Newforma Info Exchange is a web server application that facilitates sharing project information easily with the entire project team. It enables you to access, upload, and download project files through Info Exchange folders, send and view RFIs and submittals, view action items, access the project timeline, and communicate with other project team members, all from your web browser.
Information that appears on the Info Exchange website is created by project team members using Newforma Project Center. You can communicate with the internal project team members (Project center users) within your firm, or external team members (non-Project Center users) who also work on the project.
Action items that have been assigned to you by a Project Center user appear in the Action Items page. If you are a Project Center user, all actions items for the project are listed. The Status column shows the current status for your action item. You can click the subject to view the action item. If you would like to send a message to the assigner, click Send Email and complete the form.
Common Questions are available for each Info Exchange page. Video tutorials are also available containing information on how to use Info Exchange.
The main feature and benefit of Info Exchange is the ability to transfer files to share them with other project team members. To transfer a file, click File Transfers > Send a File Transfer to open the Send a File Transfer page. Click File Transfers > File Transfer Log to open the File Transfer Log to view the file transfers for the project. You can click a subject to view the file transfer you sent (if you were the originator) or received.
The maximum file transfer size allowed by Info Exchange is 2 GB. To upload files larger than 2 GB, you can use WinZip’s split Zip feature which allows large Zip files to be split into multiple smaller chunks. Go to http://winzip.com/wzdsplit.htm for more information on this product. Also, Internet Explorer only supports uploads up to 2 GB. Firefox and Safari do not have upload limitations.
Info Exchange folders are folders containing project files that have been uploaded by a Project Center team member to share with other team members. Once an Info Exchange folder has been uploaded, you can download its files, or if the team member gave you permission, you can upload additional files to it (the uploaded files appear in the Info Exchange Folders page). To view the contents of an Info Exchange folder, click the Info Exchange Folders task. In the Info Exchange Folders page, click the subject to open it. You can download all contents or selected contents and view the history of the folder by clicking the History tab.
The Info Exchange Home page appears when you first log into Info Exchange. The Quick Transfer section enables you to quickly send a file transfer, RFI, or submittal to project team members. Click a name from the Projects section to open the Project Site page for the project you want to work with. Once you open a project, you can easily change projects using the Current Project drop down list in the Toolbar.
Some projects may have a project calendar. The information in the project calendar comes from Project Center's Project Timeline activity center (the calendar will appear only if the project timeline is uploaded from Project Center). Click the Project Calendar task to open the Project Calendar page to view the calendar.
Click the Project Description task to open the Project Description page, which shows the project name, number, description, phase, project manager, client, and address.
Click the Project Email task to open the Project Email page, which lists the project email messages that were either sent by you, to you, or all email messages for the current Project Center project.
After you select a project from the Info Exchange Home page, or click Project Site from the Tasks panel, your open items and pending items for that particular project appear in the Project Site page.
The Open Items tab lists all open items that have been assigned or sent to you for the current project. To complete the item, click the Subject link to open your assigned item. By default, all open items are listed; you can filter the list by selecting a filter from the View drop down.
The Pending Items tab lists items you have uploaded or sent via Info Exchange but have not been received by an internal Project Center team member.
Click the Project Team task to open the Project Team page to view the list of project team members on the current project. You can send a message to a team member by clicking an address link, completing the form, and clicking Send.
The Public Transfers page lists file transfers that have been sent by users using the anonymous login.
You can view RFIs on which you are listed as the to or from contact, as well as send RFIs.
Click Contract Administration > Send an RFI to open the Send an RFI page to log an RFI. Complete the RFI form and send it to other Project Center team members. Once it has been received, you can view the RFI as it was logged by clicking the subject in the My RFI Actions page.
Click Contract Administration > My RFI Actions to view the RFIs on which you are listed. You can click a subject to view the RFI you sent (if you were the originator), or answered (if you were assigned an RFI to answer). If you were assigned an RFI to answer, click the subject to view the RFI and click Send Response on the form to answer it.
If you are a Project Center user, you can also click Contract Administration > RFI Log to open the RFI Log to view all RFIs in the current Project Center project.
The following are the RFI status options:
Pending – Request for Information: the RFI you sent has not been received by the Project Center team member you sent it to.
RFI Received – Request for Information: the RFI you sent was received and logged.
RFI Assigned – To Answer: an RFI has been assigned to you to answer.
RFI Answered – Answered: your RFI answer has been has been received and logged.
Response to Author: a response was sent to the author of the RFI.
You can view submittals on which you are listed as the to or from contact, as well as send submittals.
Click Contract Administration > Send a Submittal to open the Send a Submittal page to log a submittal. Complete the submittal form and send it to the Project Center team member. Once it has been received, you can view the submittal as it was logged by clicking the subject in the My Submittal Actions page.
Click Contract Administration > My Submittal Actions to view the submittals on which you are listed. You can click a subject to view the submittal you sent (if you were the originator), or reviewed (if you were forwarded a submittal to review). If you were forwarded a submittal to review, click the subject to view the submittal and click Send Response on the form to answer it.
If you are a Project Center user, you can also click Contract Administration > Submittal Log to open the Submittal Log to view all submittals in Project Center for the current project.
The following are the submittal action types:
Pending – Submittal: the submittal you sent has not been received by the Project Center team member you sent it to.
Submittal Received – For Review: indicates that the submittal has been sent for review.
Submittal Forwarded – For Review: indicates that the submittal has been forwarded for review.
Submittal Review Response: indicates that a response to the submittal has been received.
Approved/No Action Required/Revise and Resubmit: After the review process is completes, the Action Type column indicates the final status for the submittal as it was logged by the recipient.
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Help updated on 6/23/10