail, simply double click on it.
3. If prompted for a read receipt, action as required. To modify the defaults for how you action
read receipts, see [Section 3.2.5].
4. Attachments are listed at the top of the mail item in an expandable pane and can be
downloaded by clicking on them.
5. Click the Close button when done.
Notes:
(a) Incoming mail once opened is automatically marked as read by the system and the date
opened is captured. [See also Section 3.5.03].

Chapter 3 – Mail
(b) The mail you can view in the Inbox defaults to Personal Mail only but can be changed to
view all mail received by your Company [see Section 3.1.05].
(c) When viewing “Company” mail, if the mail has multiple TO or CC values to recipients within
your company, then while there is a separate instance of the mail in TeamBinder for each
recipient (so they can separately manage the status of the mail) only one instance is shown
by default. To see all instances of the incoming mail item click the Show Duplicate
Company mails link above the mail register.
(d) It is possible to display a preview pane within the Inbox (and other mail registers) that
shows the contents of each mail as you move through the register. This is activated via
User Preferences [see Section 3.2.02].
(e) Use the Reply, Reply All, and Forward buttons to respond to an incoming mail [see
Section 3.5.04].
(f) The way the mail items are sorted in the Inbox can be changed by clicking on the column
headers. For example to sort the mail items by subject, click the Subject column heading.
(g) A paper clip icon is shown against mail items with attachments in the Inbox list.
Attachments can be downloaded by clicking on the paper click icon or by clicking on the
links when reading the mail. Alternatively select Download Attachments from the More
button options at the mail register.
(h) It is possible to process any attachments to mails (either sent or received) as Controlled
Documents into the Document Register using the Process Attachment(s) as Controlled
Document option available via the More button on the toolbar within the mail details
window. This will load the Document Details window window for Document Registration.
Note that if there are multiple attachments to the mail (of different file formats), they will all
be processed against the same Document Number. If there are multiple attachments of the
same file format the user will be prompted as to which attachment to use.
(i) If a mail is linked to another mail, it is highlighted via the links icon and the links can be
viewed by opening the mail and using the Show Thread link at the top right corner of the
mail form.
(j) To update the status of the mail after reading, use the status drop down list available at
bottom of the mail form. You can also batch change the status of multiple mails [see
Section 3.9.04].
(k) The priority the sender has applied to the mail you have received, if other than normal, is
displayed as a red exclamation mark (for high priority) or a blue down arrow (low priority)
against the mail in the Inbox.
(l) Use the Clear Selection option at the bottom of the register to un-select all selected items.
(m) It is possible to allocate a user defined status automatically to any mail you receive as a CC
or BCC value [see Section 3.2.07].
(n) It is possible to file incoming mail into Folders if these are being used on your project [see
Section 3.9.01].
(o) It is possible to batch print a number of Incoming mails [see Section 3.9.07].
(p) It is possible to export one or more mails to PDF or HTML format by selecting Export to
from the More button drop down list at the mail register.

Chapter 3 – Mail
3.5.03 Mark mail as Read/Unread

Incoming mail once opened in the Inbox is automatically marked as read and the date opened
stored in the Read column of the Inbox list. Mail that is unread appears in the Inbox with a
closed envelope icon against it and appears in bold text, while Read mail has an open
envelope icon next to it.
Unread mail
Read mail
A read mail can be marked as unread again if required to assist with mail management.
To change the Read status of a mail item
1. From within the Inbox, right click on a mail item and select either Mark as Read or Mark as
Unread as applicable.
2. To change the Read Status of multiple mails, simple select the mail items using the select
tick boxes and right click on any of the selected mails and proceed as with Step 1 above. All
selected mails will have their read status updated accordingly.
Notes:
(a) Changing the Read Status of a mail that has not previously been opened will update the
Read Date field.
(b) Changing the Read Status of a mail that already has a date stamp will not change these
values.
3.5.04 Responding to mail

Mail listed in the Inbox can be responded to by either Forwarding the mail item to someone else
or by Replying to the sender of the mail item In both cases a new mail item will be created.
To respond to a mail item
1. From the left menu, click the Mail button and select Inbox.
.
2. From within the Inbox, select the mail item to respond to by ticking the box next to it to
select it.
3. Click the Reply, Reply All or Forward buttons on the toolbar and if required, select a mail
type to use for the Reply, Reply To All or Forward.
4. Proceed as normal for creating outgoing mail [see Section 3.3.02].
5. Change the Status of the original mail as required after responding to it.
Notes:
(a) The contents (and the way the contents are formatted) of the original mail can be included
in the body text of the reply or forwarding mail if required [see Section 3.2.06].
(b) The mail types that you can use for Reply and Forward are controlled via the Mail Type
Workflow [see Section 3.1.06].
(c) Mails created as Replies or Forwards are automatically linked to the original Mail [see
Section 3.9.02].
(d) Use the My Statistics or Mail widgets at the Dashboard to see a list of mails with responses
outstanding or responses overdue [see Section 2.2.01].

Chapter 3 – Mail
(e) Set up TeamBinder to automatically send you a reminder by email every X days for mail
with an outstanding response [see Section 3.2.07].
(f) It is possible to have the system auto update the status of mail to a status of your choosing
when you reply to it via User Preferences – Mail Options [see Section 3.2.05].
3.6 Unregistered Mail

3.6.01 Overview
TeamBinder supports the management of incoming faxes and emails from parties not using
TeamBinder via its unique Integrated Fax-In [see Section 3.10.01] and Email-In [see Section
3.10.02] services.
Faxes and Emails sent by external parties to the Fax numbers and Email addresses set up
specifically for the project [see Sections 3.1.10 and 3.10.11] are received automatically into a
specific mail folder called Unregistered Mail.
A user from each company or department that is utilising the Fax-In and Email-In options for
TeamBinder checks the Unregistered mail folder regularly (daily) and processes any Incoming
Faxes or Emails to the parties they are address to.
TeamBinder uses a combination of auto and manual mapping [see Section 3.6.07] to streamline
the process of identifying the sender and addressee(s) as far as possible. This also enables
mails that are successfully mapped to an addressee to be processed by the addressee
themselves via their personal unregistered mailbox.
For an Unregistered mail processed at either a company or department level, the intended
recipients are notified about the new incoming mail by notification in the normal way and the
new mail appears in their inbox in the same way it would as if the sender had generated and
sent the mail via TeamBinder.
The originator of the fax or email receives a notification confirming receipt.

There are four levels of access that users can be allocated for unregistered mail:
None: No Access.
Personal: Can only access the unregistered mails mapped to his/her name.
Department: Can access unregistered mail received by the Department that the user
belongs to.
Company: Can access unregistered mails received at a Company level or mails received
to any Department account of the company regardless of the user’s
department.
Note that no user can:
a) Access unregistered mail that was not sent to their company

Chapter 3 – Mail
The complete business process is:
Notifications about new

Unregistered mail sent.
Incoming Mail Handler receives the

Email incoming Email
Incoming Fax converted to a PDF Auto Mapping to find the TO and

Facsimile file and forwarded to FROM addressees in the
TeamBinder as an email. TeamBinder Address Book.
Users access Unregistered Mail

according the Matrix below.
Email sent to:

Company Department
Unregistered No or With No or
With
Mailbox User Incorrect Correct Incorrect
Personal
Access Personal Personal Personal
Prefix
Prefix Prefix Prefix
Mail Visible (Y/N)
Company Y Y Y Y
Department N Y Y Y
Personal N Y N Y
Sender is Users’ process

notified. unregistered mail.
A copy of the processing mail is A copy of the processing mail is

delivered to the Inbox of the saved into the Sent Items mailbox of
Addressee(s). the sender.
Addressee(s)
are notified.
Processing Mail Filed in a Folders (Optional)
Sender and Recipient Companies: Same Different

Public Private Public Private
Processing Mail Filed in:
Folder Folder Folder Folder
Sent Items copy auto filed: Y Y Y N

Chapter 3 – Mail
3.6.03 Processing incoming faxes

Incoming faxes sent by external parties to a fax number configured for TeamBinder’s Fax-In
module [see Section 3.1.10] are received automatically into the Unregistered Mail folder.
Notifications are sent to users that an Unregistered mail has been received as configured via
Company Details [see Section 11.2.02]
To process incoming faxes
1. From the left menu click the Mail button and select Unregistered.
Unprocessed incoming faxes will listed in the unregistered mail list.
2. Open the fax that you wish to process by clicking on it.
If there is a large list of unprocessed incoming faxes use the Search box or the Advanced
Search button to locate the required fax.
3. View an image of the Fax by clicking on the attachment link.
4. Note the distribution (who the fax is from, sent to, and copied to) from the fax image.
5. Close the image of the Fax.
6. Now populate the details of the mail that will be used to distribute the fax to the intended
distribution as you would when creating a normal outgoing mail [see Section 3.3.02].
Note that the system attempts to map the FROM person who sent the fax to the correct
company in TeamBinder based on intelligent fax number recognition. If the auto mapping
fails, it is necessary to view the image of the fax to derive the FROM person as well as the
TO distribution.
7. Select the mail type to process (deliver) the incoming fax with from the drop down list.
8. Send the mail as normal using the Send button.
Notes:
(a) Either a TIFF, PDF or other digital representation of the original fax will be sent as an
attachment to the mail used to distribute an incoming fax.
(b) Users can only process Unregistered mail that has been sent to their own company’s
project fax number.
(c) Users can control whether to be notified about new Company, Department or Personal mail
only received as unregistered mail. This is done via Company Details [see Section [see
Section 11.2.02].
(d) Once the processing mail is sent, it will be distributed to all contacts in the distribution list.
(e) The processing mail will be placed in the Sent items of the person marked in the FROM
box of the mail (even though that person may not be a TeamBinder user), not the Sent
items of the person processing the unregistered mail. The processed fax remains in
Unregistered mail and is marked as processed.
(f) The FROM person will be notified by email that their fax has been processed. This
notification can be switched off via Company Details [see Section 11.2.02].
(g) It is possible to reprocess a processed fax. Click the Advanced mail search button and
change the Mail Status option group setting to Processed or All rather than the default
setting of Unprocessed. Note that the system will warn you that you are reprocessing an
incoming fax.

Chapter 3 – Mail
(h) Use the Delete button to delete any unregistered mails. They will be moved to the Deleted
Items folder [see Section 3.9.06].
(i) It is possible to process the incoming fax as a document rather than a mail [see Section
3.6.05].
(j) Access to Unregistered mail is restricted [see Section 3.1.05].
(k) The processing mail can be filed into a Folder as with normal mail [see Section 3.9.01].
3.6.04 Processing incoming emails

Incoming emails sent by external parties to an email address configured for TeamBinder’s
Email-In module [see Section 3.1.11] are received automatically into the Unregistered Mail
folder.
To process incoming emails
Unprocessed incoming emails will listed in the unregistered mail list.
2. Open the email that you wish to process by double clicking on it. Information about the
email as far as possible is included in the details box of the mail form.
3. Select the recipients as you would a normal TeamBinder mail.
4. Select who the Mail was FROM.
Note that the system attempts to map the FROM person who sent the email to the correct
contact in the TeamBinder address book automatically based on intelligent email number
recognition.
Tip: If the From person cannot be located, use the New Contact link to add them to the
system.
5. Select the mail type to process the email with (e.g. RFI, MEMO etc.).
6. Populate the details of the mail that will be used to distribute this incoming email.
Notes:
(a) The original body text of the email will automatically be placed in the detail field of the mail
being used to distribute it.
(b) Any attachments received on the email will be automatically attached to the mail being used
to distribute it.
(c) Click on the attachment/paper clip icon at the unregistered mail register to download any
attachments to the incoming email.
(d) The details of how and when the email was received, and when it was processed are stored
as part of the mail being used to distribute it and cannot be edited.
(e) Users can only process Unregistered mail that has been sent to their own Company’s email
address.
(f) Users can control whether to be notified about new Company, Department or Personal mail
only received as unregistered mail. This is done via Company Details [see Section 11.2.02].

Chapter 3 – Mail
(g) For Incoming Emails sent to a company based email address with personal unregistered
mail activated, if the addressee is mapped to one or more specific contacts then the
unregistered mail would be displayed under Company Mail (Mapped) AND under the
Personal Unregistered Mail for the mapped contacts. The mail can be processed by either a
user with Company Mail access OR the addressee to who it is mapped. If none of the
addressees are mapped, the mail will appear under the Company mail view only.
(h) For Incoming Emails sent to a Department based email address with personal unregistered
mail activated, If the addressee is mapped to one or more specific contacts then the
unregistered mail would be displayed under Department Mail (Mapped), Company Mail
(Mapped) AND under the Personal Unregistered Mail for the mapped contacts. The mail
can be processed by a user with Department Mail access (and belongs to the relevant
department) a user with Company access (regardless of his department) OR the addressee
to who it is mapped. If none of the addressees are mapped, the mail will appear under the
Department mail view only.
(i) Once the processing mail is sent, it will be distributed to all contacts in the distribution list.
(j) The processing mail will be placed in the Sent items of the person marked in the FROM box
of the mail (even though that person may not be a TeamBinder user), not the Sent items of
the person processing the unregistered mail.
(k) The FROM person will be notified by email that their email has been processed. This
notification can be switched off via Company Details [see Section 11.2.02].
(l) It is possible to reprocess a processed email. Click the Advanced mail search button and
change the Mail Status option group setting to Processed or All rather than the default
setting of Unprocessed. Note that the system will warn you that you are reprocessing an
incoming email.
(l) Use the Delete button to delete any unregistered incoming emails. They will be moved to
the Deleted Items folder [see Section 3.9.06].
(m) It is possible to process the incoming email as a document rather than a mail [see Section
3.6.05].
(n) Access to Unregistered mail can be restricted [see Section 3.1.05].
(o) The processing mail can be filed into a Folder as with normal mail [see Section 3.9.01].
(p) If a If a mail received via unregistered mail is a reply to a mail originating from TeamBinder
the value of the Originators Ref Number from the original mail is carried forward to the reply
(in the same way that Location, Area, and Discipline are carried forward in a thread).
3.6.05 Processing Incoming Mail Hardcopies

It is possible to process a scanned image of an item of hardcopy mail into TeamBinder via the
Unregistered mail module.
2. Select Hard Copy from the More button drop down list.
3. Complete the mail form in the same way you would for any new mail [see Section 3.3.02]
with the only difference being that you are required to select a Mail type and a From to
process the hardcopy as.
4. Use the Attach Files button to upload the scanned image of the hardcopy.

Chapter 3 – Mail
This will process the mail into the Inbox of the recipients as though the original mail had been
sent from within TeamBinder.
3.6.06 Mapping of Unregistered mail

Mapping is the process of identifying the senders and recipients of Unregistered mails.
Successful mapping reduces the requirement for the process to manually select the From and
To addressees for the mail after first viewing the email or fax and saves considerable time.
Mail does not have to be mapped for it to be viewed under EITHER Company Unregistered mail
OR Department unregistered mail. However if personal unregistered mail is activated for a
company, mail will only ever be listed in a personal unregistered mail box if successfully
mapped.
Note that with Personal Unregistered mail activated, mail that is successfully mapped will
appear under BOTH Personal Unregistered mail and EITHER Department unregistered mail
OR company unregistered mail depending on the email address used.
Business Logic for Mapping the TO Person
Mapping of the To Person (or all addressees) on mail received as unregistered mail is achieved
by matching a prefixed to the email address with firstly names in the Project Address book and
failing that, with Contact Groups.
For example an email received with an addressee as “Joe Bloe <QAS-Prj1@hotmail.com>"

(Where QAS-Prj1@hotmail.com is a company email address within a project and Joe Bloe is
the intended recipient) will be mapped successfully if the Name Joe Bloe can be found in the
address book within the company to which the email address QAS-Prj1@hotmail.com relates.
Business Logic for Mapping the From Person (Sender)
The From person (sender) of mail received as unregistered mail is mapped where possible
using their email address.
If auto mapping fails and the processor manually maps the From person, it is possible to save
this mapping to enable auto mapping of the FROM person for future faxes from this sender.
3.7 Live Mail

3.7.01 Overview
The standard process for managing question/answer type mails in TeamBinder is that they are
sent, forwarded, and replied to within individual pieces of correspondence building a linked
thread with each party in the thread responsible for managing the status of their
correspondence items. [See also sections 3.8.04 Thread View and 3.9.02 Linking Mail].
TeamBinder also supports a concept of “Live Mail” which can be used for question/answer type
mails to capture all questions and responses within a single item of mail.
With Live Mail, mail types such as Change Requests and Requests for Information (RFIs) can
be defined as Live Mail Types and then responses to these mails are captured within the same
mail rather than creating new mails.
Configuration and activate of Live Mail types is done by QA Software on request (charges
apply).

Chapter 3 – Mail
3.7.02 Creating Live Mail

Composing Live Mails is the same process as for normal mails [see Section 3.3.02] with only
the following additional standard fields:
 Issue – Public (Default) or Private
With a Public Issue, the recipients of the mail will be able to see the original message plus
all the responses of all other recipients
With a Private Issue the recipients of the mail will be able to see the original message plus
only their own responses. Note that the Sender can always see ALL responses.
 Reason – This can have values such as For approval, For comments, For review, For
information etc.
Notes:
(a) The Use of Private Issues in regard to Live Mails is switched off by default and can be
turned on if required via Project Settings - Miscellaneous [see Section 11.1.03].
(b) The Respond By date for the Live mail is managed via the normal Respond By field.
(c) An Email notification is sent to each recipient about the new Live Mail as with normal mail.
3.7.03 Responding to Live Mail

Live Mail received is stored alongside all other incoming mail in the Inbox. When replying to a
Live Mail, rather than a new mail being created, a Response/Action window will appear.
Simply type the response in the details box (and enter a Reason if applicable) and click Send to
Send the Response.
Notes:
(a) To save the response in draft without Sending, click the Save button. When you click Reply
to the same Live Mail your previous draft response will be displayed.
(b) The recipients for the Response are either the full distribution of the original Mail (for Public
Issues) or a single recipient (selected when replying) for Private Issues.
(c) The Status of the Response is maintained via the normal Status field on the mail form. This
status is the status of the recipient’s response only.
(d) The status of the overall mail is maintained by the Sender.
(e) Attachments can be added as part of the response.
(f) Custom fields can be added to the Response/Action window if required – contact QA
Software for more details on this.
(g) Responses can not be added to the Live Mail if the Sender has changed their status of the
mail to Closed-Out.
(h) Note that recipients (and sender) can forward a Live Mail to other parties but in this case a
new mail is created and only the contents of the original message (and not the responses)
are included with the forwarded mail.
(i) The recipients of Live Mail receive the following Notifications by email:
(j) On public issue mails when any other person submits responses.
(k) Reminders for overdue responses (Sent daily if the recipient has not made a response).
3.7.04 Managing Live Mail

The Sender receives the following Notifications by email in regard to Live Mail:
 When someone submits a response.

 When a response is overdue (response not made by the Respond by Date). This will be
sent daily.
 If all the responses are received and overall status of mail is still outstanding (senders
status). This will be sent daily.

Chapter 3 – Mail
As responses are added to a Live mail by recipients (and possibly the sender if further
clarifications are required) the responses are listed at the bottom of the mail chronologically. If
there are more than four responses, then all but the last four are collapsed and can be clicked
on to be expanded.
The Sender of a Live Mail item is responsible for closing the issue out. Once the Sender has
changed their status of the Live Mail to Closed-Out, no further responses can be made.
If the first responses to the Live Mail do not clarify/close the issue the Sender can make further
responses themselves within the same mail.
The My Statistics widget at the Dashboard displays the following statistics in regard to
Incoming Live Mail:
 Outstanding: Calculated based on whether a response has been sent or not.

 Overdue is a subset of outstanding where the current date is greater than the Respond
by date.
The Mail widget at the Dashboard shows Live Mail Responses for both Incoming and Sent Mail.
For Sent Live Mail:
 Outstanding is calculated based on whether it is at least one person who has not sent
a response.
 Overdue is a subset of outstanding where the current date is greater than the Target
date.
Notes:
(a) Live Mails are also included in the normal mail Status outstanding mail count.
(b) There are a number of standard reports available relating to Live mail [see Section 3.11.02].
3.8 Finding Mail

3.8.01 Overview
TeamBinder permanently stores all project correspondence in either the Inbox (for incoming
mail) or Sent Items (for Outgoing mail).
Correspondence is also stored in the Drafts (mail that has not been sent), Unregistered mail
(Processed and Not Processed Incoming emails and Faxes) and Deleted Items.
There are number of ways of finding mail in TeamBinder. These include:
 A simple Search box: Enter a string of text in the Search box above the mail register and
click Go and the list of mail will be filtered to display mail which contacts the string of text in
any of the mail fields.
Use the Clear link to remove the active search filter.

Use the Default link to return to the user’s default saved search criteria.
 Advanced Search: A comprehensive Search screen that enables structured and intelligent
searching via any of the key fields data relating to mail [see Section 3.8.02].
 Within the mail detail screen of Incoming and sent mails, use the Show Thread to see a
communication thread of related correspondence [see Section 3.8.04].
 If you are not sure where the correspondence might be stored, use the Search option which
searches within TeamBinder Project [see Section 2.3.01]
 If you are using electronic filing via File in Folders, open the Inbox or Sent items and use the
Folder pane to locate the item [see Section 3.8.05].

Chapter 3 – Mail
The TeamBinder search engines are able to not only search for mail via information stored in
the database (metadata) but also via any text based attachments to correspondence. Text
based attachments include file types like MS Excel, MS Word, HTML, RTF, TXT etc.
3.8.02 Advanced Mail Search

The Advanced Mail Search screen can be used to search the mail box using a specific set of
search conditions. You can access the Advanced Mail Search screen by clicking on the
Advanced button at the mail register.
There are a number of options at the advanced search screen which are explained below:
Addressed to: The Advanced Search always defaults to Personal Mail only. To
include any mail sent or received by your company (or Department)
in your search, click the Company (or Department) Mail option.
Access to Company and Department mail is security controlled
To: Select a particular Company or Person from the To drop down list
to search for mails sent to them.
From: Select a particular Company or Person from the From drop down
list to search for mail sent by them.
Date received: Provides the option of searching for mails received during a
specific date range or for mails received in the last X days.
Responses requested: Provides the option to search for mails which require a response
during the specified date range or within the next X days.
Show: Provides three options to filter from

- All mail (Default).
- New Mail (Mails that are Unread)
- Outstanding mail (mails with Status = Outstanding)
Mail Type: Use the drop down list to search/filter for a particular type of mail.
Priority: User can filter out data using different priority levels.
Mail Ref Contains: To search by the mail reference number, enter the reference
number in the Mail Ref field.
Subject: To search based on the Subject of mails, select a search condition

such as Contains, or Begins with and enter the search text string in
the field provided.
Message: To search across the body text of all mails for a particular string of
text, enter the text in the Message Contains field.
Attachment: To search through text based file attachments to mails for a

particular string of text, enter the text in the Attachment Contains
field.
Attachment Names: To search for mails based on the name(s) of file attachments,
More Search Options: Further search capability using a full SQL type Search [see Section
3.8.03].
When using the Advanced Mail Search, choose any of the above options and then click Search
to proceed.

Chapter 3 – Mail
Notes:
(a) The search options in different mail folders may vary slightly from the above.
(b) Wild cards can be used to enhance the search process. Use ? to search for any character.
For example, searching for Document Number A?1 will return A01, A11, A12 etc. Use * to
match any number of characters. For example Structur* will return Structural, Structures,
Structuring etc.
(c) Use the Save button to save your advanced search settings. You will be promoted to enter
a Title for the saved settings. You can then use the Load button to load any saved settings
rather than reselect them each time you use the advanced search screen. Saved filters are
also quickly available by clicking on the Saved button at the top of the mail registers.
(d) Document No, Subject, Message and Attachment name fields provides search condition
such as Contains, Begins With etc. to further streamline the search process.
3.8.03 Using More Search options

When accessing any of the TeamBinder mailboxes, the Advanced button above the grid can be
used to select which mail will be displayed. The Advanced mail search serves a dual purpose:
Filtering the mail items that you will view in the register; and acting as a search engine to find
specific mails [see Section 3.8.02].
The Advanced mail search screen includes a More Search options link which if selected
enables users to create their own search conditions utilising any of the fields in the TeamBinder
mailboxes.
Using More Search options
1. Select the required mail folder.
2. At the mail register, click the Advanced button.
3. Click on the More search options link the advanced mail search window.
4. A series of boxes in rows appear below. Each row of boxes includes:
 The Field Name to search via (select from the actual field names as they are listed in
the mail box column headings).
 The search condition.
 The data to search for.
5. Add as many rows as required using the AND or OR options to join the rows together.
6. Click Search when done.
Notes:
(a) If the Field name selected to search via is normally populated by values from a TeamBinder
configuration table, the data to search for field will change to a drop down list to select a
value from.
(b) To use only the Advanced mail options, click Fewer search options.
(c) Search conditions defined can be saved using the Save button. Enter a Title when
prompted and use the Load button to load a previously saved Advanced search.
(d) The Combine with the above search criteria option can be used to combine the
selections in the Advanced Mail filter with the More Search option selections.

Chapter 3 – Mail
3.8.04 Thread View

TeamBinder builds a thread (links) between mail items automatically when:
 A mail item is responded to via a reply or forward.

 A mail item is forwarded with another mail.
Mails can also be manually linked together and even Documents, Transmittals, and Packages
can be linked to the mail to form part of a thread [see Section 3.9.02].
The Thread view is a special view of mail where the thread before and after the currently
selected mail can be viewed in much the same way as a newsgroup discussion is viewed on
the internet.
To activate the thread view
1. Open the Inbox or Sent Items mail folder from the left menu.
2. Open the detail view of the mail that you wish to see the thread view of.
3. Click on the Show Thread link at the top right corner of the mail.
4. Navigate through the thread view in the top frame of the page using the + icons to see all
linked mail.
Different work items in a thread are identified by the use of different icons:
Mail – This icon denotes that a mail item is linked to this document.
Document – This icon denotes that a controlled document is linked to this document.
Transmittal – This icon denotes that a transmittal is linked to this document.
Package – This icon denotes that a package is linked to this document.
5. Click on an item in the thread to view the thread item. For mail and transmittals, the mail or
transmittal notification will be displayed. For Documents and Packages the Document or
Package Details are displayed.
Notes:
(a) By clicking on the link icon in the mail register against a mail to open it, the mail thread is
automatically expanded once the mail details are displayed.
(b) By request it is possible for QA Software to activate a Thread Status concept within a
project (it is not activated by default). The concept of a Thread Status is to display against
all mails in a thread the status that the originator of the root mail in the thread has assigned.
If the status of the root mail is updated the Thread Status against all mails auto assigned to
the thread will be updated automatically (and is read only). Mail thread roots are defined as
all mail created by clicking the New button. Mail manually added to a thread does not inherit
the thread status of the thread to which it was added (as it may be part of another thread).
3.8.05 Folder Pane

On Projects using File in Folder feature for electronic filing, the Folder pane is a useful way to
find related mail items via a Folder structure.
To view the contents of a Folder
1. Open the Inbox or Sent Items mail folder from the left menu.
2. Click on the Expand folder pane icon to view the folder pane.

Chapter 3 – Mail
The Folder structure will be displayed.
3. Use the + icons to expand a folder structure to view the related folders.
The + sign indicates that the folder either has sub folders or contains mail.
4. Double click a mail item to open that piece of mail.
Notes:
(a) Mail items you can view from within Folders are always subject to the standard mail security
rules in regard to Personal/Department/Company mail and mail types you have access to
(b) To file mail in a one or more Folder, see [Section 3.9.01].
(c) You can search for mails with folders by using the Advanced mail search option above the
mail register.
3.9 Managing Mail

3.9.01 Filing
TeamBinder incorporates a unique electronic filing concept that can be used to enhance the
way mail is indexed. While all incoming and outgoing mail is always stored in the Inbox and
Sent Item mail folders respectively, by using File in Folder feature, a “copy” of a mail can also
be seen to appear in one or more Folders, where an existence of a Folder is similar to the
concept of a multilevel Folder Structure.
Note that there is only ever one copy of any mail in TeamBinder. File in Folder feature is simply
another way of indexing and viewing mail [see Section 3.1.04].
To file a mail item into a Folder
1. Open the Inbox, Sent Items, or Drafts mail folder from the left menu.
2. Open the mail which you wish to add to a folder by double clicking on it.
3. Select File in Folder from the More button drop down list.
The File in Folder Screen will now load.
4. Choose the Folder type from the option group available at the bottom left corner of the file in
folder screen. The options are: Public; Private; or All.
5. Expand the folder structure using the + signs to locate the folder to file the mail into.
6. Add the mail to the required folder but ticking the select box next to the folder.
7. Click OK.
File mail second method
1. Open the Inbox, Sent Items, or Drafts mail folder from the left menu.
2. Use the Advanced mail search to locate one or more mails that you wish to file in one or
more folders.
3. Expand the Folder pane by clicking on the Expand folder pane icon.
Note this icon is located in between the left menu and the mail grid.

Chapter 3 – Mail
4. Select one or more mail items to file using the select boxes and drag them into a folder in
the folder pane. Dropping the records on the required folder in Folder pane will file the mail.
5. Click on the folder to check whether dropped items are there in the folder.
Notes:
(a) By filing mail items filed in a Folder, you are NOT creating additional copies of the mail.
(b) Mail Items can be filed in multiple Folders. However, there is still only ever one copy of the
mail in TeamBinder. It can simply be viewed via the Folder it is filed in.
(c) Mail items that have been filed in one or more Folders have a filing icon displayed against
them in the Inbox and Sent items mail registers.
(d) It is possible to prevent removal of mails from the Folders in which it is filed by activating
this option via Project Settings - Miscellaneous [see Section 11.1.03].
(e) It is possible to file mail in a folder from within the mail compose screen use the More button
options.
(f) When filing mail from within the Unregistered mail module during processing, the following
rules apply:
 If the Sender, Recipient and Processor are from the same company, both copies of the
processing mail are auto filed in the File in Folder.
 If the Sender and Recipient are from different companies and the processor selects a
Public Folder, again both copies of the processing mail are filed in the same place.
 If the Sender and Recipient are from different companies and the processor selects a
Private Folder, then only the copy of the processing mail delivered to the Inbox of the
Addresses (assuming they are in the same company as the processor) is filed.
Copying, Moving mail between folders
Once mail (or other item) has been filed in one or more folders, it is easy to copy selected items
from one folder to another folder.
1. From within a folder first select the items to be processed.
2. Then use the Copy. Cut and Remove buttons to perform the required action.
3. If copying (or cutting), locate the folder to copy the selected items to and right click on it and
select paste.
Notes:
(a) The Remove button will remove selected items from the folder.
(b) The copy option that is available from a right click on a folder is used to copy a folder
container to new folder (the contents are not copied).
3.9.02 Linking Mail

Mail items are automatically linked to other mail items when:
 A mail item is responded to via a reply or forward.

 A mail item is forwarded with another mail.
Linked mails can be viewed via the TeamBinder thread view [see Section 3.8.04].
Manual linking is the facility to link a mail item to another mail, document, transmittal or package
and enables threads to be built from scratch or existing threads expanded to include related
work items from other TeamBinder modules.

Chapter 3 – Mail
To manually link any work item to a mail item
1. Open the Inbox, or Sent Items mail folder from the left menu.
2. Open the mail which you wish to add links to by double clicking on it.
Note: Use the Advanced mail search if required to locate the required mail.
3. Select Add Items to mail thread from the More button drop down list.
The Add items to mail thread screen will now load. It contains four separate tabs.
4. Click the Add button and select the type of work item that you wish to link to this mail.
Choose from:
 Mail
 Documents
 Transmittals
 Packages
5. A search window will appear. The search window fields depend on the type of work item
that you selected at step 4. (e.g. if you selected Documents, a document register advanced
search window will be shown).
6. Apply the search attributes as required to locate the items to add to the thread and click
Search.
7. At the next window, use the tick boxes to select the work items to link to and click OK. The
selected Items will be linked with your mail.
8. To select work items from a different module, again click the Add button and select the
relevant Work Item button. Apply a search as required and then select the required Work
Items to link as per Step 7.
9. Click Close when done and save when prompted.
You will receive a confirmation message once the system completes building the selected
links.
Notes:
(a) Click the Add Items to mail thread option in the new mail screen to create links to a mail
before sending it if required.
(b) The link icon is displayed against mails with links in the mail registers for easy identification.
3.9.03 Status of mail

Every item of mail (incoming and outgoing) in TeamBinder has an allocated Status. This
enables users to mark or tag each mail item with the status as they see it and provides users
with a filterable field to allow them to quickly and easily see what mail items are awaiting some
action either by them or the recipients.
The most effective way of managing mail in TeamBinder is to regularly update the status of
items that are complete, have been resolved or are closed out. When accessing mail folders or
using the Management Summary at the Dashboard, the Hot List options can be utilised
effectively to view only mail at a particular status such as mail Outstanding.
Mail Status codes are user configurable [see Section 3.1.03]. The default Status codes are:
 Cancelled
 Closed-Out
 Completed

Chapter 3 – Mail
 Deferred
 Dormant
 In Progress
 N/A
 Not Started
 Outstanding
 Partial
The Status of a mail can be changed by opening the mail and use the Status drop down list.
Notes:
(a) The default status assigned to all mail is Outstanding.
(b) Users can auto allocate a status of their own choosing to mail they receive as either a CC
or BCC person the distribution (as opposed to the TO value) [see Section 3.2.07].
(c) The Status of an incoming item of mail that requires a read receipt to be sent cannot be
changed to Closed-out until the read receipt is sent.
(d) The Mail widget at the Dashboard provides quick access to mail folders and the display of
mail within the folders of a status Outstanding or of Status values defined by the user via
(e) The Status of a batch of mails can be updated using the batch status change option [see
Section 3.9.04].
(f) It is possible to auto update the responded date when changing the status of a mail. This is
done via User Preferences – Mail Options [see Section 3.2.05].
(g) It is possible to receive auto email reminders in regard to mail at a particular status every X
days [see Section 3.2.07(d)].
3.9.04 Batch Changing the Status of Mail

From time to time it is convenient to do a bulk update of the status of mails that are now
completed or closed out. While the mails could be updated individually by opening them in turn
and changing the status, this would be tiresome if many mail items are involved. TeamBinder
provides a Batch change status process to simplify the above process.
To change the status of one or more mails:
1. Open the Inbox, or Sent Items mail folder from the left menu.
2. Click the select tick box against the mail items that you wish to change the status for.
3. Select Change Status to from the More button drop down list and select the new Status
that you wish to apply to the selected items.
4. Click Yes when prompted to confirm.

Chapter 3 – Mail
3.9.05 Exporting mail to HTML or PDF

Mail items stored in the TeamBinder Inbox, Sent Items, or Drafts mail folders can be exported to
HTML or PDF format.
This feature allows a user to select a mail or multiple mails and have them converted to HTML
or PDF and have them made available for that user to download in a single zip file.
To export mail
1. Open the Inbox, Sent Items, or Drafts from the left menu.
2. Select one or more mail items to be exported by ticking the select boxes against them.
3. Select Export To from the More button drop down list and choose either HTML or PDF.
4. If the TeamBinder privacy statement appears, click Yes to continue with the download.
The selected mails will now be zipped on the TeamBinder server and then downloaded to
your PC. Note that a single mail being exported is not zipped.
5. Save the zip file to a folder on your PC.
The exported mails will be available within the zip file.
Notes:
(a) The zipping process at step 4 may take a few minutes if a large number of mail items were
selected.
(b) While exporting all mail items from your Inbox and Sent Item mail folders would be one way
of creating your own archive of TeamBinder correspondence, a far more effective way is to
arrange for a regular TBARCHIVE [see 11.1.06].
3.9.06 Deleting Mail

Mail in TeamBinder that is stored in the Inbox (for all incoming mail) and Sent Items (for all
outgoing mail) cannot be deleted.
Mail stored in either the Drafts (mail saved but not sent) or Unregistered (incoming emails and
faxes) can be deleted if required.
All deleted Mails are first moved to Deleted Items mailbox. From the Deleted Items mailbox,
mails can be permanently deleted (removed completely from the TeamBinder system).
To delete mail
1. Open the Drafts, or Unregistered mailbox from the left menu.
2. Select the mail items to delete by ticking the select box against them.
3. Click the Delete button on the toolbar.
4. Click Yes when prompted.
To permanently delete or restore deleted mail
1. Open the Deleted items mail box from the left menu.

