STANDARD PROCEDURE CONTRACT MANAGEMENT 13 USER S GUIDE DOCUMENT CONTROL

Transcription

1 STANDARD PROCEDURE CONTRACT MANAGEMENT 13 USER S GUIDE DOCUMENT CONTROL User s Guide Doc Control Version Page 1

2 Table of Contents 1. Overall Topics Accessing Logging Into Control Center/Project View Customizing the Control Center Search and Find functions Company Directory Viewing the Company Directory within the Project Adding Companies/Contacts Project Settings Issues Building an Issue Linking Previously Created Documents to an Issue Viewing an Issue in a Document Attachments Attaching a File Attach a URL for Larger Files Attach from Repository Viewing the Attachments Custom Fields Request for Information/Request for Change Layouts for Viewing RFI/RFC Log Adding a New RFI or RFC Editing a Previously Created RFI/RFC Documenting an Answer to the RFI Closing the RFI and Returning to Contractor (Document Control) RFI/RFC Process Flowchart Submittals Change the Layout for the Submittal Log Adding a New Submittal Editing a Previously Created Submittal Reviewer - Reviewing a Submittal within Returning Submittal to Contractor (or submitting party) Submittal Process Flowchart User s Guide Doc Control Version Page 2

3 4. Transmittals Creating a New Transmittal Correspondence Received Adding New Correspondence Received Editing Previously Created Correspondence Received Correspondence Sent Adding New Correspondence Sent Editing Previously Created Correspondence Sent Sending a Created Record to Correspondence Sent Capturing Outgoing s into Correspondence Sent User s Guide Doc Control Version Page 3

4 1. Overall Topics 1.1 Accessing In the Internet Browser bar type the following Web address: Logging Into Select Program 1. Go to Click on Project Links. 3. Select 13. User s Guide Doc Control Version Page 4

5 Login Screen 4. Enter Username and Password to log into. 5. Press Enter or click on Login. The Username and Password will be provided by the system administrator (DRMcNatty & Associates). Username is user s last name, first initial. The Password field is case sensitive and is not a password user can change. If user forgets their password contact the system administrator (DRM). Project Tree Control Center User s Guide Doc Control Version Page 5

6 1.3 Control Center/Project View When logging into user will see the screen above. Documents can be accessed directly from this screen in 1 to 2 clicks. Project Tree The project hierarchy. Control Center Objects that allow for quick navigation Customizing the Control Center 1. Click on Customize this page located at the top right corner of the Control Center. Move selected item up or down User s Guide Doc Control Version Page 6

7 2. The Available Items column, contain the choices available for the Control Center. 3. Highlight the item and click. Item will then appear in the Layout column. 4. Use the Move Up or Move Down buttons to change where on the Control Center it will appear. 5. To remove an item from the Control Center, highlight the item in the Layout column and click the Remove button. 6. Click OK. The Control Center will refresh. Objects in the Control Center The Actions object consists of all documents that the user has been assigned the Ball in Court. These documents are broken out by Priority (High, Normal, Low) and can be viewed by clicking on the hyperlink for the appropriate priority. User can also view these Actions by clicking the View All Actions icon. View Actions by Priority View All Actions Objects also appear graphically. The graph will show user the current status of the document. Hover over the specific graph to see the amount of documents contained. User s Guide Doc Control Version Page 7

8 To access the documents, click on the graphic. The log containing the documents will appear. Select document to review or update. Things to remember when using : Do not use the internet browser back/forward buttons. Bread crumbs will take the user back a step or to the Control Center. For example: If user is in a Transmittal document, these are the breadcrumbs that would be seen: Clicking on the document title (blue) opens the document in view only. When the document is open use the edit icon located to the left of the open record. The Edit icon opens the document in edit mode when selecting document within the log. 1.4 Search and Find functions Search for documents that meet the criteria regardless of document type. This Search feature will search the entire project for any document that contains the related text. Select Project 1. Click on Search in the upper right hand side of the screen. Note: User must be in a project to see the Search option. 2. Type in the criteria/keyword to search. User s Guide Doc Control Version Page 8

9 3. If user checks the Include Attachments this will search through any text within searchable attachments. Note: This will not search through scanned PDF files. 4. Click Search to begin. Check documents to Link to an Issue Click on document to view 5. Click on the link in the Description column to view any document 6. Select documents to link to an Issue by checking the box to the left of the type of document. 7. For further information on linking documents to an issue see the Issues section. The Find feature looks within a module for the criteria. User will have this ability in all of the modules. The Find feature is within a module which is different than the Search feature which searches the project regardless of the module. 1. Open Log. 2. Click on Find. User s Guide Doc Control Version Page 9

10 3. Type in criteria. 4. Click Find. Note: The text is not case sensitive. Click Show All to return to complete list The list of documents within this module fitting the requested criteria will appear. From here the user can click the edit icon or click on the document to view. 1.5 Company Directory By default, all the sub-projects in use a master or Group list of companies. The Company Directory is the master list of companies and contacts that participate in this project. This will include all companies, vendors, contractors and other project participants. See the Program or Project Administrator to add or edit the Company Directory. User s Guide Doc Control Version Page 10

11 1.5.1 Viewing the Company Directory within the Project 1. Select the project. 2. In the Project Information folder, click on the Companies module. User s Guide Doc Control Version Page 11

12 3. To View a company record click the Edit icon or company link. 4. To view an individual contact, click on the link of the person s name within the Contacts tab Adding Companies/Contacts Individual projects contain companies and contacts associated with that project. Before adding a new company or contact it is important to confirm they do not already exist in the Group directory. The Group directory contains all companies and contacts within the database. See the Copy Companies for instructions how to check the group directory. User s Guide Doc Control Version Page 12

13 Copy Companies 1. Right click on the project. 2. Select Copy Companies. Current Companies/Contacts on the selected project User s Guide Doc Control Version Page 13

14 3. Confirm that Group Companies is the Copy from. 4. Highlight company to copy to your project. 5. Click on the grey arrow to select just the specified contact. If you copy the company it will include all contacts associated with the company. 6. Click OK. Entering Company not currently in the database Contact the Program or Project Administrator for entering new companies or contacts. Every company uses an Abbreviation as the key field for that company. These abbreviations must be unique for each company. The standard company abbreviation is the first six characters of the company name followed by two zeros. Example: Inquest Technologies would be Inques Open the company directory. User s Guide Doc Control Version Page 14

