Info Exchange

Purpose:An easy alternative to the FTP server, with additional logging, tracking, notifications, and document expiration management built in.

Audience:Anyone in your organization that needs to send, receive and track file transfers of any type or size.

Key Features:

Manage the transmittal process and share information easily, no matter what the file size.
Log and track all published information; send notifications and manage file expiration.
Support external team members with easy, web-based access to transmittals, submittals, RFIs and more.

SendingFile Transfers

Go to the Info Exchange activity center. From the Tasks pane, selectNew File Transfer.

Enter the recipients in the To.
Note: Info Exchange Transfers can be sent to any email address. Recipients do not need to be part of the Project Team, although this is recommended.

Add a Subject for the transfer.
Select the Associated Files tab and Add Files or Add Folderof files to send.
Select Create and Transfer.
On the next screen, select the appropriate visibility, expiration and notification options. Select Edit to change settings expiration and notifications.

Managing File Transfers

You can monitor the activity of a file transfer from the Info Exchange activity center.

To see who has download files, select the desired transfer and then select the Change Log tab.

External Users Sending Transfers: Adding External Users to the Project Team

External users can send you files via the Info Exchange website and benefit from the same tracking and reliability.

Note: External users must be a member of the Project Team with web access to this project in order to send files via Info Exchange.

Go to the Project Team activity center. Select Add Team Members.

Check the name on the contact list and OK.
Then check the box "Allow web access to this Project on your Info Exchange Server".

Note: The first time an external user is given web access to any of your projects, the user will automatically receive an email with login credentials.

Note: External users can only see items directly sent to/by them on Info Exchange.

Receiving File Transfers

When someone sends you files via your info Exchange website, you will receive an email notification. You can follow the link in the email to receive or acknowledge the transfer.

In the Info Exchange activity center, highlight the Pending Incoming Transfer. Select Receive pending File Transfer from the Task pane.

Note: the files will start to download from the Info Exchange site after they are received.

View and open the files from the Transferred Files tab.

Newforma®Info Exchange Quick Reference Guide

Newforma®Info Exchange External User Guide

Overview

Newforma® 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.

Using Info Exchange

Receive an Invitation

You will receive an email inviting you to use a particular company's Info Exchange project website. The email includes your login credentials. The first time you log into the secure website, you will be prompted to change your password and accept the terms and conditions.

Receive a File Transfer

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

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

/ Use the credentials you received in your introductory email. If you forget the credentials, use your email address as your user name and select Password Reminder to receive a new password.

On login, Info Exchange opens directly to the files included in the file transfer. Select Download All Contents to download all files; alternately, select which files to download using the checkboxes next to the file names and click Download Selected Contents.

After clicking the appropriate download option, you are prompted to Open or Save the files. Click the desired option to continue.

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.

Log into the Info Exchange web site and select the project.

Select Send, Files from the toolbar or the Shortcuts list.
Fill in the transmittal information including selecting recipients for the file transfer from the project team members list.
Click the Files icon to add files or folders of files to include in the transfer. Click Send to complete the transfer.
To track your file transfers, select View, File Transfers from the toolbar or the Shortcuts list.
Select the transfer you would like to track.

Click the Change Log tab to see all actions relating to this transfer.

Send a 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.

Log into Info Exchange and select a project. Go into Shortcuts under Send and select Submittal.

Complete the submittal form including the spec section which can be selected from the dropdown list. Add the files you would like to send with the submittal.

Select Send Submittal.

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.

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

Log into the site and be taken directly to the files to download.

Select the Send Response button to respond to the Submittal.

Complete the Respond screen and Send Response.

You can track all your Submittal activity in the corresponding log on Info Exchange. Select View, Submittals.

You can view the other Contract Management logs by selecting View and then the appropriate log.

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.

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, Action Items.

Select the desired Action Item from the log by clicking on the Subject.

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

You may have been given rights to edit Action Items. To update an Action Item, click on the Modify button. For example, you could change the Status or add notes in the Description field regarding progress on the item. Click OK when done.

Create Action Items

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

Fill out the fields 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 Create when done.

If the Send change notification email box was checked, you will see a Send Email dialog box. Modify if 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.

Use Newforma Web Viewer to Mark Up or Stamp Files

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

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

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

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

To zoom back out click the Zoom Page button.

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.

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

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 MS Word. Refer to Info Exchange Online Help for more details on how to create an MS Word stamp. Click the Insert Image button to insert an image. Click the Insert Stamp button to add a stamp.

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

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

To create a PDF, click on the PDF button on the toolbar. Type in a name and click OK. Use the Windows bar at the bottom of the screen to open or save the PDF in the location of your choice.

To save your markup session for later editing or viewing by you and others, click on the Save button on the toolbar. In the Save Markup Session dialog 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 window will open to show the markup session. Click Close when done.

Click the Close button in the upper right-hand corner of the Viewer to end viewing the file in the Newforma Web Viewer.
To reopen the markup session, click View > Markup Sessions. Then click the Name of the markup session you want to open.

Download Files from Shared Folders on Info Exchange

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

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

Select the desired shared folder.

Select to download the files.

Upload to Shared Folders

You may also have rights to upload new information to the Shared Folders through the website.

After logging in, go to View, Shared Folders.

Select the folder where you will upload files.

Select the Upload Files option.

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

Track your upload and which recipients downloaded the new files in the Change Log tab of the shared folder.

Additional Information

For additional information on this and other Newforma products, please consult the following resources:

Info Exchange Online Help (available from the login page of the Info Exchange website)

Newformant Learn Page