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quality and performance. In no event will InEight be liable for direct, indirect, special, incidental
or consequential damages arising out of the use or inability to use the software or
documentation.
InEight
Level 3, 332 St Kilda Road
Melbourne, VIC, 3006
Australia
Australia
Hot Line: 1800 727 102
Office: 03 8379 0020
Fax: 03 9326 6544
International
Phone : +61 3 8379 0020
Fax : +61 3 9326 6544
Email : support@ineight.com
Internet: http://www.ineight.com
Document: TRM-TB-010-V5
Revision : 13
Last Updated: 13-Aug-2018
This course is designed for users new to InEight Document. You will learn basic functionality of
the Mail and Controlled Documents modules.
Your trainer will guide you through the tasks and this training workbook provides some basic
information to help you.
You will be completing tasks throughout this course. The workbook provides some basic
information to guide you through each task.
Manage all communications between project participants – send, receive and review
correspondence in one central place
Store all project documents (drawings, reports)
Distribute documents (including revisions of documents)
Manage the review and approval of documents – both electronic or hard copy
Manage the tender process – create and distribute tender packages and award tenders
Archive all project information
Notes:
Task 1A
1. In Internet Explorer, click the Tools menu and select Internet Options.
4. Click Sites.
5. At the bottom of the new window, ensure that the box labelled “Require server
verification (https:) for all sites in this zone” is un-ticked.
6. Under the heading “Add this website to the zone”, type the URL for your
project. This is normally. * teambinder.com Note that some company servers may block
this. If so, try entering it as www.teambinder.com or the URL given by your system
administrator. However, under no circumstances should you include http or https
8. Click Close.
2. At the bottom of the new window, alter the Custom Setting to Low. This will only apply to
InEight Document.
4. Click OK twice.
5. Look for any 3rd Party toolbars installed in Internet Explorer (e.g. Yahoo, Google, etc.).
The steps above will vary if you are using a browser other than Internet Explorer. Contact
InEight Document Support on 1800 727 102 if necessary for further assistance.
Notes:
Task 1B
To begin using InEight Document, you will need to locate the InEight Document homepage.
Note: some projects may have a different web address to the one noted above.
3. Log into InEight Document using the login details provided by your trainer:
User ID JS
Company ID HCC
Password
Tips
The first time you log into InEight Document on a PC, it can take a bit longer to load. The
next login should be quicker.
When you log in to InEight Document on your own computer, click on the Bookmark This
Page link on the Login screen. InEight Document will be listed in your list of Internet
Explorer Favorites to make it easy to access InEight Document.
InEight Document is a web application accessed via Internet Explorer, not a website.
The four main areas of the Dashboard are the starting point for all InEight Document actions:
Project Selection At the top left of the Dashboard there is a drop-down box to switch
Box between your other InEight Document projects without logging out
of the system.
Task 1C
1. From the Dashboard view, try clicking on some of the module buttons in the widget area
of the Dashboard and the left menu options such as Mail to familiarise yourself with the
Dashboard layout.
Each register displays key information in columns that can be sorted by clicking on the
respective column heading.
Within each register there are buttons such as Refresh, Print and More that you can use to work
with the items displayed.
The bottom of each register provides a record count and navigation buttons to take you to the
first, previous, next or last page. Using the Page Size drop down you can define the number of
records to display in a single page view.
At the left of the screen there are options to collapse the left menu and in the mail and
document registers, to activate / display a folder view as shown below.
Click to Collapse/
Expand Folder view
Click to Collapse/
Expand pane
Similarly, if there is a separate pane at the bottom of the
register it can be collapsed or expanded. Pane sizes can be
changed by hovering over the borders and dragging.
Click to Collapse/
Expand pane
Notes:
Key Options
Listed below are the most commonly used menu options when creating mail:
Send and Close out will send mail to the recipient and mark
the mail in your sent items as Closed-out.
Close the current screen. If you have not previously saved the
mail, InEight Document will prompt you to save the mail to your
Drafts when closing.
The Essentials
Task 2A
Field Content
Mail Type Memorandum
To Joe Fredericks, Houston Contracting
Subject Meeting this afternoon - (Your initials)
Detail “Hi,
I’ll be at the meeting, but may be late.