Chapter 3 – Mail
2. Select mail items to be deleted permanently by ticking the select box against them.
3. Click the Delete button to permanently delete the selected items and click Yes when
prompted.
4. Select mail items to be restored to the Drafts or Unregistered mail by ticking the select box
against them.
5. Click the Restore button on the toolbar (the mail will be restored to the mailbox it was
deleted from).
6. Click Yes to confirm the Restore process.
3.9.07 Batch Printing Mail

From time to time it may be necessary to print hardcopies of one or more incoming or outgoing
mail items. TeamBinder enables multiple mail items to be selected for printing in a single
process.
To batch print mail
1. Open any of the mail boxes from the left menu.
2. Select the mail items to be printed by ticking the select box against them.
3. Click the Print button on the toolbar.
The Print Dialog box will now load.
4. Click the Print button to print the correspondence
Notes:
(a) Due to the nature of Microsoft Internet Explorer, the windows print dialog box will appear
once for each item of mail being printed and the user will need to click print each time.
3.9.08 Processing mail attachments as Controlled Documents

If the attachments to incoming mail (standard or unregistered mail) are controlled documents,
the attachments can be processed into the Document Register from within the mail registers.
To process mail attachments as controlled documents
1. From the left menu click the Mail button and select either Inbox, Sent Items or
Unregistered.
2. Select one or more mails with attachments to be processed and right click and select
Process Attachments as controlled documents. Alternatively open a single mail item
and select Process Attachments as controlled documents from the More button group of
options.
3. At the Select Attachments to process window, choose between:
 Process each mail as an individual document with its attachments (relevant only if you
have selected multiple mails to be processed).
 Process each mail attachment as a single document (default)

Chapter 3 – Mail
All attachments for the selected mails will be selected by default. If you have chosen the
first option above each mail will be processed as a single document with one or more view
files (one per attachment). If you have chosen the default option each attachment to each
mail will be processed as separate document.
4. Select/De-select attachments as required and click the Process button.
5. Enter the document details in the same way as you would if uploading documents to the
document register. If processing a single attachment then this is as per the Single New
Document upload process [see Section 4.3.02]. If processing multiple attachments the Bulk
Upload Documents window will load [see Section 4.3.08].
6. Click Save when done and Yes when prompted to save.
3.10 Integrated Fax and Email Services

3.10.01 Fax-In
The TeamBinder system has the capability to automatically route facsimiles sent to a Project
based company fax number directly into the system electronically. This service is typically
activated by the main contractor for use by smaller companies involved in the project who have
limited Internet access and would prefer to send correspondence to you using a traditional fax
machine.
This facility can be provided on a per receiving company (or department), per project basis. Any
company on the project who wants to allow people to send them communications by fax can
arrange the activation of the Fax-In feature by contacting QA Software. A nominal monthly
charge applies.
The process for applying for, activating, and using the Fax-In service is summarized as follows:
1. A decision is made by a company on a project to use the Fax-In service.
2. QA software will by request, arrange a fax number for the company or each department
(this must be done by QA Software as existing company fax numbers cannot be used).
3. The company will then notify the companies who they want to allow to send them faxes
(rather than login to TeamBinder to create mail) of the fax number(s) to use. Note that
companies who already have a project specific fax number can simply divert this to the fax
number provided by QA Software rather than notify all parties of a change in fax number.
4. Faxes sent or diverted to the number provided by QA Software will then appear
automatically in TeamBinder as an electronic image and are processed via an
Unregistered mailbox at either a Company or Department level. This task is normally
allocated to a nominated person who checks for incoming faxes daily.
5. The person nominated views all incoming faxes received and inputs the correct TO, FROM
and CC details after viewing the electronic copy of the Fax on-line. The FROM person will
be auto mapped if the senders fax number exists in TeamBinder.
6. TeamBinder then processes the Fax as though the sender has created it online.
7. The Sender also gets an email automatically to tell them the fax has been received and
processed.
Notes:
(a) See also Fax-In configuration [Section 3.1.10].
(b) See also Processing Incoming Faxes [Section 3.6.03].

Chapter 3 – Mail
3.10.02 Email-In
The TeamBinder system has the capability to automatically route normal emails sent to a
Project based company email address, directly into the system electronically.
This facility can be provided on a per receiving company (or department), per project basis. Any
company on the project who wants to allow people to send them communications by email
rather than by logging into TeamBinder can arrange the activation of the Email-In feature by
contacting QA Software.
The process for applying, activating, and using the Email-In service is summarized as follows:
1. A decision is made by a company on a project to use the Email-In service.
2. The company contacts QA Software who arranges an email address specifically for this
purpose (only QA Software can arrange this).
3. The company then notifies their own staff (so that their own staff can forward a project
related emails they receive into TeamBinder) and external parties who they want to email
into TeamBinder, the email address to use for this purpose. Note that it is also possible to
simply divert an existing project email address being used to the email address set up at
step 2 above which means this step is not necessary.
4. Any emails sent to the email address set-up at step 2 will now appear automatically in
TeamBinder in the Unregistered mailbox from where they are processed. This task is
normally allocated to a nominated person who checks for incoming emails daily.
5. The person nominated views all incoming emails received and assigns the correct TO,
FROM and CC details after viewing the electronic copy of the email on line. The FROM
person will be auto mapped if their email address exists in the project address book.
6. TeamBinder then processes the email as though the sender had created it on line from
within TeamBinder.
7. The Sender also gets an email automatically advising them that the email has been
received and processed.
Notes:
(a) See also Email-In configuration [Section 3.1.11].
(b) See also Processing Incoming Emails [Section 3.6.04].
(c) It is possible to have a single Email-In address that is used to receive mail from multiple
projects. All such mail is routed into a single nominated project and from that project can be
read and transferred to the correct project. Contact QA Software for more information.
3.10.03 Faxout
The TeamBinder system has the capability to send outgoing mail by fax if and when required.
The Faxout service is typically used to communicate with smaller companies involved in the
project who have limited Internet access and would prefer to receive correspondence from you
via a traditional fax machine.
The Faxout service attracts monthly charges based on the number of fax pages sent and can
only be activated by QA Software. The service is activated on a per sending company per
project basis.
Once activated, simply update the Address book to set the default send method to Fax for those
contacts who prefer to be receive mail in this method.
Notes:
(a) See also Sending Mail [Section 3.3.03].

Chapter 3 – Mail
3.11 Mail Register Reports

3.11.01 Overview
There are a number of standard reports available in TeamBinder related to mail. The Standard
reports are accessed by:
1. Click the Reports button from the top menu area.
The Standard report groups are listed in the left pane.
2. Click the Mail group in the left pane.
The available reports are then listed [see Section 3.11.02]
3. Click on the required report.
4. Enter/Select the various attribute options for the report on the right hand side of the screen
(in a similar way to using the Advanced mail search window [see Section 3.8.02]).
5. Click Search to run the report.
Notes:
(a) It is possible to change the title of report in the field provided at step 4 above.
(b) It is possible to search within the report output on the screen using the search box and
find/next options at the top of the report window.
(c) It is possible to export a report using the Export button to any of Word, Excel or PDF.
(d) In-active contacts will only be listed on mail reports if they are ticked in the Address book to
be included in reports.
(e) See also Generating Standard Reports [see Section 9.1.02]
(f) See also Customizing reports [see Section 9.2.01].

Note: When running any of the reports below, the mail items listed will always be subject to the
security settings of the user running the report as to whether they have access to Company,
Department, or Personal Mail. [Refer Section 3.1.05]
Report Title Description

No.
Report Group: Mail
001 Inbox – Summary This report is based on a summary register of mail in the
Inbox. Note that if the Company option is selected when
running this report, duplicate company mails are excluded if
hide duplicate mails was the last setting used at the users Mail
Inbox.
010 Sent Items – This report is based on a summary register of mail in the Sent
Summary Items mailbox.
015 Sent Items – Details This report shows mail in the Sent Items Mail box with options
to include:
 The response received against each mail item

 A list of people who have NOT responded as requested to
each mail item
The system identifies a response to your outgoing mails when

a recipient uses the Reply or Forward options after reading the
mail in their inbox.

Chapter 3 – Mail

No.
020 Mail Review Report – This report shows mail sent for review with details on when
Summary sent, who was the reviewer and the review status plus any
comments.
025 Mail Review Report - This report is as per report 020 with a little more detail on each
Detailed mail.
060 Drafts – Summary This report is based on a summary register of mail in the
Drafts mailbox.
065 Drafts – Detailed This report is as per report 060 with a little more detail on each
mail.
080 Deleted Mail Items – This report is based on a summary register of mail in the
Summary Deleted Items mailbox.
085 Deleted Mail Items - This report is as per report 080 with a little more detail on each
Detailed mail.

Chapter 4 - Documents
4.1 Getting Started
4.1.01 Overview
4.1.03 Revisions
4.1.04 Status Codes
4.1.05 Disciplines
4.1.06 Categories
4.1.07 Document Types
4.1.08 File Formats
4.1.09 Rules for who can upload Documents
4.1.10 Distribution Groups
4.1.11 Security Issues – Documents
4.1.12 User Preferences
4.1.13 Document # Masks
4.1.14 Design Management Considerations
4.1.15 Customizing the Document Register
4.2 Document Register

4.2.01 Overview
4.2.02 Finding Documents
4.2.03 More Document Search Options
4.2.04 Document Access
4.2.05 Subscribing to Documents
4.2.06 Document Details
4.2.07 Viewing Documents
4.2.08 Redlining Documents
4.2.09 Commenting on Documents
4.2.10 Comparing Documents
4.2.11 Linking Documents
4.2.12 Deleting Documents
4.2.13 Transferring Documents between projects
4.2.14 Generating a Document Hyperlink
4.3 Uploading and Distributing Documents

4.3.01 Overview
4.3.02 Single New Document Upload
4.3.03 Single Revised Document Upload
4.3.04 Validation of Document uploads
4.3.05 Distribution of Uploaded Documents
4.3.06 Transfer Document Ownership
4.3.07 Replace/Remove View Files
4.3.08 Bulk Upload of Documents
4.3.09 XL-UPLOAD for Document Uploads
4.3.10 QCAD for Document Uploads
4.3.11 QDMS for Document Uploads
4.4 Downloading Documents

4.4.01 Overview
4.4.02 Downloading a Document
4.4.03 Bulk Download of Documents
4.4.04 Document Check In / Check Out
4.4.05 Bulk Printing Drawings using QPRINT
4.5 Reports
4.5.01 Overview

Chapter 4 – Documents
4.1 Getting Started

4.1.01 Overview
The TeamBinder Document module is used to control and streamline the process of managing
the storage and distribution of project documents.
The basic steps in the Document management process are:
 Documents are uploaded to TeamBinder by the originating company.

 Document Uploads are automatically validated by the TeamBinder validation engine.
 Documents are automatically distributed as follows:
If the uploaded documents are un-restrained (not requiring a review workflow):
 The documents are displayed on the document register with the review status of
Un-Restrained.
 Notifications are sent to users by email based on a distribution matrix (for new
documents) and/or an access list (for revised documents).
 Receivers of notifications can download the document from the email or from within
TeamBinder.
If the uploaded documents are restrained (requiring a review workflow):
 The documents are added to the document register as Awaiting Review/Release.

 The document review initiator is notified by email (unless the workflow is auto
activated).
 The document review initiator activates the workflow
 Document reviewers review the document in series or parallel
 Once the reviewers are complete, the review coordinator applies a review status
which either releases or rejects the document.
 Users, based on the distribution matrix and/or access list are notified about the
released documents.
 If the documents are rejected, the originator is notified.
 Documents in the Document Register can be transmitted to users, with the option of giving
the users access to future revisions automatically [see Chapter 5].
 Documents in the Document Register can be grouped into packages and the tender
process managed from release for tender through to award of tenders [see
Chapter 7].
This chapter is focused on how to get started with the Document Management Process and the
management of Un-restrained Documents. The management of the document review and
approval process (which occurs for Restrained documents) is the subject of [Chapter 6].

The steps required to configure the TeamBinder system for basic document management are:
1. Populate the address book [see Section 11.2.01].
2. Create users [see Section 11.3.01].
3. Assign access levels to document modules [see Section 11.4.03].
4. Setup Revision Codes [see Section 4.1.03].
5. Setup Status Codes [see Section 4.1.04].
6. Setup Disciplines [see Section 4.1.05].

7. Define File Formats to be used [see Section 4.1.08].
8. Define any Document Masks to be used [see Section 4.1.13].
9. Define Distribution Rules [see Section 4.1.10].
10. Setup Categories [see Section 4.1.06].
11. Define any mandatory fields to be used during document registration [see Section 11.4.09].
Notes:
(a) See also Design management considerations [see Section 4.1.14].
4.1.03 Revisions
Revisions are a mandatory attribute of controlled documents in TeamBinder. The system
supports both alpha and numeric revision systems. However there is a strict rule in TeamBinder
that each time a document is uploaded, its revision number must be greater than the previous
revision. This is controlled via a sequence number against each revision in the revisions
configuration table.
The Sequence is used to validate documents being uploaded to ensure that the revision being
uploaded is greater than the previously uploaded version.
Note that in certain circumstances it is possible to upload additional view files to a document
without changing the revision.
To access the Revision table
1. Click on the Admin button in the top menu area and at the Admin screen select
Configuration tables.
2. Use the drop down list in the top right hand corner of the screen to select Revisions.
3. Use the toolbar buttons to add new records, delete records or edit existing records.
Notes:
(a) Only the Project Administrator can add/edit or delete revision values.
(b) When adding Revision values, populate the following fields:
Revision: This is the value of the Revision (A, B, C etc.).
Revision Title: This is a description of Revision (optional).
Sequence: This controls the hierarchy of Revision values. During the validation of uploaded
documents, the system checks that the Revision of the document being uploaded is greater
than the Revision of any previously uploaded version.
Tip: When populating the sequence field, leave plenty of gaps in the sequences used. E.g.
if your revisions are A,B,C and D, make them sequence 100, 110, 120, and 130. If after
alpha revisions documents move to numeric revisions, make Rev 0 sequence 500 for
example.
4.1.04 Status Codes

For controlled documents, the Status Code is a mandatory attribute that is used to reflect where
the document is in its life cycle. The Status can also be used as an element in the rules to
control who can upload documents [see Section 4.1.09].

To access the Status Codes table
2. Use the drop down list in the top right hand corner of the screen to select Status Codes.
Notes:
(a) Only the Project Administrator can add/edit or delete status code values.
(b) When adding status code values, populate the following fields:
Status Code: This is the code for the Status.
Status Title: This is a description of the Status Code
Status Sequence: This controls the hierarchy of status codes. During the validation of
uploaded documents, the system checks that the Status + Revision of the document being
uploaded is greater than the Status + Revision of any previously uploaded version.
Tip: When populating the sequence field, leave plenty of gaps in the sequences used. E.g.
if your status codes are P (Preliminary), DD (Design Development), FR (For Review), AFC
(Approved for Construction) them sequence 100, 110, 120, and 130. This will leave plenty
of gaps to insert in additional status code values to the correct sequence later.
Remarks: A free form text field for any comments.
4.1.05 Disciplines
Disciplines are a mandatory controlled document attribute. The Discipline of a controlled
document can be assigned during the document upload process or via the Discipline drop down
list when viewing the Master Document Register and editing a document.
Disciplines can also be used as an element in; the rules to control who can upload documents
[see Section 4.1.09]; the definition of Distribution Rules [see Section 4.1.10]; the rules that
control whether a workflow is required [see Section 6.1.04]; and the definition of Review Teams
To access the Disciplines table
2. Use the drop down list in the top right hand corner of the screen to select Disciplines.
Notes:
(a) Only the Project Administrator can add/edit or delete Discipline values.

4.1.06 Categories
Categories are a mandatory controlled document attribute. The Category of a controlled
document can be assigned during the document upload process or via the Category drop down
list when viewing the Master Document Register and editing a document.
To access the Categories table
2. Use the drop down list in the top right hand corner of the screen to select Categories.
Notes:
(b) Only the Project Administrator can add/edit or delete Category values.
4.1.07 Document Types

Types are an optional controlled document attribute. The type of a controlled document can be
assigned during the document upload process or via the type drop down list when viewing the
Master Document Register and editing a document.
To access the Types table
2. Use the drop down list in the top right hand corner of the screen to select Types.
Notes:
(a) Only the Project Administrator can add/edit or delete Type values.
4.1.08 File formats

TeamBinder supports the storage and distribution of multiple formats for the same controlled
document at the same revision and status. For example the system can store a DWG, PLT, and
PDF version of the same document at the same time. Access to each of the file formats by each
user can also be controlled.
When viewing the document register, 4 file format columns are displayed (the default settings
are DWG, PLT, TIFF and OTHER.). Each file format column has one or more file types (defined
by document file extension) associated with it.
As documents are uploaded to TeamBinder, the system auto detects the file type extensions of
the included view files and in the master document register, shows an icon in the appropriate
file format column to show of the existence of this file format. Document view files uploaded of a
file type not linked to any defined file format, are simply included under OTHER.
Projects that are using for example DGN (MircroStation) drawings for design purposes and PDF
versions for release to subcontractors can modify the default file formats that are displayed in
the document register if required. Note that this can only be done at the start of a new project
and before any documents are uploaded to the system.

To modify the primary file format settings
2. Select the Format Codes option from the File listing.
The default 4 options (and 4 is the maximum) are listed.
3. Click on any of the current formats and edit the details as required:
 Modify the Caption and Sequence (controls the column position from left to right) as
required.
 Use the Add/Remove buttons to associate the required file formats with the caption.
Notes:
(a) Configuration of file formats must be done prior to the upload of any controlled documents
on a project.
(b) File formats can only be configured by the Project Administrator.
(c) If a document is uploaded and it does not have a file format as defined in the format codes it
will be applied to the fixed file format of OTHER.
(d) The Format Code of OTHER cannot be removed.
4.1.09 Rules for who can upload Documents

TeamBinder controls who can upload documents to the system by a flexible system of
Document Rules. Upload Rules are defined in terms of key document attributes and companies
are allocated to one or more rule sets meaning that they can only upload documents that
conform to the rules of the rule set they have been assigned to.
To Define Document Upload Rules
1. Click on the Admin button in the top menu area and at the Admin screen select Manage
Document Rules.
2. At the Manage Document Rules select the Rule Type as Upload.
3. Click the New button to add a new Upload Rule for the upload of Documents.
4. Enter a Title for the Upload Rule (e.g. “Upload of Electrical and Fire Drawings”).
The rules for who can upload documents for this Upload Group are controlled using any of
four key document attributes which are: Status; Discipline; Category; and/or Type. So for
example to define that that companies assigned to this group can only upload documents
where the Discipline is either Electrical or Fire and the Document Type = Drawing, you
would tick the Electrical and Fire Disciplines and Drawing Type. For Category and Status
these would remain ticked as All so can be any value.
Then when uploading documents, unless the Discipline is either Electrical or Fire and the
Type is Drawing, the company will not be able to proceed.
5. At the Details tab, tick the attribute boxes as required to define the required attributes for
this Upload Rule.
Tip: For existing customers using TeamBinder who have been used to controlling the
upload of Documents by Discipline alone, their settings will be Status = All, Category = All,
Type = All and then for each Discipline they will have defined a separate Upload Rule
Group each with one of the Disciplines ticked.
6. Click on the Companies tab.

7. Assign the required companies to the Upload Rule by moving them from the left hand pane
to the right hand pane.
8. Click the Close button when done and Save when prompted.
Notes:
(a) In addition to belonging to a company assigned to one or more Upload Rules, users who
need to upload documents must be assigned Full Access to the Document Register [see
Section 4.1.11].
(b) While more than one company can be authorised to upload documents belonging to an
Upload Rule set, once a document has been uploaded, generally only the company who
uploaded it can upload future revisions. [See also Transfer Document Ownership - Section
4.3.06].
(c) Other companies can be enabled to upload revisions of documents for which they are not
the original uploading company by ticking the Allow uploading of documents on behalf of
other companies in Companies details screen [see Section 11.2.02].
4.1.10 Distribution Rules

TeamBinder can automate the distribution of documents uploaded to the system via rule based
Distribution Rules which control:
 The default distribution (via notifications) for unrestrained documents.

 The Format(s) of the documents each person on the distribution can download.
A user included in a Distribution Rule set will automatically be notified when documents meeting
the rule based criteria of the group are released in TeamBinder.
Distribution Rules are defined on a per Discipline basis.
Note however that Distribution Rules are not the only way of controlling the distribution of
documents being released in TeamBinder. They are only one of a number of methods and are
primarily used to manage the distribution of documents between consultants during the design
phase of a project and for internal distributions.
Other ways of managing the distribution and access to documents include:
 Subscriptions [see Section 4.2.05].

 Transmittals [see Chapter 5].
 Packages [see Chapter 7].
To Define Document Distribution Rules
Document Rules.
2. At the Manage Document Rules window select the Rule Type as Distribution.
3. Click the New button to add a new Rule for the Distribution of Documents.
4. Enter a Title for the Distribution Rule (e.g. “Distribution of Electrical and Fire Drawings”).
5. At the Details tab, select the Discipline this Distribution Rule is to be defined for.
6. Now click on the Distribution tab.
7. Select the first company to add users from.

8. Now select the users within the selected company to be added to this Distribution Rule.
9. Repeat steps 7 and 8 for other companies and users.
10. Against each selected User, tick the file formats they should get access to. Note that the
choices available are as defined via the File Formats configuration table [see Section
4.1.08].
Edit the Access From date if required. This is the date of document upload/creation, after
which this user should be able to download documents of this format. (e.g. If 1/12/2001 is
entered, the user will be able to download all documents related to this Distribution Rule
uploaded/created after 1/12/2001).
The Notify box if enabled [see Project Settings – Documents 11.1.03] can be used to stop
the sending of notifications to the user for documents related to the discipline (by un-ticking
the box) despite the setting for such notifications being ticked in their User Preferences.
Notes:
(a) The Distribution Rules can be managed via the Project Administrator (for all users), and the
Company Administrator for users in their company and for Distribution Rules they
themselves have access to.
(b) The Distribution Rules a user belongs to can also be reviewed/maintained via the
Distribution Matrix tab of the Contact Details screen.
(c) For customers who would prefer that all documents are distributed via Transmittal, the
option to use distribution rules can be removed from the system completely. Contact QA
Software for more information.
(d) See also Document Access – [Section 4.2.04].
4.1.11 Security Issues
There are three types of security in regards to the use of the Document Module in TeamBinder.
These are:
 User Access to the module.

 Document Access.
 Authority to upload documents.
User Access
This is the means by which access to the Document Register is controlled for TeamBinder
Users.
User Access.
2. Select the Security Group the user belongs to in the upper half of the screen.
3. In the lower half of the screen click on the Users tab.
4. Locate the required User (use the Company drop down list to help selection if necessary).
5. Choose from the following options under the Document column:
 None: Access to the Document Register is denied to the user.
 View: The User can view the Document Register but cannot upload or edit document
details regardless of any other document access settings or upload rules defined.

 Full: The user has full access to the Document Register but can only view and
download documents for which they have specific document Access [see Section
4.2.04] and can only upload documents for which their company is in an upload rule
group [see Section 4.1.09].
Notes:
(a) User Access can only be set/modified by the Project Administrator (for anyone) or by a
Company Administrator (for users within their company).
(b) With View or Full Access, it is possible to limit the documents displayed in the register to
only the Documents that the logged in user has access to. This is done via the Address
Book and Companies settings [see Section 11.2.02].
Document Access
Regardless of a user’s access level to the Document Register, access to individual documents
is controlled at a document level (and even down to a format level for each document) [see
Section 4.2.04].
Authority to Upload Documents
Whether or not a company has permission to upload documents to TeamBinder is managed via
Rules for who can upload Documents [see Section 4.1.09].

User preferences in regard to the Documents module of TeamBinder are limited to switching on
or off the receipt of all, or specific notifications of Document related events.
To edit your notification settings for documents
1. Click the Settings button at the top menu and select User Preferences.
2. Click the Notifications tab
3. Tick or Un-tick the box against Documents to switch on or off all document related notifications.
4. To switch on or off specific notifications, click the expand icon ( ) left of the Document
module and tick or un-tick the box against each of the specific notifications.
5. The full list of document notification types is as follows:
Upload of Documents
Notification of un-successful upload of Documents to TeamBinder
Notification of Un-Restrained Document(s) Release
Verification of successful upload of Documents to TeamBinder
Workflow
Notification of Auto Responder for Document Review
Notification of Automatic Review of Restrained Document(s) issued for Review
Notification of Automatically Reviewed Documents Release
Notification of Completed Review Process
Notification of delay in document(s) release process
Notification of delay in document(s) review process
Notification of Rejection of uploaded Document(s)
Notification of Release of uploaded Document(s)
Notification of Restrained Document(s) Issue
Notification of Restrained Document(s) issue (for Discipline Matrix)
Notification of Restrained Document(s) issue for Release
Notification of Restrained Document(s) issued for Review
Notification of Reviewed Documents Release
Summary of delay in document review process

General
Notification of Approval Subscription Request
Notification of Document Comments
Notification of Document(s) Deletion
Notification of Granted Document Access
Notification of Rejection of Subscription Request(s)
Notification of request for Document Access
Notification of View File replacement
4.1.13 Document # Masks

If a fixed document numbering format is to be used on a project, it is possible to define this
format within TeamBinder to ensure the format is adhered to for all documents uploaded to the
project. Multiple fixed formats masks are also supported.
To define Document # Masks
1. From within the Document Register, select Document Masks from the More button drop
down list.
2. Enter the required document number mask by clicking on the Document Mask buttons.
The mask can consist of any combination of the following:
N = Alpha or Numeric characters (0-9, A-Z)

A = Alpha characters only (A-Z)
# = Numeric characters only (0-9)
X = Any Alpha or Numeric characters
- = Use the hyphen as a separator where required.
3. Click the Add button.
4. Click OK.
Notes:
(a) Document # Masks can only be defined by the Project Administrator and Additional Project
Administrators.
(b) It is possible to use Document # Masks to control the length of document numbers. Tick the
box labelled Document Number length should be the same as the document mask.
(c) It is possible to define fixed characters as part of the document number (for example to
have the project number as the first 4 characters of all documents) using the Other button.
(d) It is possible to have a series of alternative masks in use on a project. Documents uploaded
must conform to one of the masks in use.
(e) Use the arrow buttons on the right of the screen to move a Document mask up or down, this
determines the order of preference of the document masks.
(f) Click the Remove button to remove a mask from the system.
(g) When users are entering new documents into to the system, they will see the document
mask icon in the document entry screen. Click on this icon to see the document mask(s) in
use on the project.

4.1.14 Design Management Considerations and Standards

The TeamBinder document management module is an elegant and efficient way to manage the
document distribution and review process on projects. However it requires some coordination
between the originators of documents on the project (normally the various discipline
consultants) to ensure that some basic standards are followed.
The basic standards include:
 Document Numbering System.

 Revision Numbering System.
 Status Code Numbering System.
 Discipline Coding System.
Note that the TeamBinder validation engine will reject any documents not meeting the agreed
standards.
If QCAD is being used for Document uploads and QPRINT for printing or electronically
stamping documents, the standards also include:
 Standard AutoCAD attribute block for use in DWG files.

 Standard HPGL2 compatible plotter driver for use in DWG and PLT files.
 Standard paper size for use with DWG files.
 Standard plot orientation for use with DWG and PLT files.
For more information on these standards, contact QA Software.
4.1.15 Customizing the Document Register

It is possible for users to customize the layout of columns in the Document Register in
TeamBinder.
1. From within the Document Register, select Customize from the More button drop down
list.
The available columns (Field names) are listed.
2. To change the settings for any field name double click on it to get to the Edit Column
settings window.
The options for each column are:
Alternative field name: The text to be displayed in the column heading.

Visible: This controls whether the column is displayed or not.
Column No: This controls the position from left to right of the column.
Column Width: Defined in Pixels
3. Click Save when done and OK when prompted.
Notes:
a) Not all columns can have alternative names.

4.2 Document Register

4.2.01 Overview
The Document Register in TeamBinder stores all project documents that have been uploaded
by companies on the project. It is a single register accessible by all project users (subject to
security access [see Section 4.2.04].
All documents in the register are listed (unless your company has been restricted to only
viewing documents uploaded by their company and/or to which users have access [see Section
11.2.02]).
The controls over which users can upload, view, comment on and download documents are
managed on a per document basis.
From within the document register, subject to security and access, it is possible to:
 View the details of the current revision of a document.

 View the details of all previous revisions of a document.
 View an image of the document online – [see Section 4.2.07]
 View who has access to a document [see Section 4.2.04].
 View who a document has been transmitted to.
 View only superseded revisions of documents
 Register a new document [see Section 4.3.02].
 Revise a document [see Section 4.3.03].
 Compare Document Revisions [see Section 4.2.10].
 Link Documents to other Documents or Mail [see Section 4.2.11]
 Activate a Workflow [see Section 6.2.03].
 Review a document as part of a workflow [see Section 6.2.06].
 Release a document at the end of a workflow [see Section 6.2.07].
 Download a document [see Section 4.4.02].
 Download a batch of documents [see Section 4.4.03].
 Make comments on a document [see Section 4.2.09].
 Redline a document - [see Section 4.2.08].
 Subscribe to a document to which you don’t have access [see Section 4.2.05].
 Check In/Check Out a document [see Section 4.4.04].
 Transfer Document Ownership [see Section 4.3.06].
 Replace the View Files for a Document [see Section 4.3.07].
 Change the access to a Document [see Section 11.4.07].
 Delete a Document [see Section 4.2.12].
 Transfer Documents between projects [see Section 4.2.13]
 Generate a document hyperlink [see Section 4.2.14]
To access the document register
1. Select Documents from the left hand menu.
The Document Register is then displayed.
Notes:
(a) See also Finding Documents [see Section 4.2.02].
(b) There is only ever one copy of each format of each document stored in TeamBinder unless
having multiple view files of the same format is enabled at project level. This is activated by
QA Software by request.
(c) To select documents in the register, simply tick the select boxes in the left hand column of
the register. Use the View Selected option below the register to view only selected
documents.

4.2.02 Finding Documents

There are two basic ways for finding documents in the document register.
Firstly there is a simple Search box above the register. Enter a string of text in the search box
and click the Go button. The register will display only documents that have the string of text
somewhere in their metadata (e.g. in the Document Number or Title of the Document).
Secondly there is an Advanced Document search option which is accessed using the
Advanced button above the Document Register.
The Advanced Document Search serves dual purposes: Firstly to select the documents that you
will view in the register; and secondly to act as a search engine to find specific documents.
There are a number of options at the Advanced Document Search screen which are explained
below:
Register View: Select from the following options:
 Latest Unrestrained.
This means the latest revision of released (after going through a
review workflow) or unrestrained (not requiring review)
documents.
 Latest.
This means the latest revision of documents regardless of
whether they are currently restrained (going through a workflow),
unrestrained, or released.
 All superseded revisions
This means only superseded revisions of documents.
 All.
This means all revisions of all documents regardless of whether
they are restrained, unrestrained, or released.
And then choose between:
 Documents that I can download.

This means documents which have been released or are un-
restrained to which you have access and/or documents that are
restrained for which you are a reviewer.
 Documents that my company has uploaded.

This means only documents that the company you belong to has
uploaded.
 All.
If users within your company can only view documents to which
they have access, the All option will be restricted to only showing
these documents [see Section 11.2.02].
Status: Select a particular document Status (default is –ALL-).
Discipline: Select a particular document Discipline (default is –ALL-).
Type: Select a particular document Type (default is -ALL-).

Document No: Enter part, or all of a Document Number to search for specific
documents via their number and choose from the various
comparison options such as “Contains”, “Begins with” etc.
Title: Enter a text string to search for documents via their title.
Category: Select a particular document Category (default is -ALL-).
Sort by: Choices are Document No, Review Status, Discipline, Date
Recorded, Status, or Category. Choose between Ascending
and Descending order. Up to three sort fields can be combined
using the More button.
More Search Options: The More Search options link allows you to create your own
search conditions using most of the fields in the TeamBinder
document register, several comparison conditions and open
text fields [see Section 4.2.03].
Apply the Advanced Document Search settings as required and click Search.
Notes:
(a) If the Field name selected to search via is normally populated by values from a TeamBinder
configuration table, the data to search for field will change to a drop down list to select a
value from.
(b) Use the Set as Default box to set the current search as the default view of the Document
Register.
(c) Search conditions defined can be saved using the Save button. Enter a Title when
prompted and use the Load button to load a previously saved Advanced search.
4.2.03 More Document Search Options

When accessing the TeamBinder document register, the Advanced Document Search option
can be used to select which documents will be displayed. This Advanced Document Search
serves the dual purpose of: Selecting the document items that you will view in the register; and
acting as a search engine to find documents [see Section 4.2.02].
The Advanced Document Search window includes a More Search options link that if clicked
allows users to create their own search conditions using all the fields in the TeamBinder
document register, several comparison conditions and open text fields
Using More Search options
1. Within the Document Register, click the Advanced button.
2. Click on the More search options link in the advanced document search window.
3. A series of boxes in rows appear below. Each row of boxes includes:
 The Field Name to search via (select from the actual field names as they are listed in
the document register column headings).
 The search condition.
 The data to search for.
4. Add as many rows as required using the And or Or options to join the rows together.
5. Click Search when done.
Notes:
(a) To use only the Advanced Document Search options, click Fewer search options.

(b) The Combine with the above search criteria option can be used to combine the
selections in the Advanced Document Search with the More Search option selections.
4.2.04 Document Access

A user with “Access” to a document in TeamBinder has the ability to:
 View the document details

 View the history of the document (previous revisions)
 Download the current revision to their PC
 View online the current revision
 Make text comments about the document
 Redline the document
 Transmit the document to other parties (assuming they have the security level to generate
transmittals)
Note: Viewing online and Red-lining requires TeamView to be activated on the project. [see
Section 4.2.07].
Access to documents is granted by any of a number of methods in TeamBinder which include:
 Being the document Originator.

 Being in a Distribution Rule that a document relates to [see Section 4.1.09].
 Being the review initiator for the document [see Chapter 6]
 Being the review coordinator for the document - [see Chapter 6].
 Being a document reviewer for the Review Group the document belongs to (restrained
documents only) - [see Chapter 6].
 Successfully subscribing to a document [see Section 4.2.05].
 Being transmitted a document [see Chapter 5].
 Being awarded a tender package or issued a standard package that includes the document
[see Chapter 7].
 Being given specific access to a document by the Project Administrator [see Section
11.4.06].
 Having ownership of the document transferred to you [see Section 4.3.06].
A user with access to a document is generally automatically notified about future revisions of
the document. The exceptions to this are where access was gained by Transmittal, Package
Award, or the Project Administrator and the option to notify automatically about future revisions
was un-ticked.
To view who has access to a document
1. From within the Document register, right click the document that you wish to view access
rights for.
2. From the drop down list, select View User Access.
3. The user access screen will load.
Notes:
(a) This option is restricted to the Project Administrator.
(b) The Format columns indicate what file formats each user has access to.
(c) The Access From column indicates how that user was given access.
To view the transmittal history for a document
1. From within the Document register, right click the document that you wish to see the
transmittal history for.

2. From the drop down list, select View Transmittal History.
3. The transmittal history screen will load with Incoming and Sent Transmittals displayed in
grids one above the other.
4. Choose between Latest and All. Latest means that only the most recent transmittal to/from
each recipient will be displayed – useful if you want to see what the latest revision of the
document each recipient has been sent, or the latest revision you have received from a
recipient.
Notes:
(a) This option is restricted via the user’s security access to the Transmittal Module which can
be any of None, Personal or Company [see Section 5.1.06].
(b) To view the actual transmittal, use the hyperlink on the transmittal record.
4.2.05 Subscribing to Documents

Most users when viewing the document register can see all project documents. Access to
documents however is controlled on a per document basis [see Section 4.2.04]. If you can see
a document in the register that you do not currently have access to, you can request access by
making a subscription request.
To subscribe to a document
1. From within the Document Register locate the first document that you would like to
subscribe to and tick the box to the left of the document number to select it.
2. Repeat step 1 for additional documents.
3. Select Subscribe from the More button drop down list.
4. Click OK.
Notes:
(a) The request to subscribe to a document is passed either to the Company Administrator the
user belongs to (if the Company Administrator has access to ALL the documents and
document formats being subscribed to) or to the Project Administrator by email. The
relevant Administrator will either approve or reject the subscription request and the user
making the request will be notified by email of the outcome [see Section 11.4.05]. If the
subscription request is successful, you will be able to access the document(s) when back in
the Document Register.
(b) Only subscription requests in relation to the latest revision of documents (if approved) will
be automatically notified about future revisions.
(c) Only users belonging to companies for which the setting Show entire document list is
selected are able to see documents listed in the register to which they do not have access.
4.2.06 Document Details

TeamBinder stores metadata (details) about all documents uploaded to the system. To see the
details of a document you have access to, simply locate it in the document register and double
click on it to load the details screen.
The standard fields at the Document Details screen are:
Field Description
Document No. This is shown in the Title band of the screen.
Rev* Revision [see Section 4.1.03].

