Use the Teambinder functions in CivilPro (D)

This process shows you how to use the Teambinder functions which can be found under the “Review & Sync” tab on the Lot Register. Please note that the Teambinder and Lot Review functions shown here are only visible when the Lot Review module and Teambinder modules respectively are enabled.

The Teambinder functions covered in this process are :

1. View Teambinder Columns
2. Open in Teambinder
3. Update Cache for Selected
4. Create Lots in Teambinder
5. Update Teambinder Lots
6. Create a Lot Summary and upload it to Teambinder
7. Download Lots from Teambinder
8. Search and view a list of documents attached to a Lot in Teambinder
9. Upload Filestore docs to Teambinder

Related Links: 

Teambinder Integration 

Configure Teambinder – Connection and Authentication

Configure Teamfinder – Field Mapping

Match and Link Lots and Contacts/Users between CivilPro and Teambinder

Add CivilPro Lot to Teambinder

1. View Teambinder Cols (Columns) 

This function shows columns in the grid relevant to each lot’s records in Teambinder. When CivilPro lots, or documents are synchronized to Teambinder an entry is made in the CivilPro cache. The data in these columns relates to the information CivilPro has about the data in Teambinder, and is only current as of the last time each lot was synchronized.

• TB Lot? - Indicates whether CivilPro has been mapped to a corresponding Lot in Teambinder. Where a lot has been mapped, the Open in Teambinder function can be used.
• TB Doc Count - The number of documents registered against a lot in Teambinder. The actual documents can be viewed using the List Teambinder Docs function, or by the Open in Teambinder function

2. Open in Teambinder

Where a CivilPro lot has an entry with the same lot number in Teambinder, this will open that lot in Teambinder, in a new window.

Please note that this function may give unexpected results where a lot has previously existed in Teambinder, but is no longer available because it was deleted. Refer to note on deleting Teambinder lots in the Important Information section.

3. Update Cache for Selected

As described in the View Teambinder Cols function, CivilPro maintains a cache of the relationship between records in Teambinder and CivilPro. This cache is only ever updated manually. This occurs when a Teambinder synchronisation or upload operation is performed on a Lot or Document in CivilPro, or when this function is run. The cache will be updated for all selected lots.

Essentially this queries the Teambinder instance to check if there is a Lot of the same lot number, and if so a link is made. It also queries the Documents attached to the Teambinder lot (if existing) and records it.

4. Create Lots in Teambinder

This function allows you to create one or more lots in Teambinder based on the lot information in CivilPro and is used when the lot information in CivilPro does not exist in Teambinder. See Add CivilPro Lot to Teambinder.

5. Update Teambinder Lots

This function will overwrite data in the existing Teambinder lot with data from the CivilPro lot. It is intended for use in the case where CivilPro is being used as the source of truth, being transferred to Teambinder for document management.

6. Create a Lot Summary and upload it to Teambinder

Creates a Lot Summary for one or more lots, and uploads them as a document to Teambinder. The document is then linked to the Teambinder Lot record.

Where a single record is selected, the normal Lot Summary window is opened, and the user can preview the summary prior to clicking the Upload to Teambinder button. If the lot is not in Teambinder, it will be created.

Where multiple records are selected, the popup for configuring inclusions is displayed. When OK is clicked, the Teambinder upload runs for each selected lot.

7. Download Lots from Teambinder

This function is for the case where lots exist in Teambinder that need to be extracted to CivilPro. CivilPro will query the Teambinder instance for all lots and create a new lot in CivilPro for any record that does not have a matching lot number in CivilPro. It is not expected that this function will be of use in many cases.

8. Search and View a List of Documents attached to a Lot in Teambinder

Queries the Teambinder instance for the selected lots and return a list of the documents attached to the Lot in Teambinder.

9. Upload Filestore Docs to Teambinder

The normal workflow for synchronising CivilPro and Teambinder is to complete the records in CivilPro, and then create a Lot Summary that is uploaded to Teambinder. As the Lot Summary includes all of the ancillary documents such as test requests, NCRs and filestore documents, this will generally be all that is required. There may be some cases where it is required to upload specific files as their own entity into Teambinder. This may be the case where:

• There is a filetype that cannot be included in a lot summary - e.g. a video
• The file is too large to practically include in the lot summary
• The Client specifically requires certain files as their own object

Where a file from the filestore is to be uploaded as its own entity, you can use the context menu option in the related items menu. This will upload one or more selected files directly to Teambinder, and associate them with the CivilPro lot.