Regards, ”
Status Closed-Out
3. To review what you have sent, click Sent Items from Mail at the Left Menu.
4. Find the mail you created and double click on the mail item to open it. Note that a Mail
Reference Number has been automatically allocated.
5. Click Dashboard at the Left Menu to return to the InEight Document Dashboard.
An email notification is sent to the recipient, via their normal email application (Outlook,
Lotus Notes, etc.) advising them of new mail in their InEight Document Inbox. (A
sample is shown below)
Tips
You can define which InEight Document notifications you want to receive and which
ones you don’t, by changing your User Preferences via Settings. In User
Preferences, click on the tab labelled “Notifications”.
Notes:
Task 2B
Create another mail in InEight Document, this time using more of the mail features.
1. Create new mail using the following information:
Field Content
Mail Type Request for Information (RFI)
To Frank Jacobs, Engineering Project Services
Cc Joe Fredericks, Houston Contracting
Subject Steel clash at RL 35.000 on Level 1 (Your initials)
Detail “Hi,
Please advise course of action re: subject steel clash.
Regards,”
Discipline Structural
Area Level 1
Location Site
Attachment(s) Attach a file to the mail
Required By 3 days from today
Status Outstanding
Notes:
Sort items in the register by clicking the column heading you wish to sort by. Also, drag and
drop columns into the position you wish to display them.
Notes:
You’ll receive a Notification of New Mail when someone has sent you mail in InEight Document.
You can access the new mail using:
The “Click here to view the Mail” hyperlink in your mail notification.
The “New Mail” link in either the Mail or My Statistics groups in the central area of the
InEight Document Dashboard.
Inbox under Mail from the Left Menu in InEight Document.
Task 2C
Your trainer will now reply to the RFI sent earlier. (DEMONSTRATION)
To view the trainer’s response, download the attachments from this new mail item and then
close the mail.
2. Locate the Mail group in the central area of the Dashboard. Click to expand the Mail group
(if collapsed) and click New Mail.
3. From within the Inbox register, double click to open the new mail and download the
attachment(s).
Notes:
Task 2D
Mail Threads can be viewed from the Inbox via the Mail Thread icon ( ) indicating a thread
exists for the mail.
1. In your Inbox, find the reply to your RFI and view the thread.
Tips
Mail, documents, transmittals and packages can be manually linked into a mail
thread. This way, if someone has not replied directly to your original mail, you can
still link the items together.
In a mail thread, a user will only see those mails which they have access to see. A
mail thread may contain 10 items, but one person’s view of that thread may only
show the 2 or 3 mails they were included in.
Notes:
InEight Document can perform searches for mail based on mail attributes such as the Subject,
Message or the date the mail was received/sent. The Advanced filter allows more specific mail
filtering such as searching for a particular file attachment.
Task 2E
Tips
InEight Document supports partial or similar string matches. For example, a search for
“contr” will find all mail items with contractor, contracting, controls, etc.
The search options for Inbox, Drafts and Sent Items will vary slightly.
In Advanced Mail Search save your search criteria by clicking Save. You will be
prompted to enter a Title for the saved search. Use Load button to load any saved
searches. This feature can help to save time having to enter your filters every time you
load the register. Alternatively load your saved search criteria using the Saved button
at the top of the Register.
Notes:
Task 2F
As you work on your project, it’s important to manage the various mail items you send and
receive. You will now generate a simple mail report on outstanding RFIs.
1. Click Reports at the top right of the screen. Select Mail from the left menu in the Reports
window.
2. Select Sent Items – Summary report and enter the following report criteria:
Field Content
Addressed To/Sent By: Houston Contracting
Mailbox Sent Items
Status Outstanding
Mail Type Request for Information (RFI)
Notes:
The table below lists the User Preference tabs and most commonly used settings.
1. Click Settings at the top right of the Dashboard and select User Preferences.
2. Click to open the General tab at the User Preferences window and tick “Add signature to all
outgoing mail”.
4. Click Settings at the top right of the Dashboard and select Change Password.
Note: The first time you log in, InEight Document will usually prompt you to change your
password.
