Respond to technical queries or actions - HxGN SDx - Update 63 - Help

HxGN SDx Help

Language
English
Product
HxGN SDx
Search by Category
Help
SmartPlant Foundation / SDx Version
10

Respond to a technical query

What are the main responsibilities for each responder?

The following table shows the standard responsibilities by role for a technical query response.

Initial recipient

Responder

Consolidator

Open Communication Management

Open Communication Management

Open Communication Management

Assign responders and consolidator

Edit, attach, and save a response

Edit, attach, and save a response

Edit, attach, and save a consolidated response

View completed responses

View and manage all responses

Manage markup layers for all responses

View all previous revisions of the technical query

View all previous revisions of the technical query

View all previous revisions of the technical query

Reject a response

Waive a response

Suppress a response

Complete a response

Complete a response

Complete all responses

Consolidate the responses

Reopen a consolidated response

Reject a technical query back to originating organization with a message

What is the difference between primary and reference documents?

You can distinguish between the different documents that appear in a communication review or response:

  • Primary documents are the main subject of a review or response and require action, comment, or query.

  • Reference documents are included for reference or provide additional information to support a review or response, action, comment, or query.

What does a contractual compliance review involve for a technical query response?

A contractual compliance review, when configured, can review the technical query responses that may have changes to contractual deliverables or actions that extend outside of the company. This ensures that all technical queries are completed within the scope of the contract terms and can be returned to the originator.

The contractual compliance reviewer receives the technical query in their To Do List and checks the content of the technical query for compliance with the contract. The contractual compliance reviewer can reject a technical query. Any rejected technical query is returned to the consolidator to make additional edits or comments to the documentation that require changes to the response.

Get to know the technical query response user interface

COMM_MNGM_01

1

The details of the technical query, showing the responders, supplier's organization, current issue status, and due date.

2

The files, objects, and any previous technical queries added as related information to the technical query.

3

The responders selected to respond to the technical query.

4

The details of one of the responses already completed, including any markups, actions, and comments.

5

The files and primary reference documents added as information to support the technical query response.

SHARED Tip Select Expand icon next to a document to show the associated files. The Orange Warning Triangle icon indicates that the file cannot be viewed, either because the web file has not yet been generated or because the base Hexagon file is not available. See Manually generate or regenerate WebGL viewer files for Hexagon 2D and 3D files (retired) for details of how to generate the web file. Contact your administrator if the base file is unavailable.

After the Initial review step:

  • Responders can comment, update, or mark up document renditions specific to their organization.

  • If a responder does not want to respond or no longer needs to respond, they can waive the technical query response. For example, a responder might waive the technical query response if another responder has already made the same comment.

  • Each responder can save their technical query response and add supporting information as files or documents before completing the response.

  • The response consolidator reviews the actions, comments, and related files from the responders and submits the consolidated technical query response containing the renditions back to the originator.

  • The response consolidator can complete and reject any technical query or response and return back the response to each responder or the originating organization with a message for rework.

  • When the originating organization receives the consolidated technical query response, they can either close the technical query or reject the response.

  • If the originating organization rejects the technical query response, the technical query can be revised with any additional information or renditions and resubmitted.

  • If a contractual compliance review is configured, a rejected response is returned to the consolidator.

  • Renditions are generated when the project communications are issued and are presented to the recipient instead of the original documents. Renditions contain the markup layers identified for the relevant communication during the consolidation review.

  • If the rendition does not generate correctly, contact your system administrator to fix the problem.

  • To add new markups, select on file hyperlink to launch the View and Markup page.

Create a response

As a responder, create a technical query response.

  • Select Options menu on Comm Magmt screen > EDIT in the response page.

View the status of responses

As a responder or a consolidator, view the status of responses to the technical query.

  • Select Actions > Communication Management.

SHARED Tip Select _ next to a document to show the associated files. The _ icon indicates that the file cannot be viewed, either because the web file has not yet been generated or because the base Hexagon file is not available. See Manually generate or regenerate WebGL viewer files for Hexagon 2D and 3D files for details of how to generate the web file. Contact your administrator if the base file is unavailable.

Manage markup layers

As a responder or a consolidator, identify and manage the markup layers in an object attached to the technical query.

  • Select Options menu on Comm Magmt screen > Manage Markup Layers.

Manage response markup layers

As a consolidator, identify and manage the markup layers of the marked up technical query renditions and any reference documents on the responses. The consolidated response contains all comments, reference documents, and files from other responders.

Relate documents to the response

As a responder, you can relate documents and files as information to support your technical query response.

  1. Expand Supporting Information, and select ATTACH FILES to add any files as supporting information for the review.

  2. Select MANAGE RELATED ITEMS to relate documents and objects as supporting information for the review.

    SHARED Tip You can also select a technical query, and select Actions > Relationship Builder.

Show responders

As a responder, view the other responders that are assigned to the technical query.

  • Select Actions > Show Responders.

Reassign technical query to another responder

As a responder, reassign the technical query to another responder.

  • Select Actions > Reassign.

  • All responders can view previous revisions of the technical query in the revision box by Selecting the INITIAL version.

  • All responders can return to the previous object in a results grid by Selecting PARENT SCREEN.

  • View a brief view of the workflow by Selecting Actions > Brief View Workflow.

Responders can only respond to the technical query by Selecting the LATEST revision.

Complete a response

As a responder or a consolidator, Select Actions > Respond to TQ to complete the responses.

Review TQ Responses screen

SHARED Tip Select _ next to a document to show the associated files. The _ icon indicates that the file cannot be viewed, either because the web file has not yet been generated or because the base Hexagon file is not available. See Manually generate or regenerate WebGL viewer files for Hexagon 2D and 3D files for details of how to generate the web file. Contact your administrator if the base file is unavailable.

Respond to an action

  1. Select the Perform action and respond step in your To Do List.

  2. Select Actions > Prepare Response.

Create a response

As a responder, create an action response.

  • Select Options menu on Comm Magmt screen > EDIT in the response page.

View the status of response

As a responder, view the status of responses to the action.

  • Select Actions > Communication management details.

Reassign action to another responder

As a responder, reassign the action to another responder.

  • Select Actions > Reassign.

Complete a response

As a responder, select Actions > Respond to Action to complete the response.

  • To add new markups, select on file hyperlink to launch the View and Markup page.

  • For information on how to manage the markup layers and relate documents to the response, see Respond to a technical query above.

  • You can reject an action but must provide a reason for the rejection. When the originator is notified that the action is rejected, they must decide to either update the action or cancel it.