Overview

Processes in RDrive are used to manage structured workflows such as inspections, checklists, approvals, permits, quality records and other project activities.

A Process can contain one or more digital Forms. The Forms capture the information required at different stages of the workflow, while statuses control how the Process progresses between users or teams.

This guide explains how to create, complete and manage Processes and Forms using the RDrive website.

• Purpose: Learn how to raise, complete, progress and manage Processes and their Forms. 
• Who It’s For: Project users who create, complete, review or manage Processes in RDrive. 

Prerequisites: 
Access to the relevant RDrive project
Permission to view the required Process category
Appropriate permissions for the actions you need to perform

Important: What you can see and do depends on your project configuration, role and permissions. Processes, Forms, fields and workflows may therefore look different between projects.

TABLE OF CONTENTS

• Overview
• Understanding Processes & Forms
  • Raising a Process from the Plan Viewer
    • Method 1 – Rasing from a Location
    • Method 2 – Using Add Item
  • Updating a Form
    • Opening & Completing a Form
    • Progressing a Form Through its Workflow
    • Autofilling a Form from a Previous Form
    • Adding Additional Forms to a Process
  • Tracking changes/history in a form? 
  • Adding Comments & Communicating with Other Users
  • Changing the Location of a Process
  • Deleting a Process
• Best Practices
• FAQs & Troubleshooting

Understanding Processes & Forms

Before getting started, it is useful to understand the relationship between a Process and a Form.

A Process may contain one Form or several Forms, depending on how the workflow has been configured.

For example, an inspection Process could contain:

Inspection Request → Inspection → Review → Approval

Raising a Process from the Plan Viewer

Processes can be created directly against project Locations.

Method 1 – Rasing from a Location

Step 1: Open the Drawing

Go to:

Menu → Plan Viewer

Navigate through the Drawing Sets and Drawings until you reach the required drawing.

Step 2: Select the Location

Select the blue Location pin where the Process should be recorded.

Step 3: Add the Process

Select the + option.

The available Categories and Subcategories will be displayed.

Choose the required:

Category → Subcategory → Process Profile

Only Processes you have permission to create will be available.

Step 4: Enter the Process Details

Enter the External Reference, where required.

Select OK to create the Process.

Method 2 – Using Add Item

You can also start by selecting the + Add Item option from the Plan Viewer.

Select the required Process from its Category and Subcategory.

RDrive will then ask you to select the Location against which the Process should be raised.

Select the blue Location pin and confirm the Process details.

Updating a Form

Opening & Completing a Form

Once a Process has been created, open its Form in the Form Viewer.

The Form Viewer contains the digital information that needs to be completed for the current stage of the Process.

Editable Fields

The fields you can edit depend on:

• The current Form status
• Your permissions
• Your team
• The configuration of the Form

Fields that are unavailable may belong to another stage or another participant in the workflow.

Mandatory Fields

Mandatory fields are identified within the Form and should be completed before progressing it.

Depending on the workflow configuration, RDrive may prevent the Form from progressing until the required mandatory information has been entered.

Saving Your Work

When working with Forms, changes are automatically saved.

You therefore do not normally need to select a separate Save button while editing the Form.

Progressing a Form Through its Workflow

When you have completed the information required at your stage, the Form needs to be progressed.

Step 1: Select the Current Status

The current Form status is displayed towards the top of the Form Viewer.

Select the status.

Step 2: Review the Status History

The status window shows the history of the Form and the available workflow actions.

Select CHANGE.

Step 3: Select the Next Status

Choose the appropriate next status and confirm the change.

The available statuses depend on your permissions and the workflow configured for that Form.

Important: Simply completing the Form does not necessarily send it to the next team.
The status must be changed for the Form to progress through its configured workflow

Autofilling a Form from a Previous Form

For repetitive Forms, RDrive can reuse information from an existing Process/Form.

This is particularly useful for recurring inspections, site diaries and similar records where much of the information remains the same.

✅ Step 1: Open the Form

Open the new Form in the Form Viewer.

Select the ⋮ three-dot menu → Autofill.

✅ Step 2:  Find the Previous Form

RDrive will initially search using the current Process Profile.

Additional search criteria can be added to locate the Process/Form you want to use.

Select the previous Process.

✅ Step 3:  Choose the Information to Copy

RDrive displays the fields available to Autofill.

Fields selected for copying are highlighted.

Deselect any fields that you do not want copied.

✅ Step 4: Confirm

Select the ✓ tick to populate the selected information into your current Form.

Review the copied information and make any necessary changes.

Best Practice: Autofill saves time, but always review the copied information. The information was entered for another Process and may not all apply to the new record.

Adding Additional Forms to a Process

Some Process templates contain Optional Forms that can be added when required.

Open the required Process and select:

⋮ → Add Form

Choose the Form template you want to add and select NEXT.

If the Process contains several Forms, you can position the new Form within the sequence.

Confirm with OK.

The new Form will then become part of that Process.

