Create Daily Report dialog box

12 minutes
10 months ago
Contents

Create Daily Report dialog box

Use this dialog box to log a daily report.

Report Date

Select the date the daily report occurred. The current date is the default.

Created By

Click to open the Choose a Project Team Member dialog box to select the project team member who performed the daily report.

To/CC

Click to open the Choose a Project Team Member dialog box to select the project team members to distribute the daily report to.

Form Template

Select the form template to use as the basis for the Daily Report form and the PDF file that is created when the daily report is finalized.

ID

The ID number of the daily report.

Status

Select the status of the daily report from the drop-down list.

Set the status to Draft to allow editing.

Set the status to Final to set the daily report to read-only with the exception of the Supporting Documents/Email Log/Related Items/Change Log tabs.

Observations tab

Enter the daily report observations for the site in this tab.

Add from Field Notes

Click to open the Choose Field Note dialog box to select field notes to add as observations.

Create Action Item

Click to create a new action item based on the observations.

To create an action item from an observation, mark the checkbox of the observation and then click Create Action Item to add an action item row below the observation. Enter the required information in each field. After you click OK, the action item will automatically be added to the Action Items activity center. Subsequent changes made here or in the action item are immediately reflected in both places.

Add New

Click to add a new observation row and then fill in the information.

Create Similar

Click to add a new row containing the same information as the selected observation so you don’t have to re-enter all the information.

Delete

Click to delete the selected observation.

Order

The observation number. You can reorder observations by marking their checkboxes and clicking the buttons.

Urgent

Mark the checkbox to designate the observation as urgent.

Category

Select the category of the report observation from the drop-down list. The categories are based on the value selected in the Type field.

Space

Click the button to open the Choose Space dialog box to select a space to apply to the observation.

Remarks

Enter any remarks about the day.

Subject

Enter a subject for the observation.

Author

Click to open the Choose a Project Team Member dialog box to select the author of the observation.

Supporting Docs

Click to attach any related file to the observation.

 

Description tab

Enter any comments and any internal notes about the day in this tab.

Internal Notes

Enter any internal notes in this field. Internal notes are not included in forms or on Info Exchange.

 

Weather tab

Enter the weather conditions for the day in this tab.

Add New

Click to add a new weather conditions row and then fill in the information.

Create Similar

Click to add a weather conditions row similar to the one selected without having to re-enter all the information. A new row containing the same information as the one selected is added.

Delete

Click to delete the selected weather conditions row.

Time

Select the time of day.

Temperature

Enter the morning, noon, and late afternoon temperatures.

Wind Speed

Enter the wind speed at the time.

Remarks

Enter any addition comments about the weather at the time.

Humidity

Enter the humidity at the time.

 

Subcontractors tab

Enter the subcontractors on the site for this day in this tab.

Add New

Click to add a new subcontractor row and then fill in the information.

Create Similar

Click to add a subcontractor similar to the one selected without having to re-enter all the information. A new row containing the same information as the one selected is added.

Delete

Click to delete the selected subcontractor.

Company

The name of the subcontracting company.

Discipline

The company’s discipline.

Headcount

The number of personnel provided by the subcontractor.

Description of Work/Location

The description of the work provided and the location.

 

Internal Personnel tab

Enter the internal personnel at the site for this day in this tab.

Add New

Click to add a new contact row and then fill in the information.

Create Similar

Click to add a contact similar to the one selected without having to re-enter all the information. A new row containing the same information as the one selected is added.

Delete

Click to delete the selected contact.

Contact

The names of the personnel. Click the button to select contacts.

Job Title

Enter the job titles of the personnel in this column.

On Site

Mark the checkboxes to indicate which personnel were on site that day.

Notes

Enter any additional notes about the personnel.

 

Visitors tab

Enter the visitors at the site for this day in this tab.

Add New

Click to add a new visitor row and then fill in the information.

Create Similar

Click to add a visitor similar to the one selected without having to re-enter all the information. A new row containing the same information as the one selected is added.

Delete

Click to delete the selected visitor.

Company

The name of the visitor’s company.

Contact

The names of the visitors. Click the button to select contacts.

Job Title

Enter the job titles of the visitors in this column.

Purpose

Enter the purpose of the visitor’s visit.

