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

2. 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

3. 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

4. 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

5. 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

6. 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

7. 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
From – If an is sent to routee, use this person as the “from” person on the outbound
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)

8. 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

9. 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

10. 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

11. 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.

12. 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?

13. 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

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

15. 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
Have a topic you’d like included in an upcoming Webinar?
Send your suggestion to