Field Description
Status* Status [see Section 4.1.04].
Title* The Title of the document.
Discipline* The Discipline the document belongs to [see Section 4.1.05].

Category The Category the document belongs to [see Section 4.1.06].
Type The Type of document [see Section 4.1.07].
From User The user (and their company) that uploaded the document.
Date Recorded The date the document was uploaded.
Date Released The date the document was released. For un-restrained
documents this is normally the same as the Date Recorded.
For restrained documents the date released depends on the
completion of the workflow [see Chapter 6].
Revision Notes Any revision notes associated with the document.
Remarks Any remarks associated with the document by the up-loading

person.
Reason The reason for the uploaded as described by the up-loading
person.
View Files A list of files associated with the document.
* Means the field is mandatory.

Fields in Italics are maintained by the system
Notes:
(a) From within the Document Details screen it is possible to Download the document [see
Section 4.4.02].
(b) From within the Document Details it is possible to revise the document if you are the
originator [see Section 4.3.03].
(c) Use the More button drop down list and select Change Document Details to change data
without revising the document. This can only be completed by the Project/Additional
Administrators and the Originator of the document.
(d) In addition to the default mandatory fields, additional fields can be made mandatory if
required [see Section 11.4.09].
(e) It is possible to have additional custom fields added to the Document Details screen if
required. Contact QA Software for more on this.
(f) If a company is allowed to upload documents on behalf of another company [see Section
11.2.02], two further fields appear at the Document Details screen:
Sender Company The company that sent the document to the uploading
company
Sender The person that sent the document to the uploading

company
4.2.07 Viewing Documents

Documents you have access to can be either Viewed or Downloaded from the Document
Register. Downloading a document means you are downloading a copy of the document to your
PC [see Section 4.4.02]. Viewing a Document means that you are viewing a rendered up image
of the document via your browser on-line.
Viewing is available only on Projects where TeamView has been activated. TeamView is a web
based viewing application developed by QA Software for use in conjunction with TeamBinder
for viewing and markups of drawings.

To view a document
1. From within the Document Register, locate the document that you wish to view.
To the left of the Document Number column is the View column. If a format of the document
is available for viewing an icon will be shown in this column.
2. Click the View icon.
3. The Document image will be displayed in a new browser window, rendered up by the
TeamBinder viewer.
4. The icons on the horizontal toolbar have the following meanings:
Icon Purpose
Print: Used to print a copy of the document/drawing.

Options include: the page or portions of the page to
print; the print scale; margins and number of copies;
application of watermarks and headers/footers, and
the selection of a pen table if available.
Vector Control: Active only for Vector format

Documents
Rotation: Used to rotate the image by 0, 90, 180 or

270 degrees.
Zoom window: Click and then drag a window on the

image to zoom into.
Zoom options: Zoom 1:1 (zoom to scale); Zoom All
(show complete image on screen); Zoom Width
(show full width), Zoom Height (show full height).
Increase Zoom: Click to increase the zoom.
Decrease Zoom: Click to decrease the zoom.
Pan Hand: Click and drag in the direction required to

move around a large drawing.
Birds Eye View: Click to load a birds eye view

window. As you zoom in and move around a drawing
the birds eye view will enable you to keep track of
where you are. It is also possible to navigate the
drawing by using the small red line outline within the
Birds Eye view.
Measure: Using the down arrow to measure a
straight line distance on the drawing (and set this as
the default calibration for further measurements).
Click the ruler to define an area by clicking on a start
point, drag to the next point, click and drag to further
points and then right click to get the measurement
statistics which include: Angles, distances of each
straight line and the area.
Page Down: Enabled on a multi page document to
move between pages.
Page Up: Enabled on a multi page document to

move between pages.

Icon Purpose
Select the Page to View
5. Use the three options at the top of the screen to switch between:
 Viewer Full Screen – The viewer is displayed full screen (default).
 Comments Full Screen – By clicking this option you will load the comments screen and
will enable you to make text based comments [see Section 4.2.09].
 Viewer and Comments – By clicking this option both the viewer and comments screen
will be displayed. The comments screen will be in the lower half of the screen and the
viewing tool at the top.
Notes:
(a) It is possible to redline (mark up) the document from within the viewer [see Section 4.2.08].
(b) The first time you view a document, TeamBinder must download some scripts to your PC
related to the viewing technology. This can take several minutes.
(c) Right click anywhere on a document/drawing for quick access to:
Zoom window
Zoom In
Zoom Out
Zoom All
Zoom 1:1
Pan
Copy to Clipboard (requires you to be zoomed in on an area)
Measure
Print
4.2.08 Redlining Documents

Documents you have access to can be Red-lined (marked up) using TeamBinder’s integrated
viewing technology TeamView.
To red-line a document
1. From within the Document Register, locate the document that you wish to red-line.
To the left of the Document Number column is the View column. If a format of the document
is available for viewing an icon will be shown in this column.
2. Click the View icon.
3. The Document image will be displayed in a new browser window, rendered up by the
TeamBinder viewer.
4. Use the Red-lining toolbar to mark up the document. The icons on the vertical toolbar have
the following meanings:
Icon Purpose
Enable/Disable Redline Toolbar buttons
Save or Refresh Markups

Icon Purpose
Markup Settings: These include the user signature

(defaults to the logged in User company Id and user Id
(recommend you do not change this); Mark-up Layer and
default font for and colour of mark-ups.
Markup Layer control: Used to toggle on and off markups

either by User or Layer.
Marker: Use this option to set the markups to transparent

mode. Then if you draw a filled rectangle for example you
can see what is behind it.
Undo: Undo last action
Edit: Used to select and edit a markup. Click this button and
then click on the markup. The markup then appears with
handles at each corner. Use the R handle to rotate the
markup. Use the Z handle to Zoom the markup. Double click
to edit the text.
Link: This is not applicable to TeamView within

TeamBinder.
Text: Click this button and then click on the

document/drawing at the point you want to enter the text in
relation to. A text window will appear. Type the required
comment. The options for how the text is displayed include
using an arrow to point to the item, putting a bubble or frame
around the text, and the font required. Click OK and drag the
text to the required position.
Note: Click the button and then click on the drawing or
document where the note is to be added. A text window
appears. Enter the note and click OK. The note is displayed
on the drawing as a note icon.
Rubber: Click the button and then drag over the area to be
rubbed out. This includes parts of the drawing (the original
drawing is unaffected) and markups.
Lines: Used to draw lines. Use the drop down list to
configure the line style. Choose between: Freehand pen,
Lines, Curves and Measurement Area. For all these options,
click the start point and drag. Then click and drag to the next
point. When done, right click.
It is also possible for Lines and Measurement Area to select

whether the area drawn is hatched, filled, opened or closed.
Shape: Used to draw a shape: Use the drop down list to
select between: Rectangle; Rounded rectangle; Oval; and
Bubble options. It is also possible to control whether the
shape will be Outlined, Filled or Edged.
Arrow: Used to draw straight line arrows. Use the drop list
to configure the arrow style. Choose between: Arrow or
Dimension (draws a line with the dimension shown between
the two end points); Singe; Single Filled; Double; and
Double Filled. Filled refers to the arrow heads.
Markup line thickness

Don’t forget to use the save icon to save any markups you make.
Notes:
(a) In addition to red-lining it is possible to make text comments in relation to the document [see
Section 4.2.09].
(b) To see any red-lines/mark-ups made by other users use the Layers control at the left hand
side of the screen.
(c) The Default colour used when redlining documents can be defined for the user via User
Preferences – General [see Section 3.2.02].
4.2.09 Commenting on Documents

If you have access to a document it is possible to make text comments about the document
from within the document register. Comments can be either added from within the document
details window (see steps 1 to 8 below) or from within the Viewer (see Note (d) below).
To comment on a document
1. From within the Document Register, locate the document that you wish to comment on.
2. Double click on the document to open the details screen.
3. Select Document Comments from the More button drop down list.
4. Click the New button to add a new comment or click the Duplicate button to create a new
comment based on an existing comment.
5. At the Add Comment window type the comment as necessary.
6. Select a Category for the comment and if the comment is being made on behalf of
someone else, select the 3rd party details.
To upload an external file to attach to your comments (Optional but ideal if you have
sketched comments as well as text based comments):
7. Click the Attach Files button, locate the file to upload, and click Open.
8. Click the Close button and Save when prompted.
9. To close the Viewer/Comments window use the X in the top right hand corner of the screen,
Notes:
(a) Documents in the document register that have existing comments against them are
displayed with a comment icon to the left of them.
(b) It is possible to have your comments emailed automatically to any or all of the following:
 The Document Originator

 The Review Coordinator
 Everyone who has access to the document (see document Access)
Tick the relevant boxes to send your comments as required.
(c) It is possible to quickly apply the same comments against multiple documents you have
access to (batch commenting). Simply select the documents first by ticking the select boxes
against them in the Document Register and then select Batch Comment from the More
button drop down list and proceed as per steps 4-8 above. The comments you make will be
applied to all the selected documents.
(d) Making comments by the above method is not a substitute for making comments as part of
the formal document review process [see Chapter 6].

(e) To download the attachments related to one or more comments, use the Download
Attachments option available via the More button within the comments register.
(f) The ability to comment on un-restrained documents can be disabled for the project by un
ticking the Project Settings → Document Settings option Enable redlining and comments
on unrestrained documents.
(g) It is possible to respond to other users comments using the Add Response link in the
Comments column. If clicked proceed to add your response as per steps 4-8 above. Your
response will be added as a new comment indented beneath the comment you are
responded to.
(h) It is also possible to access/read/make comments about documents from within the
TeamBinder viewer [see Section 4.2.07]. This can be useful as you can both see an image
of the document and the comments text box at the same time.
Choose either:
 Comments Full Screen – The comments window will load full screen OR
 Viewer and Comments – To see both the viewer and comments.
Entry of comments and uploading of attachments is as per steps 4 – 8 above.
(i) Comments can normally only be closed out by any of: the originator of the comment; the
Review Coordinator; or the Project Administrator. However it is possible to enable
comments to be closed out by any user with access to the comments. This is activated by
the Project Administrator via Project Settings → Documents → Allow closing out of
document comments made by other users.
(j) Custom fields can be added to the comment window if required. Contact QA Software for
more details in regard to this facility.
(k) It is possible to customise the columns displayed within the comments register by using the
Customise option available from the More button list of options.
4.2.10 Comparing Documents

TeamView can be used to compare Documents you have access to. This means the two
documents are overlayed on each other to enable a side by side comparison. For Vector files
(such as .DWG) an intelligent overlay occurs so that differences are automatically highlighted.
For non Vector files the content is not compared, just overlayed.
To compare two different documents:
1. From within the Document Register, select the two documents to compare.
2. Select Compare from the More button drop down list.
The two documents will then appear overlayed within TeamView.
To compare two revisions of the same document:
1. From within the Document Register, select the document (any revision)
2. Select Compare from the More button drop down list.
3. Select the revisions of the document to compare when prompted and click the Compare
button.
4. Alternatively select each of the revisions of the document to compare from within the
Document Register and then select Compare from the More button drop down list.
Notes:
(a) For large files the comparison can take some time to prepare.

4.2.11 Linking Documents

It is possible to create links or a thread between two or more documents (and/or mail items)
from within the Document module.
1. Open the details screen for the document that the links are to be created from.
2. Then from the More button options select either Link Mail or Link Documents as required.
3. Select the items to be linked. If linking to mail choose between the Sent Items and Inbox.
Linked Items are then displayed at the bottom of the Document Details window.
Tip: Add the “Links” column to the Document Register View to easily identify documents with
links. This is done using the Customise option available via the More button within the
Document Register.
4.2.12 Deleting Documents

Documents once uploaded to TeamBinder can only be deleted by the Project Administrator. A
record of all documents deleted from the system is stored together with the View files, in the
TeamBinder Database. However, only QA Software can restore the view files of documents that
have been deleted.
To delete a document
1. From within the Document Register, select one or more documents to be deleted by ticking
the select box next to them.
2. Select Delete from the More button drop down list.
3. Enter a reason for the deletion in the Reason column against the document which is to be
deleted. You cannot delete a document without entering a reason.
4. If this reason is the same for the other documents that are being deleted at the same time,
tick the box labeled Apply same reason to selected documents. This will copy the reason
for deletion to all other documents being deleted at the same time. Otherwise enter the
Reasons against each document one by one.
5. Click OK and click Yes to confirm the deletion.
Notes:
(a) If all users with access to the document(s) being deleted should be notified of the deletion,
tick the box for this purpose after step 4 above. The default setting for this option can be
controlled via the Project Settings → Document Settings option Notify users bout
document deletion by default.
(b) The View History link can be used to see if the Document has been transmitted to anyone or
included within any Packages.
4.2.13 Transferring Documents between projects

While it is possible to transfer documents between TeamBinder projects by downloading them
from one project and uploading them to another, a simpler method is provided by enabling a
TeamBinder transmittal from one project to be processed as an incoming transmittal in another
project via the Un-Registered mail module.
To use this option follow the steps in the example below:

Assume you are involved in 2 projects, Project A and Project B. You want to transfer a number
of documents from project A to project B.
1. Setup a User (say User X) in project A and set their email address as the project Email-In
address for Project B.
2. Now in Project A generate a Transmittal to User X containing the documents to be
transferred.
3. Then switch to Project B and the transmittal will be listed in the Un-registered mail module.
4. Select the entry and choose the new option Process Transmittal as Documents.
5. The system will validate the contents of the transmittal and launch the Bulk Upload Wizard
with the details pre-populated using a combination of the transmittal details and a lookup of
the relevant metadata for each document from Project A.
6. The user completes the Bulk Upload Wizard process as normal.
Notes:
a) The transmittal being received needs to originate from TeamBinder and be of the type
“Latest Documents” or “Latest Revised Documents”.
b) For a history of documents processed into a project using this method, see Standard Report
– 100 - Transferred Documents Report found under the Documents Report Group.
4.2.14 Generating a Document Hyperlink

One way of making it easy for another user of TeamBinder to very quickly access a document
you would like them to view/comment on is for you to send them a hyperlink to the document
which when clicked will take the user directly to the document. This saves them loading the
document register and locating the document manually.
To generate a document hyperlink
1. Locate the Document within the Document Register.

2. Select Generate Document Hyperlink from the More button options.
3. At the generate document hyperlink window, click the Copy to Clipboard option.
4. Click the Close button.
5. Finally paste the hyperlink into an email and send to user by email from outside of
TeamBinder.
Notes:
(a) The user using the hyperlink must already have access to the document.
(b) The user using the link will be prompted for their login details if they do not already have an
open session of TeamBinder.
4.3 Uploading and Distributing Documents

4.3.01 Overview
The process of issuing documents via TeamBinder involves:
1. Uploading the documents to the system.
2. The system first validates the uploaded documents and then posts them to the Document
Register [see Section 4.3.04].
3. The documents are then automatically distributed as follows:
 If the documents are new and unrestrained, they are released automatically to users in
related Distribution Rules [see Section 4.3.05].

 If the documents are revisions to existing documents and still unrestrained, they are
released to both users in related Distribution Rules and users who have access to the
previous revision and are flagged to be notified about new revisions.
 If the documents are restrained, only the review initiator is notified [see Chapter 6].
 The review initiator then activates the workflow as required.
 Once the review workflow is completed the documents are either released or rejected.
4. Once uploaded and released, the documents can also be transmitted to other parties (who
have not been notified already by one of the methods above) or included as part of a tender
package.
There are six alternative methods of uploading documents to TeamBinder:
 Single document upload from within TeamBinder [see Section 4.3.02].

 Bulk document upload from within TeamBinder [see Section 4.3.08].
 Using QA Software’s XL-Upload utility for bulk uploads [see Section 4.3.09].
 Using QA Software’s QCAD system for AutoCAD [see Section 4.3.10].
 Using QA Software’s QDMS Document Management System [see Section 4.3.11].
 Using Unregistered Mail [see Section 3.6.04].
4.3.02 Single New Document Upload

A single new document can be uploaded to TeamBinder directly from within the document
register.
To upload a new document
1. Select Documents from the left menu.
2. At the Document Register, click the New button.
3. Enter the following details about the document:
Field Description
Document No* This is the number of the Document.
Title* The document Title.
Rev* The document Revision [see Section 4.1.03].
Status* The document Status [see Section 4.1.04].
Discipline* The Discipline the document belongs to [see Section 4.1.05].
Category The Category the document belongs to [see Section 4.1.06].
Type The Type of document [see Section 4.1.07].
Sending Company This field only appears if your company has the ability to upload
documents on behalf of other companies [see Section 11.2.02]. If
this is the case, select the company that has sent the documents
from the list.
Sender This is the person who sent you the documents from within the
Sending company above.
Revision Notes Any revision notes associated with the document.

Field Description
Remarks Any remarks associated with the document by the up-loading

person.
Reason The reason for the upload as described by the up-loading person.
* Mandatory fields
4. Now upload a document file (View file) by clicking the Attach Files button.
5. Select one or more views files (if you have more than one file format) from your local hard
drive or server and click Open.
Uploading of the selected files begins immediately.
6. Click the Close button and Yes when prompted to Save.
The uploaded document is distributed automatically [see Section 4.3.05]. In addition to the
automatic distribution, if the document is unrestrained [see Sections 4.1.04 and 6.1.04] it can be
issued by Transmittal to other parties who are not in a Distribution Rule set [see Chapter 5].
Notes:
(a) If the document you are uploading has similar attributes to an existing document, first select
the existing document using the select box next to it and then click the Duplicate button
rather than the New button at Step 2 above. The new document details window will load
with most of the metadata populated based on the document selected.
(b) TeamBinder captures automatically the Person and Company uploading the document plus
the date of upload.
(c) It is possible to upload additional view file formats to an existing document of a particular
revision at any time but this can only be done by the originator of the document.
(d) An Administrator can replace or remove a view file format that has been uploaded by
mistake using the Replace/Remove View File Wizard [see Section 4.3.07].
(e) To revise a single document [see Section 4.3.03].
(f) Use the Link Documents and/or Link Mail options via the More button to link the document
being uploaded to other documents or mail items [see Section 4.2.11].
(g) To upload more than one document at a time see:
 Bulk Upload Wizard [Section 4.3.08].

 XL-Upload [Section 4.3.09].
(h) If an Unrestrained document is uploaded and there is no related Distribution Rule the
Project Administrator can be auto notified if this option is activated via Project Settings -
Documents [see Section 11.1.03].
(i) If a Restrained document is uploaded and there is no Review Group defined then the
Review Initiator is notified with a CC to the Project Administrator.
(j) To get a history of who has downloaded documents your company has uploaded, run the
View Files - Download History Report [see Section 4.5.02].

4.3.03 Single Revised Document Upload

A revision to a single document can be processed directly from within the document details
screen at the document register. Generally only the originator or another user from the
originators company can upload a revision to an existing document [See also Transfer
Document Ownership – Section 4.3.06] although it is possible to authorise other companies to
upload revisions to documents for which they are not the Originator via the Company details
screen [see Section 11.2.02].
To upload a revised document
2. At the Document Register, double click on the Document to revise to open the details
screen.
Note: Use the Advanced Document Search if required to locate the document.
3. Select the new Revision from the drop down list.
4. Upload the revised document view file by clicking the Attach Files button.
5. Select one or more format of the new revision of the view file from your local hard drive or
server and click Open.
Uploading of the selected files begins immediately.
6. Click the Close button and Yes when prompted to Save.
The revised document is distributed automatically to users and contacts who already have
access to the previous revision. (See also Note (b)).
Notes:
(a) To upload more than one revised document at a time see:
 Bulk Upload Wizard [Section 4.3.08].

 XL-Upload [Section 4.3.09].
(b) Users who were either Transmitted or Awarded a Package to gain access to the previous
revision will not be automatically notified about the new revision if the option to notify the
user about future revisions was set to no.
(c) Users who have joined the project after the previous revision was uploaded will
automatically be notified about the new revision if they are on a related Distribution Rule.
4.3.04 Validation of Document Uploads

Once a document is uploaded to TeamBinder, the details about the document are validated
automatically by the system before the documents are posted to the document register. The
business rules that the uploaded document must satisfy before it is accepted are:
For new documents:
 Document must have a valid Document Number.

 Document must have a Title.
 Document must have a valid Revision number.
 Document must have a valid Status.
 Document must have a valid Discipline.
 Document must have a valid Category.

 The uploading company must be authorised to upload documents via an Upload Rule [see
Section 4.1.09]
 The uploading user must have Full access to the document register [see Section 4.1.11]
For revisions of existing documents:
 All the rules for New Documents plus:
 The Title of the revised document must not have been changed from the previous revision.
(The exception to this rule is if a ** is added to the end of the title of the revised document
which indicates that a conscious decision to change the document title has been made).
 The Revision of the revised document must be greater than the revision of the existing
document (as defined by the sequence) – [see Section 4.1.03].
4.3.05 Distribution of Documents

Documents uploaded to TeamBinder that pass validation are posted to the Document Register.
An automatic distribution of the documents then takes place based on one of the following
scenarios:
Distribution of Unrestrained New Documents:
If the documents are New and Unrestrained (a document is defined as Unrestrained unless
defined as requiring review [see Section 6.1.04]) they are Released automatically to users in
related Distribution Rules. Each user will receive an email notification about the document(s)
and can download the documents direct from the email notification or by logging into
TeamBinder. These users now have ongoing Access to the documents.
When logged into the document register, documents to which a user has access but has not
downloaded, are shown in blue.
Note that once a document has been released it can also be transmitted by companies with
access to it to other companies or users [see Chapter 5].
Distribution of Unrestrained Document Revisions:
If the documents are Revised and Unrestrained, they are Released automatically to both:
 Users who have access to the previous revision unless:
- Access to future revisions has been deliberately denied when transmitting the
document to the user.
- Access to future revisions of documents received via transmittal has been removed
via Manage Document Access [see Section 11.4.07].
- Access to all revisions of the document has been removed via either a related
Distribution Rule or via Assign Document Access [see Section 11.4.06].
 Users in a related Distribution Rule set who do not already have access to the previous
revision.
Each user will receive an email notification about the document(s) and can download the
documents direct from the email notification or by logging into TeamBinder.
Distribution of Restrained Documents (new and revised):
If the documents are Restrained (a document is defined as Restrained via the Review Y/N
Rules [see Section 6.1.04]) they must first pass through a workflow before they are either
Released or Rejected.

Such documents are listed in the document register with a Review Status of Awaiting
Review/Release and can be accessed only by users involved in the review workflow for them
until the workflow is completed.
If the documents are released after the workflow, they are then automatically distributed as per
Un-restrained documents above.
Notes:
(a) The Automated Distribution process in TeamBinder reduces dramatically the requirement
for a document controller to distribute all documents by transmittal, especially during the
design phase of a project.
(b) The Automated Distribution process is complimented by two types of manual distribution
where it is required to issue specific documents to specific parties. See Transmittals
[Chapter 5] and Packages [Chapter 7].
(c) It is possible to have a copy of every document uploaded to TeamBinder automatically

printed on site and even stamped with a Received time and date (burnt into the document
image). Contact QA Software for information on QPRINT if this is of interest – charges
apply).
(d) The diagram below gives a simplified representation of the automated distribution process:
4.3.06 Transfer Document Ownership

When a user uploads a document to TeamBinder, the company the user belongs to is
considered as the Originating company for the document and revisions to the document can
generally only be made by users belonging to the same Originating company unless other
companies have been specifically authorised to upload revisions even if they are not the
Originating company via the Company Details screen [see Section 11.2.02].
There are instances where it is necessary to transfer ownership of a document to enable a

different company to upload ongoing revisions to the document. A typical example is when a
TeamBinder project is handed over to customer on completion.

To transfer document ownership
1. From within the Document Register, select one or more documents for which you want to
transfer the ownership.
2. Select Transfer Document Ownership from the More button drop down list.
3. Select the company and contact that you wish to transfer ownership to.
Note: If you wish to transfer All revisions of the selected documents, click the tick box at the
bottom of screen.
4. Click OK.
Notes:
(a) If the company you are transferring ownership to does not have the necessary access to
upload the documents being transferred via Document Upload Rules, you will be prompted
that this is the case. You have a choice of whether to proceed or not. If you proceed with
the transfer, then after the transfer process, ensure the company is granted the required
document upload Access via Rules for who can upload Documents [see Section 4.1.09].
4.3.07 Replace/Remove View Files

If an incorrect view file is uploaded by mistake it can be replaced or removed by the Project
Administrator using the Replace/Remove View Files option. Note that the format of the
replacement view file must be the same as that of the file being replaced.
1. From within the Document Register, select one or more documents for which you want to
replace or remove the view files.
.
2. Select Replace/Remove View Files from the More button drop down list.
3. At the Replace/Remove View Files window, against each document select the action as
either Replace or Remove.
4. For documents where you select the action as Replace, select the replacement View File
using the Select button.
5. Enter any Comments (optional)
6. Click OK.
Notes:
(a) Replacement/Removal of view files can only be performed by the Project Administrator
(b) Replacement of view files is limited to Unrestrained documents; restrained documents
where the workflow has not yet been activated; restrained documents awaiting release
where the review type is Single as opposed to Serial or Parallel.
4.3.08 Bulk Upload of Documents

To upload multiple documents to TeamBinder the options are:
 Bulk Upload
 XL-Upload [see Section 4.3.09].
 QCAD [see Section 4.3.10].
 QDMS [see Section 4.3.11].

To use Bulk Upload
1. From within the Document Register click the Bulk Upload button.
By default, 2 rows of empty document attributes are displayed.
Note: If you had one or more documents selected at the register prior to clicking the Bulk
Upload button, the details of these documents will be displayed. This is useful if you are
wanting to enter similar documents or revise existing documents.
There are a number of ways of proceeding at the Bulk Upload screen depending on
whether you want to select the view files one by one or in bulk. Typically you would select
multiple view files first and the steps below are based on this method.
2. Click the Add Files in Bulk button and select the view files you want to upload and click
Open.
Note: These can be multiple documents/drawing files and/or multiple formats of the same
view file.
For each file selected a separate row of empty document attributes will be displayed and
the selected files will start uploading in the background.
3. Against the first document (first row), enter the Document details (Document No. Revision,
Status etc.) in the fields provided.
Assuming the remaining documents being uploaded have similar attributes . . . .
4. Click the select box to the left of the first row and then click the Copy Attributes button.
5. Select All (to copy all attributes) or a specific attribute to copy and then choose from the
options given on whether to copy the attributes to previous or next rows. If you chose for
example copy to next N rows you will be prompted to enter the number of rows to copy to.
6. Now edit the copied data against each row as required so the data about each document is
correct.
7. Click the Validate button to ensure the information entered meets the required business
rules defined for TeamBinder – [see Section 4.3.04].
8. Click the Save button.
The documents uploaded are now distributed automatically [see Section 4.3.05]. In addition to
the automatic distribution, if the documents are unrestrained they can be issued by Transmittal
to other parties who are not on the automatic distribution list [see Chapter 5].
Notes:
a) Rather than use Add Files in Bulk at step 2, if you want to enter all the document details first
and then select the view files to link to each document one by one, then you would use the
New Rows button to add the required number of rows (one for each document at each
format) to the screen and after entering all the document details, select each document in
turn and use the Add Files button to select a view file for each document.
b) Another alternative if for example all the view files are contained in a zip file on your PC or
Server is to use the Add Zip file button at step 2 rather than the Add Files in bulk button.
Select the required zip file and then at the Bulk Upload screen click the Save button and the
zip file will be uploaded, extracted and a separate row added to the screen for each
document file in the zip file.

‘
c) If you are uploading revised Documents, either select the existing document revisions
before entering the Bulk Upload screen, in which case you can then simply select the new
Revision value from the drop down list in the Rev column and then use the Add Files button
to upload the required view file for each revised document.
d) Alternatively for uploading revised documents, you could use the Add Files in Bulk option
to select all the revised view files first (a row for each file is added to the screen), and then
enter only the correct Document Number on each row. Once you have done that you can
use the Get Attributes button to populate the remaining fields against each document from
the values in the Document register for the existing revisions.
e) The options at the bottom of the Bulk Upload screen have the following meanings:
Hide all files: Compresses the display in the screen by hiding the rows displaying the view
file names.
Extract zip files when saving: Use when you have zipped multiple file formats for the
same document and have attached the zip file against a single entry for the document. If
not ticked the zip file will be attached as is rather than being extracted.
4.3.09 XL-UPLOAD for Document Uploads

XL-UPLOAD is QA Software’s proprietary system for uploading documents to TeamBinder from
within Microsoft Excel. XL-UPLOAD has been designed to simplify and streamline the process
of uploading large numbers of documents to the TeamBinder system.
Documents ready for issue by consultants are simply selected from within XL-UPLOAD, their
attributes entered, and the documents and attribute information “Sent” to TeamBinder.
The XL-UPLOAD application can be downloaded from the Downloads page of the TeamBinder
home page. There is no requirement for License Registration for companies uploading
documents to TeamBinder.
The instructions for uploading documents to TeamBinder using XL-UPLOAD are included in the
help file it is supplied with.
In summary, the process that takes place is:
1. The document files are selected from within XL-UPLOAD.
2. The required attributes for each document are either extracted automatically from the
drawings themselves by XL-UPLOAD or manually typed, copied and pasted to each
document within MS Excel.
3. On clicking Upload Documents, XL-UPLOAD then:
 Extracts the document attributes from the Excel spreadsheet and saves them to XML
format.
 Zips the physical files for each document and packages them with the document
attribute information.
 Sends the zipped documents and their attributes via email to the TeamBinder server
using the user’s normal email client. Each document is sent as an individual email.
4. On receipt of the documents at the TeamBinder server, the documents are unzipped and
validated [see Section 4.3.04].
5. If the documents pass validation they are posted to the document register and distributed
automatically [see Section 4.3.05]. The up-loader receives an email notification confirming
the successful upload.

6. Documents failing validation are not posted to the document register and a notification is
returned to the up-loader by email advising the reason for validation failure and the action
required before re-uploading.
Notes:
(a) The document details in XL-UPLOAD can be pre-validated before sending if required.
(b) Revisions to documents can be uploaded by simply typing the document number in XL-
UPLOAD and using the Get Data option to download the existing metadata for the
document from TeamBinder into XL-UPLOAD (which is then updated as required)
(c) For more information on XL-UPLOAD contact QA Software.
4.3.10 QCAD for Document Uploads

QCAD is QA Software’s proprietary upload engine for use within AutoCAD. Documents ready
for issue by consultants are simply selected from within AutoCAD and “Sent” to TeamBinder.
The document attributes (metadata) are extracted automatically from the drawings themselves.
QCAD is simply the ultimate for fast, effortless, and error free upload of documents since there
is no requirement for the user to do anything other than select the files and click Send.
The QCAD application can be downloaded from www.teambinder.com. The QCAD license must
be registered before use and a fee normally applies.
The instructions for uploading documents to TeamBinder using QCAD are included in the help
file it is supplied with.
In summary, the process that takes place is:
1. The document files are selected from within AutoCAD
2. On clicking Send, QCAD then:
 Automatically generates a PLT version of each DWG document.
 Automatically extracts the document attributes from the title block of drawings
themselves and saves them to XML format.
 Zips the DWG, PLT and XML (metadata) files for each document and send the zip file
via email to the TeamBinder server using the user’s normal email client. Each document
is sent as an individual email.
3. On receipt of the documents at the TeamBinder server, the documents are unzipped and
validated [see Section 4.3.04].
4. If the documents pass validation they are posted to the document register and distributed
automatically [see Section 4.3.05]. The up-loader receives an email notification confirming
the successful upload.
5. Documents failing validation are not posted to the document register and a notification is
returned to the up-loader by email advising the reason for validation failure and the action
required before re-uploading.
Notes:
(a) QCAD supports optional binding of Xrefs using either Insert or Bind methods.
(b) QCAD requires AutoCAD 2000 or later for use.
(c) For more information on QCAD contact QA Software.

4.3.11 QDMS for Document Uploads

QDMS is QA Software’s PC based Document Management System, in use by many thousands
of projects globally. QDMS Version 4 and above support the direct upload of documents to
TeamBinder with a few simple clicks.
Documents in QDMS that are ready for issue by consultants are simply “transmitted” from
QDMS to TeamBinder. This process is explained in detail in the QDMS User Guide.
The QDMS option for Document Uploads is ideal for project companies collaborating via
TeamBinder who already use QDMS for their project document management and removes any
requirement for double entry of data.
For more information on QDMS contact QA Software.
4.4 Downloading Documents

4.4.01 Overview
Documents in TeamBinder are distributed in a number of ways:
 Automatic distribution via a Distribution Rule [see Section 4.1.09].

 Automatic distribution via a Workflow [see Chapter 6].
 Manual distribution by Transmittal [see Chapter 5].
 Manual distribution by Package [see Chapter 7].
In all the above cases, users receive notifications by email for the documents they are issued
and the documents can be downloaded direct from the notifications themselves from the user’s
email system by using the hyperlinks provided.
It is also possible to download documents in TeamBinder direct from within the document
register either individually [see Section 4.4.02] or in bulk [see Section 4.4.03].
Note that documents a user has access to (has been distributed) that they have not previously
downloaded are displayed in blue in the document register for easy identification.
4.4.02 Downloading a Document

Documents a user has access to [see Section 4.2.04] can be downloaded from the TeamBinder
Document Register. The system uses a series of icons in the Document format columns so
users can easily see what formats exist for download and whether or not they have access to
download them. A tick indicates the user has access to the format and can download it. An “x”
indicates the format exists but the user does not have access to it.
Users may see documents in the register or even specific document formats they would like to
download but to which they do not have access. In this case it is possible to request access by
making a subscription request [see Section 4.2.05].
To download a document
1. Select Documents from the left menu
2. Locate the Document to be downloaded using the Search box or Advanced Search options.
3. Click the Download icon (to the right of the document in the register) of the format you want
to download.
4. Agree to the conditions of any download disclaimer that may appear.

5. Save the downloaded document to a location on your PC.
Notes:
(a) All documents with associated view files that the user has access to (i.e. has the ability to
download) but has not downloaded, are displayed in blue.
(b) By downloading at least one format of a document, the system considers you to have
downloaded the document.
(c) It is also possible to download a document at the document details screen [see Section
4.2.06].
(d) The system stores an audit trail of when and who downloads each document.
(e) The download disclaimer is configured on a per project basis and can be removed
completely if required via the Project Details [see Section 11.1.03], or switched off for future
downloads after first ticking the acceptance box at step 5 above.
(f) For a history of who has downloaded documents, run report View Files – Download History
4.4.03 Bulk Download of Documents

A group of documents a user has access to [see Section 4.2.04] can be downloaded easily from
the document register using the Download button.
To use Bulk Download
2. Use the Advanced Search to locate the documents required to be downloaded and select
them via the select boxes.
3. Click the Download button on the toolbar and at the Download view files window select the
documents to download by ticking the formats required against each document.
4. Click the Download button.
Notes:
(a) The cumulative file size of the documents selected for download is displayed at the
Download view files window.
(b) The documents being downloaded will be zipped on the TeamBinder server prior to
download.
4.4.04 Document Check In / Check Out

If changes need to be made to a document that has been released, and while the changes are
being made you need to suspend access to the current version of the document by other users,
the document can be Checked Out of the document register.
Once a document has been checked out, the document cannot be downloaded by other users
regardless of their access settings unless the option to remove user access while the document
is checked out is not selected.
Once the changes are completed, the document is Checked In, restoring the download ability
to other users.
The Check Out / Check In facility can also be used to put a document on hold temporarily if it
has been released prematurely or accidentally.
To Check-Out a document
1. From within the Document Register, locate and then double click on the documents to be
checked out.
2. Select Check-Out from the More button drop down list.