Notes:
Task 2H
Find instructions on creating a new mail item using the Help menu.
1. Click Help at the top right of the Dashboard and select InEight Document Help.
Tips
Using the Contents list on the left, e.g. Mail > Outgoing Mail > Create New Mail
Using the Search feature, e.g. Type one or two key words, like ‘create mail’.
Notes:
End of Section
3 – Controlled Documents
The Document Register
InEight Document has a central document repository where all project documents are stored.
By validating documents against a set of business rules, InEight Document ensures documents
are uploaded with appropriate information, by those with access to do so.
By default, the Document Register will only show the latest released revisions of documents to
which you have access.
The table below lists the key information displayed in the Document Register:
Field Description
Document Number The unique identifier for a document.
Rev (Revision) The revision of the document, e.g. A, B, C, 0, 1, 2.
Sts (Status) The status of the document in its life cycle.
Controls whether the document is to be reviewed (restrained) or
released immediately (unrestrained).
Title The description of the document
Discipline Used to group documents by discipline e.g. structural, electrical or
mechanical.
The document distribution matrix is linked to the discipline, as are
default review teams.
Category A secondary way of grouping documents.
Type Used to group documents by type e.g. Drawing, procedure or
manual.
Review Status The status of the review process e.g. Awaiting Review, Released or
Rejected.
Document Formats The available file formats of the document e.g. DWG, DOC, PDF or
Other
Access to documents can be controlled down to a specific format.
Comments icon Indicates if there are review comments associated with the
document.
On-line viewer Indicates that the document can be viewed online immediately
(without download) and if redline comments exist (displayed in red).
For example this feature permits you to view AutoCAD drawings
even though you may not have this application installed.
Key Options
Listed below are some of the most commonly used menu options when using the Document
Register:
Download a document
Notes:
Find a document in InEight Document relating to the 1st floor electrical layout and download it.
1. Log into InEight Document using the login details provided by your trainer:
User ID FJ
Company ID EPS
Password
4. Enter “1st Floor Electrical” in the search field and click Go.
5. Download the PDF of the document with the Title “1st Floor Electrical Layout” and save it
to your Desktop.
Notes:
Find and download the latest approved revision of all Structural documents in the Document
Register.
1. In the Document Register, use the Advanced Search to find the latest approved Structural
documents using the following information:
Field Content
Register View Latest Unrestrained
Documents I can download
Discipline Structural
2. Select the displayed documents by ticking ‘Select/Deselect All’ at the top left corner of the
Register.
4. Rename the downloaded zip file as “Structural Dwgs” and save it to your desktop.
6. Click Extract and select a location (Desktop) to save the unzipped documents.
Notes:
1. Enter “Site Plan” into the search field and click Go.
Notes:
Task 3D
View and compare a document with an earlier revision of the same document using the InEight
Document viewer.
2. Select the Option group All Documents at the top right of the Document Register.
3. Tick the box against both revisions of Document SB735F-25T-G and then select Compare
from the More drop down list.
4. Click Compare.
Notes:
Task 3E
Upload a single, unrestrained document. “Unrestrained” means that the document does not
require review or approval.
Field Content
Document No* TR-001-(your initials)
Rev* A
Sts* IFI – Issued for Information
Title* Site Plan
Discipline* Civil
Category External Areas
Type Drawing
3. Click Attach Files and select the desired attachment. Note that the document starts
uploading immediately.
4. Once the document file is uploaded, click Close and Save the new document when
prompted.
5. Back at the Document Register locate the document you have just uploaded using the
search field.
Validation Rules
InEight Document validates all documents being uploaded against a set of business rules.
All New Documents must have: All Revised Documents must have:
a valid Document number the same criteria for new documents
a Title a revision higher than the previous revision
a Revision and Status or the status is changed
a valid Discipline
(Note: other fields may be mandatory on
some projects)
been uploaded by a company authorised for
the selected discipline
Tips
It is possible to upload multiple file formats for the same document just by selecting
them at step 3.
Notes:
You need to send the new documents to a local print shop to have them printed. Send the
drawings to your print shop using a transmittal.