If Add Form is unavailable, the Process may not contain an optional Form or you may not have permission to add it.

Tracking changes/history in a form? 

RDrive keeps a history of changes made to a Form, allowing you to review how the Form has changed over time.

This is useful when you need to check previous information, understand when a Form was updated, or see who made a particular change.

To view the Form history

1. Open the required Form.
2. Select the three-dot menu in the top-right corner.
3. Select View.
4. Select History.

The Form's history will be displayed along the bottom of the Form.

Reviewing Previous Changes

Use the timeline at the bottom of the Form to move through its history.

As you select different points in the timeline, RDrive displays the Form as it appeared at that stage.

For each change, the history identifies information such as:

• The type of change, for example Edited or Status changed
• The Team responsible for the change
• The User who made the change
• When the change was made

Tip: The history isn't limited to changes to individual fields. You can also use it to follow the Form through its workflow and see when its Status changed.

Moving Through the History

Use the navigation controls along the history timeline to move backwards and forwards between changes.

The Form itself updates as you move through the history, allowing you to see the information that was recorded at each point in time.

This provides a useful audit trail when reviewing completed work, investigating changes or checking how a Form progressed through its workflow.

Adding Comments & Communicating with Other Users

Comments allow project teams to communicate directly against the Form rather than relying on separate emails or messages.

Open the required Form and select:

⋮ → View → Comments

Add your comment in the text area.

Notifying a Specific User

If the comment needs someone's attention, select the Add User / Notify User option and choose the relevant user.

Enter the comment and select COMMENT.

The selected user receives a notification.

Replying to a Comment

Open Comments, locate the comment and select the Reply arrow.

Enter your response and select Comment.

Comments therefore provide a useful audit trail of conversations relating directly to the Form.

Changing the Location of a Process

Processes can be moved when they have been raised against the wrong project Location.

Use the Process menu options and select Move where available.

Choose the correct Location and confirm the change.

Your ability to move a Process depends on your project permissions.

Batch Moving Processes

Where several records need to be moved, RDrive's Batch Move functionality can be used rather than changing each record individually.

Select the required items, choose the batch move option and select the destination Location.

This is useful following:

• Drawing or Location restructuring
• Incorrect bulk allocation
• Changes to the project's Location hierarchy

Deleting a Process

Processes can only be deleted where the user has the appropriate permission.

Locate the required Process and select the Delete option from the Process management menu.

Confirm the deletion when prompted.

⚠️ Do not delete a Process simply because it is no longer active. Where appropriate, progress or close the Process through its normal workflow instead.

Best Practices

Progress the status when your work is complete

Remember that editing a Form and progressing its workflow are separate actions. Change the status when the Form is ready for the next stage.

Use Comments for Process-specific communication

Keeping conversations against the Form creates a clearer record of decisions and project communication.

Link rather than duplicate

Where another Issue, Process or document already exists in RDrive, link it to the Form rather than duplicating the information.

Review Autofilled information

Autofill is designed to save time, but copied information should always be checked before progressing the Form.

Avoid deleting Processes unnecessarily

Use the configured workflow to complete or close records. Delete Processes only when they were created incorrectly and your project procedures allow deletion

FAQs & Troubleshooting

Q: Why can't I see the Process I need to create? 
A: The Process may not be available within that Category/Subcategory or your role may not have permission to create it. 

Contact your Project Administrator if you believe you should have access. 

Q: Why can't I edit a Form? 
A: Form editing can depend on the current status, your team, assignment and permissions.

The Form may currently be at a stage controlled by another team.

Q: Why can't I see the Process I need to create? 
A: The Process may not be available within that Category/Subcategory or your role may not have permission to create it. 

Q: Do I need to save my Form? 
A: Form edits on the website are automatically saved.

However, you still need to change the status when the Form is ready to move to the next workflow stage.

Q: Can I attach documents? 
A: Yes, where permitted by the Form configuration and current status. Documents can either be uploaded or selected from the Document Repository. 

Q: Can I copy information from another Form? 
A: Yes. Use Autofill to select an existing Process/Form and choose which fields should be copied.

Always review the copied information before progressing the Form.

Q: Why can't I edit a Form? 
A: Form editing can depend on the current status, your team, assignment and permissions.

The Form may currently be at a stage controlled by another team.

Q: Why can't I see the Process I need to create? 
A: The Process may not be available within that Category/Subcategory or your role may not have permission to create it. 

Q: Do I need to save my Form? 
A: 

Form edits on the website are automatically saved.

However, you still need to change the status when the Form is ready to move to the next workflow stage.

Q: Why can't I change the status? 
A: Possible reasons include:

• You do not have permission.
• Mandatory information has not been completed.
• The Form is controlled by another team.
• The workflow does not allow that transition from the current status.

Q: Can I copy information from another Form? 
A: Yes. Use Autofill to select an existing Process/Form and choose which fields should be copied.

Always review the copied information before progressing the Form.