3. Enter a Reason why you are checking out the document.
4. If User Access to the document is to be retained while the document is checked out, un-tick
the Remove User Access box.
5. Click OK.
6. Back at the document details screen, you will see a note at the bottom of the form advising
that the document has been checked out.
7. Click the Close button to return to the Document Register.
Notes:
(a) Documents can also be checked out in individually from within the document details window
using the Check-Out Documents option from the More button drop down list.
(b) To view documents which have been checked out in the document register change the
document register view to View Latest Documents rather than Latest Unrestrained.
(c) The ability to check out a document is restricted to:
 Any User from the Originating company who has access to the document as long as the
document is Released.
 The Project Administrator.
 Restrained documents (those in a review workflow) can only be checked out by the
Review Initiator or Review Coordinator responsible for them.
(d) Documents that have been checked out are displayed in the document register with the
padlock icon.
(e) To search for check out documents, use the More options within the Advanced Search
window and search based on the Field name Checked Out equal to Yes.
To Check-In a document
1. Follow the steps as for Checking Out a document but at Step 2 select Check-In and at step
3, enter the reason for checking the document back in.
Notes:
(a) Only the person who checked the document out or the Project Administrator can check a
document back in.
(b) It is not necessary to revise a document before Checking it back in.
4.4.05 Bulk Printing Drawings using QPRINT

QPRINT is a small program set up to run on a designated computer which regularly checks the
Document Register for newly issued documents.
QPRINT will download the documents and store them in an “offline” Document Register. At that
point, QPRINT can either automatically print the documents to a designated printer, OR store
them and allow you to bulk print documents at any time.
Please contact QA Software for more information.

4.5 Reports
4.5.01 Overview
There are a number of standard reports available in TeamBinder related to Documents. The
Standard reports are accessed as follows:
The Standard report groups are listed in the left pane. There are two groups of reports
related to documents:
 Document Register.
 Document Workflow [see Chapter 6]
2. Click the Document Register group in the left pane.
(in a similar way to using the Advanced document search window [see Section 4.2.02]).
Notes:
(a) It is possible to change the title of a report in the field provided at step 4 above.
(d) See also Generating Standard Reports [see Section 9.1.02]
(e) See also Customizing reports [see Section 9.2.01].

No.
Report Group: Document Register
001 Details - by This report is a simple register of all documents with options
Document to include all revisions, only the latest revisions etc.
Note that security settings such as whether you have access to see
All documents or only documents you have access to apply when
running this report.
015 Summary Report - This is a powerful cross tabulation of the number of

by Status and documents uploaded each period (e.g. Month) to
Revision TeamBinder by Revision and Status.
On the Y access are listed each Revision + Status

combination. On the X axis for each period the number of
documents uploaded at that Revision and Status
combination is detailed.


No.
015 Note that if say for Rev.0 + Status “For Review” there were
Contd. 120 document in March and during April, 20 Documents at
Revision 1 and Status “Approved” were uploaded, March will
show 120 documents against Rev.0 and Status “FR” while
April will show 0 documents at Rev.0 and Status “FR” along
with 20 documents at Rev.1 and Status “APP”.
Search options are provided when running this report to

enable the user to easily select from:
 Document Status
 Discipline
 Type
 Document No Contains
 Title Contains
 Date Range for the report
020 Document Access This report details for each document, users with access to
Details – By it and the formats they each have access to.
Document
025 Document Access This report details for each User the documents and format
Details – By User of each document they have access to.
060 Discipline Matrix This report details for each discipline users who are NOT on
Unassigned Users the default discipline based distribution matrix.
075 Document This report details the text comments made against each
Comments – by document in the Document Register.
Document
080 Deleted Documents This report lists all documents that have been deleted.
– by Document
090 View Files – This report allows users to generate a report of View Files
Download History downloaded from the TeamBinder system across a date
range. The report includes who downloaded each View File
and the date downloaded.
100 Transferred This report lists all documents that have been processed
Documents Report into the current document via the Unregistered mail option
Process Transmittal as Document. [See Section 4.2.13]

Chapter 5 - Transmittals
5.1 Getting Started
5.1.01 Overview
5.1.04 Configure Transmittal Workflow
5.1.05 Default Response Periods
5.2 Outgoing Transmittals

5.2.01 Create a Transmittal
5.2.02 Draft Transmittals
5.2.03 Acknowledgements and Responses
5.2.04 Pending Transmittals
5.2.05 Transmitting Revised Documents
5.2.06 Sending Transmittals for Review
5.3 Sent Transmittals Register

5.3.01 Finding Sent Transmittals
5.3.02 Sent Transmittals Register
5.3.03 Resend Transmittals
5.3.04 Cancelling Transmittals
5.4 Incoming Transmittals Register

5.4.01 Finding Incoming Transmittals
5.4.02 Incoming Transmittals Register
5.5 Transmittal Reports

5.5.01 Overview

Chapter 5 – Transmittals
5.1 Getting Started

5.1.01 Overview
The process of issuing new and revised, un-restrained (not requiring a workflow) documents to
recipients in TeamBinder is achieved by one or more of the following methods:
 Automatically via a Distribution Rule (for new documents) and/or the document access list
(for revised documents).
 Manually via the release and/or award of Tender or Standard Packages.
 Manually via Transmittals.
Transmittals are generally used in TeamBinder to issue documents during the construction
phase of a project to specific recipients, but can be used at any time to issue specific
documents to specific recipients or to issue documents to non-TeamBinder users.
The process of issuing documents by transmittal is as follows:
1. The documents to be issued must already exist in the Document Register [see Section
4.3.01] and the user must have access to both the documents and the file formats to be
transmitted.
2. A transmittal generation screen is used to select the documents and recipients for the
transmittals [see Section 5.2.01].
3. A reason for issue, respond by date and message are applied/entered.
4. The recipient receives the transmittal by email from which they can download one, selected,
or all of the documents.
5. The system tracks which documents the recipient downloads from the transmittal.
6. Users expedite responses to transmittals they have sent [see Section 5.2.03].
7. As documents are revised, the recipients are notified automatically unless the option to
notify recipients about future revisions was switched off when generating the initial
transmittal.
8. The system automatically tracks pending transmittals [see Section 5.2.04] which are
documents that have been issued to recipients and later revised but not yet been issued at
the latest revision. Pending transmittals are very useful when automatic notification of future
revisions is switched off when generating the initial transmittal.
Notes:
(a) Outgoing transmittals are stored in the Transmittals – Sent Items register [see Section
5.3.02].
(b) Incoming transmittals (from other TeamBinder users) are stored in the Transmittals - Inbox
with hyperlinks to the source documents [5.4.02].
(c) There is only ever one copy of each view file format for each document in a TeamBinder
project.
(d) The Format of the Transmittal notification can be customized if required (contact QA
Software for more on this – charges apply).


The steps required to configure TeamBinder for transmittals are as follows.
1. Set-up the Document Module [see Section 4.1.02].
2. Assign access levels to the transmittal module [see Section 5.1.06].
3. Setup Reasons for Issue [see Section 5.1.03].
4. Setup Response Messages [see Section 5.1.03].
5. Configure Transmittal Workflow [see Section 5.1.04]
6. Set default response period for transmittals [see Section 5.1.05].

There are two transmittal specific configuration tables in TeamBinder which are used to store
the values of:
 Reasons for issuing documents by transmittal.

 Standard messages to use when requesting a response to a transmittal.
These values are used within the transmittal wizard when generating transmittals.
To set up Reasons for Issue
1. Click the Admin button in the top menu area and at the Admin screen select
Configuration Tables.
2. From the drop down box in the top right corner of the screen, select Reasons.
3. Click the New button
4. Add a Reason code, Title and Sequence (i.e. the order that it will appear in the drop down
box)
5. Click OK.
To setup Respond by messages
2. From the drop down box in the top right corner of the screen, select Response Messages.
3. Click the New button
4. Enter a Sequence and Title.
5. Click OK.
5.1.04 Configure Transmittal Workflow

When receiving a transmittal in TeamBinder it is possible to generate a reply to the transmittal
from within the Incoming Transmittals register using an item of Mail (that will then be linked ot
the transmittal).
To control which mail types should be available for use when replying to a transmittal, use the
Configure Transmittal Workflow option available via the More button from within the Inbox
and Sent Transmittal registers.

Double click on each Transmittal type in turn (for those transmittal types that replies are to be
enabled for) and then use the + button to open a window where you can select the relevant mail
types (select ANY of any mail type can be used or N/A if replying to transmittals using Mail is to
be prevented).
5.1.05 Default Transmittal response periods

When generating transmittals in TeamBinder it is possible to enter a response date, by which
you require the recipient(s) of the transmittal to action the documents (in accordance with the
reason for issue) you are transmitting them.
It is possible to set a default response period for this purpose so that when issuing transmittals
that require a response, the respond by date will be calculated automatically based on the
current date plus the number of working days you specify.
To setup a default response period
1. Click on the Project Settings button in the top menu area.
2. Enter the response period in the box labelled Respond to transmittals within X days
which can be found in the Document group of fields.
3. Click OK.
Notes:
(a) Working days are derived via the Project Calendar [see Section 11.1.04].
(b) Only the Project Administrator can set this value.

Access to the Transmittal module is controlled by Project and Company Administrators.
1. Click on the Admin button in the top menu area and at the Admin screen page select
Manage User Access.
2. Select the Security Group the user belongs to in the upper half of the screen by clicking on it.
5. Choose from the following options under the Transmittal column:
None The Transmittals module is not available to the user.
Personal The User has access to creating transmittals and can view
transmittals addressed to or sent by themselves.
Department The User has access to creating transmittals and can view
transmittals addressed to or sent by anyone in their department.
Company The User has access to creating transmittals and can view
incoming and sent transmittals addressed to or sent by anyone in
their company. However they cannot normally download the
documents on the transmittal unless they are named as a recipient
or already have access to the documents.
6. Click on the Transmittal Type Access tab.

7. For each transmittal type listed, tick the required option which are as follows:
Read: Can only view transmittals.
Draft for The user can create new transmittals and send them for review but
Review: cannot send them to final recipients.
Send The user has full access to create transmittals, send them for
Review, and send them to the final recipients.
Notes:
(a) Project Administrators can assign User Access to the Transmittal module for any user.
(b) Company Administrators can assign users access to the Transmittal module only if they
themselves have access.
(c) Users can only see incoming and outgoing transmittals received or generated by their
company.
(d) When a new security group is created, the Transmittal type access options are all un-ticked
by default.
(e) Only users with Send Access to a transmittal type can Send/Resend/Cancel a transmittal of
that type.
(f) It is possible to configure a TeamBinder project so that one or more users within a company
automatically get access to all documents listed on transmittals received by specified users
within their company. This option can only be enabled by QA Software [see Section 11.2.02
for more details].
The main Transmittal notification is the transmittal itself and cannot be switched off.
The full list of notifications in regard to transmittals that TeamBinder sends out is:
 Notification of Auto Responder for Transmittals

 Notification of Document Transmittal
 Notification of Rejected Document Transmittal
 Notification of Restrained Document Transmittal
 Notification of Revised Document Transmittal
 Notification of Superseded Document Transmittal
 Notification of Transmittal Cancellation*
 Notification of Transmittal Issued for Review*
 Notification of Transmittal Returned from Review*
* Transmittal Notifications can be switched off via User Preferences.
5.2 Outgoing Transmittals

5.2.01 Create a Transmittal
A transmittal in TeamBinder consists of one or more recipients being issued one or more
documents, with a reason for issue and response required date (optional).
The documents to be transmitted must already be in the Document Register [see Section
4.3.01] and the user must have access to both the documents and the file formats to be
transmitted.

To generate a transmittal
1. Click the New button at the left menu and select Transmittal from the left menu and from
the drop down menu choose Generate Transmittal.
2. Choose between the following transmittal options:
 Latest Documents: (Default) Used to transmit the latest released revision of one or
more un-restrained documents the user has access to.
 Latest Revised Documents: Used to transmit the latest revisions of documents to

recipients who have received previous revisions of the same documents [see Section
5.2.04 on Pending Transmittals].
 Review Documents: Used to transmit documents currently in a workflow [see Chapter

6] to any of the following: Project Administrator; Document Originator; Review
Coordinator; or other Reviewers. The use of this option is generally restricted to:
members of the review team for the workflow in progress; the review coordinator for the
documents; the Document Originator; and the Project Administrator. In can be enabled
to transmit Review Documents to all users via Project Settings [see Section 11.1.03].
 Superseded Documents: Used to distribute older revisions of documents in instances

where the latest revision of the document may not be released, or the older revision
must be sent to someone outside the system.
 Rejected Documents: Used to transmit comments and redlines to the Originating

Company. Note that this option is restricted and must be enabled on a project by the
Project Administrator [see Section 11.1.03].
Note: The transmittal generation process can also be initiated from within both the
Document Register and Transmittal – Sent Items Register.
3. Click the To button to select the recipients for the transmittal from the Contacts list (in the
same way that you do when sending a mail). Alternatively use the Auto-complete feature
to quickly populate the recipients in the To box by typing the first few letters of each
person’s name.
If the recipients are to be automatically notified about future revisions of the documents
being transmitted, tick the option to Notify recipients of future revisions automatically.
4. Click the Cc button to select any recipients to receive a CC copy of the Transmittal.
Recipients receiving a transmittal as a Cc value are treated in exactly the same way by the
system as those receiving the transmittal as a To value.
5. Click the Add Documents button and enter the search criteria in the Advanced Document
Search window as required and click the Search button.
Note that if the user is generating a Transmittal of Review, Rejected or Superseded

documents, the system will also further filter for documents falling into the respective
category.
6. Select the Documents and Document Formats to transmit by ticking the required View File
formats next to each document number and click OK when done.
Note that the formats that are ticked will be the formats that the recipients have access to
download.
Note also that it is possible to include public Text or File Attachment comments relating to
the documents using the Include Comments tick box.

7. Populate the remaining details of the transmittal including:
 Reason for issue [see Section 5.1.03].

 Respond by message [see Section 5.1.03].
 Respond by date [see Section 5.1.05].
 Transmittal message.
8. Tick the Request Read Receipt option if required. This facilitates auto update of the
transmittal acknowledgement date [see Section 5.2.03].
9. Click the Send button and OK when prompted.
Tip: To save the transmittal and send later, click the Save button [see Section 5.2.02]
10. You will see a view of the generated transmittal. Print a hard copy of the transmittal here if
required.
11. Click the Close button and No if prompted to save changes.
Recipients will be sent the transmittal notification via email. Once received, they will have the
facility to download the transmitted documents directly from the transmittal. Comments in
relation to documents on the transmittal (if selected during the transmittal process) can be
downloaded by the recipient using the comments icon.
There is also a link on the transmittal to download all the files on the transmittal in one go. By
clicking the Click here to download the document(s) option on the transmittal, the recipient is
presented with a list of all the transmitted documents (all of which are selected by default) from
where they can fine tune which documents they wish to download.
Notes:
(a) Outgoing Transmittals are stored in the Transmittals – Sent Items register [see Section
5.3.02].
(b) To quickly create a transmittal that is very similar to a previous transmittal, use the
Duplicate option (with or without recipients), available via the More button drop down list
within the Transmittals Sent Items register after first selecting a transmittal to duplicate [see
Section 5.3.02].
(c) If the Recipient is not listed in the Address book at Step 3 it is possible to add new
recipients on the fly (subject to the normal TeamBinder security on who is able to add new
contacts).
(d) It is possible in to use the concept of Contact Groups as the means for selecting recipients
within the Transmittal Wizard. Simply click the Contact Groups option at the Select
Recipients screen. This works in the same way as when using Contact Groups with mail
(e) When transmitting to External Contacts [see Section 11.2.06] any file attachments to the
transmittal are sent as attachments (rather than as hyperlinks which is the case when
transmitting to users of the system). However if the total size of the attachments exceeds
the file size limit defined via Project Settings, the file attachments are sent as links (in the
same way the documents listed on the transmittal are received as links).
(f) Selected fields of the transmittal generation screen can be made mandatory if required
(such as Reason for Issue). [See Section 11.4.09].
(g) Use the More button option Add Items to Transmittal Thread to link the transmittal to
items of mail, documents or other transmittals.
(h) To generate a preview of the transmittal before completing the transmittal process, click the
Print Preview button. Note that the Transmittal if previewed and then printed, will have a
heading DRAFT stamped on it as it may not be sent if the transmittal process is not
completed.

(i) If there are public redlines associated with the document being transmitted, the recipient can
download these if required. The steps for this are:
1. Use the Click here to download view files associated with this transmittal option on the
transmittal notification.
2. You will then see a list of documents (requires the recipient to be connected to the
internet).
3. Click the Viewer icon against a document to view. The TeamBinder document viewer
TeamView will now load.
(j) If there is already a later revision of a document in TeamBinder than the version on the
transmittal that the recipient has access to, when they download the document from the
transmittal they will be prompted to also download the later revision.
(k) The Subject of a transmittal can be auto generated by the system (for example in the format
Project # plus Transmittal #). Contact QA Software for more details on this possibility.
(l) To print a report of transmitted documents that have not been downloaded by the recipient
(m) To Resend a transmittal [see Section 5.3.03].
(n) To Cancel a transmittal [see Section 5.3.04].
(o) The option to Notify recipients of future revisions automatically can be removed from
the system completely if required. Contact QA Software for details.
(p) In the same way that it is possible to send “Confidential” mail in TeamBinder (if enabled)
where only the sender and recipient(s) can view the mai, it is also possible to create and
send Confidential Transmittals. This must be enabled by QA Software. If enabled users will
see and option to Send Transmittal as Confidential shen composing the transmittal.
5.2.02 Draft Transmittals

Transmittals that are Saved but not Sent from within the transmittal generation window are
stored in the Draft Transmittals register which is accessed from the Transmittals option at the
left menu.
To open a transmittal listed in the Drafts register simple double click on it. It can then be edited
and sent in the normal way using the Send button.
Notes:
(a) Draft Transmittals do not have a transmittal number. The transmittal number is assigned
only when the transmittal is sent.
(b) The ability to save a transmittal is limited to only general transmittals and transmittals of
superseded documents.
(c) If a document on a draft transmittal is revised prior to the transmittal being sent, the revised
document will be automatically removed from the transmittal. The user is notified of this
when opening the draft transmittal.
5.2.03 Acknowledgements and Responses

While TeamBinder tracks and maintains a history of every transmittal sent and every document
downloaded by recipients from transmittals (which can be viewed using the View Transmittal
History option within the Document Register [see Section 4.2.04]), the system also enables
management of transmittal acknowledgements and responses.

Acknowledgements
A Transmittal Acknowledgement is traditionally a signed copy of a transmittal returned by the

recipient to the originator of the transmittal to acknowledge receipt of the transmittal and the
drawings or documents it contains.
In TeamBinder, acknowledgements are updated automatically if the recipient chooses to send

an acknowledgement when downloading the documents from the transmittal. When recipients
download documents from transmittals they are prompted to acknowledge receipt (assuming
the request read receipt option was ticked by the sender). If they click Yes to this prompt the
transmittal will be updated at a recipient level as acknowledged automatically.
Transmittal acknowledgements can also be updated manually via the Transmittal – Sent Items
register [see Section 5.3.02] at either a Transmittal or Recipient level. Easy access to
acknowledgement outstanding is also provided via the Transmittals Widget at the Dashboard.
Responses to Transmittals
It is possible to track outstanding responses to transmittals using the Transmittals Widget at

the Dashboard which has options to view Transmittals with responses outstanding and
responses overdue [see Section 2.2.04]. To update that a recipient has responded to a
transmittal, update the Response date via the Transmittals – Sent Items Register [see Section
5.3.02] either at a Transmittal or Recipient level.
5.2.04 Pending Transmittals

When documents are transmitted to a recipient via TeamBinder, during the transmittal
generation process, the user decides whether to notify the recipient automatically of future
revisions. If this option is selected, when new revisions of transmitted documents are processed
into TeamBinder and released, the recipient will be notified automatically as for other users who
have access to the document [see Section 4.3.05].
If however this option is not selected, the user will not be notified automatically about revisions
to documents they have been transmitted. In this case it is essential that you are aware of
document revisions that have been released, that have not been transmitted to recipients who
were transmitted the previous revision. This is managed in TeamBinder via a concept of
Pending Transmittals.
To check Pending Transmittals:
1. Click the Transmittals button at the left menu and select Pending.
The default view is By Recipient and this shows a list of Recipients in the upper window
who have superseded documents and in the lower window, for the selected recipient is
shown the documents that they have been transmitted for which there is now a later
revision available (which they have not been transmitted).
To remove a document from the pending list (for example if the recipient does not require
later revisions of a document they have been transmitted), click the Ignore box against it at
the far right in the lower window. This will have the effect that when using the Create
Pending Transmittal option documents set to be ignored will be highlighted in grey and not
be selected (or displayed) by default. To display these documents, un-tick the Hide Ignored
box at the Add Documents window of the transmittal generation screen.
It is also possible to view Pending Transmittals using the View by Document option at the
top right of the screen. In this view documents that have been previously transmitted and
subsequently revised are shown in the upper grid and the lower grid then shows for the
selected document the recipients who require the latest revision to bring them up to date.

There are a number of Pending Transmittals related reports available via Standard Reports
[see Section 5.5.02]:
 Pending - by Document
 Pending - by Recipient (Contact)
Notes:
(a) Pending transmittals are created even if the option to Notify recipients of future revisions
automatically is ticked when generating transmittals. Even though in this case the user will
receive an automatic notification about the revised documents, they will not have been
formally transmitted them and it is considered prudent to maintain pending transmittals in
this scenario.
(b) A user with personal access to transmittals sees only pending transmittals in relation to
documents they have transmitted. A user with company access to transmittals sees pending
transmittals in relation to all documents transmitted by users within the same company.
5.2.05 Transmitting Revised Documents

To transmit Revised Documents using the Pending Transmittal concept:
1. Click the New button at the left menu and select Transmittals and then Latest Revised
Documents.
It is also possible to initiate a transmittal of revised documents using the Create Pending
Transmittals button within the Pending transmittals screen.
2. Select the recipients to whom you wish to send the revised documents
Only Recipients from Pending Transmittals will be displayed to select from –i.e. those
recipients who have not been notified about revisions to documents they have been
transmitted previously.
3. Tick or un-tick the box labelled Notify recipients of future revisions automatically as
applicable.
Ticking this box will ensure that the persons being transmitted the selected revised
documents will be notified automatically in regard to any future revisions.
4. Click the Add Documents button..
Only revised documents that are un-restrained or have been released, about which the
select recipient has not yet been notified, will be listed.
Documents that have Ignore ticked via Pending Transmittals [see Section 5.2.04] can be
displayed by un-ticking the Hide Ignored box and will then be displayed in grey and can be
selected if required.
5. Click the Send button and proceed as for all transmittals.
Notes:
(a) See also Generating Outgoing Transmittals [Section 5.2.01].
(b) It is possible to stop sending notifications about the latest revision of documents to
recipients who received the documents via Transmittal and at the same time stop creating
pending transmittals for these recipients. This is done via Manage Document Access [see
Section 11.4.07].

5.2.06 Sending Transmittals for Review
Overview
For some projects and within some companies it is required that transmittals are reviewed by
one or more people prior to them being sent. This is managed in TeamBinder using the Send
for Review option rather than the Send option when generating transmittals.
A Transmittal sent for Review is received by the nominated reviewer who can then do any of the
following:
 Review and return the transmittal to the originator for sending, or

 Review and send the transmittal directly to the recipient(s), or
 Send the transmittal to another person for review.
Users can be restricted from sending transmittals directly, thus forcing them to use the review
process. This is controlled via Security Group definitions [see Section 5.1.06].
Submitting transmittals for review
1. After preparing an outgoing transmittal as normal [see Section 5.2.01], if the transmittal
requires review select Send for Review from the Send button drop down list.
2. At the Send for Review window, select the required reviewer, enter a due by date and any
comments and click OK.
3. After clicking OK, the transmittal will be sent for review and the transmittal generation
screen will close.
An email notification is automatically sent to the reviewer and the transmittal is also listed in
the Transmittal Drafts of the reviewer.
Notes:
(a) While under review the transmittal cannot be modified or sent by the originator.
(b) Only users in the senders company with Draft for Review or Send access will be listed as
reviewers for selection at step 2.
(c) A review can be cancelled by the originator at any time by opening the transmittal in their
Drafts and using the Cancel Review button.
Reviewing transmittals submitted for review
A Transmittal submitted for review is generally accessed via the My Statistics (Transmittals
option group) or Transmittal widgets at the Dashboard where there is a link named To Review.
It can also be accessed via the Drafts register under Transmittals.
On opening a transmittal submitted for review, a Transmittal for Review window opens
automatically in conjunction with the transmittal opening. This window can be closed by clicking
OK after reading the review request details.
The reviewer has a number of options:
 They can make changes to the transmittal and then return the transmittal to the originator.
 They can make comments and forward the transmittal onto someone else for review.
 They can make any changes to the transmittal and send it directly to the recipient using the
Send button (in which case the FROM person on the transmittal will change to the reviewer
rather than the originator). Note that in this case the Originator is sent a notification advising
them that this has been done.

To either return the transmittal to the originator or forward to another reviewer, select Send For
Review from the Send button drop down list.
If a further reviewer is selected at the Transmittal for Review window, then on clicking OK (after
entering any comments and a further Due by Date) an email notification is sent to the second
reviewer and they review in the same way as the first reviewer.
If the Originator is selected at the Transmittal for Review window, then on clicking OK (after
making any comments) a notification is sent to the Originator advising that the Review is
complete.
The originator now sees a link named Returned from Review via the My Statistics or
Transmittal widgets at the Dashboard.
On opening a transmittal returned from review, the originator sees all reviewer comments and
makes any changes to the transmittal required and sends as normal.
Notes:
(a) In addition to the normal notification sent to the recipient when sending transmittals,
notifications are sent to the reviewers advising them the transmittal has been sent.
(b) It is possible to track Review Due Date, Review Start Date and Current Reviewer by adding
these columns to the grid in the Transmittals Draft register using the Customise option
from the More button list of options.
5.3 Transmittals – Sent Items Register

5.3.01 Finding Sent Transmittals
Outgoing transmittals are stored in the Transmittals – Sent Items Register.
To locate an outgoing transmittal
1. Click on the Transmittals button at the left menu and select Sent Items.
The Transmittals – Sent Items register will be displayed [see Section 5.3.02].
2. Use the Search box to enter a transmittal number or other search text and click Go, or click
the Advanced button to load the Advanced Transmittals Search window which has the
following options:
Created By: Choose between yourself, your department (to see all
transmittals sent by users of your department) and your
company (to see all transmittals sent by users of your company).
Note:
(1) The “Department” option will be displayed only if you have
“Department” level access to transmittals. (If you are in a
department)
(2) Both the “Department” (if you are in a department) and
“Company” options will be displayed only if you have “Company”
level access to transmittals.
Type: Choose between the various transmittal types. Note that

Package Notifications are also considered as transmittal types
for the purpose of filtering.
To: Select a Contact/Company to search for transmittals TO a

particular Company or Person.

From: Select a Contact/Company to search for transmittals FROM a

Date Sent: Select or enter a From and To date to search for transmittals
sent within the specified date range or use the option within the
last X days (enter the required number of days).
Responses Requested Enter a date range during which a response is required or use
the option within the next X days (enter the required number of
days).
Responses Received Enter a date range during which a response has been received
or use the option within the last X days (enter the required
number of days).
Responses Choose between:

 All
 Outstanding
 Overdue
Acknowledgement Select or enter a From and To date to search for transmittals

Received: acknowledged within the specified date range or use the option
within the last X days (enter the required number of days).
Transmittal No. Enter all or part of a Transmittal Number.
Message: Enter a text string to search for in the transmittal message field.
Reason for issue : Enter a text string to search for in the Reason for issue field
of the transmittal.
Package: Enter all or part of a Package Number.
Document No: Enter part or all of a Document Number to search for

transmittals related to specific documents.
Subject: Enter a text string to search for in the transmittal subject field.
3. Apply the search conditions as required and click Search.
Notes:
(a) Use the Save button to save your search settings. You will be prompted to enter a Title for
the saved settings. You can then use the Load button to load any saved settings rather
than reselect them each time you use the Advanced search screen.
(b) Use the More Search options link for a full SQL type data search [see Section 4.2.03].
5.3.02 Sent Transmittals Register

Outgoing transmittals are stored in the Transmittals – Sent Items register. From within the
Sent Items register it is possible to:
 View Transmittal Details.

 Search for Transmittals.
 Update Transmittal Acknowledgement dates.
 Update Transmittal Response dates.
 Reprint Transmittals.
 Resend Transmittals [see Section 5.3.03].
 Cancel Transmittals [see Section 5.3.04].
 Create New Transmittals [see Section 5.2.01].
 Download Documents from the transmittal.

Note that the Sent Items register also stores all notifications sent via the Packages module [see
Chapter 7].
To view the Transmittals – Sent Items Register
1. Click the Transmittals button at the left menu and select Sent Items.
The Sent Items register will now be displayed listing all transmittals that you have access to.
2. To View the details of a Transmittal, double click on the transmittal number to open the
detailed view.
3. To view a list of documents on a transmittal, click on the Documents tab.
4. To view a list of recipients on a transmittal, click on the Recipients tab.
5. To update the Acknowledgement and/or Response Date at a Transmittal level, open the
detailed view by clicking on the transmittal number and while at the Message tab, enter the
dates in the fields provided at the bottom of the screen.
6. To update the Acknowledgement and/or Response Date at a Recipient level, open the list
of recipients using the Recipients tab and enter the dates in the fields provided against
each recipient as required.
7. To Print a transmittal, open the detailed view and click the Print button.
8. To create a New Transmittal duplicating the information on an existing transmittal, first

select an existing transmittal in the register and then select Duplicate (with or without
recipients) from the More button drop down list which will launch the transmittal creation
screen. Note that if the documents on the transmittal are no longer the latest revisions, the
user will be prompted.
9. To download documents from the transmittal, click on the Documents tab and then select
the documents to download. Then, from the More button select Download.
Notes:
(a) The access level a user has to the Transmittal module controls the transmittals that they
can view in the Sent Transmittals register [see Section 5.1.06].
(b) Users with Company or Department Level access to transmittals are able to Update the
Acknowledgement or Response received dates; Cancel a Transmittal; and/or Resend a
transmittal on behalf of other users in the same Company or Department. Note however
they also require Send access to the transmittal type [see Section 5.1.06].
(c) If a user is not the recipient or sender of a transmittal, while with company access to
transmittals they may be able to view the transmittal, normally they cannot download the
documents on the transmittal unless they already have access via other means.
(d) Use the Add Items to Transmittal Thread option available via the More button to link the
transmittal to mail, documents or other transmittals.
(e) Use the Customise option from the More button to add additional fields to the transmittal
registers (Sent items and Inbox) such as Reason for Issue; Notify Recipient for future
revisions; and Request Read receipt.
(f) Use the Customise option from the More button within the transmittals details window to
customize the display of columns on the Recipients or Documents tab (after first selecting
the relevant tab).
(g) There are a number of useful reports relating to Transmittals [see Section 5.5.01].
5.3.03 Resend Transmittals

To resend a transmittal that has been sent previously:
2. Enter the transmittal number in the Search box and click the Go button.

3. At the transmittal register, open the Transmittal by double clicking on it.
4. At the transmittal details screen click the Resend button.
5. Select the recipients you wish to resend the transmittal to.
6. Click the Resend button.
Notes:
a) It is also possible to resend a transmittal from within the Sent Items register using the
Resend option from the More button drop down list after first selecting the transmittal.
b) Transmittals can only be re-sent by the user who created them or other users within the
same company/department that have company/department access to transmittals and have
send access to the transmittal type.
5.3.04 Cancelling a Transmittal

To cancel a transmittal that has been sent:
2. Enter the transmittal number in the Search box and click the Go button.
3. At the transmittal register, select the Transmittal using the select box next to it.
4. Click the Cancel button at the toolbar.
5. At the Cancel Transmittals window enter a Reason for cancelling the transmittal in the box
provided.
If the same reason is to be applied for all transmittals being cancelled, click the Apply
same reason to selected transmittals box.
6. Tick or un-tick the option Notify the transmittal recipients that the selected transmittals
have been cancelled which is used to notify the recipients of the transmittal being
cancelled.
7. Click OK to complete the cancelling process.
Notes:
(a) When viewing a transmittal that has been cancelled from within the transmittals register, the
reason the transmittal was cancelled is shown in the detailed view.
(b) Transmittals can only be cancelled by the user who created them or other users within the
same company/department that have company/department access to transmittals and have
send access to the transmittal type.
5.4 Incoming Transmittals Register

5.4.01 Finding Incoming Transmittals
Incoming Transmittals (transmittals received from other users of TeamBinder) are stored in the
Transmittals - Inbox register.
To locate an incoming transmittal
1. Click the Transmittals button at the left menu and select Inbox.
The Transmittals – Inbox register will be displayed [see Section 5.4.02].

2. Use the Search box to enter a transmittal number or other search text and click Go, or click
the Advanced button to load the Advanced Transmittals Search window which has the
following options:
Addressed To: Choose between yourself, your department (to see all
transmittals received by users of your department), and your
company (to see all transmittals received by users of your
company). Notes:
(1) The “Department” option will be displayed only if you have
“Department” level access to transmittals.
(2) The “Company” option will be displayed only if you have
“Company” level access to transmittals.
To: Select a Contact/Company to search for transmittals TO a

From: Select a Contact/Company to search for transmittals FROM a

Type: Choose between the various transmittal types. Note that

Package Notifications are also considered as transmittal types
for the purpose of filtering.
Date Received: Select or enter a From and To date to search for transmittals
received within the specified date range or use the option within
the last X days (enter the required number of days).
Responses requested Enter a date range during which a response is required or use
the option within the next X days (enter the required number of
days).
Responses Choose between:

 All
 Outstanding
 Overdue
Acknowledgement Select or enter a From and To date to search for transmittals

Received: acknowledged within the specified date range or use the option
within the last X days (enter the required number of days).
Transmittal No. Enter all or part of a Transmittal Number.
Message: Enter a text string to search for in the transmittal message field.
Reason for issue : Enter a text string to search for in the Reason for issue field
of the transmittal.
Package: Enter all or part of a Package Number.
Document No: Enter part or all of a Document Number to search for

transmittals related to specific documents.
Subject: Enter a text string to search for in the transmittal subject field.
3. Apply the search conditions as required and click Search.

Notes:
(a) Use the Save button to save your search settings. You will be promoted to enter a Title for
the saved settings. You can then use the Load button to load any saved settings rather
than reselect them each time you use the Advanced search screen.
(b) Use the More Search options link for a full SQL type data search [see Section 4.2.03].
5.4.02 Incoming Transmittals Register

Incoming transmittals (sent by other TeamBinder users) are stored in the Transmittals Inbox.
From within the Transmittals Inbox it is possible to:
 View Transmittal Details.

 Search for Transmittals.
 Reply to a Transmittal with a Mail.
Note that the Transmittals Inbox also stores all notifications received from other users via the
Packages module [see Chapter 7].
To view the Transmittals Inbox
1. Click the Transmittals button at the left menu and select Inbox.
2. To View the details of a Transmittal, double click on it to open the detailed view.
3. To Print a transmittal, open the detailed view and click Print.
4. To view a list of documents on a transmittal, click on the Documents tab.
To reply to a Transmittal with a Mail
1. Select the transmittal to reply to.

2. Click the Reply or Reply All buttons
3. Select the Mail Type (if prompted)
4. The complete the mail in the normal way.
The mail will be auto linked to the transmittal [see also Section 5.1.04].
Notes:
(a) The access level a user has to the Transmittal module controls the transmittals that they
can view in the Incoming Transmittals register [see Section 5.1.06]. However even with
Company level access to transmittal a user generally cannot download the documents on
the transmittal unless they already have access to them via other means. It is however
possible to configure a TeamBinder project so that one or more users within a company
automatically get access to the documents listed on transmittals received by specified users
within their company [see Section 11.2.02].
(b) Incoming transmittals are display in bold until they have been Read – they are marked as
read when they are opened for the first time. They can also be marked as read / un-read
using a right click on the transmittal entry.
(c) For users with Company/Department access to transmittals, if they are not the recipient on
a transmittal they will see the transmittal as read if at least one recipient within their
company/department has opened the transmittal.
(d) Also for users with Company/Department access to transmittals, if there are multiple
recipients from their company/department on the transmittal, they will by default see only
one instance of the transmittal in the Inbox (their own if they are a recipient, or otherwise
the first recipients entry). Use the Show duplicate company transmittals option to see all
entries – including their read/un-read status.