Field Content
Company ID Sir Speedy Printing
Recipient Walter Inkwell
Subject Document Printing
Reason for issue Issued for Printing
Respond by message Printed copies required by
Respond by date Select tomorrow’s date
Transmittal Message Walter,
Please print these on A3 and return urgently.
Regards,
Notes:
The Document Register by default displays the latest approved revisions of documents you can
access. This is designed to help ensure that no one accidentally works to an old revision of a
document.
You can refine the documents displayed in the Document Register by using the Search Bar
and Advanced Search or even through the column filters on the document register.
The Advanced Search is used for a more powerful and controlled search using
criteria such as the Document Number, Title, Discipline, or Type of document.
The Advanced Search can also filter documents based on the date uploaded to InEight
Document or the company that uploaded the documents.
Task 3G
Refine what is displayed in the Document Register using the following search criteria:
Tips
InEight Document supports partial or similar string matches. E.g. a search for “elev” will find
all documents with elevation, elevator, eleven, etc.
Advanced Search criteria can be saved and quickly accessed in future in the Search Bar via
Saved.
The Advanced Search screen can be customised for your project, by request.
Tick Set as Default in the Advanced Search window to use the search criteria as the default
Document Register display each time you load it.
Notes:
Task 3H
You have a new revision of the drawing that you uploaded in Task 3E. This revision of the
drawing requires review and approval before it can be released. Upload the new revision with a
restrained status.
Field Content
Document No* TR-001-(your initials)
Tip: No spaces or unusual characters
3. Now hit Tab on your keyboard. The existing details of this document are presented to you
(provided you have previously created this document number). See below:
Rev* A
Sts* Issued for Information - IFI
Title* Site Plan
Discipline* Civil
Category External Areas
Type Drawing
4. Change the Rev to B and the Status to Issued for Review – IFR.
5. Select the file attachment to be associated with this revision using Attach Files. Once the
file attachment has uploaded click Close. Click Yes to save revision changes before
closing. You will then be returned to the Document Register.
Tips
Documents currently under review (Restrained) are not visible in the Document
Register default view - Latest Unrestrained.
To view documents that are under review, use View Latest
Documents (option group at the right of the search bar at the top right of the register).
Discuss the reasons why any changes can be saved if any other key attributes are
changed and how this restriction can be overcome (if necessary).
Tips
Copy Attributes can save time by eliminating the need to select the same information
repeatedly
Selecting Add Zip File eliminates the need to browse and attach each file individually.
You can zip and upload all your documents together.
When revising documents, simply select a group of documents in the Document
Register, then click Bulk Upload. All of the document attributes are already filled in.
Change the revisions, attach the new files and you’re done!
XL-Upload
XL-Upload is an application provided by InEight for uploading multiple documents to InEight
Document via an Excel spreadsheet and your email system.
XL-Upload gives you the same functionality as the Bulk Upload Wizard with the additional
power of a spreadsheet to copy, paste and fill. XL-Upload can extract document attributes
directly from InEight Document (for existing documents) and from AutoCAD title blocks. XL-
Upload uses your normal email system (e.g. Outlook, Lotus Notes etc.) to upload the
documents to InEight Document.
Notes:
Task 3I
Notes:
The table below lists each module discussed during training and the related Help topics:
2 - Mail
3 – Controlled Documents
Position:
Phone:
Email:
Project:
Trainer: Date:
System Evaluation
1. How would you rate the usability of InEight Document?
Trainer Evaluation
3. Did the trainer help you follow the manual by referring to the page numbers? Yes/No
4. Speed at which course was conducted: What percentage of the exercises in the manual were you
able to keep up with hands-on?
Over 70 to 50 to 30 to 10 to Under
90% 90% 70% 50% 30% 10%
5. How would you rate the Trainer’s presentation skills?
Excellent Very Good OK Need Improvement
7. How would you rate the Trainer’s ability to pass on this information?
Course Evaluation
8. The level of difficulty of the course was: Just Right Too Easy Too Hard
12. Do you feel you require more training on InEight Document? If so, in what areas?
Facilities
13. How would you rate the training facilities?