Different configurations that were set from web configuration is now available here. This option will available only for Admin login.

In smaller organisations, user administration is taken care by a single administrator. In such cases, only a single user is to be alerted. But in larger organisations, there may be group administrators who manage user accounts in specific groups. In such cases, the respective group administrator is to be notified.

To handle this scenario,  a setting to notify group administrators or a specific user about login expiry is provided. 

To notify user account expiry

Uniform Correspondence mail for internal and external users: If this option is enabled mails sent to internal and external users will be the same. Or else when correspondence mails are sent with attachments to internal and external users, internal users receive document links and external users receive document attachments with the correspondence mail. 

Limit transmittal Accessibility to sender and recipient origins: If this option is enabled, transmittals sent and received by the user’s organization/origin will be only accessible to the user. Users in one origin will not be able to view or access transmittals sent between two different origins. If a user tries to view a transmittal from the smart folder or Usage Information tab in Document Details window, a warning message is displayed, and the operation is cancelled.

System ID: If an organization is not enrolled in WrenchXchange service, no values are displayed against the field System ID. A button generate will be available.

Enroll in WrenchXchange: This button is displayed only after System Id is generated. Once this button is displayed, an organization can be enrolled in WrenchXchange.

An organisation can be enrolled in WrenchXchange.

To enroll an organisation

Active enrollments can be terminated due to reasons such as expiry, termination of contract, abuse, failure to remit payments etc. Termination of enrolment is carried out by the administrator.

To terminate an account

Accept past dates for 'Responded On' in CRS: If this setting is enabled, user can provide a past date in the Responded On field in CRS. If the setting is not selected, user is restricted from providing a past date in the Responded On field in CRS. If the setting is not selected, the value for the field Responded On in the Response Details window is auto-generated with current date and time.

Alert when Work In Progress RFI's are existing against documents (View/Download/Upload/Check In/Release Trasmittal.): If this option is enabled, when a user tries to view, download, upload or check in a document, or drawing with an RFI attached to it is open, an alert message is displayed. If any of the documents have an open RFI, then while creating a Release transmittal user is alerted.

Create PDF file when saving comments from Rasterex Viewer: If this setting is enabled, system will automatically create a new pdf file which contains all comments that are available in the RXML file and attach it as a comment file to the document   in the current version.

Allow revision number duplication for documents: Once this option is enabled, revision number duplication for documents will be permitted. This will be applicable for project and non-project documents.

Apply parent document’s file naming conventions for client comments: Once this option is enabled, when user attempts to download a document, if the document is attached as a client comment to another (single) document, the file will be downloaded using the file naming conventions as specified against the main document. 

If the selected document is not assigned to any document as a client comment OR if there are multiple documents to which the selected document is attached as client comment, the file will be downloaded using the file naming conventions (if any) specified against the selected document’s genealogy.

When there are no file naming conventions defined on the main document’s genealogy, default conventions of the main document are used to download the file.

Projects in WRENCH can be assigned to folders in the file manager so that it can be accessed by the project resources in each project. If there are folders which do not belong to any Projects, folders can be assigned without mentioning the project so that all users in the WRENCH can access the given ‘Project independent’ folder.

To assign projects to file manager

To select folders to file manager

Automatically insert QR code on download: If this option is enabled, QR code is inserted while documents are copied out automatically.

Allow Live Commenting session closure without completing the workflow stage: If this setting is enabled, user is permitted to close the live commenting session without completing the workflow stage. By default, this setting is enabled.

If the sending rule is configured as Approve by All, and if the new setting is enabled, the creator or users with manage permission is permitted to close the session based on the workflow stage status of the resources.

When all the session invitees except session creator or user with manage permission attending the session has still not closed the document from their workspace, and creator or user with manage permission try to close the session, a message Do you wish to close the session? Yes/No is displayed.

If the user clicks ‘Yes’, the session is closed with comment file attached as existing. If the user clicks ‘No’, the operation is cancelled.

When the creator or user with manage permission try to close the session with more than one invitee pending to complete their session, and if the setting is enabled, a message Commenting session is pending with more than one user. Do you wish to close the session? is displayed.

When the creator or user with manage permission try to close the session with any invitee pending to complete the session, and if the setting is disabled, an alert message is displayed and the session closing operation is cancelled.

Automatic numbering for comments in CRS:  In Comment Resolution Sheet (CRS) of document, comment number is a mandatory field, and user needs to manually enter the comment number for adding new comment to CRS. Some organisations follow a specific comment numbering pattern and others do not follow any numbering pattern for adding comments to a document. CRS number is generated automatically and format of the CRS number will be PROJECT_ID/CRS/SERIAL_NUMBER.

Auto numbering will be enabled only if the setting Automatic numbering for comments in CRS is enabled.