5.5 Reports
5.5.01 Overview
There are a number of standard reports available in TeamBinder related to Transmittals. The
Standard reports are accessed as follows:
2. Click the Transmittals group in the left pane.
(in a similar way to using the Advanced transmittals search window [see Section 5.3.01]).
Notes:

Note: When running any of the reports below, the transmittals list will always be subject to the
security settings of the user running the report as to whether they have access to Company or
Personal Transmittals. [Refer Section 5.1.06]

No.
Report Group: Transmittals
001 Details - By This is a simple register of transmittals sent and details the
Transmittal No. documents on each transmittal.
005 Details - By This is as per Report 001 but sorted by Recipient.

Recipient
(Contact)
010 Transmitted - by This is a simple register of transmittals sent sorted by
Document (Not document number. For each document the report lists only
Downloaded only) recipients who have been transmitted the document but, have
not downloaded the files.
015 Transmitted - by This is as per Report 010 but is sorted by Recipient and
Recipient (Not hence shows for each recipient the documents they have
Downloaded only) been transmitted to them but have not downloaded.
020 Pending - by This is a list of pending transmittals sorted by Document

Document number which details for each document the recipients who
have not been transmitted the latest revision of the document
despite being transmitted a previous revision.


No.
025 Pending - by This is a list of pending transmittals sorted by Recipient which
Recipient details for each recipient the documents for which they have
(Contact) not been transmitted the latest revision despite being
transmitted a previous revision.
030 Pending - by This is a list of pending transmittals sorted by Company which

Company details for each company the documents for which they have
not been transmitted the latest revision despite at least one of
their users being transmitted a previous revision.
035 Recipient This report effectively details the distribution of each

Document document (based on distribution by transmittal only) – i.e.
Register - by which recipients have been issued which document by
Document transmittal. The report shows the current revision and status
of the document and the last revision and status sent to each
recipient (which if different would be a pending transmittal).
040 Recipient This report effectively details for each recipient the
Document documents they are on the distribution for (based on
Register - by distribution by transmittal only) – i.e. the documents which
Recipient recipients have been issued by transmittal. The report shows
(Contact) the current revision and status of each document and the last
revision and status sent to each recipient (which if different
would be a pending transmittal).
045 Recipient This report is as per Report 040 but is generated for each
Document company, regardless of which user in a company has been
Register - by issued the documents by transmittal. If document was
Company transmitted to several users in the same company it will only
be listed once for the company on this report.
050 Document This is a cross tabulation report with documents on the Y axis
Distribution Matrix (grouped by Discipline) and companies on the X axis and is
used to detail which companies have access via transmittal to
which documents. Access is indicated by showing the last
revision sent against the document under each company that
has access to the document.
060 Transmittal This is a summary report displaying transmittals from the

Review Report – Drafts register for which the review is either pending or in
Summary progress. It shows the previous and current reviewer only.
065 Transmittal This report is as per report 060 but shows details in regard to
Review Report – all reviewers (when there is more than one) of each
Details Transmittal.
100 Inbox – Summary This report is a simple register of Incoming Transmittals

without details of the documents on the transmittals.
105 Sent Items - This report is a simple register of Sent Transmittals without
Summary details of the documents on the transmittals.

Chapter 6 – Workflow - Documents
6.1 Getting Started
6.1.01 Overview
6.1.02 Quick Start Check List
6.1.03 Review Status Codes
6.1.04 Review Required Rules
6.1.05 Review Initiator Rules
6.1.06 Review Teams Rules and Review Settings
6.1.07 Free form Review Teams
6.1.08 Disabling Commenting and Redlining once reviews are complete
6.2 Document Reviews

6.2.01 Overview
6.2.02 Uploading documents for review
6.2.03 Activating the Default Workflow
6.2.04 Activating a Custom workflow
6.2.05 Modify an in-progress Workflow
6.2.06 Reviewing Documents
6.2.07 Document Approval/Release
6.2.08 Managing Reviews by External Reviewers
6.3 Reports
6.3.01 Overview
6.3.02 View Review Progress Status

6.1 Getting Started

6.1.01 Overview
The workflow module is used to manage the review process for controlled documents, which in
summary is:
 Documents are uploaded for review by the Originator.
 A Review Initiator is notified and activates a review workflow using either default, or
custom review teams.
 Reviewers are notified and review (redline, comment) the documents either in Series or
Parallel.
 The Review Coordinator is notified when the reviewers have completed their reviews.
 The Review Coordinator consolidates the reviewer’s comments and applies a Review
Status to the documents.
 The documents are then either Released (and distributed) or Rejected and the Originator
notified to make changes and re-submit.
TeamBinder automates and expedites the above process as far as possible using a
combination of concepts unique to TeamBinder and automatically generated notifications and
reminders.
Firstly the requirement for a document to be reviewed (passed through a workflow) is

determined automatically by TeamBinder via the Review (YN) Rules which are defined in terms
of Document Status codes [see Section 6.1.04]. A document that requires review (as derived
via its status) is defined as restrained and needs to be passed through a review workflow
before it is released.
On projects where all documents require review before being released to other parties, the
Review (Y/N) Rules can be easily defined so that all status codes and hence documents are
restrained if required. Typically however during the design phase of a project, documents are
exchanged quite freely between engineering consultants without the requirement for a formal
review workflow for each issue and hence most projects use a combination of Restrained and
Unrestrained Status codes.
After successful upload of restrained documents, the Review Initiator is notified automatically
by email. The Review Initiator is a specific role in TeamBinder that is assigned via Manage
Document Rules → Review Initiators to activate workflows.
The Review Initiator activates the work flow to a Review Team based on a set of predefined
Review Team Rules (that can be adjusted as required on a per document basis) [see Section
6.1.06]. Where formal procedures are in place for reviews, the activation process can be fully
automated so that reviews commence immediately for documents that are uploaded and
require review, without waiting for the Review Initiator.
The reviewers are notified by email about documents requiring their review and use a Review
screen to review and record their comments which can consist of redlining the drawings,
making text comments, and attaching external files such as sketches or word documents.
Reviews can be conducted in Series (each reviewer reviews in turn) or Parallel (all reviews
take place at the same time).
TeamBinder sends out automatic email reminders to reviewers who are late in reviewing
documents based on predefined schedule requirements setup within the workflow. The review
coordinator (see below) can also be notified of these delays if required.

Once all reviewers have completed their reviews, the Review coordinator is notified and uses a
Release screen to complete the workflow. The Review Coordinator is a specific role defined on
a per Review Team basis to monitor the workflow review progress, and manage the release of
documents once the review is complete.
Within the Release screen the review coordinator can make their own comments, consolidate
the comments of other reviewers, and attach external files and most importantly, apply a
Review Status.
The Review Status is the formal result of the review process and controls whether the
document will be released to others or rejected and returned to the originator.
If the Review Status applied (e.g. Approved) means the document will be released, the system
then distributes the document automatically as a released document [see Section 4.3.05]. If the
document is rejected, the originator is notified by email with the comments and reasons and
takes the necessary action. The document is not released but is stored as a rejected document.
The period of time between all reviewers completing their reviews and the release of the
documents is also tracked with notifications of delays being auto sent by the system.
The diagram below gives an overview of a typical workflow in TeamBinder:
6.1.02 Quick Start Check List

The steps required to configure TeamBinder to manage workflows are as follows.
2. Setup Review Status Codes [see Section 6.1.03].
3. Define the Review (Y/N) Rules [see Section 6.1.04].
4. Define the Review Initiators [see Section 6.1.05]
5. Define Review Teams and Review Settings [see Section 6.1.06].
6. Decide whether further comments can be added to documents after reviews are completed

6.1.03 Review Status Codes
Review Status codes play an import role in the Workflow module as they control what will
happen to a document on completion of the review process.
Typical Review Status codes used on projects are:
A = Approved
B = Approved with comments
C = Rejected - Resubmit
Application of A, and B would result in the document being released. Application of C would
mean the document is rejected. There is no limit to the number of Review Status codes that can
be defined.
To define Review Status Codes
2. Select Review Status from the drop down list.
3. Click the New button to add a new code.
4. Enter the following:
Review Status Code: This is the code for the Review Status.
Type: Select either Released or Rejected. This will determine whether a document is
released to other users or rejected when this review status is applied to a document.
Title: This is a description of the Review Status code.
6.1.04 Review (Y/N) Rules

The requirement for a document to be reviewed (passed through a workflow) is determined
automatically by TeamBinder via the Review (Y/N) setting for the Status assigned to the
document. A document that requires review is defined as restrained needs to be passed
through a review workflow before it is released.
To define Review (Y/N) Rules
1. Click the Admin button in the top menu area and select Manage Document Rules from
the Admin screen.
2. At the Manage Document Rules window select “Review [Y/N]” from the drop down list.
3. Click the New button to add a new Review (Y/N) setting
4. At the Details tab enter a Title for the Review (Y/N) Rule.
5. Now select the Status value the settings are to be defined for.
6. Select Yes or No against Review Required
8. Repeat steps 3 to 7 above for additional review required rule groups.

Notes:
a) The ability to define Review Required rules is limited to the Project Administrator.
b) It is possible to use Document attributes other than the Status to define Review (Y/N) rules
but this has to be configured by QA Software and charges may apply.
6.1.05 Review Initiator Rules

After successful upload of restrained documents, the Review Initiator is notified automatically
by email. The Review Initiator is a specific role in TeamBinder that is assigned via Manage
Document Rules.
The Review Initiator activates the work flow to a Review Team (if manual activation is required)
based on a set of predefined Review Team Rules (that can be adjusted as required on a per
document basis).
To define Review Initiators
the Admin screen.
2. At the Manage Document Rules window select Review Initiator from the drop down list.
3. Click the New button to add a new Review Initiator.
4. At the Details tab enter a Title for the Review Initiator Rule.
5. Now select the Status value the settings are to be defined for.
6. Select the Review Initiator (company and contact).
7. Automatically Activate review workflow: Select Yes if the reviewers of documents with
this Status should be notified automatically (for serial workflows the first reviewer will be
notified, for Parallel workflows all reviewers will be notified) and the workflow is to be auto
initiated. If No is selected, only the review Initiator is notified about restrained documents
uploaded for review. The Review Initiator then manually activates the workflow and can
add/delete members from the defined Review team or change the reviewer sequence for
the document(s) if required before initiating the review process.
9. Repeat steps 3 to 8 above for additional review required rule groups.
Notes:
a) The ability to define Review Initiator rules is limited to the Project Administrator.
b) It is possible to define a default Review Initiator that will be used for restrained documents
with a status where a review initiator has not been defined.
c) It is possible to use Document attributes other than the Status to define Review Initiator
rules but this has to be configured by QA Software and charges may apply.

6.1.06 Review Team Rules and Review Settings

Review Teams in TeamBinder are predefined either on a per Discipline or Free Form basis so
that when the workflow for a document is activated the system knows which reviewers and in
what sequence to notify.
In addition to defining Review Teams it is also necessary to define for each team the role of
Document Review Coordinator. This is the Company and contact responsible for managing the
review process/workflow for restrained documents for each Review Team. The Review
Coordinator is also responsible for consolidating the review comments and applying a review
status once reviewers have completed their individual reviews.
There are three elements in relation to defining Review Teams and Review Settings:
 Define the Review Team Title and Discipline (which controls which documents will be
assigned to this team)
 Define the Review and Release defaults for the Team
 Define the Review Team itself and Review Coordinator
To Define a Review Team Title and Discipline
the Admin screen.
2. At the Manage Document Rules select Review Team from the drop down list.
3. Click the New button to create a new Review Team.
4. Enter a Title for the Review Team.
5. Select the Discipline the Review Team is to be defined for.
Note:
a) It is possible to use Document attributes other than the Discipline to define Review Team
rules but this has to be configured by QA Software and charges may apply.
To Define the Review/Release Defaults
1. From within the Review Team window for the Review Team defined above, click on the
Review/Release Defaults tab.
2. Enter values for the following controls in the screen provided:
Remind Reviewers Every: Enter an Interval in days for the auto sending of reminders to
reviewers if they are late with their review of documents. For example, Joe Smith was due
to review a document by the 01/07/2004, however on the 10/07/2004, Joe still has not
completed the review, if the “reminder reviewers every” interval was set to 2, Joe would be
sent an email reminder every 2 days after the 01/07/2003 reminding him that a document
review is outstanding.
Default Review Duration – This is the default duration, in working days, allowed for each
user to complete their review. After this period, if the user has not completed their review,
they will be notified that they are delaying the review process.
Automatically complete document review in X days after the due date – This option if
ticked can be used to have the system auto complete each reviewers review (with No
Comment) if they do not review a document prior to a defined number of days after their
due date.

Notify Review Coordinator of delays in the review process: Tick this box if the Review
Coordinator wants to be notified by email of any delays to the review process (this is in
addition to the standard notification sent to the individual reviewers).
Can send to Review Coordinator bypassing other reviews: This option if ticked enables
any Reviewer to effectively complete the review process as it stands by ticking an option
within the Review wizard when reviewing a document to send the document to the Review
Coordinator. Reviewers who have not reviewed the document at that moment will not be
able to make their reviews.
Notify Review Coordinator of delays in the release process: Tick this box if the Review
Coordinator wants to be notified by email of any delays to the release process.
Notify Administrator of delays in the release process: Tick this box if the Project
Administrator needs to be notified by email of any delays to the release process.
Default Release Duration: This is the default duration allocated to release a document
after all reviewers have completed their review. It is used as a trigger to control the
notifications in regard to delays in the release process.
Automatically complete document release in X days after the due date: This option if
ticked can be used to have the system auto release documents if the Review Coordinator
has not released them prior to a defined number of days after the due date. Select the
Review Status code to be assigned in the case of Automatic Release.
Notes:
(a) Only the Project Administrator can add/edit or delete the Review/Release defaults above.
(b) It is possible to define a default Review Team that will be used for restrained documents
with a Discipline where a review team has not been defined.
(c) Notifications activated via the above settings can be switched off for individual users via
To Define the Review Team Members
A review team is a group of TeamBinder users assigned the task of reviewing restrained
controlled documents.
1. From within the Review Team window for the Review Team defined above, click on the
Review Team tab.
2. Select the Review Coordinator details.
3. Select the users to be included in the Review Team by moving them from the left pane to
the right pane in the screen provided. Use the company drop down list to select the relevant
company first.
Note that it is also possible to select the contacts for the review team from Free Form
Review Teams [see Section 6.1.07] using the Free Form Review Teams option button
above the left pane. Then click on one of the Free Form Review Teams and the members
of that review team will be moved to the right hand side of the screen.
4. Enter the Total Duration in days for reviews by this Review Team.
5. Against each selected user (reviewer) enter the following attributes:
Sequence – This sequence determines the order in which each reviewer will receive the
documents for review. Users with the lowest sequence will receive the document first. Once
that user has completed his or her review, the person with the next lowest sequence will
receive the document for review and so on until all reviewers have completed their reviews.
Note: If using Parallel reviews the sequence should be the same for each user so all users
receive the documents simultaneously.

Duration – This is the scheduled duration in days assigned to the reviewer to review
documents within this review team.
Note: The combined total duration for all users should not exceed the Total Duration.
Optional – If ticked, optional indicates that the reviewer is not required to complete a review
before the reviewer next in sequence is notified. However 2 or more reviewers are required
at the same sequence, one of which must be mandatory, to enable one or more of the
others to be ticked as optional.
Either – If ticked, Either indicates that if one of any of the reviewers ticked as Either at the
same sequence in a review team completes a review then the reviewer next in sequence
will be notified as long as there are no other mandatory reviewers who have not yet
completed their review a the same sequence. The use of the Either option requires at least
2 reviewers at the same sequence in a review team.
6. Finally click the Close button and save when prompted.
Notes:
(a) Review Teams can only be configured by the Project Administrator or the Review
Coordinator for the Review Team.
(b) If no users are assigned to a review team then Workflow is considered as Single type and
upon activation the document passes directly to the Review Coordinator for release.
(c) If a Review Coordinator is changed within a Review Team rule set, the Project Administrator
is prompted as to whether reviews in progress should be updated with the new Review
Coordinator details or not.
Using the Visual Designer
In addition to being able to define review teams using the tabulated interface described above, it
is possible to also define and/or edit review teams using a graphical user interface or Visual
Designer.
From within the Review Team window with the Review tab selected, click on the Visual
Designer link at bottom of the screen. If a review team has already been defined it will be
displayed graphically.
The simplest way to add new reviewers and work within the designer is to click and drag from
the notes to the right or left of each existing reviewer box (if any) to draw new connecting lines.
If a connecting line is drawn into an empty area it is assume that a new reviewer is to be added
and the new reviewer window will appear where the reviewer details can be entered.
To edit an existing reviewer simply double click on the reviewer in the designer to load to the
reviewer details for editing.
It is also possible to use the buttons at the bottom of the designer window for Add Reviewer;
Add Parallel Connector; and Validate connections. The Add Parallel Connector button is
used when it is required to have more than one set of reviews in parallel directly following each
other within the same workflow.
6.1.07 Free Form Review Teams

A review team is a group of TeamBinder users assigned the task of reviewing restrained
controlled documents. Review teams can be predefined and include both the users in the team
and default review durations for the review in total and for each reviewer.
Review teams are either pre-defined on a Discipline basis [see Section 6.1.06] or Free Form
basis. A Free Form review team is simply a pre-defined group of TeamBinder users. Reviews
by Free Form review teams must always be manually activated [see Section 6.2.04].

To define a Free Form based Review Team
1. From the Top menu at the Dashboard click on the Contacts button.
2. At the Contacts window click on the More button and select Free Form Review Teams.
3. Click the New button to create a new free form review team.
4. Enter a Title for the Review team.
5. Select the Review Coordinator details for the review team
6. Select the users to be included in the Review Team by moving them from the left pane to
the right pane in the screen provided. Use the company drop down list to select the relevant
company first.
7. Enter the Total Duration in days for reviews by this Review Team.
8. Against each selected user (reviewer) enter the following attributes:
 Sequence
 Duration
 Optional
 Either
The way these three options are used is explained in section 6.1.06 above.
9. Finally click the Close button and save when prompted.
Notes:
(a) Free Form Review Teams can only be configured by the Project Administrator or Review
Coordinators.
(b) Free Form Review Teams can also be created and managed from using the Review Teams
window within the Manage Document Rules screen (accessed via the Admin button).
6.1.08 Disabling commenting after a document review is complete

TeamBinder normally enables any user with access to a released document to make comments
and/or redlines on the document. For documents that were uploaded as restrained prior to
release, and hence have passed through a workflow, it is possible to disable any further
commenting and/or redlining by users with access once the document is released.
To disable commenting after a document review is complete
1. Click the Project Settings button at the top menu.
2. Un-tick the box labelled Enable redlining and comments after document review
workflow completion in the Documents group and click the OK button.
Notes:
(a) The ability to edit the Project Settings is restricted to the Primary and Additional Project
Administrators.

User preferences in regard to the Workflow module of TeamBinder are limited to managing
what happens if you are out of the office and are unable to perform reviews. It is possible to set
up an Away Mode which if activated, means that on receipt of a notification in regard to a
document requiring review, an email notification is automatically sent to the review coordinator
advising them you are away from the office.

The review coordinator can then either modify the review workflow or perform a proxy review
on your behalf.
To setup an Away mode
1. Click the Settings button in the top menu area and select User Preferences from the drop
down list.
2. Click on the Auto Responder tab.
3. Populate the Subject and Message that will be sent to the Review Coordinator as the away
mode message.
4. Enter the date range that the away mode will be active for.
5. Tick the box labelled Make Auto Responder active for the date range above to activate
the Auto Responder.
6. Tick the box labelled Send me a sample notification to be sent a sample notification to
your email address.
7. Click OK.
Notes:
(a) The away mode will remain in place until you un-tick the box at step 5 above.
6.2 Document Reviews

6.2.01 Overview
There are 8 basic steps in the Document Review (workflow) process once a restrained
document is uploaded to TeamBinder:
1. The Review Initiator receives a notification that a restrained document has been uploaded.
2. The Review Initiator activates the workflow for one or more documents to their default
review teams (which they can edit on a per review basis if required).
3. The Reviewers are notified in turn or at the same time depending on whether the review is
being performed in series or in parallel (as controlled by the sequence against each
reviewer in the review team).
4. The Reviewers each complete their review using the Document Review screen by redlining,
and/or commenting on the documents.
5. The Review Coordinator receives a notification once ALL reviewers have completed their
review.
6. The Review Coordinator then performs their own review using the Document Release
screen and applies a Review Status which controls whether the document is released or
rejected.
7. Notifications on the outcome of the review are sent to the Originator and/or Review team
members.
8. If Released, the Document is distributed in TeamBinder automatically as normal. If rejected,

a notification will be sent to the originator and the originator will make any corrections and
re-submit for review.

6.2.02 Upload of Documents for Review

Documents requiring review are uploaded in the same way as any other document in
TeamBinder [see Section 4.3.02]. It is the Review (Y/N) Rules that control whether the
document (based on the Status assigned by the uploading company) is restrained (to be
passed through a workflow) or is released (without going through a workflow).
Documents uploaded to TeamBinder that meet the conditions of a Review (Y/N) Rule group,
are restrained and are posted to the document register with a review status of Awaiting
Review/Release and while at this review status, can only be accessed by the review initiator
and project administrators, (and once the workflow is activated – by the review coordinator and
review team members).
If Auto Activation of the review process is enabled for the Review (Y/N) Rule group the
document belongs to, the first reviewer in the relevant review team is automatically notified that
they should complete their review. For Parallel based reviews as controlled via the sequence
assigned to each reviewer, each reviewer is notified at once.
Note that the relevant Review Team is derived via the Review Team Rules definitions [see
Section 6.1.06].
If Auto Activation of the review process is disabled for a Review (Y/N) Rule group, the Review
Initiator assigned for the rule group [see Section 6.1.04] is notified that a restrained document or
group of documents has been uploaded and they should activate the workflow.
If a Restrained document is uploaded that does not have a review team defined, the Review
Initiator will be notified with a CC to the Project Administrator.
6.2.03 Activating the Workflow

The Review Initiator activates the Workflow to the default review team (derived via the Review
Team Rules definitions) which they can edit if required.
The review initiator also has the choice of activating the work flow on a per document basis or
for a batch of documents.
To activate the default rules based review team
1. From within the Document Register, select Manage Document Workflow from the More
button drop down list.
2. At the Manage Document Workflow screen, by default, “Review not started” of their
workflow are listed.
Note that it is possible to also view Documents for which the workflow is in progress at this
screen by using the “Reviews in progress” option [see Section 6.2.05].
3. In the “Review not started” option, select the documents you wish to start the review
process for by ticking the select boxes against them.
4. Click the Activate button.
5. At the next window, Default Workflow is selected by default so just click OK.
This will activate the review process using the rules based review team each document
relates to.
6. You will now be given a review activation confirmation message. Click OK.

Notes:
(a) The first reviewer (for serial reviews) or all reviewers (parallel reviews) will be notified by
email automatically to complete their review(s).
(b) It is possible to modify the default rules based review team during the activation process by
clicking the Add/Edit link at step 3 above. The default review team members will be listed on
the right of the screen and can be removed or added to as required. The changes only
apply to the document against which you clicked Add/Edit. Click Save and then Close and
you will be prompted to activate the workflow (for this document).
(c) Note that it is possible for a document to pass through the workflow module more than once
at the same revision if say an additional view file is uploaded. If a restrained document that
has been released is edited by the originator, even if the revision and/or status are not
changed, the document is automatically available for workflow activation again. When
activated in this scenario (i.e. the revision has not changed) the workflow will be considered
as Level 2.
6.2.04 Activating a Custom Workflow

If Auto Activation of the review process is disabled for a Review Y/N Rule the Review Initiator
assigned for the rule [see Section 6.1.04] is notified that a restrained document or group of
documents has been uploaded and they should activate the workflow.
The review initiator has a choice of using the default rules based review team [see Section
6.2.03] or using a custom workflow (set of reviewers) that can be defined from scratch or based
on a pre-defined free form review team [see Section 6.1.07].
To activate a custom workflow
2. At the Manage Document Workflow screen, by default, documents awaiting activation of

their workflow are listed.
Note that it is possible to also view Documents for which the workflow is in progress at this
screen by using the Reviews in progress option [see Section 6.2.05].
3. Select the documents you wish to start the review process for by ticking the select boxes
against them.
4. Click the Activate button.
5. At the next window select Custom Workflow and click OK.
At the review team members window, if the documents selected at step 3 all relate to the
same rules based review team, the Review Coordinator will be auto selected and default
review members will be listed on the right hand side of the screen. Use the Remove All
button to unselect them if required.
6. Select the Review Coordinator for the Review.
7. Select the Reviewers to make up the review team by using the Company drop down list to
select the required company the reviewers belong to and selecting the contacts to include
in the review team by moving them from the left pane to the right hand pane.
8. Repeat step 7 for any reviewers from other companies.
9. Enter the required sequence and review duration for each reviewer [see Section 6.1.06]
10. Enter the Total Review Durations for the review [see Section 6.1.06].

11. Click Save to activate the workflow and click OK at the confirmation message.
Notes:
(a) Instead of selecting reviewers direct from the address book at step 6 above it is possible to
select them via Free Form Review teams already defined [see Section 6.1.07]. In this case
click the Free Form Review teams option group (the default setting is All Contacts) and then
select a free form review team by clicking on it and the users within the team will be
displayed on the right hand side with the default settings for duration and sequence. Users
can be removed or added to the list as required.
(b) The reviewers will be notified in order of sequence to complete their reviews.
6.2.05 Modify an in-progress Workflow

Once the workflow for a document has been activated, it is possible if required to modify the
review team members.
To modify the in-progress workflow
2. At the Manage Document Workflow screen, by default, documents awaiting activation of

their workflow are listed. Change the option group setting to Reviews in Progress at the
top of the screen.
3. Click the Add/Edit link against the document to modify the workflow.
4. Add/Remove members from the workflow or modify the sequence and durations for each
reviewer as required. Note that reviewers who have either completed their review or have
been notified to commence their review cannot be removed or adjusted.
5. Click Save when done.
Notes:
(a) To Add / Remove/ or Replace reviewers from multiple documents at the same time, use
the More button from within the Manage Document Workflow window at Step 3 above.
Choose between:
 Add Reviewers: To add one or more reviewers to the in-progress workflow for the the
selected documents.
 Remove Reviewers: To remove reviewers subject to them not having already reviewed
the selected documents.
 Replace Reviewers: To replace one reviewer with an alternative reviewer for the
selected documents, again subject to the reviewer being replaced ot already having
reviewed the documents.
6.2.06 Reviewing Documents

The Workflow or review process for documents uploaded to TeamBinder that require review, is
either activated automatically or activated manually by the Review Initiator. In both cases
reviewers receive an email notification advising them of the documents they need to review plus
a required by date.
The reviewers then review the documents either on-line or by downloading and printing them for
manual mark up. Some reviewers may prefer to type their comments into a Word Document, or
red-line a hardcopy. Others may prefer to red-line or make text comments against the document
on-line from within TeamBinder.

Regardless of the above, each reviewer must complete their Review using the TeamBinder
Review screen to record their review comments into the system. The Review wizard can be
used to:
 Redline the drawings on-line.

 Make text comments against the document on-line.
 Attach an external file such as an MS Word document of comments.
 Attach a scanned copy of a hardcopy mark-up.
The Review screen is also used to indicate that a reviewer has completed their review (the
date of which is captured) and this initiates an email notification to the next reviewer in
sequence and a notification to the review coordinator informing them that the reviewer has
finished.
Using the Document Review screen
1. From within the Document register, click on the Review button.
It is also possible to use the hyperlink in the Workflow Widget at the Dashboard to quickly
access the Document Review screen.
The Documents awaiting your review will now be displayed.
2. If you have a large number of documents awaiting your review use the Search box or the
Advanced Document Search option to select which documents are listed. The Save and
Load options relating to searches are also available here.
Note that Review Coordinators using the Review screen has the option of choosing
between: “My Review”, “Where I am the review Coordinator”, and “All” at the bottom of
the screen at the document list. The “Where I am the review Coordinator” option enables a
Review Coordinator to perform a proxy review on behalf of another reviewer. This may be
necessary if a reviewer is unable to review a document for any reason and hence the
review process may otherwise be held up.
The Review Coordinator will also see a Reviewer and Review Company column if the All
or Where I am the review Coordinator options are chosen which contains the name and
company of the person responsible for reviewing that document.
3. The review options consist of:
Download: Click the Download icon to download the document to a PC for either printing
or offline review. If you mark up a hardcopy you will need to scan and upload it as an
attachment.
Redlines: Click the Redlines icon to open the document in the online viewer. Once loaded
you can mark up (red-line) the document and make text comments [see Section 4.2.09].
Text comments: Click the Add/Edit link in the Comments column to add electronic
comments to the documents. Click the New button to add a comment and enter your
comment.
To attach external files within the comments box, click the Attach Files button and
select one or more files to attach and click Open.
Select a Category for your comment (optional).
It is also possible to select a Raised by value and Company which can be used if the
comment being made is on behalf of a 3rd party.
4. Click Close when done to return to the Comments window and click Close again to return
to the Document list in the Review screen. An icon appears next to the Document with a
tool tip “Review text comment available”.

5. Once your review is complete, tick the Completed box and click Save.
Notes:
(a) If you do not complete your review, simply do not tick the Completed box at step 5. The
document will continue to be listed as awaiting review the next time you run the Review
Wizard.
(b) On completion of the review, the next reviewer will be notified to complete their review
(serial workflows)
(c) On completion of the review the review coordinator will be notified.
(d) If you are the last reviewer in a serial or parallel review workflow the review coordinator will
be notified that All reviews have been completed.
(e) The Send to Coordinator box if enabled (via Project Settings) and if ticked will complete
the workflow process and pass control of the document to the review coordinator bypassing
all other reviewers who have not yet completed their reviews.
(f) The review window can be customised to control the columns that are displayed using the
Customise button.
6.2.07 Document Approval/Release

Once all reviewers have completed their reviews of a restrained document in a workflow, the
Review Coordinator will receive an email notification that it is now time for them to perform their
own review and apply a review status which will either release or reject the document.
Review Coordinators must complete their own review and then perform the release process
using the Document Release screen.
Using the Document Release screen
1. From within the Document Register, click on the Release button.
It is also possible to use the hyperlink in the Workflow widget at the Dashboard to quickly
access the Document Release screen.
2. At the Documents awaiting release screen, the system defaults to displaying All documents
awaiting release by the logged in Review Coordinator.
If there are a large number of documents awaiting release, use the Search box or
Advanced Document Search options to locate the required documents. The Save and Load
options relating to searches are also available here.
3. Allocate a Review Status Code [see Section 6.1.03] as applicable to each document.
4. The review options for the Review Coordinator are the same as those of the Reviewers in
the Document Review Wizard [see Section 6.2.06] which are:
 Download
 Redlines
 Text comments
 Attach external files to their comments.
The Review Coordinator is also responsible for selecting any of the comments and/or redline
markups made by individual reviewers are included in the “final comments” for the document
that are distributed back to the originator and/or to the review members. Note that the
comments made by each reviewer are always stored by TeamBinder and the Review
Coordinator cannot change any of the comments made by individual reviewers. The decision is
simply whether to include or exclude individual reviewer’s comments from the final comments
list.
5. Click the Add/Edit button in the Comments column and enter your reviewer comments as
the review coordinator [see Section 6.2.06].

If you have already applied a Review Status that will result in the document being released
you will also have an option to apply the same comments to other documents with a similar
review status using the Apply to all released documents tick box. This will copy the same
comment you have made as the review coordinator to the other documents.
To include comments and/or redline markups made by other reviewers, click the link
labelled Select Reviewer comments to include with your summary. Select the
comments to include by ticking the boxes against them. To view any attachments reviewers
have with their comments use the Paper clip icon and click Download when prompted. To
view the redline layers made by reviewers click the Redlines icon.
Click Close when done to return to the Review Coordinators comments window.
Use the Attach files button to select one or more external files to include as part of your
Review Coordinators comments. This could be a scanned markup or even a consolidated
list of other reviewers comments prepared outside of the system.
Select a Category if required.
On completion of entry of your comments, click OK to close the Review Coordinator’s

comments window.
6. It is also possible within the Release screen to attach an additional View file to the
document [see Section 11.1.03 to enable this option]. This is not the same as adding
attachments to comments. To add an extra view file, click the Add Files button and select a
view file to be added to the document.
7. Finally select to whom you want to send the final comments. The options located at the
bottom of the screen are the Originator and/or the Reviewers and/or the Document
Recipients and default based on the Project Setting values defined.
8. To release the documents for which you have completed the above steps, click OK and No
when prompted to release other documents.
Notes:
(a) If the document is released: The document is distributed automatically [see Section
4.3.05] using email notifications.
(b) If the document is rejected: The originator of the document is notified that the document
was rejected. Users in the same Company as the originator of the document retain access
to the rejected document via the Document Register subject to the normal Discipline matrix
access rules.
(c) The Document Register is updated with the Review Status applied.
(d) Use the Review link to review a history of who reviewed the document and when.
(e) Comments and/or Redline layers applied directly by the Review Coordinator and those of
other reviewers selected by the Review Coordinator as part of the release process become
the public comments visible after the document has been released via the Document
Register.
(f) To include all reviewer comments by default when releasing documents, activate the setting
to “Include reviewer comments when releasing documents” via the Project Details [see
Section 11.1.03].
(g) It is possible for the Review Coordinator to close out one or more comments as part of the
Release process if required.
(h) TeamBinder can be configured to automatically stamp an approval signature, date and
status into an image of the document (normally a Tiff file) so that the approved document
when printed always contains this information. (Contact QA Software for information on
QPRINT if this is of interest. Charges apply).

(i) The release window can be customised to control the columns that are displayed using the
Customise button.
6.2.08 Managing Reviews by External Reviewers

For projects which have external parties reviewing documents, but for whatever reason, those
parties are unable to form part of the normal TeamBinder review teams, rather than
TeamBinder reviewers having to manually input any comments from these outside parties,
document by document, comment by comment within the Review screen, these comments can
now be imported into the system via an excel template and an enhanced version of XL-Upload.
Contact QA Software if you would like this feature enabled on your project.
If enabled, the business process for managing the external reviewer comments is:
1. The TeamBinder Reviewer (or relevant person) transmits to the external party the set of
documents to be commented on, and ticks the Attach Comment Spreadsheet to
Transmittal option at the bottom of the transmittal screen. (This option is only displayed if
the feature is enabled by QA Software for your project).
2. TeamBinder generates the comment spreadsheet and attaches it to the transmittal which is
sent as normal from the system.
3. The recipient downloads the comment excel file from the transmittal (in addition to the
documents themselves) and enters their comments against each document in the cells
provided.
4. The recipient returns the excel file to the TeamBinder reviewer by email.
5. The TeamBinder reviewer (or relevant person) uses and enhanced version of XL-Upload to
upload the document review comments spreadsheet from the recipient.
6. If the documents the comments are related to are restrained (in a workflow), then the
comments are imported into the reviewers review screen and the reviewer is given the
option to complete their review.
7. If the documents the comments relate to are unrestrained then they are imported simply as
comments from the recipient who made them.
6.3 Reports
6.3.01 Overview
There are a number of standard reports available in TeamBinder related to the workflow
process. There is also an option within the Document Register to quickly monitor the review
status of any document and where it is in it’s workflow [see Section 6.3.02].
The Standard reports are accessed as follows:
2. Click the Workflow group in the left pane.

(in a similar way to using the Advanced Documents search window [see Section 4.2.02]).
Notes:
6.3.02 View review process Status
To view the status of a document that in a workflow process
1. Select Document Register from the left menu.
2. Right click on a document and select View Current Review Status.
At the review status window you can see:
 The type of review that is in progress (Serial, Parallel or Single)

 The person currently responsible for the review and their scheduled completion date.
 A list of reviewers for the document and for each reviewer:
Sequence: which is the sequence in which the reviewer reviewed the document.
Total Days Scheduled: which is the scheduled days for the reviewer, not the total
review period for the document.
Total Days to Date: which is either the actual days to date since the reviewer was
notified to commence their review (for incomplete reviews), or the actual days taken for
the review (for completed reviews).
Total Days Left: which for completed reviews = 0, and for reviews in progress is the
scheduled completion date less the system date in days.
Scheduled Completion: which is calculated based on date the reviewer was notified to
start their review plus the scheduled duration. Hence this date is empty for reviewers
who have not yet been notified about the review.
Actual Completion: Date of review completion.
Optional/Either: whether or not the review is classified as optional or either for the
reviewer.
Below the list of reviewers is display a Release Status window that contains information
similar to the above but relates to the release process rather than the review process.
Notes:
(a) This option is restricted to the Document Originator, Review Coordinator, and the Primary
and Additional Project Administrators.