15 2. Confirm Company does not already exist in the Company or Group directory. 3. Click Add Company to create a new company. 3. Type in Abbreviation for Company being added. Standard for Company abbreviations is first 6 letters of the company name followed by 00. If for example, you have another company with the same name but different location this could then be the same company abbreviation with Type in the full Company Name. 5. Skip Key Contact until entering Contacts for this Company. 6. Assign a Spec Section and Role if applicable. 7. Leave the Ball in Court blank. To inactivate a company or contact Note: Never delete a company or contact. Check the box Inactive. This will hide the company/contact from the list. User s Guide Doc Control Version Page 15

16 8. Under the Details tab, type in the Tax ID, if applicable. 9. Type in the location. 10. Select the NAICS Code, if known. 11. Do not associate with a contract. Most vendors will most likely be associated with multiple projects so will not just be affiliated with an individual contract. 12. Check the boxes for DBE, MBE, WBE, if applicable. 13. Under the Custom Fields tab, click the icon to select the FIS Vendor for this company. Entering Contact within Company Before entering a Contact within a Company first check the Group directory to make sure they do not already exist. See section above called Copy Companies for instructions. Each contact must have unique Initials (2 or 3). These initials must be unique within each company. Be very careful not to duplicate initials for contacts within a company. For example, Fred Smith s initials are FS. You are now adding Fran Sanders which would also have the initials FS. Since you already have used FS for Fred Smith, Fran Sanders initials would either be FES (includes her middle initial) or FS1. User s Guide Doc Control Version Page 16

17 Confirm this contact being added does not exist in the Group directory. 14. In the Contacts tab, click. 15. Complete all critical information for this contact including their Initials, First Name, Last Name, Address (used in printed documents), Phone Numbers and Address. Note: uses the addresses listed here for the function and NOT a user s Outlook address book. Adding Companies/Contacts within a document (on the fly) 1. Click Select to access the company directory within the document. This will search the project s company directory. Note: Search the directory by contact, company or by distribution list. User s Guide Doc Control Version Page 17

18 2. Click the Add Company button, or the Add Contact link to add contacts not currently in the database. 3. Fill in full Company Name. 4. Assign the Company Abbreviation which must be unique for each company. The standard abbreviation is the first six characters of the company name followed by two zeros. Example: Inquest Technologies would be Inques00. User s Guide Doc Control Version Page 18

19 5. Select Spec Section if applicable. 6. Type in the full Contact name associated with this company. Since you are entering this information on the fly this contact will automatically be marked as the Key Contact. This can be changed when entering further contacts. 7. Enter Initials for this contact. Confirm these initials have not already been used for this company. 8. If this contact currently has a login to, click the icon to select the User Account associated with this contact. 9. Type in the Title for this contact. 10. Enter the address information for this contact. 11. Enter the phone, , fax information. 12. Click. 1.6 Project Settings Project settings are set up at the beginning of the project and determine how certain documents are calculated and processed. The Program or Project Administrator(s) will set up or make adjustments to this section. User s Guide Doc Control Version Page 19

20 1.7 Issues Issues in provide a way to link documents throughout the database and view/open them through one log. Think of this as a kind of custom file folder so that all records linked here would be accessible. 1. The Issues module is found in the Project Information folder. To view, open the Project Information folder in the appropriate project and click on Issues. 2. From the log, choose the Issue by clicking the edit icon or the document hyperlink to view. User s Guide Doc Control Version Page 20

21 With the Issue open, user will see the tab for Linked Documents and this will display ALL documents linked to this topic. 3. To view these documents, click the hyperlink to that document Building an Issue The Issues module can be created for known items that are going to be used consistently or an issue can be created when documents need to be grouped together for reporting or tracking. Issues can be created at any time and linked at any time Linking Previously Created Documents to an Issue If user wants to create a new Issue and link specific documents to this topic, user can search for documents that meet the criteria, and then link them to this new Issue. Select Project 1. Click on the Search in the upper right hand side. Note: User must be in a project to see the Search option. User s Guide Doc Control Version Page 21

22 2. Type in the criteria/key word to search. 3. If user checks the Include Attachments this will search through TEXT within searchable attachments. Note: This will not search through scanned PDF files. 4. Click to begin. Check to include Click here to link selected documents Click on document to view 5. Click on the link in the Description column to view any document and then check or uncheck in the Results column. 6. When done, click to link these records to an Issue. User s Guide Doc Control Version Page 22

23 Select existing Issue 7. To Add an Issue on the fly, click to create. Add new Issue on the fly Issue Code 8. Type in the description in the Title field. 9. Enter the Issue Code (limit 6 characters) Viewing an Issue in a Document In every document under the Issues tab, all Issues that this document is linked to will be listed. User s Guide Doc Control Version Page 23

24 1. With a document open, open the tab that says Issues. User will see the list of linked Issues. Click on the Issue Title to see Issue record. User s Guide Doc Control Version Page 24

25 1.8 Attachments Attaching a File The Metro standard procedure is to attach the file if the file size does not exceed 30mb. In, create record as usual. All records have an Attachments tab. 1. Navigate to Attachments tab. 2. Click Attach File to begin upload and attachment process. 3. Click the Browse button to find file on user s local or shared drives. User s Guide Doc Control Version Page 25

26 4. Type in Subject of attachment. There is a specific naming convention as noted in the appropriate document section. 5. Click Save and Close to exit or Save and Add Another to attach additional files. Note: This uploads (copies) file from user s local drive to the CM13 server, so the larger the file, the more time this will take. Keep in mind only attach files less than 30 mb Attach a URL for Larger Files All documents are contained in SharePoint. For documents larger than 30mb URL s will be utilized from the document contained in SharePoint. To access the URL go to SharePoint, find the document, and copy the URL. See the SharePoint User Guide for more information. When a Contractor is submitting documents utilizing CMI ( Interface) the attached documents will automatically be in. If the Contractor is submitting an attachment larger than 30mb file the Contractor will first upload the file into Sharepoint directly, copy the shortcut and then attach the URL in CMI. Note: When sending a record with a URL attachment, the recipient must have access to the location in SharePoint where the files is kept. Finding file in SharePoint Right Click on Title 1. Log into SharePoint. 2. Locate file. 3. Right Click on Title. 4. Select Copy Shortcut. User s Guide Doc Control Version Page 26

27 Attaching URL in 1. Go to the Attachments tab within any document. 2. Select the Attach URL button. 3. Paste the URL from the file in SharePoint. 4. Type in the Subject of this document. Specific naming convention used depending on the type of document. This will be noted in each document section. 5. Click Save & Close or Save and Add Another. User s Guide Doc Control Version Page 27