Block Duplication of Document Number: If this setting is enabled and duplicate document number exists, on clicking the Save button, list of duplicated document numbers is displayed. You can change the duplicate document number and try again.

Default Comment Type: Here a  default comment type can be assigned at organizational level.

To assign default comment type

Download attachments in single folder: If this option is enabled, a zip file which will contain all specter files in a single folder is created.

Some Project sites prefer a file naming structure based on their naming conventions.  Hence a provision to configure file name for consolidated comment files will be available in the Administrative Settings.  

To configure a file naming structure

Bluebeam, Rasterex or WRENCH Viewer can be configured as the collaboration model.

To configure live review

Maximum number of specters allowed for a document version: The number of specter files added manually can be limited by providing a value here.

Project ID mandatory in change proposal: If this option is enabled, a change proposal can be raised only for documents or tasks related to a Project.

SSRS reports link can be configured from the Administrative Settings in SmartProject (ATOM).

To configure reports link

Here there is a facility to upload the stamps that you will be using.

Default viewer is used to simplify the viewer configuration. For Example:  There are multi-format file viewers commercially available in the market, which can be integrated with Wrench such as ‘Autodesk Forge’ and ‘Rasterex’. Customers may purchase such viewers and set it as ‘Default’. Once set as default, the individual file types can be assigned with ‘Default Viewer’ as the viewer. In case the user later decides to change the default viewer, the individual association of viewer with file type need not be updated, instead the default viewer is changed. A set of viewers will be available in the drop-down list.

When users attempt to view files, if there is an associated viewer, it is opened accordingly. If there are no associated viewer and if the user has ‘Copy’ permission, the file is downloaded. If there are no associated viewer and if the user does not have ‘Copy’ permission, an alert message “You do not have Copy out permissions” is displayed and the operation is aborted.

To set a default viewer

To associate file type with viewer

To add new file types

Allow only creators to remove/edit attachment: By default, this setting will be enabled. If this setting is enabled, the attachments can be removed or modified only by the creator of the attachment. Even if the users (other than the creator) having replace/remove permission for the attachments in that genealogy will not be permitted to remove/modify the attachments added by other users.

SmartProject supports both Native Authentication and External Authentication.  In the case of Native Authentication, option to authenticate using single factor and multi factor is available. In the case of External Authentication, option to authenticate using MS Office and OKTA is available.

Single Sign On in SmartProject provides centralized session and user authentication service in which one set of login credentials can be used to access multiple applications. 

SSO is implemented using Security Assertion Markup Language (SAML) which is an open standard that allows identity providers (IdP) to pass authorization credentials to service providers (SP). What that means is that user can use one set of credentials to log into different websites i.e. Single Sign-On (SSO).

By implementing SSO in SmartProject, in addition to Native Sign-on, option to login to SmartProject using Office 365 credentials and Active Directory Services credentials will be available.

An  option to configure  what types of authentications are allowed is provided. Based on this, individual users many be allowed to use different types of authentication.

To configure native authentication

Option to login to SmartProject using Office 365 or OKTA  credentials and Active Directory Services credentials will be available.

A integration between SmartProject and Office 365 or Okta can be defined here.

To enable Okta single sign on configuration, user has to configure SAML setting in Okta administration page.

Figure: Configuring Okta SAML Settings

Since users, especially Vendors enter their personal email address or incorrect email address instead of their official email address, it is recommended to allow only users with proper permission to modify their email setting.  So, it is required that restrictions are made on the level of origin group, by Admin group users.

Some organizations have several vendors.  Separate origins and logins are created for these vendors. As vendors log in multiple times using the same Login name from different instances, internal users in the organization may not have sufficient licenses available when they attempt to log in. As a solution to this, facility to allocate licenses only for the required vendors is available.

When WRENCH is deployed across multiple organizations, people from different organizations will need to work together on projects. In such scenarios, it is required to control the permission to modify specific document properties and task properties to specific groups or users. For Example: Users other than the originator’s group needs to be restricted from editing some of the basic document properties such as “Description”, “Sheet Number” etc. Whereas they should be allowed to modify certain other properties such as “Approval Status Code” etc. Security for different document properties can be configured here so that a user / user group can only edit the property which they are authorised to do.

To configure metadata security

Usually genealogy structure comprising of Code and Description is created as per the standards followed by an organization. When this genealogy structure is replicated to smart folders in SmartProject, only genealogy description is displayed. This results in a mismatch between the genealogy structure and smart folder created, which leads to confusion for users. Option to define display pattern for the folders created from genealogy will help in solving this issue.

Here you can configure the display format for properties like Area, System in  Import/Export templates. Display format can be configure for selected properties of tasks, documents, risk management, meetings and time sheet.

Mail Template: Here option to configure mail template is provided.

Figure: Configuring notification mail template

To configure mail template