The following reports are available for use with the Workflow module:

No.
Report Group: Documents - Workflow
001 Review Summary This report details for each Document Discipline the documents
- by Discipline that have passed through a workflow or are currently in a
workflow (even if not yet activated). For each document the
report details:
Total Days Scheduled for review.
Total Days To-date which is either the actual days taken to

complete the review (for completed reviews) or the days the
document has been on review so far for incomplete reviews
which have been activated.
Total Days left which for completed reviews = 0, and for

reviews in progress is the scheduled completion date less the
system date in days.
The report also details the Scheduled and Actual Completion

dates for each review. The Scheduled completion date is based
on the sum of the scheduled durations for each reviewer who
has not yet completed the review (for serial reviews) or, the
longest duration for any of the reviewers not yet finished (for
parallel reviews).
005 Review Summary This report is as per Report 001 but is sorted by Document
- by Document Number rather than Discipline.
010 Review Details - This report details for each Reviewer the documents that have
by Reviewer been allocated to them for review and includes completed, in-
progress, and awaiting activation workflows. For each
document the report details:
Total Days Scheduled for review (this is the scheduled days for
the reviewer, not the total review period for the document).
Total Days To-date which is either the actual days to date since
the reviewer was notified to commence their review (for
incomplete reviews), or the actual days taken for the review (for
completed reviews). Again this is for the reviewer themselves
and not for the review process in total.
Total Days left which for completed reviews = 0, and for

reviews in progress is the scheduled completion date less the
system date in days.

dates for each document in regard to the review. Once the
workflow is activated, the schedule date is empty for reviewers
who have not yet been notified.


No.
Report Group: Documents - Workflow
015 Review Details - This report is as per report 010 but sorted by Document. Hence
by Document for each document it lists the details of each reviewer as per
Report 010 and is ideal for analysing the status of a workflow
for a document and when each reviewer completed their review
(or not as the case may be).
020 Reviewer This report lists documents that have passed through a
Comments - By workflow or are currently in a workflow (even if not yet
Document activated) and for each document details the text based
comments made by each reviewer.
025 Review/Release This report lists the release status of each document that is
Summary – By either in or has passed through the workflow process. For each
Document document the Review Coordinator is listed with the following
information:
Total Days Scheduled for the release process (between

completion of the review by all reviewers and the release).
Total Days To-date which is either the actual days to date

since the review coordinator was notified that the reviewers had
completed their reviews (for documents not released), or the
actual days taken for the release process (for released
documents).
Total Days left which for released documents = 0, and for

documents in the process of being released is the scheduled
the completion date less the system date in days.

dates for each document in regard to the release.
Finally the Status is listed.
When running this a number of useful filter options are available

such as running the report only for documents where the
release is due in the next X days.
030 Review/Release This report is similar to report 025 except that the report is
Summary – By sorted by Review Coordinator and then Documents (so that all
Review documents relating to a Review Coordinator are grouped
Coordinator and together) rather than just by Document Number.
Document
Note: To generate a report listing the Review Teams, use Report 100 – Document Rules –
Review Teams which can be found under the Administration group of reports. [See Section
11.6.02]

Chapter 7 - Packages and Tenders
7.1 Getting Started
7.1.01 Overview
7.1.03 Security Settings
7.1.05 Configure the settings for the TenderDocs Portal
7.2 Creating Tender Packages

7.2.01 Creating a Tender Package
7.2.02 Adding Tender Package Documents
7.2.03 Adding Tender Package Recipients
7.2.04 Add Submission Criteria
7.2.05 Defining the mandatory recipients for use with Tender Queries
7.3 The Tender Phase

7.3.01 Release a Tender Package for Tender
7.3.02 Responding to Tenderer Correspondence
7.3.03 Addendums to Tender
7.3.04 Managing Recipients within a Tender Package
7.3.05 Closing a Tender package Released for Tender
7.4 TenderDocs Website

7.4.01 Overview
7.4.02 Access the TenderDocs portal
7.4.03 Downloading Tender Documents
7.4.04 Sending Questions and Receiving Answers
7.4.05 Submit a Tender response.
7.5 Post Tender Package Maintenance

7.5.01 Overview
7.5.02 Award a Package
7.5.03 Close Out a Package
7.6 Standard Packages

7.6.01 Overview
7.6.02 Creating a Standard Package
7.6.03 Issuing a Standard Package
7.7 Incoming Packages

7.7.01 Managing Incoming Packages
7.8 Reports
7.8.01 Overview

Chapter 7 – Packages and Tenders
7.1 Getting Started

7.1.01 Overview
TeamBinder supports the creation and distribution and maintenance of both Tender Packages
and Standard Packages which consist of:
 A Package ID and title.

 General details about the package.
 A list of documents.
 A list of recipients.
 A transmittal history of package release and addenda.
The difference between a Tender Package and a Standard Package is that at Tender Package
moves through a Tender cycle as detailed below whereas a Standard Package is simply a
grouping of documents and recipients which can then be issued for any required reason.
The business process for Tender Packages is:
1. Upload documents (e.g. Tender documents) to TeamBinder
2. Create a Tender Package and assign Documents and Recipients (e.g. Tenderers) to it.
3. Define the Submission Criteria for the Package.
4. Define the Mandatory Recipients for use with Tender Queries.
5. Release the Package for Tender.
6. Tenderers access the Tender Documents via the TenderDocs portal.
7. Upload any additional documents to TeamBinder during the tender process (if required)
8. Release any addendums to Tender during the tender process.
9. Respond to any tender questions using mail and/or further addendums.
10. Tenderers submit their tenders via the TenderDocs portal and into a digital Locked Box.
11. Close the Package for bidding.
12. Review the Submitted Tenders via the Document Register.
13. Award the Tender to one company.
14. Close the Package when the work it relates to is complete.
TeamBinder uses a concept or Private and Public Tender Packages. Private Tender Packages
are released for tender to nominate companies selected from within the TeamBinder address
book. Public Tender Packages are created and released from within TeamBinder, also to
nominate companies from within the address book but in addition are accessible to anyone with
access to the internet.
Both Private and Public Tender Packages require the use of QA Software’s TenderDocs secure
web site portal.
Note that all notifications issues as part of the Package Module such as Release of Tender,
Addendums to Tender, Award of Tenders are treated as Transmittal notifications and
automatically added to the Sent Transmittals Register and Incoming Transmittals Register.


The steps required to configure TeamBinder for packages are as follows.
2. Assign access levels to the Packages Module [see Section 7.1.03]
3. Configure the settings for the use of the TenderDocs portal [see Section 7.1.05]

Access to the Packages module is controlled by Project and Company Administrators.
1. Click the Admin button at the top menu and at the Admin screen, select Manage User
Access.
5. Choose from between the following options under the Packages column:
 None: The Packages module is not available to the user.

 View: The User can view packages but cannot edit existing, or create new packages.
 Full: The user has full access to the packages module.
Notes:
(a) Primary and Additional Project Administrators can assign User Access to the Packages
module for any user.
(b) Company Administrators can assign users access to the Packages module only if they
(c) Users can only see incoming and outgoing package notifications received or generated by
their company regardless of their user access settings.

The User preferences for Packages are limited to Notifications. However Package Notifications
cannot generally be switched off.
There full list of notifications in regard to packages that TeamBinder sends out is:
For Tender Packages:
 Notification of Invitation to Tender

 Notification of Addendum to Tender
 Notification of Change of Package Information
 Notification of Tender Award
 Notification of un-successful Tender
For Standard Packages:
 Notification of Package Issue

 Notification of Addendum to Package
 Notification of Change of Package Information (can be switched off)

7.1.05 Configure the settings for the TenderDocs Portal

If the TenderDocs portal is being used on your project, there are a number of settings that need
to be setup which is done within TeamBinder and must be done by the Project Administrator.
Project Settings
There are a number of Project Settings listed under the TenderDocs group of options that relate
to the TenderDocs portal. These are:
 Replace uploaded submission files (Yes/No) – Select Yes if tenderers should be allow to
replace their uploaded tender submissions prior to the closing date.
 Allow upload to completed submissions (Yes/No) – Select Yes is tenderers should be

able to upload further documents to their submission even after having indicated their
submission is complete as long as the tender is not yet closed for bidding.
 Modules to be enabled in TenderDocs:
- Packages
- Correspondence
- Submission
- Bulletin Board
Note:
(a) To access your project settings, see Section 11.1.03.
Default Submission Attributes
Still within the Project Settings, TenderDocs group of options click the link to configure the
default submission attributes for Tender submissions by Tenderers.
The available attributes that can be configured include:
- Document Revision
- Status
- Discipline
- Category
- Type
- Sender Company and Sender
- Revision Notes
- Remarks
- Reason
These attributes will be applied to the Tender Submissions as they are processed automatically
into the TeamBinder Document Register.
Note that is generally recommended that a separate Discipline be created for the management
of Tender Submissions to simply the process of controlling access.
Select the Mail Types for use with TenderDocs
It is necessary to both select which mail types will be available within TenderDocs for the
purpose of tenderers communicating with you, and for the selected mail types to define the
mandatory recipients (as the Tenderer does not choose the recipients when sending a mail via
TenderDocs).
To select the mail types and define a default set of mandatory recipients:
1. From within the relevant TeamBinder project, open the Mail Inbox.
2. From the More button options select Configure Mail Workflow.

3. Click the box Available in TenderDocs against the required mail types.
4. For each mail type in turn, click the Add/Remove option under Mandatory recipients and
select the mandatory To and CC values as required.
Note that the mandatory recipients for use with each Package can be fine-tuned from within the
Package Details window.
Setting up the Tenderers Company and Contact Details
Companies and Contacts within those companies who are going to be invited to bid on Tender
Packages need to be setup in the TeamBinder Address book as normal (but as External
Contacts). See Section 11.2 for more on Companies and Contacts.
7.2 Creating Tender Packages

7.2.01 Creating a Tender Package
To create a tender package
1. Click the New button in the left menu at the Dashboard and select Package and then select
Tender Package. .
Alternatively select the Documents to be included in the Package from within the Document
Register and click on the drop down arrow of the Transmit button and select Create
Tender Package.
2. At the New Tender Package window populate the details of the tender package ensuring
that all the fields mandatory fields marked with a red asterisk (*) are populated.
The fields at the tender package details are:
Field Description
Package ID* Package identifier.
Package Title* Package Title.
Trade Select the relevant trade the package belongs to.

Package Phase Package Phase.
Awarded To Company the package has been awarded to.
Approx Value Approximate Package value.

Preferred Format Format of soft copy submissions.
Package Security Choose between Private and Public.
Long Title Long Title field.
Details Long Description field.
Hardcopy of Documents Select the Company from where a hardcopy of a tender package
available from Company can be obtained.
and Contact
Automatically close Tick this box if you require that Tender Packages are closed for
Submissions at bidding [see Section 7.3.05] automatically on the date and at the
Scheduled Tender close time defined against the Schedule Tender Close option below.
times
Design Release Enter the Schedule, Forecast dates for this event. The Actual date
is updated by the system.
Tender Release As above.
Tender Close* As above.

Field Description
Tender Award As above.

Start on Site As above.
Finish on Site As above.

Fields in Italics are maintained by the system
3. Click the Save button and after the package details are saved, additional tabs will be added
to the New Tender Package window to select Documents and Recipients to add to the
Tender Package.
The next steps are:
 Add Documents to the Tender Package [see Section 7.2.02].

 Add Recipients to the Tender Package [see Section 7.2.03].
 Add Mail Types to the Tender Package [see Section 7.2.04]
Notes:
(a) Packages with similar details can be created quickly by selecting a package to duplicate
from within the Packages register and then clicking the Duplicate button or from within the
Package Details window using the More button options.
(b) Normally Package IDs are entered manually at Step 2 above. However it is possible to have
Package IDs generated automatically by the system either on a mandatory or optional
basis. Contact QA Software for more details on this option.
(c) Editing of the Package ID is permitted as long as the package has not yet been released.
7.2.02 Adding Tender Package Documents

Documents must already exist in the Document Register and be released or un-restrained
before they can be added to a tender package.
To add documents to a package
If you are not already in the Tender Package details window:
1. Select Packages from the left hand menu and select Drafts.
2. Location the required Tender Package from the register and double click on it to open the
Tender Package details window.
3. At the Tender Package details window click on the Documents tab.
5. Apply any search conditions as required to assist in the selection of documents to be added
to the package and click Search.
6. Select the documents to be added to the package by ticking the select boxes against them.
If there are multiple formats available for the document, select the required formats to
include.
7. Click the OK button and click OK when prompted.
8. Repeat steps 5 to 7 for to add additional documents.
Notes:
(a) Only documents a user has access to can be added to a Package.

(b) Documents can be added to a package at any time before the package is closed out.
(c) When adding documents to an existing package that already has documents allocated, use
the following options at Step 6 to simplify the process of selecting the documents to add:
 New: Documents not currently in the package

 Revised: Revised versions of documents that are already in the package
 Superseded: Superseded Revisions of Documents in the package
If the package has already been issued for tender (or for standard packages, transmitted),
you will be prompted to send a notification of changes to the package details.
(d) Packages that are not yet been released for tender are stored in the Packages Drafts
register. Packages released for tender are stored in the Packages Sent Items register.
(e) Documents added to a package after a package has been released for tender must be
distributed to tenderers via addendums to tender [see Section 7.3.02].
(f) Documents cannot be added to a package once it has been closed for bidding [see Section
7.3.05].
(g) Tender Packages that have been released for tender which include documents that have
been revised since the last issue or update to the package are shown with an icon against
them in the package register. The icon can be clicked to very simply add the new revisions
of the documents to the tender package.
(h) When viewing the details relating to a Package, use the Customise option available via the
More button to customise the columns displayed at both the Documents and Recipients
registers.
7.2.03 Adding Tender Package Recipients

Recipients (Companies and Contacts) must already exist in the Address Book before they can
be added to a package.
To add recipients to a package:
2. Locate the required Tender Package from the register and double click on it to open the
3. At the Tender Package details window click on the Recipients tab.
5. Select the first Company to be added to the Tender Package and then select the individual
contacts within the selected company to be included.
6. Repeat step 5 for additional companies and contacts within selected companies.
7. Click the View Selected link when done to check you have selected the required
companies and contacts.
8. Click OK when done and Yes when prompted to add the recipients to the Tender Package.
Notes:
(a) Recipients can be added to a package at any time prior to the package being released for
tender [see Section 7.3.01].

(b) Recipients added to a package after it has been released for tender will initiate prompts in
regard to the release of documents and addendums to the recipient [see Section 7.3.04].
(c) Use the Advanced search option to search for recipient companies by Trade.
7.2.04 Defining the Submission Criteria for the Tender Package
Submission Criteria defined for a Tender Package enable control of the structure of the tender
submissions, the required file formats and the maximum file size.
To define the Submission criteria:
3. At the Tender Package details window click on the Submission Criteria tab.
5. At the Criteria tab, enter a title for the first Submission Criteria (e.g. Technical Submission,
or Commercial Submission). Note that Tenderers will be required to submit a separate set
of documents against each Submission Criteria that you define.
6. Click the Add button to the right of the File Format field and enter the first valid file format
file extension. Repeat for additional valid file format file extensions.
7. Enter the Maximum file size for each submission against each submission criteria.
8. Repeat steps 4 to 7 for additional Submission Criteria.
Defining the Default Submission Attributes
9. Click on the Default Submission Attributes Tab.
10. Enter the default values for Rev, Status, Discipline, Category and Document Type to be
assigned automatically to documents submitted by Tenderers when processing these
documents into the TeamBinder Document Register.
11. Click Save when done.
Notes:
(a) It is generally recommended that a separate Discipline (or group of Disciplines) be created
for the management of Tender Submissions to simply the process of controlling access.
7.2.05 Defining the mandatory recipients for use with the Tender Queries
On larger projects there may be a number of separate Package Managers and hence the
mandatory recipients for mails sent by Tenderers to ask questions in regard to the Tender may
be different per package.
To define the mandatory recipients for queries for a package:

3. At the Tender Package details window click on the Mail Distribution tab.
The available mail types will be listed [see Section 7.1.05]
4. Click the Add/Remove link against the first mail type that will be used within the package.
5. At the Select Recipients window, select the mandatory recipients for To and Cc. These
recipients will receive any mail of this type sent by Tenderers in regard to the tender
package.
7.3 The Tender Phase

7.3.01 Releasing a Package for Tender
Once a tender package has been created and the tender documents and tenderers (recipients)
are associated with it, it can be released for tender. For Private tenders, each tenderer will
receive an Invitation to tender notification. For Public tenders the tender documents will be
published to the QA Software TenderDocs web site in addition to any selected tenderers
receiving an invitation to tender notification.
To release a package for tender
1. Select Packages from the left menu and select Drafts.
Tip: Packages that are not yet been released for tender are stored in the Packages Drafts
register. Packages released for tender are stored in the Packages Sent Items register.
3. At the Tender Package details window click on the Release button.
4. Enter the Subject to include on the invitation together with a message.
5. If you require a read receipt from each recipient tick the Request Read Receipt option.
6. Click the Send button.
Notes:
(a) For both Private and Public tenders, package recipients will each receive an invitation to
tender email notification which includes the login details for the TenderDocs website. The
Tender documents can be downloaded one by one or as a group from within the email
notification by the recipients
(b) The Invitation to Tender email notification is stored as a transmittal in the Sent Transmittals
Register [see Section 5.3.02]. It can also be viewed via the History tab within the package
details window.
(c) Once the Invitation to Tender is sent the Package is moved from the Drafts register to the
Sent Items register under Packages.
(d) Both Public and Private Packages will be available via the TenderDocs website but Private
Packages will require a logon [see Section 7.4.01]
(e) For Public packages it is necessary to know the name of the company issuing the tender to
access the tender packages via the TenderDocs website [see Section 7.4.01].
(f) Tender Packages can be resent if required by any user within the same company that
created the package (subject to access to the Packages module).
(g) Use the History tab in the Package Details window to see a history of notifications sent out
in relation to the package.

7.3.02 Responding to Tenderer Correspondence

Tenderers invited to tender on packages that have been released can send mail via the
TenderDocs portal that will be received into TeamBinder and can be viewed both via the
normal Mail Inbox in TeamBinder or via the Package Details screen.
The nominated Package Manager can reply to these mails (tender queries) in the normal way
that mails are replied to in TeamBinder. However the replies are automatically allocated to the
relevant package and can be viewed from within the Package Details screen.
Note that the recipients of mails sent by Tenderers are predefined [see Section 7.2.05].
7.3.03 Addendums to Tender

During the tender period for a tender package it may be necessary to:
 Issue additional documents to the tenderers

 Issue revisions of existing documents to the tenderers
 Issue responses to questions to the tenderers
 Remove documents from the tender package
 Extend/shorten the tender period.
This is managed using Addendums to tender. Addendums to tender relating to new or revised
documents can only be issued once the new or revised documents are uploaded to
TeamBinder and released in the normal way [see Section 4.3.01] and allocated to the Package
Note that it may also be necessary to Add/Remove recipients from the tender [see Section
7.3.04]. This is certainly the case for Public packages as all recipients who have indicated they
will submit prices need to be advised of the additional information via the addendum.
To create an addendum to tender
Assuming the new or revised documents to be added to the Tender Package are already
uploaded to the Document Register:
1. Locate the required Tender Package from the Sent Items register under Packages from the
left menu and double click on it to open the Tender Package details window.
2. At the Tender Package details window, click on the Documents tab and then click the Add
button to select the documents to add to the Tender Package (which may be New or
Revised Documents).
3. Enter any search criteria to assist in locating the documents and click the Search button.
4. Select the documents to be added to the Tender Package and click OK.
Note: Use the New (Documents not already in the package), Revised (Revised versions of
Documents that are already in the package), and Superseded (Superseded versions of
documents in the package) option buttons at the bottom of the Add Documents window to
assist with the search process.
5. You will be prompted to send out the Addendum immediately.
If you decide to send the Addendum later, select No at step 5 and use the Generate
Addendum button within the package details window later to send the addendum.
6. Enter a Subject for the Addendum and enter the Reason for the issue of the addendum
(mandatory) and the Message that is to appear on the addendum notification (optional).

A Read Receipt will be requested by default. Un-tick the Request read receipt box if
required.
7. Click Send.
Notes:
(a) For Private tender packages, the recipients will now each receive the addendum to tender
email notification.
(b) For Public tender packages it is essential that the recipients who have indicated they will be
submitting bids are added to the Address book and then the Package before creating the
addendum to tender. It is not possible to issue Addendums to tender for packages that do
not have any recipients allocated.
(c) The Addendum to Tender email notification is stored as a transmittal in the Sent
Transmittals Register [see Section 5.3.02].
(d) Use the Click to add Revised Documents icon to go directly to the Add Documents
window with Revised Documents related to the Tender Package listed for selection.
(e) Use the Click to Issue Addendum icon with the Package register against a package to go
directly to the Generate Addendum window.
7.3.04 Managing Recipients within a Tender Package

During the tender period it may be necessary to either add additional recipients to the tender or
remove recipients who decline the opportunity to bid.
For public packages, recipients who have indicated they will submit a tender it is necessary to
add the recipients to the package at the earliest possible time and before the issuing of
addendums to tender if possible.
Adding additional recipients
To add a recipient to released tender:
1. Select Packages from the left menu and select Sent Items.
3. At the Tender Package details window, click on the Recipients tab and then click the Add
button to select the additional Recipients to add to the Tender Package.
4. Select the new Recipient Company and contact and click OK when done.
5. You will be prompted that the following notifications will be automatically sent to the new
Recipients:
 The Original Tender Package Documents sent out when the tender was first released.
 Any Addendums sent.
You can also select to date the Invitation to tender they will receive based on the current
date or original dates at time of issue.
6. Click Yes to confirm that the Recipient(s) should be added the notifications be sent.
Removing or De-Activating recipients
Recipients can only be removed or deleted from a Tender Package if the package has not yet
been released. Once a Tender Package has been released, Recipients who decline to bid can
be made In-active within the Tender Package so that they don’t receive any further notifications
such as Addendums to Tender.

To de-activate recipients who decline to bid on a tender package released to them:
3. At the Tender Package details window, click on the Recipients tab and locate the Recipient
to be removed and un-tick the Active tick box next to them.
This will stop any future addendums being sent to this recipient.
4. Click Yes when prompted.
7.3.05 Closing a Tender Package released for tender

Towards the end of the bid period, participating tenderers will submit the Bid submissions via
the TenderDocs portal [see Section 7.4.05].
Once the tender period has expired, access to the tender documents is removed by closing the
tender package using the package maintenance wizard.
To close a package for bidding
3. At the Tender Package details window click on the Close for Bidding button.
4. Select any of the Recipients in the Tender Package that should retain access to the
Documents in the Package once the bidding is closed.
5. Click OK.
Notes:
(a) Access to the tender documents by the recipients of the tender package via the
TenderDocs portal will be disabled unless ticked at step 4 above.
(b) Before closing a public tender package for bidding, ensure that the successful tenderer is
allocated to the tender package as recipients cannot be added to a package once it is
closed for bidding.
(c) Tenders can be closed automatically by the system at the Schedule closing date and time

7.4 TenderDocs Website

7.4.01 Overview
TenderDocs is TeamBinder’s external website for use by tenderer’s who have been invited to
Tender on packages issued via the TeamBinder Package module.
TenderDocs enables Tenderer’s to receive and acknowledge tender packages; download the
tender documents, raise questions, receive addendums and answers, and submit their bid.
The purpose of keeping TenderDocs outside of TeamBinder is primarily so that it is not

necessary to give tenderer’s access to live projects unless they are awarded a tender and also
to keep the information in TeamBinder uncluttered with that relating to unsuccessful tenderers.
After Tenderer’s receive an invitation to Tender (Issued by TeamBinder) by email, they are
directed to the TenderDocs website where they can use their unique login to download the
specific documents released with the tender package.
The tenderer is then able to correspond with the Tender Issuer in regard to any queries. The
Tenderer will also receive any Addendums to tender via the same portal. Finally the Tendered
will be able to submit their tender package in the required format.
7.4.02 Access the TenderDocs portal

To launch TenderDocs use the URL http://www.teambinder.com/TenderDocs5
At the page that appears enter your User ID, Company ID and password (you will have received
this information in your invitation to tender).
At the TenderDocs home page you will see a list of menu options on the left hand side of the
screen.
7.4.03 Downloading Tender Documents

To view Packages you have been invited to tender on and to download the Tender Documents:
1. Click the Packages and Documents option at the left hand menu.
2. If you are involved in more than one project with the client, select the Project you are
interested in and all packages you have been invited to tender on will be displayed.
3. Now simply click on the Package number or Title to open the details about the package.
By Default the tender Documents will be listed.
4. Select the documents to download using the tick boxes (you can select all documents by
ticking the box above the first document in the list) and click the Download button to
download the tender documents.
Notes:
(a) The default display of documents listed against the Tender Package has then sorted by the
order they were issued in (e.g. the documents including in the original invitation, then the
documents relating to each addendum in turn). To view only the Latest tender documents
for the package, click the Latest option.

7.4.04 Sending Questions and Receiving Answers
Should you want to submit a question to the client about the Tender, this can be done via the
Mail option at the left menu or by using the Mail tab within the Package Details window.
From within the Package Details window, click on the Mail tab. This will display all notices
received (Inbox) in regard to the Tender including the original tender invitation notification and
any mail you have sent to the client (Sent Items).
To send the client a question by mail:
1. With the Mail tab selected within the Tender Package details, click the New button
2. Select the mail type to use (if prompted)
3. Complete the question details (note that who the mail is sent to is managed automatically
by the system [see Section 7.2.05]).
4. Click Send.
Notes:
(a) When you get a response to your mail you will receive an email notification. You can then
log into TenderDocs and view the reply via the mail tab and if necessary continue the
correspondence thread by using the Reply button after first selecting the mail.
(b) Switch between Inbox and Sent Items to view mail that you have received or Sent.
(c) Use the Mail button at the left menu to view all mail across all tender packages you are
involved in (either Sent or Received).
(d) Within the Mail register accessed via the Mail button at the left menu, if you are creating a
new mail you will also need to select the Project and the Package the mail relates to.
7.4.05 Submit a Bid

When you are ready to submit your final bid to the client, this should be done via the
Submission option within TenderDocs.
To submit a bid:
1. From within the TenderDocs portal, locate the Tender Package and click on it in the register
to open the details.
2. Now click on the Submission option at the left menu.
3. Against the relevant Criteria upload your bid documents by clicking on the Upload New or
Replace Existing file options
Note that the file formats you can select will be restricted to those that have been allowed
by the Tender Issuer.
4. Once the files have been uploaded, click on the Complete Submission button.
5. Click the OK button when prompted that your submission was successful.
Notes:
(a) Whether or not you are allowed to upload replacement or additional documents to your
submission after you have clicked Complete Submission and before the tender closes is
managed by the client.

7.5 Post Tender Package Maintenance

7.5.01 Overview
Once a tender package has been closed for bidding the following steps apply:
1. Tender submissions are received into the TeamBinder Document Register and can be
viewed by the Project Administrator, other Administrators with access to all documents plus
any users with access based on the default distribution (normally Discipline based)
assigned to the submission [see Section 7.2.04].
2. The technical and commercial evaluations can either per performing using the workflow
module within TeamBinder [see Chapter 6] or can be done outside of the TeamBinder
system.
3. Once the preferred tenderer has been selected, the package is awarded within TeamBinder
for the purpose of giving the selected company access to the tender documents using
TeamBinder during their works.
4. It is also possible to award tender packages in TeamBinder bypassing completely, the

tender process.
5. Once the selected company has completed their works it is possible to close-out the tender
package, removing any further access to the documents by the company. At this point the
company is normally issued with a copy of the document and communications data via
TBARCHIVE [see Section 11.1.06].
7.5.02 Award a Tender Package

Once a company has been selected to award a tender package to, the tender package must be
awarded via the Package Maintenance Wizard. This will give users from the company access to
the documents from within TeamBinder for the duration of their works.
To award a package
3. At the Tender Package details window click on the Award button.
4. Select the company to award the package to.
5. Tick or un-tick the box labelled Notify users of future revisions with download facility in
notification as applicable.
Ticking this box will ensure that the users within the company being awarded the package
are notified automatically of the release of any revisions to the package documents post
award.
If un-ticked, future revisions will have to be managed via Pending Transmittals [see Section
5.2.04].
6. Click the Award button and OK when prompted.
Notes:
(a) An email notification will be sent to the company selected informing them that they have
been awarded the tender package. This email will also include the login details to
TeamBinder for ongoing access to the documents included in the package.

(b) Email notifications will be sent to the unsuccessful companies advising them that they were
unsuccessful.
7.5.03 Close out a Package

Once the actual works in a tender package have been completed, the company performing the
work no longer requires access to the documents in TeamBinder, and the tender package can
be completely closed out.
To close out a tender package
3. At the Tender Package details window click on the Close out button and click OK when
prompted.
Notes:
(a) Access to the documents in the tender package will be removed only for the users who
were granted access to the documents via the package award process.
7.6 Standard Packages

7.6.01 Overview
Standard Packages differ from Tender Packages in that they do not go through a full tender
cycle. Standard Packages are simply issued to the package recipients although addendums to
Standard Packages can also be created.
Standard Packages can be used to creating a grouping of documents and recipients for
purpose of managing the issue of documents.
7.6.02 Creating a Standard Package

1. Click the New button at the Left hand menu at the Dashboard and select Package and then
Standard Package.
Alternatively select the Documents to be included in the Package from within the Document
Register and click on the Transmit button, and select Create Standard Package.
2. At the New Standard Package window, enter the details of the package ensuring that all the
fields mandatory fields marked with a red asterisk (*) are populated.
The fields at the package details window are:
Field Description
Package ID* Package identifier.
Package Title* Package Title.
Trade The Trade the Package relates to.
Reason for Issue The Reason for Issuing the Package is populated via a drop down
selection from the Configuration table of Reasons [see Section
5.1.03]. If OTHER is selected then the Reason must be entered
manually.

Field Description
Approximate Value Approximate value of the package (optional)

Preferred Format Preferred file format for documents.
Long Title A long title for the package
Details Any further details
3. Click the Save button and then click the Close button.
The standard package will now be created and added to the Drafts packages register. The next
steps are:
 Add Documents to the Standard Package [see Section 7.6.03]

 Add Recipients to the Standard Package [see Section 7.6.04]
Notes:
(a) Packages with similar details can be created quickly by first selecting the package to
duplicate and then clicking the Duplicate button.
7.6.03 Issuing a Standard Package

Once a standard package has been created and the documents and recipients are associated
with it, it can be issued. Recipients will receive a notification by email from which they can
download the package documents.
To issue a Standard Package
Tip: Until a standard package has been issued it is stored in the Packages Drafts register.
Once issued it is stored in the Packages Sent Items register.
2. Open the Package Details relating to the package to be Issued by double clicking on the
package in the register.
3. Click the Issue Package button.
4. Enter a message to the Package Recipients and click the Send button.
Notes:
(a) The Standard package issue notification is stored as a transmittal in the Sent Transmittals
Register [see Section 5.3.02].
(b) The Sent Items package register shows the Issue date as the Date Released.
(c) To issue an addendum to a standard package, first modify the package
documents/recipients as required and then choose Generate Addendum at step 3 above .
At the Generate Addendum window enter a Reason and a Message in relation to the
Addendum and click the Send button.
7.7 Incoming Packages

7.7.01 Managing Incoming Packages
Packages (Standard and Tender) that are received via TeamBinder are stored in the Inbox
register under Packages. This is in additional to the Package notification being stored as an
incoming transmittal in the Transmittals Inbox.
To View Incoming Packages
1. Click the Packages button at the left menu and select Inbox.

2. At the Inbox locate the package required and double click on it to open the package details.
From within the Package details window it is possible to:
 Download the documents in the package by first clicking on the Documents tab and then
selecting one or more documents to download and the selecting Download from the More
 Batch comment on the documents in the package by again by first clicking on the
Documents tab and then selecting one or more documents to comment on and the
selecting Batch Comment from the More button list of options.
 Duplicate the Package to create a new package. This is done by selecting Duplicate from
the More button list of options. Note that when duplicating a package in the Inbox the
recipients of the package (which are not displayed in the Inbox) will not be brought forward
into the new package. However all documents which the user has full access to will be
carried forward.
 See a history of incoming notifications (transmittals) in relation to the package by clicking on

the History tab.
7.8 Reporting
7.8.01 Overview
There are a number of standard reports available in TeamBinder related to Packages and
Tenders. The Standard reports are accessed as follows:
2. Click the Packages group in the left pane.
4. Enter/Select the various attribute options for the report on the right hand side of the screen.
Notes:
Report No. Title Description
Report Group: Packages

001 Tender Documents - Released This report lists documents released for
and Downloaded Only tender and for each document details the
Recipient, the documents they have
downloaded and the date downloaded.

005 Packages – Sent Summary This report lists all packages that have been
Report issued. Choose between Tender Package,
Standard Packages or both.
010 Packages – Sent Detailed This report lists all packages that have been
Report issued and includes recipient details.
Choose between Tender Package,
Standard Packages or both.
015 Standard Documents – Issued This report lists all Standard Packages that
and Downloaded Only have been issued.
020 Package Award Details – By This report lists details of all tender
Package packages that have been awarded.
030 Inbox Summary Report This report lists all packages that have been
received by your company.
035 Inbox Detailed Report This report lists all packages that have been
received by your company and lists the
documents included in each package.

Chapter 8 – Tasks
8.1 Getting Started
8.1.01 Overview
8.1.02 User Preferences - Task Status
8.1.03 User Preferences – Notifications
8.2 Working with Tasks

8.2.01 Creating Tasks
8.2.02 Viewing Tasks

Chapter 8 – Tasks
8.1 Getting Started

8.1.01 Overview
The Task Module of TeamBinder enable users manage Tasks and Actions arising from any
information stored in TeamBinder.
Users can create tasks and actions for other users to perform and all users see all Tasks and
Actions (both those created by them and those allocated to them) from a single location on the
Dashboard.
Tasks can be associated with any TeamBinder work items such as Mails, Documents and
Transmittals, and Published Reports.
8.1.02 User Preferences - Task Status

Tasks. These actions are managed via the Task Status section of Users Preferences
1. Click the Settings button at the top menu and select User Preferences from the drop down
list.
2. Click on the Task Status tab and adjust your preferences as required. The options are
explained below:
(a) Task Status statistics on the Dashboard: which enables you to include within the
management summary a total number of, and link to, all tasks of a particular status.
This will give you quick access via the management summary for example to all tasks
with a current status of Outstanding.
To set this up: At the Task Status tab, under Display the following Task Status
statistics on my Dashboard, select from between 1 to 3 different status values by
which tasks will be summarised under the Task Statistics within the management
summary at the Dashboard.
(b) Automatic Task Reminders: which is a useful option to allow you to have an
automatic reminder sent to you by email say every 2 days in regard to perhaps
outstanding tasks for which the action by date is overdue.
To set this up: At the Task Status tab, under Automatic Task reminders, select from
between 1 and 3 status values for which you would like to be periodically sent, by
email, a summary list of tasks with the selected values.
every X days field.
You can further expand the selection by choosing to include the following tasks
regardless of status:
 Where actions are outstanding.

 Where actions are overdue.

Chapter 8 – Tasks
8.1.03 User Preferences - Notifications

There are a number of notifications the system sends out in relation to Tasks.
To edit your notification settings for Tasks
1. Click the Settings button at the top menu and select User Preferences from the drop down
list.
2. Click the Notifications tab
3. Tick or Un-tick the box against Tasks to switch on or off all task related notifications.
4. To switch on or off specific notifications, click the Select Notifications link.
5. The full list of task notification types is as follows:
 Notification of Auto Response for Tasks

 Notification of Automatic Task Status Reminder
 Notification of New Task
 Notification of Task Cancelling
 Notification of Task Change
 Notification of Task Completion
 Notification of Task Deletion

Access to the Packages module is controlled by Project and Company Administrators.
1. Click the Admin button at the top menu and at the Admin screen, select Manage User
Access.
8. Choose from the following options under the Transmittal column:
 None: The Tasks module is not available to the user.