 

Equipment tab

Enter the equipment used at the site for the day in this tab.

Add New

Click to add a new equipment row and then fill in the information.

Create Similar

Click to add an equipment row similar to the one selected without having to re-enter all the information. A new row containing the same information as the one selected is added.

Delete

Click to delete the selected equipment row.

Equipment

Enter the name of each piece of equipment.

Count

Enter the number of each piece of equipment.

Owned by

Enter the owner of each piece of equipment.

Tag #

Enter the tag number of each piece of equipment.

Planned Return Date

Enter the planned return date of each piece of equipment.

Notes

Enter any additional notes of each piece of equipment.

 

Preview tab

This tab displays a preview of the finalized Daily Report form.

Previews are not available for Draft daily reports.

 

Email Log tab

This tab lists all email messages associated with the daily report.

You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

Double-click an email message to open it in Microsoft Outlook or the Project Center Email Viewer. From there, you can reply to or forward the message.

The number in parentheses indicates the number of email messages filed to the daily report.

When you select an email message, a preview of it is displayed in the Preview tab.

Add

Click to open the Add Email Messages dialog box select an email message to add to the current daily report.

Remove

Click to remove the selected email message from the daily report.

 

Supporting Documents tab

Use this tab to attach files to the daily report, and to view attached files. For example, if a particular drawing is related to the daily report, you can use this tab to attach the drawing file to it. Another example is if you receive a file with a daily report, mark it up, and want to send the marked up file to a reviewer.

The number in parentheses indicates the number of files that are attached to the daily report.

You can copy and paste and drag and drop files from Windows Explorer into this tab.

Set Order

Click to open the Set Document Order dialog box to set the order of the documents.

Add Files > Another Project File

Click open the Add Supporting Documents dialog box to locate and attach a file to the daily report.

Media files must be placed in the folder configured in the Project Folders tab of the Edit Project Settings dialog box for external users to be able to access them.

Share with External > Yes

Click to allow the selected files to be shared with external project team members through Info Exchange.

Remove

Click to remove the selected supporting file from the daily report.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

 

 

This tab lists all related Project Center items for the selected daily report.

The following Create Related > options are only available in the Daily Reports activity center.

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current daily report.

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current daily report.

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current daily report.

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current daily report.

Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new CM item and link it to the current daily report.

Click to open the Create Web Link dialog box to enter a web link and automatically relate it to the selected Project Center item. After it is created, the Relation Type column will indicate Web Link, and users can double-click on it to open the website.

 

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected daily report. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a daily report.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item’s icon is added to the other item’s Related Items column and tab.

Share with External

Click and select Yes to allow the selected web link to be shared with external project team members through Info Exchange.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a daily report).

The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a daily report).

 

Change Log tab

This tab displays a history of the actions taken on the daily report, including when it was created, modified, who was involved, and any details.

Keywords

Click to open the Choose Keywords dialog box to apply keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for.  to the daily report.

Click to spell check the fields in this dialog box. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Next Action

Mark the checkbox and do one of the following:

Select View Form to open the Daily Report form.

Select Finalize to finalize the daily report, which does the following:

Changes the Status to Final.

Creates a PDF file with the format Daily Report_Report Date_Report#_Rev#.pdf and saves it in the record copy folder set in the Edit Project Settings dialog box. For example: Daily Report_20130305_00156_R1.pdf

Sets the daily report to read-only with the exception of the Supporting Documents/Email Log/Related Items/Change Log tabs.

Select Finalize and Send to, which does the following:

Changes the Status to Final.

Creates a PDF file with the format Daily Report_Report Date_Report#_Rev#.pdf and saves it in the record copy folder set in the Edit Project Settings dialog box. For example: Daily Report_20130305_00156_R1.pdf

Sets the daily report to read-only with the exception of the Supporting Documents/Email Log/Related Items/Change Log tabs.

Opens the Daily Report form, which you can print and/or send out.

Select Revert to Draft to revert a final report back to a draft, which does the following:

Changes the Status to Draft.

Sets the daily report to fully editable.

When the report is finalized again, a new PDF file is created with a Rev# of +1.

 

To access this dialog box

Click Create Daily Report from the Tasks panel of the Daily Reports activity center

Contents