Adding communication for document management

A question, note or a task item can be created in two places in BIMcollab document management.

In this article we will go in detail about how to create each communication type.
​

General questions, that are not about a specific document or element of the project, can be added from from the To do's module (1) overview list by clicking on the Add note, question or task button (2). The item is then added to the selected phase, project or location. However, this item is not linked to a specific element or document and is therefore only visible in the overview list.
​

​

Notes, questions and tasks can be added to a single element or document. In that case, the communication is linked in the details of the item in question, for example, in the 3D objects or Documents. For example, lets look at adding a communication item to a specific document from the document detail page.
​

First select the reqired document by clicking on it from the overview list. Under the To do's section (1), a new communication item can be created using the Add note, question or task button (2). There, the 'Apply to' field is automatically filled, and once saved, the communication item is immediately visible for the element as well as in the overview list.
​

Communication items can take the form of Notes, Tasks, or Questions and are visible in the "To Do's" module of BIMcollab.
​

Notes can be used for general communication or memos about a project but do not have an action associated with it. When creating a note, recipients can be entered in the "Informed (1)" field. Each communication item, such as notes, is assigned a unique reference number (2) automatically upon creation. The note creator must include a subject (3) and a message (5) to accompany it. Additionally, supporting files can be attached as attachments (4) to the note. The final step is to save (6) the note, after which the relevant parties will be notified.

In the notes overview, details about the sender and recipients who have been notified about the note are shown.
​

The Task feature allows for assigning tasks to team members, ensuring that each individual or team is accountable for completing them.
​

To set up a task, the creator is required to fill in the responsible party in the "Responsible" section (1), the task's subject (5), end date (7) and a message (9) related to the task. Optional details include those who may need to be informed (2) about the task and adding a label (6) if necessary. Each task is associated with a specific document version (3) and has a reference number (4) which serves as a unique identifier. Additionally, supporting documents for tasks may be uploaded as attachments (8). Finally, the task may then be saved (10).

In the Tasks overview, details about the status, the assigned responder, the question's sender, and the recipients informed about the task are displayed. Once the assigned responder completes the task, they can mark it as finished, and subsequently, the sender can decide whether to approve the task.

Questions are used when users have inquiries about items within the project. The user can direct a question to the party responsible for providing an answer, while keeping others informed through the "Informed" section.

To create a question, like creating a task, you must specify the responsible party in the "Responsible" section (1). Similar to other communication types, you can notify other members about the questions raised in the "Informed" section (2). Each question is assigned to a specific document version (3) and is identified by a unique reference number (4). The creator of the question needs to provide the subject (5), end date (7), and message (9) related to the question. Additionally, they have the option to include a label (6) and upload an attachment (8) if needed, and then save (10) the question.

All questions raised or received by the user can be found in the "To Do's" menu. In the questions overview, details about the status, the assigned responder, and the question's sender are displayed. Once the responsible party has provided a response to the question, the sender can then decide whether to approve the response.

Learn more about this topic in this article: Communication statuses and actions