28 1.8.3 Attach from Repository Attach from Repository will access documents already stored in the SharePoint ExternalDocLib. This will be an attached file or a URL. The file size should not exceed 30mb for an attached file. 1. Click Attach from Repository. 2. Look for the document to attach, located in SharePoint. 3. Select either Copy or Link for document. Copy will attach the file and Link will attach the URL. User s Guide Doc Control Version Page 28

29 1.8.4 Viewing the Attachments 1. To view attachment, click on the Attachment hyperlink. If the attachment is a URL, it will access the document within SharePoint. When clicking on the URL, it will prompt user to log into SharePoint and then will open actual document. If attachment is the file it will open similar to any attached document. 1.9 Custom Fields Custom fields are used throughout to store and record information that is required and used in various documents. These will be located under the Custom Fields tab within the document. Custom fields marked with an asterisk (*) represent REQUIRED fields. User must enter information here before saving the record. Within each section in this guide, where custom fields are required for input, they are identified. User s Guide Doc Control Version Page 29

30 2. Request for Information/Request for Change The Requests module is used for tracking questions, answers and issues relating to the project. This same module is also used for Request for Changes. RFI s & RFC s will be submitted by the Contractor utilizing the CMI ( Interface) program. Once submitted by the Contractor, the RFI/RFC is accessible in. The Requests module is located under the Communication folder. User may also access RFI & RFC documents from the Control Center. Click on graphic 2.1 Layouts for Viewing RFI/RFC Log Drop down for Layouts This layout displays by Number. 1. To view the Requests log in a different layout, click on the Layouts drop down arrow. 2. Select from choices in the drop down. The log will refresh displaying the new layout. User s Guide Doc Control Version Page 30

31 3. To customize my layout, click Customize Layouts. 4. Click the edit icon. Dependent on your access rights you may only see my layout with the edit option. User s Guide Doc Control Version Page 31

32 5. To update or change the Filter, Sort or Grouping select from the current drop down menu. 6. To create a new Filter, Sort or Grouping click on the new filter, new sort, new grouping. 7. Available Columns are the choices you have not currently selected to display. 8. Show These Columns are what are currently displayed on your log. 9. Highlight from either column and Add or Remove to customize your log. 10. Click. Your log will refresh and display the new columns. 2.2 Adding a New RFI or RFC Skip this section if Contractor has entered the RFI/RFC utilizing CMI. Move ahead to Section 2.2 for Editing a Previously Created RFI/RFC. 1. Click on the Requests module (shown above). 2. Click the Add Document icon. User s Guide Doc Control Version Page 32

33 3. Choose the Type from the drop down menu. The only two choices are Request for Information or Request for Change. 4. Click on the to select the To company and contact. 5. Click on the to select the From company and contact. 6. Number automatically fills in with the next sequential number dependent on the Type chosen above. 7. The Date field auto populates with the current date. Click the calendar to change the date if necessary. 8. Type in the Title of the RFI or RFC. Try to avoid abbreviations and use only industry standard acronyms. Under the Review Status tab: User s Guide Doc Control Version Page 33

34 Do not check 9. Do not check the Use Approval Process. 10. Document Owner will automatically populate. 11. Ball in Court will automatically populate but can be changed. 12. Assign a Priority, default is Normal. The choices are High, Normal and Low. 13. The Status when a new RFI/RFC is created will be New Item. Change Status to Open prior to sending to reviewers for review. 14. Any fields for Closing will be completed once approved and sent to the Contractor. Do not complete at this time. 15. Select the Question tab. User s Guide Doc Control Version Page 34

35 16. Select the Work Impact from the drop down menu, if known. 17. Choose the Reason for the Request for Information (or RFC) from the drop down menu. 18. Type the question in the text box (use the copy/paste function if copying from another document or from an ). 19. Question Signed By will be automatically populated from the From field on the General tab. 20. Use the calendar icon to fill in the Date of the question. 21. Enter the Required Date, which should be 1 week from the Date field. This standard may change dependent on the contract. Please consult the Project Administrator. 22. At this time enter the reviewer information in the Question Distribution section. 23. Click the button. This will access the company directory. Add contacts as required. ing the Question 24. To the RFI question, click the Select an Action drop down button. 25. Choose Form. to the reviewer. User s Guide Doc Control Version Page 35

36 26. Use the icon to select contacts for the . Remember, this will access the company directory information not Outlook contacts. 27. Type in any pertinent information to convey in the To include the attachments associated with the document in the , click the Include Attachments checkbox. 2.3 Editing a Previously Created RFI/RFC Information will already be completed within the RFI/RFC which has been submitted from the Contractor. When the Contractor submits using CMI the status of the record will be New Item. The Submittal Coordinator will then be the Ball in Court. User can view, edit and add information as necessary. Click on tab to access appropriate section to enter information. Access New Items from the Control Center in the Requests graphic, New Item. User s Guide Doc Control Version Page 36

37 1. Click on Requests located in the Communication folder. Hint: Use the Find button to search for specific RFI s or RFC s. Use Find to quickly locate 2. Navigate to the RFI or RFC to review or edit. 3. Click on the edit icon. Note: If user clicks on the blue hyperlink the document will open in view mode. The edit button will appear in record. Click to edit. User s Guide Doc Control Version Page 37

38 4. The General tab information will already be completed. Check for accuracy. 5. Click on the Review Status tab. 6. The Document Owner will be automatically populated by what was entered within Project Settings. 7. Ball in Court will auto populate but can be changed by clicking the icon. 8. Priority defaults to Normal. Use the drop down to change the priority to High or Low. 9. Status the RFI/RFC by using the drop down menu. The status will auto populate with New Item when first created and when submitted thru CMI. Important that Document Control update this Status to Open prior to sending to the Reviewers. 10. The Closed and Closed by sections are used to close the RFI/RFC. This means there is no further action required on this document. This step will not occur until the RFI/RFC can be statused as complete. Do not close at this time. 11. Next, select the Question tab. User s Guide Doc Control Version Page 38

39 12. Select the Work Impact from the drop down menu, if applicable. It may be selected already when the Contractor submitted thru CMI. Check for accuracy. 13. Choose the Reason for the Request for Information (or RFC) from the drop down menu. It may already be selected when the Contractor submitted thru CMI. Check for accuracy. 14. The question field should already have been completed by the Contractor when the document was submitted thru CMI. Update this text if necessary. 15. Question Signed By will be automatically populated from the From field on the General tab. 16. The Date field will be automatically populated with the date submitted from Contractor in CMI. 17. The Required Date will automatically be populated from information within CMI and should be 1 week from Date submitted. This standard may change dependent on the contract. Please consult the Project Administrator. 18. At this time enter the reviewer information in the Question Distribution section. User can also enter the field facilitator if they are the responsible party for assigning the reviewers. The field facilitator will then add the appropriate reviewer assigned to answer this question to the distribution list. 19. Click the button. This will access the company directory. Add contacts as required. User s Guide Doc Control Version Page 39

