WISDOT FABRICATION DOCUMENT LIBRARY User Guide 04/18

Fabrication QA Inspection Unit Wisconsin Department of Transportation

WisDOT Fabrication Document Library User Guide 04/18

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CONTENTS TABLE OF CONTENTS ACCESSING THE FABRICATION LIBRARY .................................................................................................................................................... 2

ROLES AND PERMISSIONS ............................................................................................................................................................................ 4

Project Managers – Permission Level 1 ................................................................................................................................................. 4

Quality Assurance Inspectors – Permission Level 2 ............................................................................................................................. 4

Contractors – Permission Level 3 ............................................................................................................................................................ 4

Fabricators – Permission Level 4 ............................................................................................................................................................. 5

Permissions Table....................................................................................................................................................................................... 6

NOTIFICATIONS .............................................................................................................................................................................................. 7

NAVIGATION.................................................................................................................................................................................................. 9

Home Page | Structures Construction Records (SCR) ....................................................................................................................... 9

Uploading a File ...................................................................................................................................................................................... 10

Checked-Out Status .............................................................................................................................................................................. 17

Viewing and Downloading a File ........................................................................................................................................................ 20

Finding a File: Filtering and Sorting ...................................................................................................................................................... 21

CONTACTS ................................................................................................................................................................................................... 24

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ACCESSING THE FABRICATION LIBRARY

Visit the Fabrication and QA Inspection Unit’s website: http://wisconsindot.gov/Pages/doing-bus/eng-consultants/cnslt-rsrces/strct/fab-sharepoint.asp

Bookmark this page for easy access

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You can always Google the library too

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ROLES AND PERMISSIONS Project Managers – Permission Level 1

Contribute to all Fabricator Folders & Read all Inspector Folders and Field Welding Drop-off Library

This group includes all WisDOT and Consultant project managers and resident engineers overseeing the project. Members can upload, view and download fabrication documents while they can only view and download inspection reports. Members can also set their own notification alerts. This step is optional.

Quality Assurance Inspectors – Permission Level 2 Read all Fabricator Folders & Contribute to own Inspection Folder

An inspector group includes only members of that consulting firm performing inspection activities at fabrication shops on behalf of the Wisconsin Department of Transportation. Members of this group may upload, view and download inspection reports. Members may also view and download fabrication documents for the fabricator the firm is inspecting.

Alerts for this group can only be set by the Bureau of Structures. Contact dotdlstructuresfabrication@dot.wi.gov if you wish to sign up for email notifications when files are added or changed.

Contractors – Permission Level 3 Contribute to all Fabricator Folders & Field Welding Drop-off Library

This group includes all contractors performing construction, fabrication and erection work for the Wisconsin Department of Transportation. Members of this group may upload, view and download fabrication documents.

Alerts for this group can only be set by the Bureau of Structures. Contact dotdlstructuresfabrication@dot.wi.gov if you wish to sign up for email notifications when files are added or changed.

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Fabricators – Permission Level 4 Contribute to own Fabricator Folder

A fabricator group will only include members of that fabrication facility. Members of a fabricator group can upload, view and download fabrication documents for their own fabrication company.

Alerts for this group can only be set by the Bureau of Structures. Contact dotdlstructuresfabrication@dot.wi.gov if you wish to sign up for email notifications when files are added or changed.

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Permissions Table

Fabrication Documents

Meeting Minutes RFI-NCR-DIN Response RFI-NCR-DIN Storage and Shipping Plan

Mill Certification Shop Drawing Calculations Welder Qualification Record

WPS-PQR Butt Welding Log QC Fabrication Status Report HSS Bolt Test Report

Erection Plan Coating QC Inspection Results

Inspection Reports

Meeting Minutes Inspection Report (WisDOT Quality Assurance)

Permission levels Read: view and download Contribute: upload, view and download No Access: cannot view or access

Folder Document Type Project Managers

Prime Contractors

(Company) Fabricator

(Company) Inspector

WisDOT Inspector

All Fabricator Folders Fabrication Documents Contribute Contribute No Access No Access Read

All Inspector Folders Inspection Reports Read No Access No Access No Access Read

Fabricator Folder (Company)

Fabrication Documents Contribute Contribute Contribute Read Read

Inspector Folder (Company)

Inspection Reports Read No Access No Access Read Contribute

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NOTIFICATIONS Project Managers & Contractors

Setting-up a SharePoint Library Alert

1) Select the folders you would like to receive alerts for and click Alert me. Do not select any folders to set up an alert for the entire library.