 Personal: The User has access to creating tasks and can view
tasks addressed to or sent by themselves.
 Department The User has access to creating tasks and can view tasks addressed to or
sent by anyone in their department.
 Company: The User has access to creating tasks and can view tasks
addressed to or sent by anyone in their company.
Notes:
(a) Primary and Additional Project Administrators can assign User Access to the Task module
for any user.
(b) Company Administrators can assign users access to the Task module only if they
(c) Users can only see incoming and outgoing tasks received or generated by their company.

Chapter 8 – Tasks
8.2 Working with Tasks

8.2.01 Creating Tasks
Tasks can be created either from scratch via the left menu or from within any of the various
TeamBinder modules.
To create a task from the left menu
1. From the left menu at the Dashboard, click the New button and select Task.
2. At the New Task screen, select or enter the following:
 The Company to whom the Task is allocated.

 The Contact (person) to whom the Task is allocated.
 The Due Date for the Task.
 A Subject for the Task.
 The Description of the Task.
3. Use the More button to link or associate the tasks with one or more work items from the
various TeamBinder modules (Controlled Documents, Mail, Published Reports, Transmittals
or Packages).
Note that when any of the modules are selected, the standard search window for that
module appears to enable selection of the work item.
To remove a linked work item, click the X in the left most column against it..
4. Finally click the Save button and then click the Close button.
An email notification will now be sent to the user to whom the task is allocated.
To create a task from within the various TeamBinder modules
To create a task from within any of the TeamBinder modules such as Mail, Documents,
Transmittals etc, simply select one or more work items (for example items of mail) and select
New Task from the More button options on the toolbar.
The remaining steps are as described above. The only difference is that the work items you
have selected will automatically be associated or linked to the Task.
8.2.02 Viewing Tasks

Tasks can be viewed in a number of different ways
From the Dashboard
Click on the Tasks widget within the Dashboard [see Section 2.2.08].
Click any of the links displayed to view the Task Register displaying only the relevant Incoming
or Outgoing tasks.
Via the Task Register
1. From the left menu click on Tasks.

2. Select either Incoming or Outgoing Tasks.

Chapter 8 – Tasks
Incoming Tasks
Working with this screen is similar to all other TeamBinder screens. The following are the
options:
 To open a task, simply double click on it.

 To action a task, open it, read the instructions and record your actions in the Action note
field. Then update the Percentage complete and Status as required.
 To open any mail, documents, or other files linked to a task, simply click on them within
the Task Details window.
 To batch update a series of Tasks use the Batch Status update icon.
Outgoing Tasks
At this screen it is possible to:
 Delete a task using the Delete button. You will be prompted to enter a reason for the
deletion.
 Cancel a task using the Cancel button available for the More button options. You will be
prompted to enter a reason for the cancellation.
 Use the Duplicate button to create a new task which is based on the currently selected
task.
Notes:
(a) A Register of the currently displayed Incoming or Outgoing Tasks can be printed using the
Print button.
(b) Use the Batch Status option available via the More button options to update the status of
selected tasks in one step.

Chapter 9 - Reports
9.1 Standard Reports
9.1.01 Overview
9.1.02 Generating Standard Reports
9.1.03 Advanced Search options
9.1.04 Offline Reports
9.2 Custom Reports

9.2.01 Customizing Reports

Chapter 9 – Reporting
9.1 Standard reports

9.1.01 Overview
There are a large number of standard reports in TeamBinder, all of which can be filtered to
report on specific data only. The Standard reports are complimented by the ability for users to
create their own custom reports based on the standard report templates provided.
All Standard Reports are located in the Reporting Module and grouped by the TeamBinder
module they relate to.
Standard and Custom Reports can be output to print or exported in to PDF, MS Word, or MS
Excel format.
For details of specific reports, refer to the Reports section of the TeamBinder documentation for
each module.
 Mail Reports [see Section 3.11.02].

 Document Reports [see Section 4.5.02].
 Transmittal Reports [see Section 5.5.02].
 Workflow Reports [see Section 6.3.03].
 Package Reports [see Section 7.8.02].
When running module specific reports the security settings that apply to each module apply for
the reports too. For example if a user has access to personal mail only, then when running mail
related reports, regardless of filters applied, they will only be able to report on personal mail
items.
9.1.02 Generating Standard Reports

Generating Standard Reports involves the same process regardless of the specific report
selected. The general steps required to run standard reports are described below.
To generate a standard report
1. Click the Reports button at the top menu.
2. The Report groups available are listed in the left hand pane of the Reports screen. They
are:
 Address Book
 Administration
 Document Register
 Transmittals
 Document Workflow
 Mail
 Packages
By clicking on one of the group headings the reports available for the selected module
(Standard and Custom) will be listed.
3. Select the report that you wish to generate by clicking on it.
4. At the relevant advanced search window, enter the search criteria [see Section 9.1.03] for
the report and click the Search button.
Your report will now be generated.

Notes:
(a) To export the report to PDF, MS Word, or MS Excel format, click the Export button at the
top of the report window after the report has been generated.
(b) To use a Custom Title on the report, simple edit the report title at step 4 above.
(c) Use the Back button to return from the report displayed to the search criteria window to fine
tune your search before re-running the report.
(d) To restrict the maximum number of records downloaded to the report (the default is 10,000)
enter the required maximum in the field provided.
(e) To develop customized versions of the standard reports [see Section 9.2.01].
9.1.03 Advanced Search Options

When running any of the TeamBinder standard reports the user is presented with a screen of
advanced search options.
The advanced search contains attributes and options relevant to the report you are generating.
In most cases the options are as per the Advanced search window that is available within the
registers for each module:
For Mail – see Advanced Mail Search - Section 3.8.02

For Documents – see Finding Documents - Section 4.2.02
For Transmittals – see Finding Sent and Incoming Transmittals - Sections 5.3.01 and
5.4.01 respectively.
Notes:
(a) Use the More Search Options link to create SQL type search selections.
(b) Use the More button to the right of the Sort By to add additional sort criteria for the report.
(c) Use the Save button to save a filter and later use the Load button to load a previously
saved filter.
9.1.04 Offline Reports

For large and complex reports that take more than a few minutes to generate and can affect
system performance, it is possible for these reports to be compiled in the background, removing
the potential impact on other users.
Once the report has been generated the user is notified by email with a link to download the
completed report. Contact QA Software if this is of interest as this feature can only be activated
by QA Software.
9.2 Custom Reports

9.2.01 Customising Reports
Standard Reporting in TeamBinder can be customised to a limited extent to meet company
specific requirements.
To Customise a report
1. Click the Reports button at the top menu and locate the standard report your custom report
will be based on from within the Standard Reports screen.
2. Click on the Modify button.
3. Enter a custom title for your report.
4. Now select the way the information will be sorted and grouped. The available fields by
which your data can be grouped and sorted are listed. Select as required.

For example if generating a report on Documents you may want the report sorted by
Discipline with a Discipline subheading and then the list of documents that belong to the
discipline. In this case you would select Discipline as the field to Group by.
5. Now select the fields to appear on your custom report from the list of available fields using
the right mover arrow.
6. Once the required fields have been selected, adjust the order they will appear across the
top of the report from left to right using the up and down arrows..
7. Now setup up the default search criteria to be applied for the report [see Section 9.1.03]
using the + button.
Notes:
(a) Custom Reports are added to the standard reports listing with a report number allocated
automatically. This is based on the standard report number plus an alpha suffix which
commences from “a” for the first custom report created.
(b) There are limits to the amount of customisations that can be achieved using the Modify
option above. If you have a specific reporting requirement that you cannot achieve via
TeamBinder, prepare a sample in MS Excel and send it to the QA Software support team
who will advise you either how to achieve the required report or what will be involved in QA
Software developing this custom report for you.

Chapter 10 - Published Reports
10.1.01 Overview
10.1.03 Creating Categories
10.1.04 Publishing Reports

Chapter 10 – Published Reports
10.1.01 Overview
Published reports are a TeamBinder feature that allows companies to build a “folder” structure
(Categories) within a TeamBinder project.
Within the folder structure companies and users can store files that do not fit into any of the
other TeamBinder modules. These files can then be shared with other users in the same
company (Private Categories) or with other users from other companies on the project (Public
Categories), assuming of course the users have access to published reports.
Examples of files that may be “published” in this way include:
 Site photos
 Project Schedules
 Cost Reports
 Monthly Reports
 Resumes
The structure of Published reports is defined by Categories (or Nodes) that are the equivalent
in windows of folders. A Category or folder can be defined as either Private or Public.
Public categories are accessible to all users of the TeamBinder project with View or Full
access to the Published reports module. Private categories are accessible to only users from
the company creating the category with View or Full access to Published reports and access
may be further restricted to only selected users within the company if required.
Note also that users with a minimum of View access to published reports are notified
automatically when new reports are published either to Public or Private categories subject to
the rules above.
To access published reports
1. Select Published Reports from the left menu.
2. Categories are displayed with a folder icon.
3. Expand the node structure by clicking on a Category.
4. Published Reports are marked with a Paper and pin icon.
5. View a Published report by right clicking on it and selecting View File. The file will be
viewed via TeamView.
Notes:
(a) Access to view Published reports, maintain the Category structure, or upload reports is
managed via Manage User Access [see Section 11.4.03].
(b) Use the Download button to download in bulk selected Published Reports (select the
reports first).


Access to the Published Reports module is controlled by Project and Company Administrators.
1. Click the Admin button at the top menu and from the Admin screen select Manage User
Access.
2. Select a Company.
The users within that company will be listed.
3. For each user, choose from between the following options under the Published Reports
column:
 None: The Published Reports module is not available to the user.

 View: The User can access and download Published Reports but cannot
create new categories or publish reports themselves.
 Full: The user has full access to the Published Reports module.
Notes:
(a) Primary and Additional Project Administrators can assign User Access to the Published
Reports module for any user.
(b) Company Administrators can assign users access to the Published Report module only if
they themselves have access.
(c) Users can only see Categories and Published reports relating to their company unless the
Category has been set as Public.
(d) Users with access of View Only or above access will be notified automatically when new
public or company reports are published.
10.1.03 Creating Categories
To create Categories (nodes) for the storage of Published Reports
2. Locate the Category beneath which your new category is to be created and right click on it
and select New.
3. At the Add Published Reports window, select the type as Category.
4. Choose between Public or Private access for your category.
Note that the option to select Public or Private access is disabled for all but Root nodes.
5. Enter a Description for the Category.
6. Click Save.
Notes:
(a) The Current Node refers to the Category that you are generating the new category under.
(b) It possible for the creator of a top level category within published reports to control the
access to reports published to the specific category or any categories below it. To do this
simply right click on the top level category and select Set Security. At the set security
window, use the options to control which users do and don’t have access to this category.
(c) If creating a Private Category, access can be further restricted (beyond being accessible to
all users in the users company) by right clicking on the Category and selecting Set
Security.

10.1.04 Publishing Reports
To upload a new Published Report
2. Locate the Category beneath which your new category is to be created and right click on it
and select New.
3. At the Add Published Reports window the Type is defaulted to Report.
4. Click the Upload button to select the report to upload.
5. Select the report file and click Open.
6. Enter a Description for the report.
7. Click Save.
Notes:
(a) The Current Node refers to the Category that you are publishing your report to.
(b) The Published report is either Private or Public based on the setting of the root node it is
stored under.
(c) If publishing a report to a Private Category, access to the report can be further restricted
(beyond being accessible to all users in the users company) by right clicking on the Report
after it is published and selecting Set Security.
(d) To delete a published report, right click on it and select Delete (requires Full Access). Users
with access to the report will be notified of the deletion.

Chapter 11 - Administration
11.1 Projects
11.1.02 Create Project
11.1.03 Project Settings
11.1.04 Project Calendar
11.1.05 Project Archiving
11.2 Address Book

11.2.01 Overview
11.2.04 Companies
11.2.03 Company Types
11.2.04 Departments
11.2.05 Contacts
11.2.06 External Contacts
11.2.07 Contact Groups
11.2.08 Contact Titles
11.2.09 Trades
11.2.10 Importing Address Book
11.3 Users
11.3.01 Creating Users
11.3.02 Passwords
11.3.03 User Maintenance
11.3.04 Restricted Users
11.4 Project Administrator

11.4.01 Overview
11.4.02 Security Groups
11.4.03 Manage User Access
11.4.04 Assign Company Administrators
11.4.05 Processing Subscription Requests
11.4.06 Assigning Access to specific Documents
11.4.07 Manage Document Access
11.4.08 Plain Text Email Notifications
11.4.09 Defining Mandatory Fields
11.5 Using a Global Address Book

11.5.01 Overview
11.5.02 Getting Started with the Global Address Book
11.5.03 Populating the Global Address Book
11.5.04 Creating Contacts in a Linked Project
11.5.05 Maintaining the Global Address Book
11.6 Reports
11.6.01 Overview

Chapter 11 – Administration
11.1 Projects
Once a decision has been made to use TeamBinder on a project, the initial steps to get up and
running are:
1. Create the Project [see Section 11.1.02].
2. Edit the Project Settings [see Section 11.1.03].
3. Populate or Import the Address Book [see Section 11.2.10].
4. Create Security Groups [see Section 11.4.02].
5. Configure Security Groups [see Section 11.4.02].
6. Setup Users [see Section 11.3.01].
7. Assign Company Administrators [see Section 11.4.04].
8. Assign User Access [see Section 11.4.03].
9. Setup the Project Calendar [see Section 11.1.04].
See also module specific setup check lists:
(a) Setup Check List for Mail [see Section 3.1.02].

(b) Setup Check List for Documents [see Section 4.1.02].
(c) Setup Check List for Transmittals [see Section 5.1.02].
(d) Setup Check List for Workflow [see Section 6.1.02].
(e) Setup Check List for Packages [see Section 7.1.02].
11.1.02 Create Project

TeamBinder is a Project based document management and collaboration system. Each
TeamBinder project contains its own mailboxes, document register, address book, etc. and
independent of any other TeamBinder project.
The first step when using TeamBinder on a project is to create the project. For customers
deploying TeamBinder via the ASP model [see Section 12.1.01] the project is always created
for you by the service provider. For customers Self Hosting TeamBinder [see Section 12.2.01]
the project creation process is performed by a system Administrator from outside of
TeamBinder and its outside the scope of this documentation.
As part of the project creation process, the Mail Types available for the Mail Module of
TeamBinder will be configured based on the requirements of the project as detailed in the
Implementation Plan. See also Custom mail forms [Section 3.1.07].
11.1.03 Project Settings

Once a project has been created, the Project Settings can be edited at any time.
1. Click the Project Settings button at the top menu.
2. Modify any of the project settings (which are grouped by tabs) as required (see below) and
click Save when done.

The available Project Settings are as described below:
Field Description
General
Project No The Project Number can be any combination of letters and/or
numbers with a maximum of 12 characters.
Project Title Project Title
Project Header The text that appears in the Internet Explorer Title bar when using
this project.
Project Manager The Project Manager of the hosting company.
Project Director The Project Director of the hosting company.
Time Zone Select the required time zone for the project. This is important as it
is used to date and time stamp all transactions.
Weather Station Select the Country and City the project is located in [see 2.4.02].
Project Image Options for displaying an image on the Dashboard are currently
limited to uploading a static image. [see 2.2.09]
Remarks Enter the text to appear under Project Summary on the Dashboard
Download Disclaimer Enter a privacy message that will appear when users download
documents from TeamBinder.
User Passwords expire This is a number of days after which users will be required to
within X days change their password.
Notification Interval Select the Days, Hours, Minutes for the frequency with which the
system will send email notifications relating to each event type in
TeamBinder. For example, if set to 30 minutes, then if 20
Documents are uploaded to TeamBinder and these documents
are released immediately, each recipient on the distribution matrix
will receive one notification listing 20 documents rather than 20
notifications of one document each.
Contact Details
Contact Details Contact Address Details for the TeamBinder Project hosting
company.
Partners
Partner Details Select the primary companies on the project for the roles of Client,
Architect, Prime Contractor, Engineering Consultant, and Quantity
Surveyor (these values are for information only).
Document
Minimum Document The minimum Document Length field is for use when validating
Length. document uploads.
Send Document Default settings for use when commenting on controlled

Comments to documents from within the document register. The options are
Originator, Review Coordinator, Recipients. [see Section 4.2.09]

Field Description
Document
Allow closing of This option allows any user able to view comments relating to a
document comments by document to be able to close out the comments of any other user
other users in relation to the same document. [See also Section 4.2.09]
Enable redlining and Used to enable the ongoing red-lining of and commenting against
comments after documents by users with access to them once the review workflow
document review for them is completed [see Section 6.1.08].
workflow completion
Enable redlining and Used to enable or disable the ability for users to make comments
comments on or markup Un-Restrained documents.
unrestrained documents
Enable upload of This option if ticked enables the review coordinator to upload
additional View files by additional view files to a document as part of the Document
Review Coordinator Release Process [see Section 6.2.07].
within the release screen
Enable upload of This option if ticked enables the document originator to upload
additional View files by additional view files to a document that is currently restrained and
Originator for Restrained awaiting workflow activation – [See Chapter 6].
documents
Enable transmitting This option if ticked enables the transmittal of Rejected documents
rejected documents to all to any user. By default the option is not selected and such
users transmittals are restricted to be sent only to the Document
Originator.
Enable transmitting of This option if ticked allows documents that are currently restrained
review documents to all to be transmitted in any user. Un-ticked, transmitting of restrained
users documents is limited to only users related to the workflow process.
Send automatic This option if ticked will send an automatic email notification to the
notifications to setup Project Administrator if an Un-Restrained Document is uploaded
distribution group with attributes such that it is not related to any Distribution Rule.
Enable “Notify” option This option if ticked allows the notify box against a user within a
when adding new users discipline distribution group then be un-ticked. This will then stop
to a distribution group notifications in regard the release of documents of that discipline
being sent to the user even if the User Preference for such
notifications is ticked.
Include Reviewer This option if ticked will select by default all reviewer comments
comments when and redlines when release documents via the Document Release
releasing documents screen.
Allow deleting of This option if ticked enables documents to be deleted even if they
transmitted documents have been included on transmittals.
Allow changing details of This option if ticked enables the Primary and Additional Project
multiple documents Administrators to be able to change the details of documents in
bulk.
Notify users about Used to control the default setting in regard to the sending out of
document deletion by notifications to users when documents are deleted.
default
Allow reviewers to This option (if enabled by QA Software and ticked here) means
bypass review that reviewers in a workflow can choose to bypass the remaining
reviewers and pass the next review directly to the Review
Coordinator.

Field Description
Document Download The Document Download Expires in X Day(s) field is for use when
expires in X days sending email notifications to users to notify them of a new
(notifications) document. The value entered in this field will determine how long
after the notification is created the users can download the
document from that email notification.
Respond to Transmittals This is a default number of working days used to calculate the
within X days respond by date for transmittals based on the current date +
number of days defined here.
Miscellaneous - Mail
Enable use of Blind Used to enable the use of Blind Carbon Copies (BCC) by all users
Copies (BCC) when if required when generating mail.
sending mail
Enable the changing of Used to enable a user with company access to mail to change the
the status of mail of any status of the mail of any other user within the same company.
user within a company
by a user of the same
company with Company
mail access
Allow private Live Mail Tick this option to allow the creation of Private Live Mails. [See
issues Section 3.7.02]
Allow editing of Tick this option to enable unregistered mails to be edited prior to
unregistered mails prior processing.
to processing
Allow removing of This option can be used to allow or dis-allow users from removing
allocated mails from mails from Folders/Sections once they have been filed there.
Folders/Sections
Contract Turn Around This is the contract turn around period defined in number of days.
period
Filter It is possible to define the default advanced search (filter) setting
for all users for the mail module to show only mail that is dated
within the last X days or since <date> when accessing the mail
registers.
Miscellaneous - Others
Enable attachments in Tick this box to enable attachments to be added to Transmittals
Transmittals / Packages and Packages (for example a scanned copy of a signed transmittal
hardcopy).
Attach Comment If enabled by QA Software, this option if ticked enables the

Spreadsheet to process of comments against documents to be auto converted to
Transmittals an excel file and attached to a transmittal. This is part of the
process of managing the review of documents by External
Reviewers [see Section 6.2.08]
Maximum size of This option is used to define the maximum size of the combined
attachments for mail / files attached to any of mail, transmittals or packages sent to
transmittal / package is External Contacts. If the attachments in total are greater than this
X Mb size, then they are sent as links.
Publish Report caption Enter a caption for Published Reports.
Publish Report Enter an abbreviation for Published Reports

abbreviation:
Useful Information The text defined in this screen is displayed in the Useful Contacts
widget at the Dashboard.

Field Description
TenderDocs
Replace uploaded Select Yes if tenderers should be allow to replace their uploaded
submission files tender submissions prior to the closing date.
Allow upload to This option enables Tenderers to upload additional documents to
completed submissions their submission even after they have marked their submission as
complete.
Modules to be enabled Select which modules should be enabled in the TenderDocs
in TenderDocs portal.
Notes:
(a) Editing the Project Settings is limited to the Primary and Additional Project Administrators
(b) The Project Number cannot be changed after project creation.
(c) There are two further Project Settings in relation to Documents that can be set only by QA
Software. These are:
 Allow multiple files of same file extension for a single document - used to enable
more than one file with the same file extension to be uploaded against a single
document (e.g. 2 of .pdf files).
 Carry forward document comments – used to set that outstanding comments against
a document (not closed out) are automatically carried forward to the next revision of the
document.
Contact QA Software if these settings are of interest for your project.
11.1.04 Project Calendar

TeamBinder has a built in Project Calendar used by the system to derive default respond by
dates in the Document, Transmittals and Workflow modules based on working days.
By default the Project Calendar marks all Saturdays and Sundays as non-working days. To
define additional days as non-working (e.g. Public Holidays) or to make Saturdays and/or
Sundays working rather than non-working, the calendar is edited and non-working days marked
or un-marked as required.
To modify the calendar settings
1. Click the Admin button at the top menu and at the Admin screen select Project Calendar.
2. Select the month and year to review from the drop down lists.
3. To mark a day as working on non working, right click on it and select either Mark as
working day or Mark as Holiday as applicable.
Notes:
(a) Maintenance of the Project Calendar is restricted to the Primary and Additional Project
Administrators.
(b) Days which are greyed out on the calendar are Holidays/Non working days
(c) Days which are white are working days.
(d) The respond by dates which are calculated based on working days as defined by the
Project Calendar are:
 Mail Respond by dates where a Default response period has been defined (see
Section 3.1.06].
 Transmittal Respond by dates where a Default response period has been defined
 Controlled Document Review Durations and hence required by dates.

11.1.05 Project Archives

Project Archives are available at any time to any company using TeamBinder on a project. For
Projects using TeamBinder via the ASP model [see Section 12.1.01], Project Archives must be
requested from, and are created by QA Software and charges apply. For Projects being self
hosted [see Section 12.2.01] by a customer, Project Archives must be requested from and
created by the self hosting company.
A Project Archive for a company consists of the following:
 All mail generated by or received by the company.
 All documents the company uploaded or has access to.
 All comments and redlines made by the company against documents they have access to.
 All comments and redlines made by reviewers belonging to the company during
workflows.
 All transmittals sent or received by the company.
 All packages created by the company.
 All published reports belonging to the company.
 All notifications sent to the company.
 The project address book.
The above data is archived to a storage media (normally and external hard drive or USB),
together with a copy of TBARCHIVE, QA Software’s unique application for viewing project
archives. TBARCHIVE is a complete application enabling a company to view their project
archive in a similar way to the way the information was viewed from within TeamBinder.
TBARHIVE also includes a powerful Global Search engine to search for information within the
Archive.
TeamBinder Archives are far more than a company’s data simply copied to CD. They are a full
application on their own right for viewing project information belonging to the company.
Contact QA Software for more information about Project Archives.
11.2 Address Book

11.2.01 Overview
The Address book in TeamBinder is project specific and is structured in two levels:
 Companies.
 Contacts.
There is also a sub level to Companies which is Departments, the use of which is optional and
Companies can be categorized by both Company Type and Trade if required.
The Address book contains the details of all users of TeamBinder as-well as details of any
external contacts who will receive or send information to users of TeamBinder but are not
themselves TeamBinder users.
The Address book should be populated directly after a project is created. Contact details can be
entered into the Address book manually, imported from another project, or imported from MS
Excel (requires the assistance of QA Software).

Access to the Project Address book for the purpose of adding or editing contact details is
generally restricted to the Primary and Additional Project Administrators (for all contacts), the
Company Administrator (for contacts within their own company), and Users of the Project
Administrator’s company for the creation of External contacts. It is possible however to have
enabled if required the ability for Company Administrators to also be able to create contacts in
other companies [see Section 11.4.04].
For customers using multiple TeamBinder projects, the concept of a Global Address book can
be supported if required [see Section 11.5].
11.2.02 Companies
Companies in TeamBinder are used to group together contacts belonging to the same
organisation or company.
It is not possible to create a contact without first creating the company they belong to.
To create a new company
1. Click the Contacts button in the top menu area and select Companies.
2. At the Companies screen click the New button.
3. At the New Company Details window enter the following information using the Details,
Options tabs and the menu options.
Field Description
Company Details
Company ID* The Company ID you assign will be used throughout the
TeamBinder system and it is worthwhile preparing a procedure on
how you will assign Company IDs before creating too many
companies. A meaningful abbreviation for Company IDs is
suggested. E.g. QASOFT for QA Software.
Company Name* The Company Name.
Company Type* The type of company [see Section 11.2.03].
Business Reg. No.: The business registration number for the company.
Address Details Enter the Address Details for the Company which include: Address
Line 1, Address Line 2, City, State, Postcode, and Country,
Phone, Fax, and Website.
The address details entered for the company are used as the
default address for any contacts created within the company.
Logo The logo file for use on Mail and Reports. [see Section 3.1.09].
Trades Use the + button to assign one or more Trades [see Section
11.2.09] to the Company.
Departments Use the + button to define Departments within the Company [see
Section 11.2.04].
Fax-in Number The project fax number for the company which is used for the
Integrated service [see Section 3.10.01] and on default mail form
headers.

Field Description
Email-in Address The project email address for the company which is used for the
Integrated Email-In service [see Section 3.10.02] and on default
mail form headers.
Options
Company Administrator Selected Company Administrator [see Section 11.4.04].
Force users to file Mail in Use this option to control the filing of mail into Folders for users
Folders. within this company. The options are Never, Prompt, or Always.
Allow removing allocated Use this option to control whether users can remove mails from
mails from Folders. Folders once they have been filed.
Enable Personal Tick this box to activate Personal Unregistered Mail boxes for this
Unregistered Mailboxes company [See Section 3.6.02]
Upload to other Tick this box to enable other companies to upload revisions of
company documents documents for which they are not in the original uploading
company.
Allow uploading Tick this box to enable this company to upload documents on
documents on behalf of behalf of other companies.
other companies.
Send confirmation to Un-Tick this box to stop the sending of notifications from
sender when processing TeamBinder to the senders of unregistered mails (Fax-In and
unregistered mails. Email-In). [see Section 3.6.02]
Only the Company Use this option to prevent the Primary or Additional Project
Administrator can Administrators or other users belonging to this company from
create/manage users creating additional users within this company.
within this company
Allow company This option enables company administrators to create contacts in
administrator to create companies other than their own [see Section 11.4.04]. This option
contacts in other can only be enabled by QA Software.
companies
Document Access
In Document Register:  Show document list users have access to
 Show document list users have access to or uploaded by
their company
 Show entire documents list
The first option means that users belonging to the company that
are accessing the document register will only see documents
listed that they have access to. The second option will add to the
first option the list of all documents that were uploaded by their
company.
Provide users access to This option is used to give access to all users within a company to
documents uploaded by all documents uploaded by their company.
their company

Field Description
Provide users access to If activated by QA Software (and ticked) this enables the
documents received via configuration of the settings below to define that for transmittals
transmittal received by one or more users from the company, access is
provided to nominated users regardless of whether they are a
recipient on the transmittal.
First, select the users (All or selected) for which, if they receive
transmittals, the system will then grant access to other users.
Then select the other users (All or Selected) who will get access to
the documents received via the transmittals defined above. It is
also possible to define that new users within the company (not yet
defined) will also get access as they get setup in the system.
Note that users with company access to transmittals can view all
transmittals received by their company but do not get automatic
access to the documents on the transmittals unless they are a
named recipient.
Unreg Notifications
Unreg Notifications Used to select contacts within the company (once they have been
created) to receive notifications about the receipt of new
Unregistered mail addressed to the company.
Upload Rules
Upload Rules It is possible to configure at this tab which sets of upload rules
apply to the company which in turn controls what types of
documents users from within the company can upload. The
Upload Rules themselves are defined via Manage Document
Rules [see Section 4.1.09]
Menu buttons
Print User can print the company details.
Upload Logo Use the Upload Logo button to locate and upload your company
logo for use on mail and other reports. Use the Remove Logo
button to remove a previous uploaded logo and the Customize
Logo button to customize the position of the logo on mail [see
Section 3.1.09].
*Mandatory fields
4. Click the Close button when done.
Notes:
(a) You can print a list of companies using the print button on the toolbar at the Companies
register.
(b) You can delete companies using the delete button on the toolbar as long as there are no
contacts set up for the company.
(c) The Company ID can be changed by the Primary or Additional Project Administrators if
required at any time.
(d) Use the More button options to: Duplicate a company; Make all Contacts in a company
Active/In-Active; or Customise the layout of the register.

11.2.03 Company Types

Company Types in TeamBinder are used to group or select companies based on their business
type.
To create a new company type
2. Open the company details screen of any company by double clicking on it.
3. To the right of the Type drop down list click the + button.
4. At the Company Types window, enter the new Type code and an appropriate title.
Notes:
(a) Maintenance of Company Types is restricted to the Primary or Additional Project
Administrators and users within their company.
11.2.04 Departments
Department is a sub-level of a Company and can be used to group contacts within a company
for the purpose of controlling access to Mail [see Section 3.1.05], Unregistered mail [see
Section 3.6.01] and Transmittal [See Section 5.1.06]. If management of access to Mail,
Unregistered mail or Transmittal by Department is not required, there is no need to use
Departments in TeamBinder.
To create Departments for a Company
2. Open the company details screen of the required company by double clicking on it.
3. To the right of the Departments field click the + button.
4. At the Department window, enter a Department ID and Title and click OK.
Notes:
(a) The Fax Number and Email address for a Department for use with Unregistered mail can
only be assigned and configured by QA Software.
(b) The Notes field can be used to store a text string that can be used for example on custom
mail forms to create Department based mail footers.
(c) To assign users to be notified when Unregistered Mails are received to the department
Email-In address, use the Unreg Notifications tab in company details and select the
Department from the drop down available at the top of the screen.
11.2.05 Contacts
Contacts are used throughout the TeamBinder System in all modules. All Contacts are
maintained via the Address book regardless of whether they are users of TeamBinder or
Contacts External to the system.
Contact details are either entered directly into the address book or can be imported from
another project.

Maintenance of the Project Address Book is restricted as follows:
 The Primary or Additional Project Administrators can generally create contacts in any
company.
 A Company Administrator can normally create contacts within their own company [see also
Section 11.4.04]
 Users of the Project Administrator’s company can generally create contacts in any
company. This facility can however be disabled by QA Software if required.
 A Company Administrator can restrict creation of contacts in their company to only themselves.
It is not possible to create a contact without first creating the company they belong to [see
Section 11.2.02].
To create a contact
1. Click the Contacts button in the top menu area or click the New button at the left menu and
select Contact.
2. Select the company the new contact belongs to, from the Company drop down available at
the top right corner of the grid.
3. Click the New button on the toolbar.
4. At the New Contact window enter the following information:
Field Description
Company The name of the company the contact belongs to.
Department Select the Department the contact relates to (optional) [see

Section 11.2.04].
Type Company Type.
Contact ID* This ID must be unique within the company. A typical ID is Initial +
Last Name. For example JBLOE for Joe Bloe.
First Name* First name of the contact.
Last Name* Last name of the contact.
Title* Select the correct Title for the contact from the drop down list.
[See Section 11.2.08]
Position The position the contact holds within the company they belong to.
Phone, Mobile, Fax Enter these contact numbers. The Fax number is used both by the
Integrated Fax-Out service [see Section 3.10.03] and the Fax-In
service [see Section 3.10.01].
Email Enter the email address for the contact. This is used when sending
mail and notifications by email and also by the Integrated Email-In
service [see Section 3.10.02].
Use the Test button to validate the email address entered.
Address Details Enter the Address Details for the contact which include: Address
Line 1, Address Line 2, City, State, Postcode, and Country.
Tip: When creating the first contact within a company, ensure you
complete the address details as fully as possible as you can then
use the Duplicate button to create further contacts and save the
retyping of the same or similar address details.

Field Description
Remarks Free form text field for any remarks about the contact.
External Contact Tick this box to make the contact an External Contact [see Section
11.2.06].
Preferred Send Method Choose between Email, Fax, and HC (Hardcopy) as the default
send method for the contact. See also Sending Mail [Section
3.3.03]. This is applicable for External Contacts only.
Make Inactive Tick this box to make a contact/user Inactive. This contact will no
longer appear in the address book when the address book is
viewed by other users when creating mail, transmitting documents
or anywhere else the address book is used. [see Section 11.3.03].
Make Restricted Tick this option to restrict the users/contacts that this contact can
communicate with [see Section 11.3.04].
Include Inactive contact Tick this box to include Inactive contacts in filters when running
in filters reports or queries.
*Mandatory fields
Fields generated by the system
5. Click the Close button and Save when prompted.
Notes:
(a) You can print a contact register using the Print button.
(b) You can delete contacts using the Delete button on the toolbar as long as they have not
made any transactions in any TeamBinder Module. It is also necessary to first make them
in-active.
(c) Contact IDs can be changed at any time (as long as the user is not logged in) by simply
edited them within the Contact Details window and clicking Save.
(d) Use the Search box or Advanced Search option within the Contacts window to locate one
or more contacts in a large address book.
(e) Restricted Users are displayed in blue in the Contacts screen. A User’s communication
can be controlled using the Restricted Access tab available in the contact details screen.
(f) Inactive Contacts are displayed in grey at the Address book screen. Contacts can be
made Inactive or Active in bulk at the Contacts screen by using the options available from
the More button drop down list. You can display only Active contacts via the Advanced
Contact search and filtering for “Active User equal to Yes”.
(g) Use the Duplicate option from the More button drop down list to create a new contact with
the same security settings as an existing contact. You will be prompted to duplicate the
security settings.
(h) Use the Send Login Info option from the More button drop down list to send a new user
their login information.
(i) Use the Set User Preferences option from the More button drop down list to go directly to
the User Preferences screen for selected contacts if these contacts have already been
activated as Users.
(j) Use the Customise option from the More button to customise the layout of the contacts
register, for example to display the Contact ID for each contact.

(k) Contact Groups can be defined by selecting this option from the More button drop down
list [see Section 11.2.07]
(l) Additional fields on the Address book screen can be made mandatory if required [see
Section 11.4.09].
11.2.06 External Contacts

External Contacts are people involved in a TeamBinder Project whom you wish to send mail or
documents to but who for whatever reason are not going to be Users of TeamBinder.
The details of External Contacts must be setup in the Project Address book in the same way as
for users of TeamBinder. They are then flagged as being External Contacts [see Section
11.2.05].
Creation of External contacts is restricted to the Primary or Additional Project Administrators,

any user belonging to the same company as the Project Administrator, and Company
Administrators (within their company only).
The following differences to the standard TeamBinder business processes apply to External
Contacts:
 If mail is sent to an external contact, the person receives the mail itself as an email rather
than receiving an email notification about the mail as is the case for TeamBinder users.
 A copy of all mail sent to an external contact is maintained in the Inbox of the contact in
case they ever change from being an external contact to a full TeamBinder User.
 If an external contact replies directly to a mail received from TeamBinder, the mail is
automatically routed back into the TeamBinder project Unregistered mail box for processing
(see processing incoming emails).
All other notifications generated by TeamBinder such as Transmittals operate normally for
external contacts.
An External contact can be changed to a TeamBinder user at any time and will see all mail and
transmittals sent to them as though they had been a TeamBinder user from the beginning.
Note: If the attachments on a mail (or Transmittal / Package) to an External contact exceed the
maximum limit defined via Project Settings (Miscellaneous tab) then links to the attachments
are sent rather than the attachments themselves.
11.2.07 Contact Groups

Contact Groups are predefined distribution sets for Mail and Transmittals. They are setup on a
per user basis (although a Contact Group setup by one user can be made available to other
users from within the same company if required).
Contact Groups enable standard distributions to be used to quickly populate the distribution list
for an outgoing mail or transmittal.
Note that before a Contact can be added to a Contact Group, the contact must first exist in the
Address Book.
To setup a Contact Group
1. Click the Contacts button in the top menu area.
2. Select Contact Groups from the More button drop down list.