40 20. Skip the Answer tab for now. See Section 2.4 for Documenting an Answer to this RFI/RFC. 21. Go to the Details tab. 22. Select the Spec Section from the drop down, if known. 23. The Contract should already be selected when the Contractor submitted thru CMI. Check to make sure this is the correct contract. 24. Click the icon to associate this document with another document, if applicable. 25. Leave the Change Management Number blank. The system will auto populate. 26. Fill in the Architect Number, if applicable. 27. Subcontractor Name and the Subcontractor Number should be populated with information entered by the Contractor in CMI. User has the option to add if missing. 28. Skip the Drawings tab. This is not utilized at this time. 29. Click the Custom Fields tab. 30. Check the box if a CN/CO will be required. 31. The File Coding System number will automatically populate dependent on the document submitted thru CMI. 32. The Contractor s Number will already be filled in by the Contractor when submitting thru CMI. There is a specific numbering convention for this field. Their contract number, followed by the document type, followed by their document number. For example: C0943 RFI Click the Issues tab if this document should be linked to an issue. User s Guide Doc Control Version Page 40

41 34. Click the button. The following pop up will appear. Type in Issue name to Search Add new Choose from existing 35. Select from the current list of Issues created. User also has the ability to Search for an existing Issue. 36. To create a new issue topic, click. This will be dependent on whether the user s access rights allow creating new issues. If user does not have security, contact the Program or Project Administrator. Selected Issue(s) it will be listed under the Issue Title and Code. 37. Click on the Attachments tab. User s Guide Doc Control Version Page 41

42 38. Confirm the Contractor s document is attached. This can either be the file or a URL dependent on the attached documents size. This document will be automatically residing in SharePoint. For an RFI the naming convention should be Contact Type Number. For example: C0943 RFI To attach further documents, click the button. Note: URL s should only be used for files larger than 30mb in which case the file would need to be uploaded into Sharepoint first. See Section 1.8 for further instruction on attaching files and URL s. ing the Question 40. To the RFI question, click the Select an Action drop down button. 41. Choose Form. User s Guide Doc Control Version Page 42

43 Click to access Company Directory 42. Use the to select contacts for the . Remember, this will access the company directory information not Outlook contacts. User can also type in the addresses. 43. Type in any pertinent information to convey in the To include the attachments associated with the document, check the Include Attachments checkbox. 2.4 Documenting an Answer to the RFI Click on any of the tabs to view/edit existing RFI/RFC information. To answer the RFI/RFC, click on the Answer tab. User s Guide Doc Control Version Page 43

44 1. Click on the Answer tab to enter the answer for the RFI/RFC. 2. Type the RFI/RFC answer in the Answer text box. Optionally, use the copy/paste commands if copying from an Answer Signed By will auto populate with the contact entered in the To field on the General tab. 4. Use the calendar icon to select the date of the answer. 5. Leave the Responded Date blank. Document Control will complete the Responded Date and send to the Contractor, as well as distribute answer to any applicable parties. 6. Choose Cost Impact from drop down menu (Yes, No, Unknown). 7. Enter Cost amount, if known. 8. Select if there is a Schedule Impact from drop down menu (Yes, No, Unknown). 9. Navigate to the Attachments tab. Confirm files are attached. They will be listed here. 10. Confirm files are attached. 11. Select an Action, Form to send to Document Control. User s Guide Doc Control Version Page 44

45 2.5 Closing the RFI and Returning to Contractor (Document Control) 1. Navigate to the Review Status tab and complete. The only Status options used for RFI s from the list are New, Open or Closed. 2. Click the Edit button if not in edit mode. Select Contact Closing RFI/RFC 3. Click in Closed by section to choose the approver. 4. Select the Approved Date using the calendar icon. 5. Right above this section user will see User s Guide Doc Control Version Page 45

46 6. Click the Close and Save button (only after filling in the Approved Date). After user has clicked close and save, this RFI status will change to closed. Distributing Answer to other parties Contacts added to the Distribution, listed here 7. Click on the button to select contacts to be copied on the RFI/RFC answer. This RFI/RFC will go back to the originator of the question. This distribution will be used for additional parties such as contacts contractually that are to receive RFI/RFC answers. 8. probably will not be used. This button copies all parties the question was distributed to which currently are the reviewers. After clicking Add, recipients will be listed below. ing the RFI/RFC 9. Click Select an Action, Form to distribute the answer. User s Guide Doc Control Version Page 46

47 Note: When an RFI/RFC has been answered and the Contractor has a further response to this existing RFI/RFC the Contractor will create a new RFI and reference the existing RFI. The Contractor may also note their Contractor s Number is the designated field. User s Guide Doc Control Version Page 47

48 User s Guide 2.6 RFI/RFC Process Flowchart User s Guide Doc Control Version Page 48

49 3. Submittals Contractor submittals will be submitted through CMI ( Interface). Most of the information will have already been entered by the Contractor. Review fields entered by the Contractor for accuracy. Click on graphic 1. To view, edit or add Submittals, click on Submittals located in the Logs folder. 3.1 Change the Layout for the Submittal Log Use Find to quickly locate Drop down for Layouts Note: This Layout display utilizes the Contractor s number. User s Guide Doc Control Version Page 49

50 1. To view the Submittals log in a different layout, click the Layouts drop down. 2. Select from choices in the drop down. The log will refresh displaying the new layout. 3. To customize my layout, click Customize Layouts. 4. Click the edit icon. Dependent on your access rights you may only see my layout with the edit option. User s Guide Doc Control Version Page 50

51 5. To update or change the Filter, Sort or Grouping select from the current drop down menu. 6. To create a new Filter, Sort or Grouping click on the new filter, new sort, new grouping. 7. Available Columns are the choices you have not currently selected to display. 8. Show These Columns are what are currently displayed on your log. 9. Highlight from either column and Add or Remove to customize your log. 10. Click. Your log will refresh and display the new columns. 3.2 Adding a New Submittal Skip this section if Contractor has entered the Submittal utilizing CMI. Move ahead to Section 3.2, Editing a Previously Created Submittal. 1. Click the Add Button. User s Guide Doc Control Version Page 51

