Bentley Infrastructure Cloud IDEAS Portal - New
Why is it useful?
Currently, all recipients of a document transmittal receive the same notification subject line, regardless of their assigned role in the distribution matrix. This leads to confusion regarding expected actions and often results in delays, unnecessary follow-ups, and missed review activities.
By tailoring notification subjects according to each recipient's assigned action, stakeholders can immediately understand their responsibility without opening the transmittal or reviewing supporting documentation.
Who would benefit?
Project Managers
Engineering Discipline Leads
Document Controllers
Technical Reviewers
Approvers
EPC Contractor Teams
Operations & Asset Teams
Vendor Representatives
Information Management Teams
How should it work?
The notification engine should generate recipient-specific email subject lines based on the role assigned in the transmittal distribution matrix.
Distribution Matrix Role |
Notification Subject |
Reviewer (R) |
New submittal received - For Review – TRN Subject, TRN ID |
Approver (A) |
New submittal received - For Approval – TRN Subject, TRN ID |
Information Only (I) |
New submittal received - For Information – TRN Subject, TRN ID |
Additional Review (AR) |
New submittal received - For Additional Review – TRN Subject, TRN ID |
Each recipient should receive a notification aligned with their required action instead of a generic transmittal purpose.
Example Scenario for the Enhancement
Current Situation
A revised Piping & Instrumentation Diagram (P&ID) is issued through a transmittal.
Distribution Matrix:
Project Engineering Manager → Reviewer
Operations Representative → Reviewer
Construction Manager → For Information
EPC Document Controller → For Information
All four recipients receive the same email subject:
New submittal received – TRN Subject, TRN ID
As a result:
Information-only recipients may believe they must perform a review.
Reviewers may overlook the notification assuming it is informational.
Additional emails and clarification requests are generated.
Proposed Behaviour
Project Engineering Manager receives:
New submittal received - For Review – TRN Subject, TRN ID
Operations Representative receives:
New submittal received - For Review – TRN Subject, TRN ID
Construction Manager receives:
New submittal received - For Information – TRN Subject, TRN ID
EPC Document Controller receives:
New submittal received - For Information – TRN Subject, TRN ID
This immediately communicates each stakeholder's responsibility and reduces ambiguity.
What is the cost of not doing this?
Time Impact
Additional effort spent interpreting transmittals.
Increased follow-up emails and phone calls to clarify responsibilities.
Delays in document review cycles.
Slower turnaround times for project deliverables.
Quality Impact
Greater risk of reviewers overlooking actions.
Increased probability of missed reviews and approvals.
Potential non-compliance with project document control processes.
Reduced effectiveness of governance and assurance activities.
Operational Overheads
Document Controllers spend more time chasing responses.
Project Managers must monitor and clarify stakeholder responsibilities.
Increased administrative burden across EPC and owner teams.
Higher risk of schedule delays caused by late document reviews.
Business Impact
In projects involving hundreds or thousands of transmittals, unclear notifications can significantly affect document turnaround performance, stakeholder accountability, and project execution efficiency. Implementing role-based notification subjects will improve process clarity, accelerate review cycles, and enhance overall document management effectiveness.
Expected Benefits
Clear ownership and action visibility
Faster document review and approval turnaround
Reduced stakeholder confusion
Lower administrative effort for Project Teams and Document Controllers
Improved compliance with document control procedures
Better project delivery efficiency and governance across EPC and Asset organisations