3. Click the New button to create a new Contact Group.
4. Enter the Group ID and Group Title.
5. If you want the Contact Group to be available to other users from your company, tick the
box labelled Make this group available for the users from my company.
6. Click OK.
Your newly created Contact Group will be shown in the list.
7. To add contacts to this distribution group, click the Add/Remove link under Contacts.
8. Move the contacts to add to your Group from the left of the screen to the right into either the
TO, CC or BCC boxes
9. Click OK.
Notes:
(a) The BCC option at step 7 will only be available if the use of Blind Copies has been activated
on the Project [see Section 11.1.03].
(b) All contacts in a contact Group are considered as TO values when using a Contact Group
with the Transmittals module.
(c) To use a contact group with mail, see [Section 3.3.05].
(d) Contact groups can be edited by Project Administrators (All) and Company Administrators
(for groups set up by users within their company).
11.2.08 Contact Titles

Contact Titles (such as Mr, Mrs) are maintained in a Configuration table and are used to
populate the drop down list for Titles in the Address Book.
To define Contact Titles
1. Click the Admin button in the top menu area and at the Admin screen select Configuration
tables.
2. Select Titles from the drop down list in the top right hand corner of the screen.
11.2.09 Trades
A configuration table for Trade values is available to enable categorisation of companies within
a TeamBinder project. Companies can be allocated more than one Trade.
To define the Trade values:
1. Click the Admin button in the top menu area and at the Admin screen select Configuration
tables.
2. Use the drop down list in the top right hand corner of the screen to select Trades as the
table to work with.

11.2.10 Import Contacts

Company and Contact details can be imported from other TeamBinder Projects the Project
Administrator has access to.
To import Contact List
1. Click the Contacts button in the top menu area.
2. At the Contacts screen, select Import Contacts from the More button drop down list.
3. Select the project that you wish to import contacts from the drop down list.
4. Select the company that you wish to import contacts from.
Note you can search for the companies available using the Type and Trade drop down lists.
5. Use the select boxes to select the contacts that you wish to import.
6. Repeat steps 4 and 5 for additional contacts and use the View Selected link to check which
contacts you have selected.
You will receive a message advising that the import has been completed successfully.
Notes:
(a) At step 3, if the login details for the project you want to import contacts from is not the same
as your current login, use the option to login as a different user to the right of the project
drop down list.
(b) Once imported, there is no link maintained between the contact details contained in the
current project with the project the contacts were imported from.

11.3 Users
11.3.01 Creating Users
Project participants requiring access to the information in TeamBinder and the ability to send
communications, upload documents, generate transmittals, etc. must be defined as
TeamBinder users before this is possible.
The process of creating a new user involves:
 Adding the person to the Address Book [see Section 11.2.05].

 Assigning the person to a Security Group [see Section 11.4.02].
 Setting the persons access levels to the various modules of TeamBinder [see Section 11.4.03].
 Adding the person to a Document Distribution Rule set (optional) – [see Section 4.1.10].
A user can be created in any of the following ways:
 Step by step using the various menu options to complete the above process.
 Directly from within the Address Book.
Note that the minimum steps required to enable someone to login to TeamBinder are to add
them to the Address Book and allocate them to a Security Group.
To create a new User
Assuming the user to be created is already in the Address Book as a contact [see Section
11.2.05]:
1. Click the Admin button at the top menu and at the Admin screen select Manage User
Access.
2. Select a Security Group from the Upper grid by clicking on it. This is the mail security group
the users will be assigned to.
3. Click the Users tab in the lower window.
4. Click the Add Users button.
5. At the Add users to Security Group window select the company of the contacts you want
to add from the company drop down available at the top of the screen. Then select the
contacts you want to add to the security button using the select boxes.
6. Click the Add button to add these contacts to the security group.
7. Contacts will be added to the security group. The users allocated to the security group can
be viewed from the Users tab.
Notes:
(a) Creation of Users is restricted as follows:
 The Primary and Additional Project Administrators can create Users in any company
unless the Company has prevented this by activating the option to restrict creation of
users in their own company to only their own Company Administrator.
 Company Administrators can create Users in their own company only.
 Users belonging to the same company as the Project Administrator can create Contacts
in any company (unless this is restricted by the Company as for the Project
Administrator) but cannot make these Contacts into Users.
(b) When you add a contact to a security group the system will prompt to send a welcome
notification to the new users.

(c) The new Users will now be able to create, send and receive Personal mail as per the
settings of the Security Group allocated [see Section 11.4.02].
(d) The new Users will be able to upload documents to TeamBinder using XL-Upload for
Upload Rule Groups their company has been assigned to.
(e) Users created by the above method will inherit the default minimum access levels to each
module of TeamBinder which are:
Standard Mail Personal

Unregistered Mail None
File in Folders None
Documents View
Packages None
Transmittals Company
Published Reports None
Defects None
Webcam None
To adjust the settings for any of the above, use the Manager User Access screen selected
via the Administration page [see Section 11.4.03], or use the User Security tab within the
Contact Details screen.
See the Security Issues section of the documentation for each module to understand the
implications behind the available user access options for each module.
11.3.02 Passwords
Access to TeamBinder is controlled by the use of User Ids and Passwords and 128 bit SSL
Encryption during the login process to protect this information.
Users can change their own passwords at any time as follows:
1. Click the Settings button at the top menu and select Change Password from the drop
down list.
2. Enter your current password.
3. Enter your new password and reconfirm it by entering it again and then click OK.
Notes:
(a) Users may be forced to change their password periodically based on a project setting for
the interval before passwords expire [see Section 11.1.03].
(b) Changing your password in the current project changes it for all other projects you have
access to with the same password.
(c) The Project Administrator can use the above menu option to change the password of any
user. In this case Step 2 is not required.
(d) A company Administrator can use the above menu option to change the password of
anyone in their company.
(e) If a User forgets their password they should click the Forgot your Password link at the
login screen. They will be automatically be sent a new random password by email (using
the email contained in the address book for them) which they will be forced to change on
their next login to TeamBinder.

11.3.03 User Maintenance

The following maintenance on users can be performed at any time during a project:
Re-configure a User’s security settings via Manage User Access, Inclusion in Document
Distribution Groups etc.
Change the Users ID: Simply edit the ID in the Address book.
De-activate the user: Tick the Make Inactive box within the Address book for the user. This
will remove the user’s login facility and will disable the ability for other users to send them mail,
transmittals, or packages. It will also remove their access to documents. When de-activating a
user it is important to also:
 Switch off notifications for the user.

 Delete them from any Document Distribution Rules.
 Remove them from the security group they are assigned to
Note that if an In-active contact is made Active again, you will be prompted to re-install their
previous access levels to TeamBinder.
11.3.04 Restricted Users

A restricted user in TeamBinder is a user who only sees a limited section of the address book
when working in the various TeamBinder modules. This may be required for privacy reasons.
This option can also be used for example to restrict a subcontractor to only being able to
communicate with the prime contractor and not the engineering consultants or the client.
To make one or more Users Restricted
1. Click the Contacts button at the top menu.
2. Select the Company the user belongs to from the company drop down.
3. Select the contacts that are to be made restricted using the select boxes.
4. Select Make Restricted from the More button down list and click Yes when prompted.
5. Select the first company you want the user(s) to be able to see in the address book.
6. Select the contacts you want the user(s) to be able to see in the address book.
7. Repeat steps 5 and 6 for additional companies and contacts.
8. Click OK
9. Click Save and then Close when done.
Notes:
(a) Restricted Users are displayed in blue in the address book.
(b) You can check which contacts a restricted users can see via the Restricted tab within the
contact details window.

11.4 Project Administrator

11.4.01 Overview
The Project Administrator in TeamBinder plays an essential role in:
 Configuring the Project Details [see Section 11.1.03].
 Populating the Configuration Tables for each module.
 Setting up Companies [see Section 11.2.02].
 Defining Document related Upload, Review Y/N, Review Initiator, Review Team and
Distribution Rules [see Section 4.1.09].
 Entering initial contacts into the Address Book [see Section 11.2.05].
 Setting up the System Security [see Section 11.4.02].
 Creating the first users [see Section 11.3.01].
 Assigning Company Administrators for ongoing system administration for users within their
Company [see Section 11.4.04].
The Project Administrator is assigned to a Project during the Project creation process but can
be changed to any TeamBinder user within a project at any time by the existing Project
Administrator.
To change the project administrator
1. Click the Admin button in the top menu area and at the Admin screen select Manage
Administrators.
2. Click the required contact on the left hand side of the Manage Administrators window. This
will add them to the list of project administrators on the right hand side of the screen.
3. Tick the Primary check box against the new contact and you will be prompted to confirm
that you want to change the Primary administrator to this new contact. Click Yes to proceed.
Notes:
(a) The Project Administrator details for your project are displayed in the Useful Contacts
widget at the Dashboard.
(b) The Role of Project Administrator can be assigned to more than one user within the same
company by simply adding them to the list of administrators at step 2 above without then
ticking the Primary check box within the Manage Administrators screen.
(c) For additional Project Administrators, it is possible to control whether they get access to all
documents or not using the Doc Access check box against them. By default they do not get
such access.
11.4.02 Security Groups

One of the ways TeamBinder manages security is by the use of Security Groups.
A Security Group controls the access to mail types by users allocated to the group and is the
minimum setting to make a contact a user of TeamBinder. Security Groups are also used to
control access to all modules of TeamBinder,

There is no limit to the number of Security Groups that can be configured. However a default
“Open User” group cannot be edited and should be applied only to users who require full
access to all mail types (subject still of course to Personal Mail/Company mail access and other
TeamBinder security and privacy principals).
To create a Security group
1. Click the Admin button at the top menu and at the Admin screen select Manage User
Access.
2. Click the New button.
3. Enter a Security Group code and Title.
To configure the Mail Type access for a Security Group
1. From with the Manage User Access screen select a Security Group from the top grid to
work with.
2. The Mail Type Access tab (available at the bottom part of the screen) will load the Mail
type access of the selected Mail security group.
3. Using the tick boxes provided, configure the access to each mail type as required. The
options are:
 Read (gives the user access to view but not create mail of this type).
 Draft for Review (gives the user access to both view and create mail of this type for
review but restricts the ability to send mail).
 Send (gives the user access to view, create and send mail of this type).
If none of the above options are ticked, users belonging to this security group will have no
access to the mail type.
Notes:
(a) The settings for the Open User level cannot be changed. This level is used to provide
Project Administrators with full access to all mail types within TeamBinder mail boxes.
(b) Security Levels are allocated to users via the Manage User Access screen [see Section
11.3.01], or directly from within the Address book using the User Security tab.
11.4.03 Configure User Access to Modules

Access to the various modules in TeamBinder can be controlled on a per module basis using
the Manager User Access screen. Note that all new users get the minimum access to each
module available by default.
To modify the access for a User
1. Click the Admin button in the top menu area from the Admin screen select Manage User
Access.
2. Select the security group in the upper part of the screen and then the company which the
user belongs to.
3. Click on the Users tab in lower part of the screen and select the company the user belongs
to locate them.
4. Select the contact and adjust the access to modules as required.

Notes:
(a) Details of the implications of access levels to each TeamBinder module are included in the
Security Issues section of documentation relating to the module:
Mail Module – Security Issues [see Section 3.1.05].

Documents – Security Issues [see Section 4.1.11].
Transmittals – Security Issues [see Section 5.1.06].
Packages – Security Issues [see Section 7.1.03].
Published Reports – Security Issues [see Section 10.1.02].
(b) Management of user access is restricted to Primary and Additional Project Administrators
for all users and Company Administrators for users within their company. A company
administrator cannot assign access higher than their own access level.
11.4.04 Assign Company Administrators

While it is possible for a Project Administrator to manage all administration functions within a
TeamBinder Project, by assigning a Company Administrator within each participating company,
the administrative burden of the Project Administrator is greatly reduced.
Company Administrators can perform the following tasks for users within their own company:
 Create new users.

 Edit contacts details within a project address book.
 Enable/Disable users.
 Change user passwords.
 Creating Security Groups.
 Modifying Security Group definitions for groups they have defined.
 Configure Distribution Rules.
 Approve/Reject document subscriptions.
 Grant access to documents via the grant access wizard.
Note that the power of a Company Administrator is limited to only the access and security levels
that the Company Administrator themselves have been assigned. For example if the Company
Administrator has access to only Architectural Documents and no access to Transmittals, then
users within that company cannot be assigned access to documents of another discipline or be
given access to generate transmittals.
To assign Company Administrators
1. Click the drop down list on the Contacts button at the top menu and select Companies.
2. Locate the Company to add an Administrator for and double click them to open the
Company Details window.
3. Click on the Options tab and select the required user to become the Company
Administrator.
4. Click the Close button and Yes when prompted to save.
Notes:
(a) The company administrator will need to be notified by email outside of TeamBinder of this
change in status.
(b) Only the project administrator can assign company administrators.
(c) It is possible on a per company basis to enable the ability for a company to create both new
companies and contacts within those new companies. This ability needs to be enabled first
at a project level which can only be done by QA Software. Once the feature is enabled at a
project level, the project administrator can then assign the function to company
administrators as required via the Companies window.

Once enabled for a company administrator, the administrator can then create companies
and contacts as required. Note however that this ability means they can also edit the details
of any existing company and or contact.
To ensure uniqueness, assigning an ABN (Business) number to all new companies is

mandatory on projects where this feature is enabled. When creating a new company, type
the ABN first which will auto complete if the company already exists.
11.4.05 Processing Subscription Requests

A Subscription Request is a request by a TeamBinder user for access to a document or
document format to which they do not currently have access.
Subscription requests are processed by either the Project Administrator or Company

Administrator.
To process subscription requests
1. From within the Document Register, select Manage Document Subscriptions from the
More button group of options.
The latest subscription requests pending your action are listed.
To approve document subscriptions:
2. Select one or more subscription requests by ticking the boxes next to the document
numbers (note that each request is by a user for a particular document).
Tip: Click on the column headings to sort the data in the most suitable way.
3. Tick the file formats against each document that the user will be able to access/download.
4. Click the Approve button on the toolbar.
Notes:
(a) To reject a document subscription request, simply click the Reject button at step 4 above.
(b) An email is sent to the user requesting the access notifying them of your decision.
(c) Click the Comments button to enter a message in regard to your decision. To include the
message with the email sent to the user advising them of your decision, tick the Add this
comment(s) to the notification box.
(d) To see previously approved subscription requests, click the View Approved Subscriptions
option group button at the top right of the screen.
(e) To see previously rejected subscription requests, click the View Rejected Subscriptions
option at the top right of the screen.
(f) The option to allow users who get access to a document via subscription to automatically
get access to future revisions can be removed from the system completely if required.
Contact QA Software for details.
11.4.06 Assigning Access to specific Documents

Access to documents in TeamBinder is normally assigned automatically via Distribution Rules;
transmittals; Packages; and/or Workflows. and/or subscriptions.
It is however possible for the Project or Company Administrator to give access to a specific
document or document format without any of the above processes being involved.
To assign access to a document
1. From the left menu click the Documents button.

2. Locate one or more documents to assign access within the Document Register and select
them using the select boxes.
3. Select Assign Document Access from the More button list of options.
4. At the Contacts tab, select the User(s) to assign document access for by first selecting the
company and then using the right arrow buttons to select the contacts.
5. Click on the Documents tab and select the Formats to give access to by using the tick
boxes.
6. Tick/Un-tick the option to Grant Access to previous and future revisions at the bottom of the
window as required.
Notes:
(a) The option at Step 6 above to allow users to automatically get access to future revisions
can be removed from the system completely if required. Contact QA Software for details.
11.4.07 Change Document Access

Users who have gained access to documents in TeamBinder via transmittal get access to new
revisions of the same documents by default unless the option to Notify recipients of future
revisions was un-ticked.
A user’s access to future a revisions of one or more documents can be removed using the
Manage Document Access function.
To Remove Access to future revisions of a document
1. From the left menu click the Documents button.
2. Locate one or more documents to change the access for within the Document Register and
select them using the select boxes.
3. Select Manage Document Access from the More button list of options.
4. At the Manage Document Access screen, tick the Stop Future Revisions box against the
required document + user combinations.
Notes:
(a) Use of Manage Document Access is restricted to the Project Administrator for outgoing
transmittals regardless of the sending or receiving company.
(b) A Company Administrator can use this option to stop the receipt of future revisions of
documents received by transmittal to any user in their company.
(c) When ticking Stop Future Revisions against a document + user, this will also stop them
getting access to future revisions of documents to which they received access via
Subscription or by the Project Administrator granting them access.
11.4.08 Plain Text Email Notifications

TeamBinder notifications use the latest HTML technology for formatting purposes. The use of
HTML enables the notifications sent by TeamBinder such as mail (for external contacts), mail
notifications, document notifications, transmittals etc. to appear in a high quality format rather
than as unformatted text.
However some Email systems do not support HTML formatted emails and hence TeamBinder
notifications may not be displayed correctly by customers using such an email system.

TeamBinder overcomes this problem by supporting plain text email notifications for such
customers. In this case the notification will be rendered in plain text rather than HTML and sent
to the contact in this way, ensuring the message/information is clear.
To activate plain text emails for a contact
1. From the Top menu, click the Contacts button.
2. Locate the required contact and edit their details by double clicking on them.
3. In the email field, enter the email address for the contact with a suffix “-text”, minus the
quotation marks.
For example if the contacts email address is frank@houston.com you would change this to
frank@houston.com-text
TeamBinder automatically recognises such email addresses and sends all notifications to them
in plain text.
11.4.09 Defining Mandatory Fields

The screens relating to data in the TeamBinder modules for Mail, Documents, Transmittals and
the Address Book have a number of pre-defined mandatory fields. Additional fields can be
made mandatory at these screens if required.
1. Click the Admin button at the top menu and at the Admin screen select Configuration
tables.
2. Select Mandatory Fields from the drop down list in the top right hand corner of the screen.
3. Double click on any of the available fields listed that can be made mandatory and at the
Edit Mandatory field window, tick the Mandatory box and click OK.
Note:
(a) Mandatory fields that must remain as such are greyed out in the list, preventing them from
being changed.
11.5 Using a Global Address Book

11.5.01 Overview
A Global Address book can be provided to customers with multiple TeamBinder Projects to
enable the centralisation of the process of maintaining contact details.
The Global Address book is maintained via a special project (created on request by QA
Software). This project is then linked to other active projects.
In overview the way the Global Address Book works is as follows:
Global Address Book:
New Company Types, Companies and Contacts can be imported or manually entered into the
Global Address Book.
If manually entered, the user is prompted whether to post the new contact information into
selected or all linked projects.
If imported, the imported information can be posted to selected, or all linked projects via an
Export contacts option.

In both the above cases, a link is then maintained between the details for the contact in the
Global Address book and the details for the same contact added by this process in the linked
projects.
If information is changed in the Global Address Book it is auto updated in the linked projects for
linked contacts.
Linked Projects:
If new contacts are added in a linked project, they are automatically added to the Global
Address Book (assuming they don’t already exist there) and a link is established.
If new contacts are added in a linked project that already exist in the Global Address book the
user is prompted to use the details from the Global Address book and a link is established.
If linked contacts are updated in a linked project address book, then the details are
automatically updated in the Global address book and in other linked projects where the same
contact is linked back to the Global Address Book.
11.5.02 Getting Started with the Global Address Book

The first step in activating a Global Address book is to make a request to QA Software to setup
a Global Address book project for your company.
Once setup, all active projects in use by the company will be automatically linked to the Global
Address Book Project. However existing contacts within linked projects will not be linked to any
contacts added to the address book.
For existing customers with multiple projects it is recommended that the address books from
linked projects are imported into the Global Address book starting with the project with the
largest address book and work down to smaller projects. QA Software can then assist with
building the links for existing contacts in linked projects back to the Global Address Book as the
import process FROM a linked project TO the Global Address book does not build an automatic
link.
Access to the Global Address Book project is restricted to project administrators and users from
their company.
In the following sections, the use of the Global Address book is described in terms of contacts.
However everything that applies for contacts applies equally for companies and company types.
I.e. all three elements of the Address Book (company types, companies and contacts) are
integrated with the Global Address book.
11.5.03 Populating the Global Address Book

The project Administrator for the Global Address book project can populate the Global Address
book using any of the following methods:
 Manual entry
 Import from a linked project.
When a contact is created manually in the global address book, the user will be prompted to
add the contact to one or more linked projects. If contacts are added to linked projects in this
way then a link is established between their entry in the linked projects and their entry in the
Global Address book, enabling easy maintenance [see section 11.5.05].
Once the Global Address book is populated, the Project Administrator can export the address
book information to the selected, or all linked projects, thus updating them with any contacts
that are not already in their Address Book.

Notes:
(a) When manually adding to or exporting contacts from the Global Address book, the links to
contacts in the linked projects will be created for new contacts only. Contacts that already
exist in the linked project that are not already linked to the Global Address Book will not be
linked by either process.
(b) Users with access to the Global Address book but who are not assigned as Project
Administrators can add contact details to the Global Address book but cannot post these
directly to linked projects. The posting must be done by the Project Administrator using
Export contacts option:
11.5.04 Creating Contacts in a Linked Project

When creating contacts in projects that are linked to a Global Address book the new contacts
are automatically added to the Global Address Book.
The posting of this new contact to other linked projects must be done from within the Global
Address Book.
If the new contact already exists in the Global Address Book the user will be prompted to use
the address details for the new contact from the Global Address book. If they accept this option
a link is made between the contact details. If they manually enter the address then this entry for
the contact will not be linked to the Global Address Book.
When importing contacts from the Global Address Book project into the current project, any
imported contacts are auto linked back to the Global Address Book.
11.5.05 Maintaining the Global Address Book

If the Global Address Book is updated with changes to contact details, then linked projects are
automatically updated with the changes (for those contacts within the linked projects that are
linked to the Global Address Book).
If the contact details for a contact in a linked project are updated, then the Global Address book
will be automatically updated as will the same contact details in other linked projects.
Note for new projects created, the contact details in the new project should be imported from
the Global Address Book for the links to be automatically built.
Deleting Contacts: If a contact is deleted from the Global Address Book, the administrator will
be prompted to delete the contact from all linked projects. If they choose yes to this prompt, the
contact will be deleted from those projects as long as they have no transactions in the project. If
they have transactions within a project they are not deleted and the link to the Global Address
Book is broken.
If a contact is deleted from a local project linked to a Global Address Book project, the Global
Address Book is not affected.
Making contacts Inactive: This is treated in a similar way to Deleting contacts above.

11.6 Reporting
11.6.01 Overview
There are a number of standard reports available in TeamBinder related to Administrative
functions, including the Address Book.
The Standard reports are accessed as follows:
2. Click either the Address Book or Administration group in the left pane.
Notes:
(a) It is possible to change the title of a report in the field provided at step 4 above.
Report Group: Address Book

001 Details - by A simple address list report of all contacts (with Contact ID
Company ID & in brackets) in the address book sorted by Company and
Contact ID User.
005 Details - by Similar to Report 001 but sorted by Company and Last
Company ID & Name of the contact.
Last Name
010 Details - by Similar to Report 001 but sorted by Contact ID.

Contact ID
015 Details - by Last Similar to Report 001 but sorted by Last Name of the
Name contact.
020 Details - by Similar to Report 001 but sorted by Company Type.

Company Type
025 Details – by User This is a useful report to print User Details with filter
Type options for:
 External contacts
 Restricted Users
 Users Allocated to Security Groups
 Users who are not external contacts and are not yet
allocated to a security group

Report Group: Administration

010 Project Statistics Displays key statistics relating to the numbers of mails,
Report documents, and transmittals etc. over a defined period of
time. It can be generated at a Summary or Detailed level
per module.
015 Notifications Enables Administrators to generate a report on all email

History – by notifications that have been sent from the system. This
Notification Type provides a full historical archive of who was notified about
what, and when. The report details are grouped by
Notification Type.
A simple filter is provided when running this report to

enable the user to easily select from:
 Notification Type
 Date Range for Date Sent
 From Company/Contact
 To Company/Contact
020 Session History A audit report on selected user sessions within a defined
Details date range.
100 Document Rules – A report on details of the Review Teams defined in the
Review Teams workflow module.

Chapter 12 - Technical
12.1 ASP TeamBinder
12.1.01 Overview
12.1.02 System Requirements
12.2 Self Hosting TeamBinder

12.2.01 Overview
12.3 Trouble Shooting

12.3.01 Technical Support
12.3.02 Internet Explorer Security

Chapter 12 – Technical
12.1 ASP TeamBinder

12.1.01 Overview
TeamBinder is normally deployed on a project either via an ASP (Application Service Provider)
model or Self Hosted by the customer [see Section 12.2.01].
In the ASP Model the TeamBinder server is located in a secure data centre by the Service
Provider who takes responsibility for:
 System Availability 24x7

 System Security (via Firewall)
 System Security (via 128 bit SSL)
 Hardware Installation and Maintenance
 Software Installation and Maintenance
 Data backups
 System recovery in the event of a server failure
The customer using TeamBinder requires only a Browser and Internet connection. A monthly
hosting fee applies on a per project basis and charges may apply for excess data storage.

The technical requirements for workstations requiring access to TeamBinder are as follows:
Hardware/Software Minimum Recommended

Requirements Requirements
Memory (RAM) 512 MB 1 GB
Available Hard Disk Space 1 GB 1 GB
Display 1024 x 768 16 Bit 1280 x 800 or above
Operating System Windows XP, Windows As per minimum.

Vista, Windows 7, Windows
8/8.1, Windows
2003/2008/2012, Apple Mac
OS X 10.4 or above
Internet Requirement Dial-Up Connection (56kps) Cable or ADSL highly

for a single user recommended (256kps or
above).
Internet Browser Internet Explorer 9.0, Internet Explorer 10
Google Chrome, Mozilla
Firefox 3.6 or Safari 4.0
Notes:
1. TeamBinder will work at an acceptable speed with a 256kbps ADSL or Cable modem
internet connection provided this connection is not used extensively by other
applications or shared by several users.
2. TeamBinder will also work on a dial-up connection which may be suitable for a single
user when traveling or for short term access; but not recommended for extensive (daily)
use.
3. TeamBinder viewer (TeamView) markup tools will require Internet Explorer running on
Microsoft Windows operating system.

4. Optional integration components such as Microsoft Outlook Integration, Microsoft Office

Integration and XL-Upload will require Microsoft Office 2003 or above running on
Microsoft Windows operating system.
12.2 Self Hosting TeamBinder

12.2.01 Overview
TeamBinder is normally deployed on a project either via an ASP (Application Service Provider)
model [see Section 12.1.01] or Self Hosted by the customer.
The Self Hosting option means the customer installs and maintains the TeamBinder system and
associated software on their own IT Infrastructure.
QA Software as the vendor supplies a licensed copy of the TeamBinder software to the
customer and assists if required with installation and maintenance of the software. When self
hosting TeamBinder the customer is responsible for:
 System Availability 24x7

 System Security (via Firewall)
 System Security (via 128 bit SSL)
 Hardware Installation and Maintenance
 Software Installation and Maintenance
 Data backups
 System recovery in the event of a server failure
The Licensing model for TeamBinder is based on a simple annual license fee based on un-
limited users and projects which includes technical support and TeamBinder software upgrades.

The System Requirements for running a TeamBinder server are:
Item Description Absolute Minimum Recommended

1 Servers 1 2
2 CPU Xeon Xeon, 6 Core
3 CPUs per server 1 2
4 CPU speed 2.5GHz 2.5 GHz
5 Hard disks 1 x 300 GB and additional 2 x 300 GB disk for operating
hard disks with space based system.
on project data storage 2 x 4TB or 4 x 2 TB hard disks
requirement. for data storage
Both sets of disks configured in
RAID-1 Configuration
6 Physical Memory 8 GB 16 GB
7 Power supply per server 2 2
8 Network Interface Card 2 2
per server
9 Firewall 1 1
10 Backup server 1 1
11 UPS (per Server) 1 1
12 Windows Server Windows 2008 R2 Web Windows 2012 R2 Standard
Edition or 2012 R2 Standard Edition
Edition
13 SQL Server SQL Server 2008 R2 or 2012 SQL Server 2014 Web Edition
or 2014 Web Edition

Item Description Absolute Minimum Recommended

14 Antivirus Software (per 1 1
server)
15 Dedicated Internet 5 Mbps or as required by 10 Mbps or as required by
Bandwidth number of projects and users number of projects and users
16 Public IPv4 addresses per 1 1
server
17 Domain Name per server 1 1
Note: The above is strictly a guide and is generic. Each server may require different
specifications based on number of active projects, active users, size of files in use etc. Also if
the web application and database server needs to be hosted separately two servers will be
required.
12.3 Trouble Shooting

12.3.01 Technical Support
Technical Support for TeamBinder whether it is a question, help with a problem, or a suggestion
is available by clicking the Help button at the top of the screen on the Dashboard. The support
options are:
TeamBinder Help: This option takes the user to a comprehensive on-line help system which
users can browse through the help topics or search for specific items.
Frequently asked Questions: Clicking this option will launch the Frequently asked Questions
area of www.TeamBinder.com. There are a large number of FAQ documents available for
download which are grouped first by Product (TeamBinder, XL-UPLOAD, QCAD, QPRINT) and
then by module.
It is also possible to email our Technical support help desk using the email address in the
Useful Contacts widget at the Dashboard.
Finally Support can also be obtained using the Hotline number at the top of the Dashboard
screen or during normal AEST business hours by calling QA Software Pty Ltd on +61 (3) 9291
0800 or by facsimile on +61 (3) 9326 6544.
12.3.02 Internet Explorer Security
Introduction
For normal operation of TeamBinder, the system does not need to download any ActiveX
controls or Java Applets from the Internet. However it does need to initialise and run the
Microsoft XML parser version 3.0 related ActiveX controls from the local user’s machine.
This section details the Internet Explorer security settings required to gain full accessibility to
the TeamBinder application.
Note: Prior to changing your internet security options, it is strongly recommended that you
check with your Information Technology (IT) department, to ensure that this does not breach
any internal security policies.

Internet Explorer Settings
To gain full accessibility to TeamBinder and to assure that all your security settings are met,
follow the steps below. These configurations will allow you to have full interaction with
TeamBinder, particularly in areas such as;
 Printing
 Spell Checker
 Online document viewer
Note: Before you begin applying these configurations please log out of TeamBinder and access
an alternative website, so next time you login into TeamBinder the security configurations take
effect in full.
To configure the Internet Explorer Security settings for TeamBinder choose between:
1. Adding TeamBinder as a Trusted Site.

2. Customizing your Internet Explorer security settings.
Adding TeamBinder as a Trusted Site
Adding TeamBinder as a Trusted Site will fix any printing issues that you might have
encountered.
To add TeamBinder as a Trusted Site:
1. Load Microsoft Internet Explorer.

2. Click the Tools menu, and click Internet Options.
3. Click the Security Tab.
4. Click the Trusted Sites icon under the heading “Select a web content zone to specify its
security settings”.
5. Click the Sites… button.
6. At the bottom of the new window, ensure the box labelled “Require server verification
(https:) for all sites in this zone” is un-ticked.
7. Under the heading “Add this web site to the zone” type the following
http://www.teambinder.com
Note: If you are using a different URL to access TeamBinder, please enter this here
8. Click Add.
9. Click OK.
Customize your Internet Explorer settings
Note: If you have added TeamBinder as a Trusted Site please ensure that the Trusted Site icon
is highlighted before ‘custom levels’ are adjusted, thus ensuring that the changes you are about
to make would only apply to your Trusted Sites.
To enable all areas of Printing, Spell Checker and Online Viewer, please set the following in
your Internet Explorer security settings by pressing the ‘custom levels’ button on the Security
tab under Tools > Internet Options :
 Download Signed ActiveX Controls: ENABLE
Note: Switch to PROMPT if you want to be notified of an Active X interaction.
 Download Unsigned ActiveX Controls: DISABLE

 Initialise and Script ActiveX Controls Not Marked As Safe: ENABLE
Note: Switch to PROMPT if you want to be notified of an Active X interaction.

 Run ActiveX Controls and Plug-ins: ENABLE/ADMINISTRATOR APPROVED
(Note: If the Administrator Approved option has been chosen, please contact QA
Software so that we can provide you with a list of ActiveX controls required for
TeamBinder.)
 Script ActiveX Controls Marked Safe For Scripting: ENABLE

 Active Scripting: ENABLE
Note: If you are using the document online viewer for the very first time you will be asked to
install a JAVA applet (if you have not done so already).
Additional IE Configurations for Windows XP SP2
The service pack 2 (SP2) for Microsoft Windows XP has implemented some enhanced security
configurations. These enhancements the may affect:
 Pop Up Windows in TeamBinder.
To ensure that your Internet Explorer is correctly configured for Windows XP SP2 follow the
steps provided below.
1. Select the option Tools->Pop-up Blocker->Pop-up Blocker Settings

2. Click on the Add button and add the TeamBinder site URL (e.g.: www.teambinder.com) as an
allowed site in “Address of website allowed” and the URL you type will appear under the
allowed sites.
3. Once done click Close.

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TeamBinder

Although TeamBinder has undergone extensive testing, QA Software makes no warranty or

Please send your comments to:

QA Software Pty Ltd

For technical support:

TeamBinder User Guide Page 2

Chapter 1 – Introduction ........................................................... 11

1.2 Getting Started ................................................................................................ 14

Chapter 2 - Dashboard .............................................................. 17

2.2 Dashboard ....................................................................................................... 18

2.3 Search – Global Search .................................................................................. 24

Chapter 3 - Mail ......................................................................... 27

3.2 User Preferences ............................................................................................. 37

TeamBinder User Guide Page 3

3.2.10 Filter Options ......................................................................................................... 45

3.3 Outgoing Mail .................................................................................................. 46

3.4 Outgoing Mail Review Process ...................................................................... 51

3.5 Incoming mail .................................................................................................. 53

3.6 Unregistered Mail ............................................................................................ 56

3.7 Live Mail ........................................................................................................... 61

3.8 Finding Mail ..................................................................................................... 63

3.9 Managing Mail.................................................................................................. 67

3.10 Integrated Fax and Email Services ............................................................... 73

TeamBinder User Guide Page 4

3.11 Mail Register Reports.................................................................................... 75

Chapter 4 - Documents ............................................................. 77

4.2 Document Register.......................................................................................... 88

4.3 Uploading and Distributing Documents ...................................................... 100

4.4 Downloading Documents.............................................................................. 110

TeamBinder User Guide Page 5

4.5 Reports........................................................................................................... 113

Chapter 5 - Transmittals ......................................................... 115

5.2 Outgoing Transmittals .................................................................................. 119

5.3 Transmittals – Sent Items Register .............................................................. 126

5.4 Incoming Transmittals Register ................................................................... 129

5.5 Reports........................................................................................................... 132

Chapter 6 – Workflow - Documents ....................................... 135

6.2 Document Reviews ....................................................................................... 144

TeamBinder User Guide Page 6

Chapter 7 - Packages and Tenders ........................................ 155

7.2 Creating Tender Packages............................................................................ 159

7.3 The Tender Phase ......................................................................................... 163

7.4 TenderDocs Website ..................................................................................... 167

7.5 Post Tender Package Maintenance .............................................................. 169

7.6 Standard Packages ....................................................................................... 170

7.7 Incoming Packages ....................................................................................... 171

7.8 Reporting ....................................................................................................... 172

Chapter 8 – Tasks.................................................................... 175

TeamBinder User Guide Page 7

8.2 Working with Tasks ....................................................................................... 178

Chapter 9 - Reports ................................................................. 181

9.2 Custom Reports ............................................................................................ 183

Chapter 10 - Published Reports ............................................. 185

Chapter 11 - Administration ................................................... 189

11.2 Address Book .............................................................................................. 195

11.3 Users ............................................................................................................ 205

11.4 Project Administrator .................................................................................. 208

TeamBinder User Guide Page 8

11.5 Using a Global Address Book .................................................................... 213

11.6 Reporting ..................................................................................................... 216

Chapter 12 - Technical ............................................................ 219

12.2 Self Hosting TeamBinder ............................................................................ 221

12.3 Trouble Shooting ......................................................................................... 222