52 . 2. Under the General tab, leave Package field blank (none selected). Submittal Packages are not used at this time. 3. Enter Submittal to match Number field that has automatically populated. For example is the same in both the Submittal and the Number fields. 4. Type in the Title of the submittal. This field has a limit of 35 characters. Be careful with this title. Try to avoid abbreviations and keep acronyms limited to industry standard acronyms. 5. Number field automatically populates to the next sequential number. Do not change. 6. Choose Category and Type from drop down fields, if applicable. 7. Leave the Required Start field blank. 8. Enter the Required Finish date with the due date for this document. 9. Click the Status tab. 10. The Ball in Court field automatically populates based on the Review Cycle. For Multiple Reviewers the Ball in Court would be the last reviewer listed or the Submittal Coordinator dependent on the stage of the reviewers. 11. Choose a Priority (Low, Normal, High). This will populate the Action object on the Control Center by priority. The default is Normal. 12. The Status field will auto populate based on the Review Cycle status and will update as the Review Cycle status is updated. User s Guide Doc Control Version Page 52

53 Check Box Auto populates Sent to and Returned by will say Multiple Reviewers once saved 13. Click on the Workflow tab. 14. Before completing the workflow, Check the Multiple Reviewers box. The option to select will not be available if the Review Cycle has started. If a Contractor has submitted the Submittal thru CMI, Multiple Reviewers will be the default. 15. Select the Received from utilizing the icon to access the company directory. The Received from will be the company/contact that submitted the document. This same contact will also be the Forwarded to once the submittal has been reviewed. User s Guide Doc Control Version Page 53

54 Grey arrow to expand contacts This utilizes the company directory. Search by Contact or by Company. 16. Click to see all contacts associated with Company. Click Select. Note: Submittal Coordinator auto populates by information located in Key Parties of the Project Settings. See Program Administrator if this field is not auto populating. User s Guide Doc Control Version Page 54

55 17. Skip the Sent to and the Returned by fields. This will auto populate with Multiple Reviewers once the Review Cycle is created. 18. Select the Forward to field which will be the same as the Received by field name. Basically, the person who submitted this document will be the one who receives the answer. Number of Review Cycles listed here 19. Click on the Review Cycles tab. Note the tabs that are contained within the Review Cycle. There is a similarity between these tabs and the overall submittal tabs. 20. Click the Review Cycle which will start with 001. Note: If a contractor resubmits a submittal a new review cycle within the same submittal would be started. 21. Type in the Description of the Review Cycle. If Submittal is associated with C0944 note at the end of the description. 22. Click the calendar icon to select the date Received. 23. There will not be date fields available for the Multiple Reviewers. This information will be completed within the Multiple Reviewers tab. 24. Status field auto populates with information entered within the Multiple Reviewers tab. 25. Complete the Forwarded date only when submittal is forwarded back to the person that submitted it. This step will be done by Document Control once the submittal is ready to send back to the contractor. 26. Continuing with the Review Cycle, click on the Multiple Reviewers tab. User s Guide Doc Control Version Page 55

56 27. Click the button. Note: There are two places to capture the Status. Important that the Reviewer enter their status in the Reviewer Status field only. Document Control will enter the overall Status. User s Guide Doc Control Version Page 56

57 28. Select the Reviewer(s) using the icon. If the Reviewers are not known, enter the name of the person that will facilitate which reviewers will review. They will add the appropriate reviewer s name(s). Note: Last reviewer entered will be the Ball in Court. 29. Complete the Date Sent field with the date user is sending to this reviewer. 30. Complete the Date Returned field once the reviewer has returned it. 31. Change the current status of this submittal to Open. The New Item status is only when a contractor submits this document utilizing CMI. When all reviewers have reviewed this submittal, Document Control will update this status field with the Metro response to the contractor. All Reviewers status should be the same prior to sending to the contractor. 32. The Number field automatically populates to the next reviewer number. This number (order) can be changed. Last reviewer is the Ball in Court. 33. Held and Elapsed fields automatically populate dependent on dates entered. 34. Type in the Description (29 character limit). 35. Reviewer enters their comments in the Remarks text box. These comments will then be reviewed by the field facilitator/document control and copied to the Remarks in the Details tab. What remarks appear on the Details tab will appear on the document. 36. Reviewer will enter their status within the Reviewer Status field. The status choices are: o New Item used when a Contractor submits the Submittal thru CMI. o Open submittal has not been reviewed yet but is in the process. o Approved submittal is approved and being returned approved to the contractor. o Approved as Noted submittal is approved (with notes) and is being returned to the contractor. o Approved Noted Resubmit submittal has been approved but requires additional information per the notes provided. o Rejected submittal has been rejected and requires contractor to revise and resubmit. o For Record Only submittal does not require approval. o Other submittals that require nothing further. Note: There are additional choices from the drop down but are not choices used for submittals. User s Guide Doc Control Version Page 57

58 37. Once all of the Reviewer comments have been entered in Multiple Reviewers these remarks will then be reviewed by the field facilitator and the appropriate answer will be copied to the Remarks text box of the Details tab. The copy/paste function can be used. 38. In the Distribution tab, select parties that user is sending a copy of the submittal to. 39. Click the button. User s Guide Doc Control Version Page 58

59 Search by Contact, Company or Distribution List Click on the grey arrow to see contacts within company 40. Enter how many copies being distributed. 41. Type in any remarks to convey. 42. Click the button to access the company directory. 43. Select from list of contacts. Also, user is able to search by company, contact or distribution list. 44. Click Save. Contact/Company will then be listed. Note: The date field automatically populates with the current date. To alter that date, click the edit icon next to the Distributed To name. 45. Still within the Review Cycle, click on the Custom tab. User s Guide Doc Control Version Page 59

60 46. Choose the Target Return Date utilizing the calendar icon. 47. Enter Contractor s number of document. The specified numbering convention is the Contractor s Contract Number, followed by the type of document, followed by the Contractors document number. Example: C0943 Sub Use the calendar icon to fill in the Contractor s Required Date. 49. Type in the Subcontractor s Name and Subcontractor s Submittal Number if this submittal originated from a Subcontractor. 46. Click the Issues tab if this Review Cycle should be linked to an issue. 47. Click the button. The following pop up will appear. Type in Issue name to Search Add new Choose from existing 48. Select from the current list of Issues created. To search, type in the Issue and click Search. 49. To create a new issue topic, click. This will be dependent upon whether the user has security rights that allow the user to create new issues. If user does not have these rights, contact the Program or Project Administrators. User s Guide Doc Control Version Page 60

