Collaboration Application User Manual

Requests for Documents

Sending a Request for Documents

One of the main uses for Collaboration is to request documents from a source who does not have access to ATIPXpress. Follow the steps below to submit a Request for Documents to a contact using the Collaboration Portal.

1. Open a request that has been assigned. Requests that are not assigned are not eligible for submitting RFDs.

2. Select (A) Request for Documents from the left-hand navigation, then click (B) New:

3. On the New Request for Documents screen, locate the Request for Documents mode and select Send via Collaboration. This option submits the request to the Collaboration Portal.

4. In the Send to: Program Offices section, click Add Program Offices. The Create/Search Program Office/Consultancy screen appears as shown below:

5. Here you can search for and select from existing Program Offices/Consultancies, or Create New Program Office/Consultancy.

NOTE: If you create a new Program Office/Consultancy, you must select the Collaborate Access Portal checkbox to submit requests to a office/consultancy:

 

6. When you’ve selected at least one office/consultancy, click Select to add these to the RFD, then click Next to move to step 2:

7. The New RFD – Step 2 screen appears as shown below. First add any (A) Attachments, such as the original request letter for context:

8. You can also configure the message the end user receives with the request in the collaboration portal. First add a Subject for the message. You can also edit the message body as needed.

9. When you’re ready to submit the request, click Send Message. A pop up message appears to confirm sending the RFD. Click OK to continue.

10. After the job processes, click Close Window. The Request for Documents screen refreshes with the new RFD included on the list.  

Receiving an RFD Response

When you receive a response to a request sent to the portal, the easiest point of access is via your Messages on the Home Page. Follow the steps below to receive records provided from the portal.

1. Click the Messages from Collaboration Room link on the Home Page to access your

Collaboration Messages. The Collaboration Messages screen appears as shown below:

2. Select the new message and click View Message. The subject/body of the message should alert you that this message contains the responsive documents:

3. There are three options for moving the documents into ATIPXpress: Add to Review Log, Add to Correspondence Log, and Add to Document Management. Each is detailed in the following table:

4. After adding attachments, the action is reflected on the Message Details screen as shown below:

5. Click Close, then click Go To Request from the Collaboration Messages screen:

6. Click Request for Documents then select the request you just completed and click Take Action:

7. On the Request for Documents Action screen, under Status select Completed.

8. Check the Completed checkbox and enter the Completed Date.  

9. Click Save to save the action. The status updated to Completed, and the RFD updates on the portal side to let the portal user know the task is complete:

Consultation Reviews

Send Documents for Consultation Review

The Collaboration Portal allows you to send documents directly from Document Management to the portal for review. Follow the steps below to send documents for consultation:

1. First, open the folder you’d like to send in Document Management. In Document Management, select the Document/Folder to send for review and load any review layer you’d like to include.

2. Right click the Document/Folder and click Send/Save for Consultation Review:

3. The Send/Save Documents for Consultation screen appears as shown below. First, under Consultation Type, you must select Send via Collaboration Room. This ensures the request is sent to the portal for consultation review:

4. In the Review Information section, click the Lookup button to locate a request to associate with this consultation.

5. In the Reviewers Information, select an eligible Consultation Location.

6. Under Email Template, select a message template to send with the consultation. Click Customize to customize the template for this consultation:

7. In the Customize Email Template screen, edit the message however you need. When you’re done, click Save.

8. When you’ve configured all the details on the Send/Save Documents for Consultation screen, click OK to continue.

9. The job processes, and on completion the consultation is sent to the portal. You can view the consultation from the My Work Summary section of the Home Page by clicking Pending Consultations:

10. Follow the steps in the Receiving Responsive Documents section for details on receiving a Consultation Review from the portal.

Receiving a Consultation Review

When you receive a response to a consultation review sent to the portal, the easiest point of access is via your Messages on the Home Page. Follow the steps below to receive records provided from the portal. These steps apply to both Consultation Reviews and Requests for Documents.

1. Click the Messages from Collaboration Room link on the Home Page to access your

Collaboration Messages. The Collaboration Messages screen appears as shown below:

2. Select the new message and click View Message. The subject/body of the message should alert you that this message contains the responsive documents:

3. There are three options for moving the documents into ATIPXpress: Add to Review Log, Add to Correspondence Log, and Add to Document Management. Each is detailed in the following table:

4. After adding attachments, the action is reflected on the Message Details screen as shown below:

5. Click Close, then click Home to access the home screen. Under My Work Summary, select Pending Consultations:

6. Select the request you just completed and click Take Action:

7. On the Take Action screen, under Status select Review Complete.

8. Check the Completed checkbox and enter the Completed Date.  

9. Click Save to save the action.  

Correspondence

You can use the Messages feature to communicate with Portal users. Keep an eye on the

Messages widget on the Home Page, where you can view Messages from Collaboration Room.  

1. From the Home Page, click the Messages from Collaboration Room link to view messages received from the Collaboration Room.

2. The Collaboration Messages screen appears as shown below. The screen includes a (A) list of messages received from the Collaboration Portal, as well as (B) Actions you can take on the messages, including View Message, Reply, Mark as Read, and Go To Request, which links directly to the associated Request.

3. Select a message from the list and click View Message to view the message contents and details:

4. The Message Details includes the message Subject and Body. If the message includes any (A) Attachments, there are options to take these attachments and (B) Add to Review Log, (C) Add to Correspondence Log, or (D) Add to Document Management.

5. You can also click Reply to respond to the portal. The correspondence interface appears as shown below:

6. The (A) Original Message is present in the top portion of the screen. Enter your response in the Compose Message fields, providing both the (B) Subject and (C) Body, as well as (optionally) any Attachments. When you’re ready to send it, click (D) Send:

7. If you click Mark as Read on a selected message, it is removed from this Collaboration Messages list.