ProjectDox - Basic Navigation

Overview

ProjectDox is a web-based Plan Review solution that allows for plan submittal, plan review, and approval online. ProjectDox is used to upload drawings and documents with the ability to compare prior markup versions to new corrected drawings. An assigned group of users accept and complete their tasks moving the project to the next stage in the workflow process until completion. 

Definitions

Workflow = A sequential and repeatable pattern of business activity to move work from start to finish. In ProjectDox the workflow may be the sequential steps involved in the intake, review, and approval of permitting plans for commercial buildings.

Task = An assignment in the workflow process assigned to a user, or to a group of users.

Instructions

PROJECTDOX DASHBOARD

Depending on permissions, users can view assigned projects from the ProjectDox Dashboard.

Groups of buttons provide primary navigation functions:

• The Profile button will take you to your User Profile, where you can edit your personal information
• The Admin button displays only if you have Administrative rights, and will take you to the administration page (OAS)
• The Logout button logs you out
• The View All Projects button will display all projects

MAIN TOOLBAR

The buttons in the image below make up the primary navigation controls used throughout the site. They appear at the top right of all pages for optimal accessibility.

The search engine can search for objects in the database and return all matches in various fields and properties. Users of the application can view global reports and get online Help with tutorials and videos.

Click the Search icon:

• When selected from the home page the Scope to Search displays the radio button to search All Projects. Please note, Address/Location Search is not an option with the City of Goodyear.

Click the All Reports icon:

• Search for a report and choose by clicking

• Use the Export dropdown menu of the report viewer; choose to export the data to Word, Excel, PowerPoint, PDF, TIFF, CSV, or XML format.

  • The file will be downloaded and can be saved to any desired location

Click the Help icon to search on various topics and to view videos

NAVIGATION BASICS

Project Navigation buttons are available on the Projects tab:

• All, Recent, and Archived Projects buttons  – You can view all of your projects by clicking on the All button. The Recent button will show all projects entered in the past 30 days, sorted by the most recent. The Archived button will display all projects that have been completed. don't they archive or purge at some point?
• The Show records number is dynamic based on the size of the page. For example, if you make your browser larger then it will show more tasks. Because its dynamically sizes based on the browser it will not save the setting once you close the browser.
• The Project list provides you with basic information about every project to for which you have permissions. The list can be sorted by name (or number), description, owner, or status, by clicking the column header. Clicking the header again will reverse the sort order. You can access a project by clicking on the project name. The below table displays the sort capabilities.
• Refresh - this link will refresh the page.
• Save Settings - if changes are made to the page, such as a column reorg, click this link to save the setting changes.

PROJECT SCREENS

Tasks

The project Tasks screen displays the tasks associated with the project and the tools to manage the tasks. The list of tasks are only displayed for users that can Accept or Complete a Task. When a user mistakenly accepts a task, they can reassign the task back to the group by simply pressing the profile icon.

All users can view the status and Workflow Designer by clicking the  icon from this screen. 

 

Workflows are based on settings within the project template. Use the Legend to identify the stage of the project or contact Development Services for additional information.

Files

A list of Files is displayed when loaded. Each file can be opened by clicking on the file; by default, the viewer displays in a separate window. Click thebutton for a thumbprint view of the file then click Next to advance to the next file. Click thebutton to view comments.

Status

The Status screen allows project team members to do the following things:

• Quickly get a sense of a project’s status.
• Indicate Confirm the status of reviews.                                                                                           Sounds repetitive, don't all of these tell you the same thing? 
• Quickly access the Workflow Routing Slip report that provides the status progress.
• Indicate how a user is doing against a “shot clock” (amount of days to do a review) measurement.
• Accommodate the workflow “configuration” aspects of the Project with key tasks (prescreen and departmental review) milestones being renamed through configuration.                                                                                                                                   This is not clear to me. Maybe re-word?
• Provide an answer to the key question of how much time has this review been with the jurisdiction and how many days has it been with the applicant (to respond).

 

Info

The project Info screen provides: contact information, project start date and expected completion date.

 

Reports

By default, any user can run a project level report from the Reports tab or All Reports button of a project.  There is a set of standard project reports that provide the end-users with project-specific information. To execute and view the report, click the  icon.

Discuss

The Discussion Board is used as a central communication tool for all parties involved in the life cycle of a project. For example, questions about payments, contractors/inspectors, or any other discussion regarding the project can be discussed in a place accessible by all involved in the project. It allows messages to be written, stored and emailed between members of the project, so the history of correspondence about a file or project is easily accessible.  Click the button:

1. Enter a descriptive title into the Topic field
2. Select a category that fits the topic you are creating
3. Enter an optional comment
4. Click Save and Prepare Email
5. Select Groups or expand to see users to be emailed  
6. Click Send

NOTE: When a topic is closed no more comments can be added and the topic cannot be reopened.

 

 

Reviews

The project Reviews screen displays the corrections and conditional communication associated with the project and the tools to manage the communications all in one place. Use the dropdown fields to filter on desired results.