61 Selected Issue(s) will be listed under the Issue Title and Code. 50. Click on the Attachments tab. Attachments in the Review Cycle will not be automatically attached when ing Form. The attachments will be included only when a transmittal is generated. The creation of the transmittal is the final step and will happen when sending this submittal back to the Contractor. 51. To attach document (less than 30mb file size), click the button. This will automatically copy and store into SharePoint s CM Doc Library. Note: To attach a URL for documents larger than 30mb, see section The Review Cycles section is now complete. User s Guide Doc Control Version Page 61

62 3.3 Editing a Previously Created Submittal When a submittal has been submitted by the Contractor utilizing CMI the status of this document will be New Item. This document will be accessible in the Control Center either as an Action Item (if user is the Ball in Court) or in the object for Submittals, New Item. Access by the Project Tree or from the Control Center If user is the Ball in Court they will have an Actions item Click on New to access Contractor submitted submittals 1. Click on Submittals located in the Logs folder to access all submittals. Use Find to quickly locate 2. Open the Submittal to review from the Submittals log. 3. Click the edit icon to open the Submittal. Clicking on the Submittal number, the record will open in view only. Click to edit document. User s Guide Doc Control Version Page 62

63 Note: Use the Find feature to search by Submittal, Contractor s Number, Title or other criteria. Under the General tab most of the information will be completed. Review for accuracy and add/revise as necessary. 4. Package number should be none selected. Submittal Packages are not used at this time. 5. Submittal should be the same number as the Number field. 6. Select Category and Type if applicable. 7. Leave the Required Start field blank. 8. Enter the Required Finish field with the due date for this document. 9. Go to the Status tab. 10. The Ball in Court automatically populates based on the Review Cycle. The last reviewer listed within Multiple Reviewers will be the Ball in Court. 11. Under the Status tab the only field that can be updated will be the Priority. The default is Normal, select High or Low from the drop down menu. 12. The Status field will auto populate based on the Review Cycle status. 13. Go to the Workflow tab. The Workflow should already be populated. Check for accuracy. User s Guide Doc Control Version Page 63

64 14. When the Contractor submits the submittal thru CMI, the Multiple Reviewers box will be checked as the default. 15. The Received from should already be populated from who submitted this document using CMI. CMI will auto populate the Received from as well as the Forwarded to fields in. Review for accuracy and update/change if needed by clicking on the icon. This utilizes the company directory. Search by Contact or by Company. 16. Click to see all contacts associated with Company. Click Select. User s Guide Doc Control Version Page 64

65 Note: Submittal Coordinator auto populates by information located in Key Parties. This cannot be changed here. 17. The Sent to and Returned by will say Multiple Reviewers and cannot be changed. 18. The Forward to field will already be populated with the same name as the Received from. 19. Go to the Review Cycles tab. Number of Review Cycles listed here Do not fill in this date until Submittal is sent to Contractor. 20. When the Contractor has submitted this submittal utilizing CMI, Review Cycle will automatically be created. If this is the first submission for this submittal the Review Cycle will start with 001. If this is a resubmit for this submittal it will create the next sequential Review Cycle number (002, 003, etc). User s Guide Doc Control Version Page 65

66 21. The Description of the Review Cycle will be completed by the Contractor, edit as necessary. 22. The Received date will be completed when the Contractor submits the document. 23. There will not be date fields available for the Multiple Reviewers. This information will be completed within the Multiple Reviewers tab. 24. When the Contractor submits this document the status will be New Item. Status will update dependent on the status information within Multiple Reviewers. 25. Complete the Forwarded date only when submittal is forwarded back to the person that submitted it. This step will be done by Document Control when sending the submittal back to the contractor. 26. Continuing with the Review Cycle, click on the Multiple Reviewers tab. These tabs are all within the Review Cycle. 27. Click the button to add the Reviewers. If Reviewers are not known, enter the name of the person that will facilitate which reviewers will review. The facilitator will then add the appropriate Reviewers name(s). Note: Last reviewer will be the Ball in Court. User s Guide Doc Control Version Page 66

67 28. Select the Reviewer(s) using the icon. If the Reviewers are not known, enter the name of the person that will facilitate which reviewers will review. They will add the appropriate reviewer s name(s). Note: Last reviewer entered will be the Ball in Court. 29. Complete the Date Sent field. This is the date user sends to the reviewer. 30. Complete the Date Returned field once the reviewer has returned it. 31. Change the current status of this submittal to Open. The New Item status is only when a contractor submits this document utilizing CMI. When all reviewers have reviewed this submittal, Document Control will update this status field with the Metro response to the contractor. All Reviewers status should be the same prior to sending to the contractor. 32. The Number field automatically populates to the next reviewer number. This number (order) can be changed. Last reviewer is the Ball in Court. 33. Held and Elapsed fields automatically populate dependent on dates entered. 34. Type in the Description (29 character max). User s Guide Doc Control Version Page 67

68 35. Reviewer enters their comments in the Remarks text box. These comments will then be reviewed by the field facilitator/document control and copied into the Details tab. What appears in the Details tab, will appear on the document. 36. Reviewer will enter their status within the Reviewer Status field. The status choices are: o New Item used when a Contractor submits the Submittal thru CMI. o Open submittal has not been reviewed yet but is in the process. o Approved submittal is approved and being returned approved to the contractor. o Approved as Noted submittal is approved (with notes) and is being returned to the contractor. o Approved Noted Resubmit submittal has been approved but requires additional information per the notes provided. o Rejected submittal has been rejected and requires contractor to revise and resubmit. o For Record Only submittal does not require approval. o Other submittals that require nothing further. Note: There are additional choices from the drop down but are not choices used for submittals. 37. The next tab within the Review Cycle is the Details tab. Here the user will find any remarks the Contractor has submitted. Update as necessary. 38. Go to the Distributions tab. User s Guide Doc Control Version Page 68

69 39. Select parties to distribute this document to. This is not used for reviewers but for contacts to receive a copy only. 40. Click the button. Click on the grey arrow to see contacts within company 41. Enter how many copies being distributed. 42. Type in any remarks to convey. 43. Click the Select button to choose contacts. Search by company, contact or distribution list. 44. Click Save. 45. Contact/Company will then be listed. User s Guide Doc Control Version Page 69

70 Note: The date field automatically populates with the current date. To alter that date, click the edit icon next to the Distributed To name. 46. Click on the Custom tab. The Contractor will have completed these custom fields in CMI. When the Contractor submits a new submittal, this information, such as the Contractor s number, will populate in the Custom Field tab of the overall submittal as well as the Custom tab of the Review Cycle. Subsequent re-submittals from the Contractor will not only create a new Review Cycle but will populate the current review cycle Custom tab. 47. Still within the Review Cycle, go to the Issues tab. Note: There are two places for Issues. Either here within the Review Cycle or above at the Submittal level. 48. Click Link to associate this submittal Review Cycle with an Issue, if applicable. 49. Locate existing Issue or create a new one (if user has rights to create). User s Guide Doc Control Version Page 70

