Reviews: Additional permissions and functionality urgently required

[Ryan_Holland_LDP]

We have a suggestion for a streamlined way of managing files using the 'review' workflow, which I've set out below: 

Standards:

In line with BS EN ISO 19650, we have gateways all information must progress through within the 'Files' module, with each stage being limited to certain groups: 

• Work in Progress
• Shared
• Published 
• Archived 

We don't believe it is possible to follow the guidance set out in BS EN 19650 in full, and are concerned this leaves us at risk of not achieving accreditation, as the current way of ensuring only certain members can see information at each review stage causes information to be fragmented in different folders. 

The problem: 

• The Review workflow only allows one 'status' to be given at the end, even if there are multiple steps within the workflow. This isn't much use as we want to be able to reject or approve a plan at each step rather than just at the end. For example, there should be a status given after the initial 'quality control' stage, and then again after the 'designer review' multi-step stage, and so on. 
• The workflow only allows information to be copied between folders when approved, not moved to the next folder when approved. We therefore have different versions of the same file in multiple folders which is confusing everyone and breaks the 'golden thread'. 
• We need to set up lots of additional folders, to recreate the folder structure for each area: WIP, Shared, Published and Archived. This creates unnecessary admin and management. Everything should be within the same folder and managed with the 'review status' column instead.  
• Once a workflow has been completed, the review can not be continued when the drawing has been updated in line with the comments, if originally refused. Every workflow in the list is therefore completely independent from one another, with no way of cross referencing Reviews to each other. The history of previous comments is therefore difficult to track to understand what needs updating.
• The file copied into the published folder is just a copy, and has no details about which review it was part of, when it was approved, which version was approved, etc. 
• If we, the Main Contractor, start a review workflow, there is no way or sending comments directly back to the original designer in the event the file is rejected or approved with comments.

The solution: 

Essentially the main idea is to keep the review workflow all within a single folder, and manage access to drawings at particular review stages through the use of permissions.

• Enable a new set of permissions within the review workflow settings, so that a single copy of the drawing is used at all stages, so for each review status as set out below, the file is restricted and can only be viewed and interacted with by certain roles.
• As the drawing  progresses through the approval stages as set out below, a broader range of people are able to see the information, until ultimately when 'approved for construction', everyone on the project is able to see the drawing.
• Enable a review status to be given at each step of a review, rather than just at the end of the workflow. Update the 'review status' column in Files with this status as it progresses through the stages.
• Allow the person creating a new review the option to add a 'Watcher' from a drop down, so the nominated member/s are kept copied into the status of the workflow, and most importantly know if a file has been rejected or approved w/ comments. Currently if the designer doesn't start the review themselves (which is often the case), they then have no way of knowing if a file has been rejected / approved etc or what they need to do. 

So for example, the permission settings would set out various customizable statuses, with different groups of members able to view information at each stage within the 'Files' module: 

1. Quality Control - Main Contractor and Designer (file author) only
2. Designer Review - Main Contractor and all Designers only
3. Client Review - Main Contractor, all Designers and Client Team only
4. Published for Construction - Everyone within the project

Example mock up below, with each drawing at a different stage along the review workflow. 

[Chad-Smith]

👏👏👏

Docs (ACC/B360) - Change from folder storage/structure to metadata storage/structure

[hlawrenceSS5EW]

Agree, using the 'Review Status' column heading / metadata as the trigger for if a file is visible / not visible to others and to establish if that file should / should not be used by others to inform their own designs seems logical. 

i.e.

Review Status = In Review (visible to originator and those that need access to review that file)

Review Status = Rejected (file remains hidden from all those except the originator)

Review Status = Rejected w/comments (file remains hidden from all except the originator and reviewers)

Review Status = Approved w/comments (file is visible to all who require visibility over it)

[david.brailsford]

Fully agree too:

• Enable a new set of permissions within the review workflow settings, so that a single copy of the drawing is used at all stages, so for each review status as set out below, the file is restricted and can only be viewed and interacted with by certain roles.
• • As the drawing  progresses through the approval stages as set out below, a broader range of people are able to see the information, until ultimately when 'approved for construction', everyone on the project is able to see the drawing.
  • Enable a review status to be given at each step of a review, rather than just at the end of the workflow. Update the 'review status' column in Files with this status as it progresses through the stages.
  • Allow the person creating a new review the option to add a 'Watcher' from a drop down, so the nominated member/s are kept copied into the status of the workflow, and most importantly know if a file has been rejected or approved w/ comments. Currently if the designer doesn't start the review themselves (which is often the case), they then have no way of knowing if a file has been rejected / approved etc or what they need to do. 

  So for example, the permission settings would set out various customizable statuses, with different groups of members able to view information at each stage within the 'Files' module: 

  1. Quality Control - Main Contractor and Designer (file author) only
  2. Designer Review - Main Contractor and all Designers only
  3. Client Review - Main Contractor, all Designers and Client Team only
  4. Published for Construction - Everyone within the project

[Roger_Feste-Symetri]

Another Issue is if a named KeyReviewer or Role are used in the review, and the review needs to be delegated it is not possible to delegate to others that those who are set up from the beginning. What is the point of delegating if the only options are the initial rewiewers? 

[richard.bornhoffer]

Key feature!

Please priorise this.

We are getting out of control with so many copies of files stored in different locations just for the sake of limited permission settings.

This is exactly the opposite from what we like to achieve with ISO19650 and a Common Data Environment solution 

[david.brailsford]

We also need the same over all permission settings for the review module.   For example we need to be able to enable certain users to see all reviews, now we can only see the review if we are in the review.   There is no watcher option on a 1 step review.

I propose a full permission setting option for Reviews where we can assign viewers who can monitor all reviews.