System Administrator
A system administrator has access to all aspects of the UI for all configured processes of the system. Only a system administrator may grant another user system administrator access.
Project Administrator
The Project Administrator permission includes access and extended privileges in a specified project. Project Administrators manage users, groups, permissions, roles, folders, files, file metadata, reports and notifications of a project.
Brava/Active X Viewer
Brava Active X viewer is referred to as the full feature and primary viewing platform allowing for all features to be available (based on users permissions) for viewing and annotating files. It is available via Internet Explorer 10 or 11 and requires components to be installed by users (local administrator rights required) to view the files uploaded to the ProjectDox application.
Changemark
A Changemark is a markup tool that acts as a locator on the plans and documents to assist users in locating and communicating comments/information to other users of the site. It is the only tool that is automatically associated to the electronic eForm at specified stages of the workflow.
CRD
The CRD stands for Configuration Requirements Document and contains the configuration requirements for the setup of the ProjectDox site and related workflow e-plan review processes including integration, project templates, emails, and activity setup.
File
The drawings, documents, and other file types included in the project at the time of creation, or by addition by applicant or reviewer
Folder
Similar to the familiar structure in various operating systems, a folder may contain individual files and sub-folders.
HTML/HTML5 Viewer
An alternative to the Brava ActiveX viewer this technology uses HTML5 as its platform. It is available for use with Microsoft Edge (starting with version 16.0.2), Chrome, Safari and Firefox browsers, but is limited in functionality compared to the Brava Active X viewer. There are some features that are not currently available including: Measurements, Takeoffs and Overlay Compare.
Permission
The rights to perform an action in the ProjectDox system. There are 4 levels of permissions:
System Administrator: Universal permission across all projects and to configure and administer the site itself. Also to grant permissions to the other 3 levels.
Project Administrator: Permission to configure and administer an individual project. Also to grant permissions to other users within the project.
Special Permissions/Power Level Users: Specific permissions related to user or folder management, reports, batch stamping, etc.
End User: Permissions related to accomplishing routine tasks: viewing, uploading and downloading files, creating and viewing markups, etc.
Publish
Used to describe a file(s) that have been uploaded and can be viewed within the ProjectDox application.
Project Groups
A collection of users associated to a project. Often used to organize review departments, agencies of divisions within the plan review process.
UAT
Stands for User Acceptance Testing and is a milestone of the project whereby the jurisdiction is responsible for performing their unit testing of the application and process for acceptance and confirmation to the design requirements agreed upon in the CRD.Project Templates
Project templates provide the most efficient way to manage the repeated characteristics of a type of project (for instance, planning or building).
Packaged Review
The Building Review process uses the concept of packaged corrections. A single resubmit notice is sent to the Applicant after all assigned department reviews are completed (internal corrections for reviewers, if applicable, and the Review Complete step must be completed before notice is sent to Applicant). The notice lists all departmental problems and issues to be resolved. The notice also contains links to the drawings and documents in question, with respective markups and notes.
Quick Review
Quick Review is Avolve’s “ad-hoc” workflow solution within the Best in Class workflow series. This tool enables communication between anyone involved in the project. For example, a plans examiner could communicate directly with an applicant to ask questions, request additional information and share required documents completely independent of the master workflow, shortening the length of the approval process.
Reports
There are 3 levels of reports:
Project Reports
By default viewable by anyone with access to a project and designed to be run against the specific projects data. An explanation of the project level report Workflow Routing Slip/Routing Slip report is provided.
Site-wide Reports
Permission to view these reports must be granted by a System Administrator. These are site reports and are not run against a specific project.
Administrator Reports
These reports may only be viewed by a System Administrator. All reports by default are available either from the project or sitewide.
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.Workflow Definition
A workflow definition is based on the dynamic objects and steps you use to build your workflow, from start to finish. It is the main template for which all related instances are derived from.
Workflow Instance
This is a running instance of a workflow definition. It refers to the objects and steps created to perform the workflow for a specific project. Many instances can be created based on a workflow definition. All instances will be shown for the respective definition, whether they are still running, have been completed, or have been terminated.
Process Instance
This will run the workflow engine to process this specific workflow instance.
Restart Instance
This button resets the workflow state from an errored state back to a normal state, so the instance can be processed by the workflow engine again. This is when an instance has errored out and someone has resolved the error and the workflow needs to continue executing. This button will only show up if the instance is in an error state and the user is a PA or SA.
Workflow Version
Allows the flexibility to modify a workflow definition without interference with running workflows and project creation. A version is created from an existing definition and modified for becoming the active version once completed. Any new project created will use the active version of a definition.
Rules:
Only one version of a workflow definition can be active at a time.
Any project created will use the active version of a definition.
In order to delete a version, it must be inactive.
Whether a workflow is started manually or uses the Auto Start feature, it will use the active version of a workflow definition by default.
Workflow Type
The general type of permit (such as building, planning, etc.) associated with the project.
Activity
An activity is a step or stage within the workflow. The activity could be an evaluation of a series of conditions, or a simple step with one or more tasks.
Workflow Designer
The palette where a workflow definition is created.
Task
An assignment in the workflow process assigned to a user, or to a group of users.
Global Task List
The list of site-wide tasks for a user. This is displayed on the Active Projects page, below the list of projects the user has been invited to.
Project-Specific Task List
A list of the workflow tasks for a certain project. If you are part of a Review Coordinator group, you will also see a list of workflow instances under the list of tasks. These instances will only display when they are in the Department Review step.
Formlet
A component of an eForm. Each formlet corresponds to a section of the eForm, such as Department Review or Applicant Upload.
eForm
An electronic version of a paper form composed of formlets, designated and created by the author of the workflow; it provides the user interface to a workflow: communicating, formatting, and validating information about a process.
Workflow Owner
The workflow owner is the point of contact if issues should arise during the workflow process. If an individual is assigned as the Workflow Owner, their contact information will display within the Review Information tab of the workflow form. This permission can be reassigned as needed during the workflow process.
Review Coordinator(s)
Used to describe a user that manages and controls the flow of various steps of the workflow process. A review coordinator could refer to roles within the business process such as Intake Staff, Permit Coordinator. This user is assigned to all activities outside of the Department Review activity of the Best in Class workflow and has the permission to be able to manage users of a process without being assigned a task.
First in Group
One of the methods of assigning tasks in ProjectDox. Using this method, a pending task is assigned to a group. All members of that group are notified, and the task appears in their task list. The first user who accepts the task becomes responsible for its completion. For example, the Fire Department may consist of five persons. Using the FirstInGroup setting, the entire department will be notified of the review and task issued. When one of the users in Fire accepts the task, it will be assigned specifically to that user, and the task will disappear from the task list for the other four users in the group.
All in Group
Another method of assigning tasks in ProjectDox. This option sends the task to all users within the specified group. In order to move the workflow to its next step, all members of the group must complete the task. This is only applicable to department review. If multiple groups assign the same group, the review only gets assigned once and any reviews that get assigned after the first one will be ignored. This option is only supported in department review.
Individual
A method of assigning tasks in ProjectDox. When this option is selected, the task is assigned to a specific individual.