71 50. Any attachments the Contractor included in their submission will be located under the Attachments tab within the current Review Cycle. The attached document is then stored in SharePoint. 51. Click to attach further documents less than 30mb. 52. Click on file hyperlink to view. 53. The Revision Cycle is complete. 54. Go to the Details tab at the top. 55. Confirm the Contract has been selected. 56. Go to the Custom Fields tab. User s Guide Doc Control Version Page 71

72 57. The Custom Fields will be completed by the Contractor when submitting thru CMI. Fill in or update as necessary. These are type in fields with the exception of the Contractor s Required Date that utilizes the calendar icon. 58. Go to the Issues tab to relate this submittal to an Issue. 59. Click Link. Choose an existing Issue or create a new one (if user has rights). 60. Use the Attachments tab to for any documents to include in an . Note: Attachments are to be kept in the appropriate Review Cycle attachments section. The section would only be used temporarily to send the . It would then need to be moved to the correct location. User s Guide Doc Control Version Page 72

73 3.4 Reviewer - Reviewing a Submittal within 1. Click on Submittals, located in the Logs folder. 2. Click Edit button next to the Submittal to review. 3. Click on the Review Cycles tab. User s Guide Doc Control Version Page 73

74 Review Cycles 001, 002, etc 7. Choose current Review Cycle. 8. Click on the Multiple Reviewers tab within the current Review cycle. 9. Locate user s (reviewer s) name and click the edit icon. User s Guide Doc Control Version Page 74

75 Reviewers do not change status here. Reviewers update status here. 10. Fill in the Date Returned (when returning to Document Control). 11. Do not change Status in Status field. 12. Enter comments in the Remarks text field. 13. Reviewer enters Status of their review in the Reviewer Status field. Choices should only be: a. Approved submittal is approved and being returned approved to the Contractor. b. Approved as Noted submittal is approved (with notes) and is being returned to the Contractor. c. Approved Noted Resubmit submittal has been approved but requires additional information per the notes provided. d. Rejected submittal has been rejected and requires Contractor to revise and resubmit. e. For Record Only submittal does not require approval. f. Other submittal requires nothing further. Note: There are additional choices from the drop down but are not choices used for submittals form to Document Control or to the field facilitator.. User s Guide Doc Control Version Page 75

76 3.5 Returning Submittal to Contractor (or submitting party) When filling in the Forwarded Date, this will automatically generate a transmittal to the party that originally submitted this submittal. You will find this generated transmittal in the Transmittal Queue. 1. Go to the General tab within the Review Cycle. 2. Fill in the Forwarded Date in the Review Cycle. 3. Click Save. Transmittal Queue 4. At the top right corner user will see Transmittal Queue. A number will appear in parenthesis showing how many documents currently are in the queue. User s Guide Doc Control Version Page 76

77 5. Click the Transmittal Queue to view transmittals generated from the submittal process. Do not check Note: Transmittals are created only for returning the submittal to the Contractor or submitting party. If there are transmittals accumulated from sending to the reviewers go ahead and remove, these will not be used. 6. All transmittals created will be listed here. 7. Check the box to Combine Transmittals to same contract if applicable. This will combine all into one transmittal. 8. Uncheck Print Transmittals during create. This transmittal will need further completion once it is created from the queue. 9. Click to select individual transmittals. 10. Click to select all documents in the Queue. 11. Click to remove a specific document. 12. Click to remove all from the Queue. 13. Once user clicks Create or Create All this will move this document into the Transmittals module. 14. Close Transmittals Queue and go to Transmittals located in the Communications folder. User s Guide Doc Control Version Page 77

78 15. Click on Transmittals. 16. Locate the current document. 17. Click on the edit icon. 18. Confirm/Edit all information. For further information on completing a transmittal see Section Click Select an Action. 20. Choose Advanced Print. 21. Select Transmittal called Transmittal form to use with Submittals and or drawings. Note: This form is your default so you can also click on the icon. print User s Guide Doc Control Version Page 78

79 22. Print. Send to appropriate signing party. 23. Once signed, this transmittal will be attached within the associated submittal in the Attachments tab as well as an attachment within this transmittal. 24. Send Transmittal (and attachments) to the Contractor. User s Guide Doc Control Version Page 79

80 3.6 Submittal Process Flowchart User s Guide Doc Control Version Page 80

81 4. Transmittals 4.1 Creating a New Transmittal 1. Select Transmittals from the Communication folder. 2. Click on the Add Document button. User s Guide Doc Control Version Page 81

82 3. Select the To utilizing the icon. 4. Select the From utilizing the icon. 5. Number field will automatically populate to the next sequential number. Do not change. 6. Click the Calendar icon to select the date. 7. Go to the Status tab. 8. Click to choose the Ball in Court. 9. Select the Priority from the drop down (High, Normal, Low). The default Priority will be Normal. 10. Go to the Items tab. 11. Click Add to list the items that will be included with this transmittal. User s Guide Doc Control Version Page 82

83 12. Enter number 1 for the first item. 13. Enter number of copies included with this transmittal. 14. Click the calendar icon to select the date of the item. The date will default to date created. 15. Choose Status from the drop down list. 16. When the transmittal is created from another document, the document will be under the Reference section as a Linked Document. 17. Choose Paper size from drop down, if applicable. 18. Type the item description in the Description text box. Entered items will be listed here. 19. Go to We are Sending tab. User s Guide Doc Control Version Page 83

84 20. Check all boxes that apply for this transmittal. 21. Fill in the number of copies, as applicable. 22. Check the Other box and type in a description, if applicable. 23. Go to the Submitted For tab. 24. Put a check mark in each box that applies to this record. 25. Go to the next tab, Sent Via. 26. Check the boxes that apply. 27. Select the Shipping Company from the drop down, if user will be tracking. 28. Enter the shipping tracking number, if applicable. This will give user the ability to track the shipment by clicking the 29. Go to the Actions Taken tab. button. User s Guide Doc Control Version Page 84

85 30. Mark the appropriate action(s) for this transmittal. 31. Go to the Remarks tab. 32. Type additional comments about the transmittal in the text box. 33. Go to the Distributions tab. Distributions will send a copy of the transmittal to all parties selected. 34. Click the button to add parties to send a copy of this transmittal to. User s Guide Doc Control Version Page 85