You can manage and delete alerts by clicking Manage my alerts.

2) Enter the users and email addresses for those receiving the alerts. Select filters for the alerts and frequency for the alert emails.

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Fabricators & Inspectors

An email notification will be sent to users with a fabricator or inspector permission role, when a file is added or changed. The notification will include a link to the file location and the file itself as well as document information. Example notification: From: noreply@workflownotification.com Cc: dotdlstructuresfabrication@dot.wi.gov Subject: WisDOT Fabrication Library Notification – Shop Drawing – B000000

A file has been added/changed in the SharePoint Fabrication Library.

Due to permission levels, some documents are restricted from view. Please disregard this notification if your permission level does not include this file type.

Document Content Type: Shop Drawing Document Name: filename.pdf Document Location: Fabricator - City, ST

Construction ID: 0000-00-00 Structure ID: B000000 Fabricated Component: 11 Butterfly OSS/SB Created: 4/1/2018 00:00:00 AM Created by: Last, First Name - DOT Modified by: Last, First Name - DOT

Week ending: Date or N/A Acceptance Status: Status or N/A

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NAVIGATION Home Page | Structures Construction Records (SCR)

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Uploading a File

1) From the home page, select Fabricator Folders to view a full list of folders or select the fabricator folder from the list on the right. Select Inspection Folders is you are an inspector uploading a report.

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2) Select the Fabricator Folder. Be sure to select the applicable fabricator for the file you are uploading If a fabricator is not listed email dotdlstructuresfabrication@dow.wi.gov or call 608-261-6110 (8:30am – 4:00pm) Select the Inspection Folder with your company name if you are an inspector uploading a report.

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3) Select Upload

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4) Select Choose File or Browse and search your computer for the file. Select the file, select OK to add the file.

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CAUTION! Uploading a file to the wrong folder will mean sharing a document from one fabricator with another. Take every care to avoid this situation

5) Check that the fabricator folder is correct. 6) Select Choose Folder if you need to pick another Folder or select Cancel. 7) If everything looks correct, select OK.

Follow the instructions on the next window carefully. Uploading a file to the wrong folder will mean sharing a document from one fabricator with another. Take every care to avoid this situation

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8) Select a content type and check the fabricator name.

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9) Choose a content type and fill out all required fields. Select Check In. If there are Structure IDs missing email dotdlstructuresfabrication@dot.wi.gov or call 608-261-6110 (8:30am – 4:00pm)

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Checked-Out Status

If you selected Cancel or the X at the top of the screen, the document will be uploaded but Checked Out only to you. This means only you can view the file. A green arrow next to the document symbol indicates that it is Checked Out to you.

If you which to delete the file, contact dotdlstructuresfabrication@dot.wi.gov to request the file be deleted.

If this was a mistake you can still fill out the required metadata and Check in the file. Follow the steps below to edit the file Properties and Check In the file.

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1) Select the file, select More, then select Properties.

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2) Select the file. Select More, then select Check In.

3) Select OK on the next screen. The file has been Checked In. The green arrow should have disappeared.

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Viewing and Downloading a File

1) To view a file, click on the file name. 2) Download by selecting the document, selecting More and Download.

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Finding a File: Filtering and Sorting

The Fabrication has 3 default views

Fabrication: Use to upload Fabrication Documents Inspection: Use to upload Inspection Reports All Documents: Use to filter and find files. You may save a filtered view as a new library view, this would be your personal view.

The following screenshots show how to filter the All Documents view. In this example, the library was filtered by Structure ID but it can be filtered by any of the columns.

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CONTACTS

For assistance contact the Structures Fabrication Unit at: dotdlstructuresfabrication@dot.wi.gov

You may call Carla Principe @ 608-261-6110

Brandan Burger @ 608-267-4019

Kristin Revello @ 608-266-5090