Routing = Communication and Accountability Client Webinar Series Time to Reach New Heights Routing = Communication and Accountability June 9, 2016

Agenda Route Basics Predefined Routes Resources Build a Route Restart / Send Back Stages Confidential Priority Routee Options Predefined Routes Multiple Routes for one Doc Type Resources

Route Basics What is a Route? List of people who need to “see” this document’s information SEQUENCE - In the order in which each person – or persons need to “see” this information STATUS - Option to allow a person to provide feedback before others “see” this information

Why is Routing Important Audit Trail Who saw what and when did they see it Routing Includes Sequences of who saw it first, second, … Dates for when it was routed Package of what was sent for each routee Timing Routes include Sequences and Due Dates Routes automatically move the document along to the next person Can be routed sequentially or in parallel Can send alerts when a route is overdue/about to be due Convenience Predefined Routes can distribute to a group and you don’t have to remember who is in the group and add them one by one

Options for User Add a Routee – adds a new row at the bottom of the route and increments the SEQ Build a Route – allows you to add multiple people to a Sequence and set the Status and Instructions – even to designate the SEQ and include a Transmittal Reset Route – Replace the route with another (only available when SEQ 1 is still pending) Append Route – Add a Predefined Route to the end of this Route

Build a Route Primary Contact (or-Attendees) – (based on the current document) Responsible Parties (based on the document) Add a routee by name Selected Recipients - Multiple Contact Lookup Role – choose contacts limited to this role New Status - Select the status for this new routee row(s) In Sequence - Select the SEQ (Note: only SEQ below the current SEQ are available) Insert Before – the SEQ selected in the In Sequence field With Transmittal – add a Transmittal Cover Sheet for each routee added With Instructions – will be added for each routee added With Due Date

Options for Each Routee Edit Row – BEFORE the routee row is “current” When the routee is the “current” row Transmittal – Include a Cover Sheet personal to this routee Collaborate – Can edit this document when this routee is “current” Subscribed to Alerts – for this specific document Email From – If an email is sent to routee, use this person as the “from” person on the outbound email Send(Resend) Document – Allows you to push to the outbound queue Route Via – Change the current routing method to any available options for this routee Added by (info only) Viewed (info only) Thumbs up changes Status to Responded and Saves document Package – Content for this routee Trashcan to delete the routee Sequence – option to move up or down in the Route To – Routee: the person receiving the document Status – Pending, Pending Any, CC’d (before) Responded, Send Back Restart (after) Ins – Instruction to the Routee Rsp – Response from the Routee Notes – Audit Info from Spitfire Due – Due Date for Routee Acted Info (after)

Predefined Routes Applied by Doc Type But a Predefined Route can be applied to several Doc Types Can be limited to specific documents in that Doc Type Additional Conditions to choosing which Predefined Route Subtype Status Priority Doc Reference Global Reference Project Project Type Project Division Source Contact Responsible Party Low High

Predefined Routes - What Start with the Doc Type Then add the conditions that distinguish how some of these documents of this Doc Type need to be routed differently Auto – auto accept SEQ 1 Active – is this row active

Predefined Routes – Who Add routees by Role or Name (Role is more efficient) Set Access Level (Collaborate allow this routee to edit this document when he/she is the current routee) Default Note = Instruction in the Route Detail grid At Source Contact – if you route to a Vendor Estimator role – or Vendor Compliance role not all Vendors will have a person with that role – so At Source Contact will route to the Vendor if it cannot find anyone with this specific role No Repeats with the next x sequences (since Spitfire routes to “people” but predefined routes are usually to “roles” – so if a “person” has two roles he/she may get multiple routes back to back – this options helps “limit” those doubling up of routings

Via Hard Copy Hard Copy Routees Contacts without Email address Contacts without a User ID and Password Contacts with Hard Copy as their designated mode of contact (Executives, Department Inbox, File, etc. DocTypeConfig | HardCopyThru Specifies the Contact that should be inserted into the routing sequence prior to a hard copy route. This Contact would be responsible for generating and sending the hard copy.

How does Spitfire choose a Route Duh, it picks the one that I configured, Right? YES, it does, but… Consider Timing – when did Spitfire select the Route? Once SEQ 1 is executed, route cannot be reset – meaning AutoReroute doesn’t run again Multiple routes for the same Doc Type? Which one is evaluate first? Is Doc Source Contact or Doc Responsible Party included in Route? But is that field filled in on the document?

KBA-01154: Overview of the DocTypeConfig Rules AutoReroute as info on the document changes, Spitfire keeps re-evaluating the best predefined route HardCopyThru to automatically add a person to handle hard copy routees RouteConfig Sets defaults for the Build Route dialog box Includes settings for Assemble: JPG per Page Maximum Sizes for Assemble Page # in the Assembled PDF SendDownloadLink

Resources Focus Guide: Routing on the Help menu in Spitfire Client Webinar: Better Email Routing with Spitfire, April 2014

Have a topic you’d like included in an upcoming Webinar? Next Topic Secrets of Compliance Thursday July 14th – 1:00 pm EST Review past Webinars at http://support.spitfirepm.com Have a topic you’d like included in an upcoming Webinar? Send your suggestion to dmcgovern@spitfiremanagement.com