86 Search by Contact, Company or Distribution List 35. Select all contacts that apply. Remember to click the to see the list of the contacts within a company. User can also see the list by Contact, Company or Distribution List by clicking the appropriate choice in the Organize by section. 36. Go to the Details tab. 37. Type in the reference information. This will be the Contractor s Number entered on document being transmitted. For example: C0943 Sub Type in the two fields provided for any additional references. 39. If associated with a contract, click on Select to choose the contract. 40. Type the contacts that will receive a copy of the transmittal. 41. Attention and the Signed fields automatically populate from the From field. 42. Go to the Issues tab if applicable. User s Guide Doc Control Version Page 86

87 43. Click on the Link button to add document to any Issue. User can link one or multiple Issues. Type in your search criteria User can add a new Issue here 44. Select or click Add Issue to add a new Issue. User can also Search for an existing Issue. 45. Click on the Attachments tab. 46. See Section 1.8 for instructions on attaching. the Transmittal User s Guide Doc Control Version Page 87

88 47. Click on Select an Action, choose Form. 48. Use the button to select contact. Remember this utilizes the company directory and not Outlook contacts. 49. Modify the subject line if necessary. 50. Type in any remarks for this Check the Include Attachments box if applicable. Remember: For s, attachments will only pull from the upper level attachments tab in the submittal. 52. Click OK. User s Guide Doc Control Version Page 88

89 5. Correspondence Received Within this module there will be items submitted directly from the Contractor for review. User can also log in any incoming correspondence received by clicking Add and creating the record. 5.1 Adding New Correspondence Received Skip this section if Contractor has entered the correspondence utilizing CMI. Move ahead to Section 5.2 for Editing Previously Created Correspondence. 1. Select Corr. Recd located in the Communication folder. User s Guide Doc Control Version Page 89

90 2. Click to edit an existing document or one that has been received from the Contractor thru CMI. 3. If adding a new record click the Add Document icon. 4. Select the To party. 5. Select the From party. 6. Enter the date received utilizing the calendar icon. 7. Enter Time Received. 8. Type in the Subject of this correspondence. 9. If applicable, enter the Date Responded to this correspondence. 10. Go to the Status tab. 11. Select the Ball in Court. 12. Select the Priority, the default is Normal. 13. Status the correspondence by selecting from the drop down. New, Open or Closed. 14. Go to the Source Document tab. User s Guide Doc Control Version Page 90

91 15. Select the document classification from the drop down menu. 16. Item Number will automatically fill in if another document was created and Select an Action/Send to Corr. Recd is selected. Leave this field blank if creating a new record. 17. Enter date of correspondence. 18. Select Item Status from drop down. 19. Type in the Description. 20. Select a Spec Section from the drop down, if applicable. 21. Enter an amount in the Cost field if applicable. If this document is generated from a Change Mgmt document the cost would auto populate and cannot be changed. 22. Go to the Remarks tab. 23. Type in any comments regarding this correspondence. 24. Next go to the Details tab. User s Guide Doc Control Version Page 91

92 25. Select the Contract associated with this correspondence. 26. Skip the Change Management Number. 27. Go to the Custom Fields tab. 28. Enter the Metro File Code. 29. Type in Signed By. 30. Check the Response Required box if applicable. 31. Enter the Date Required. 32. Type in the Contractor s Number for this document. 33. Go to the Issues tab. 34. Click Link to link this document to an Issue, if applicable. 35. Move on to the Attachments tab. User s Guide Doc Control Version Page 92

93 36. Go to the Attachments tab to attach a document. See Section 1.8 for more information on attaching a document. Note: If correspondence was submitted utilizing CMI the file will already be attached and listed here. 5.2 Editing Previously Created Correspondence Received Information will already be completed within the Correspondence Received record which has been submitted from the Contractor. User can view, edit and add information as necessary. Click on tab to access appropriate section to enter information. When clicking on Correspondence Received user will see the Correspondence Received log. Navigate to the Correspondence Received record to review or edit. Hint: Use the Find button to search for specific Correspondence. User s Guide Doc Control Version Page 93

94 6. Correspondence Sent 6.1 Adding New Correspondence Sent 1. Select Corr. Sent located in the Communication folder. 2. Click the Add Document icon. User s Guide Doc Control Version Page 94

95 3. Select the To party by clicking the icon. 4. Select the From party by clicking the icon. 5. Enter the date user is sending, utilizing the calendar icon. 6. Enter Time Sent. 7. Type in the Subject of this correspondence (36 character limit). 8. If applicable, enter the Date Responded to this correspondence. 9. Go to the Status tab. 10. Select the Ball in Court. 11. Select the Priority, the default is Normal. 12. Status the correspondence by selecting from the drop down. New, Open or Closed. 13. Skip the Log Information tab and go to the Source Document tab. User s Guide Doc Control Version Page 95

96 14. Select the document type from the drop down menu. 15. Enter Item Number starting with Enter date of correspondence. 17. Select Item Status from the drop down. 18. Type in the Description of the document user is sending. 19. Select a Spec Section from the drop down, if applicable. 20. Enter an amount in the Cost field if applicable. 21. Go to the Remarks tab. 22. Type in any comments/remarks regarding this correspondence. 23. Next go to the Details tab. 24. Select the Contract associated with this correspondence. 25. Skip the Reference Log Number. 26. Mail format will automatically populate if applicable. No information needs to be entered in this field. User s Guide Doc Control Version Page 96

97 27. Go to the Issues tab. 28. Click Link to link this document to an Issue, if applicable. 29. Move on to the Attachments tab. 30. Click the to attach the file. For further instructions on attaching files see Section Editing Previously Created Correspondence Sent When clicking on Correspondence Sent, user will see the Correspondence Sent log. User s Guide Doc Control Version Page 97

98 Navigate to the Correspondence Sent record to review or edit. Hint: Use the Find button to search for specific Correspondence. User can view, edit and add information as necessary. appropriate section to enter information. Click on tab to access 6.3 Sending a Created Record to Correspondence Sent From within any document you can copy to the Correspondence Sent module. 1. Open document you would like to send to Correspondence Sent. 2. Click on Select an Action drop down. 3. Click on Send to Corr Sent. This will copy this document into the Correspondence Sent module. User s Guide Doc Control Version Page 98

99 6.4 Capturing Outgoing s into Correspondence Sent When ing a record within, there is a user setting that will copy outgoing s into Correspondence Sent. 1. Right click on Project in Project Tree. 2. Select User Settings. 3. Check box to Add Mail to Sent Log. User s Guide Doc Control Version Page 99