Newforma Info Exchange Quick Start Guide for External Users

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Overview

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

Click here to download a PDF of the reference guide.

 

This guide covers the following topics:

●        Log into Info Exchange after receiving an invitation

●        Receive a file transfer

●        Send files from Info Exchange

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

●        Respond to a forwarded submittal

●        View and update action items

●        Create action items

●        Use the Newforma Web Viewer to mark up or stamp files

●        Download files from shared folders on Info Exchange

●        Upload files to shared folders

●        Use Newforma ID

 

To log into Info Exchange after receiving an invitation

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

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

To receive a file transfer

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

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

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

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

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

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

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

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

To send files from Info Exchange

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

1.     Log into Info Exchange and select the appropriate project.

2.     Click Send > Files in the menu bar to open the Send a File Transfer page, shown below:

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

4.     Click Add Files to add files to the transfer.

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

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

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

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

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

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

 

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

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

1.     Log into Info Exchange and select a project. On the Project Home page, go to the Send section under Shortcuts and click Submittal.

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

3.     Click Send Submittal.

 

To respond to a forwarded submittal

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

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

2.     Log into the site. You are directed to the Submittal Forwarded page. Click on the Files tab, then click Download All Contents to download the contents of the submittal.

3.     Click the Send Response button to respond to the submittal.

4.     Complete the Send Submittal Response page and click Send Response.

5.     You can track all your submittal activity in the corresponding log on Info Exchange. Select View > Contract Management > Submittals.

6.     You can view the other contract management logs by selecting View and then the appropriate log.

 

To view and update action items

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

1.     You may receive a notification email when assigned an action item. Follow the link in the email to log into the site and view or update the action item, or log into the site and select View > Project Information > Action Items.

2.     Select the action item from the Action Items log by clicking on the Subject.

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

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

 

To create action items

1.     Based on your permissions, you may also have the ability to add new action items. To do this click the Add Action Item button in the Action Items log.

2.     Fill out the fields on the Add Action Item dialog box as desired, including Subject, Status, Priority, Due Date, Description, etc. you can assign it to a team member by clicking the Assigned To drop-down and selecting the member, or leave it unassigned. If you've assigned the action item to a team member, leave the box checked to Send Change Notification Email. Click Save and Close when done.

3.     If the Send Change Notification Email box was checked, the Send Email dialog box appears. Add recipients and make other changes as needed, and then when ready, click the Send button. People in the To: and CC: fields will receive an email notification of the action item.

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

PDF and most image files received on the Info Exchange website can be opened in the Newforma Web Viewer for viewing, stamping, and/or marking up. You can pan and zoom in a file, use search to locate text, navigate pages in a multipage file, insert an image or stamp, export to PDF, or create a new markup session.

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

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

3.     To zoom into a particular area of the file, click the Zoom Rectangle button to the right of the Pan button. Click and drag a rectangular area to zoom into.

4.     To zoom back out, click the Zoom to Full Page button.

5.     To add text in the markup, click the Text button on the toolbar. Click where you want to locate the text box, then type in the text and click OK.

6.     Use other buttons on the toolbar to add clouds, lines, and more. After adding markups, you can click the Select button to select markups and move them. To delete a markup, select the markup and click the Delete key on your keyboard.

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

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

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

9.     Fill out any additional information needed in the Edit Stamp Contents dialog box, then click OK. The stamp will be placed in the markup. Select it to reposition as needed.

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

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

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

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

 

To download files from shared folders on Info Exchange

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

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

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

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

 

To upload files to shared folders

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

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

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

3.     Click the Tasks drop-down for the shared folder to which you want to upload files and select Upload Files to open the Upload Files dialog box, shown below:

4.     Complete the transmittal information and add the files you want to upload.

5.     Click Upload to upload the files.

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

 

To use Newforma ID

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

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