Punch List activity center

14 minutes
6 months ago

Punch List Activity Center

Use this activity center to log, review, and track punch lists electronically.

Punch List Items

Create a Punch List Item

Click to open the Create a Punch List Item dialog box to create a punch list item.

Manage Punch List Item Descriptions

Click to open the Punch List Descriptions dialog box to create, modify, and view punch list descriptions.

Edit in Spreadsheet

Click to open the Save Spreadsheet dialog box to export the punch list items to a Microsoft Excel spreadsheet that you can then edit and re-import. The spreadsheet opens automatically and prompts you to re-import when you are done editing it.

If you don’t have Microsoft Excel installed, the spreadsheet will not open.

Utilities > Import Spreadsheet

Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet containing punch list data that you want to import.

Utilities > Export Spreadsheet

Click to open the Save Spreadsheet dialog box to select the Microsoft Excel spreadsheet to export the project’s punch list items to.

Create a Report > Standard Log Report

Click to open the Create a Report dialog box to select the type of punch list report to create. The report contains the contents of this log.

You can customize which columns appear in reports by selecting which columns to show and hide in the activity center. Simply right-click on column headers to add or remove columns. A checkmark indicates that the column will appear in the activity center and the report.

Create a Report > Log Report (with Photos)

Click to open the Create a Report dialog box to create a punch list report that contains images, additional columns for easier punch list import, and is sortable.

Create a Report > Log Report by Assignment

Click to open the Create a Report dialog box to create a punch list report based on who the punch lists are assigned to. Images included as supporting documents in punch list items are included in assignment reports.

When selecting the output type, images are embedded in .PDF reports. In the other report types (Microsoft Word, Excel, etc.), the image files are referenced by the reports, so you would have to include the image files if you email the reports.

Create a Report > Log Report by Space

Click to open the Create a Report dialog box to create a punch list report based on spaces. Images included as supporting documents in punch list items are included in space reports.

When selecting the output type, images are embedded in .PDF reports. In the other report types (Microsoft Word, Excel, etc.), the image files are referenced by the reports, so you would have to include the image files if you email the reports.

Selected Punch List Item

Modify

Click to open the Modify a Punch List Item dialog box to edit the settings for the selected punch list, including due dates, included files, and the question.

Add Discussion Item

Click to open the Add a Discussion Item dialog box to add a discussion item to the selected punch lists.

Delete

You must be a Project Center administrator and have a contract management role to delete punch lists.

Click to delete the punch list from Project Center.

The file tasks apply to files in the Supporting Documents tab. See File Tasks panel.

See Email Tasks panel.

See Related Item Tasks panel.

Punch Lists

Category drop-down list

The category drop-down list contains filters to display punch lists by category. For example, if you want to view overdue punch lists, select Overdue from the list. Only overdue punch lists will appear in the log. You can also choose to display punch lists for all project users or only punch lists on which you are listed as the sender or recipient. Each category is explained below.

Click to toggle between showing punch lists for all users or only punch lists you are involved with.

All

Click to display all punch lists that have been entered for this project.

Draft

Click to display punch list items that are still being drafted.

Open

Click to display all open punch lists.

Awaiting Assignment

Click to display punch list items that have not been assigned.

Due in 8 Days

Click to display punch list items that are due to be completed in 8 days or less.

Overdue

Click to display all project punch lists that have not had a response sent to the punch list author by the due date (the due date was filled in when the punch list was entered).

Closed

Click to display punch lists that have had a response sent to the punch list author and there is no further action required.

Voided

Click to display punch list items that have been voided.

Filter All Columns

You can filter by any text that appears in any of the punch list columns. For example, if you know the space name (or part of the space name) of the punch list item you are searching for (or the type, status, discipline, etc.), enter at least part of the text in this field. The list updates automatically as you type. For example, if the punch list item you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only punch list items that have the number 30 somewhere in one of the columns.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

Group by

Click to group by the any of the columns. For example, if you want to group the list of items by space name, select Space Name from the drop-down list. The items will be grouped into separate sections alphabetically by space name. See Column Sorting, Filtering, and Grouping for more information.

 

Punch List log

The punch list log displays the punch lists for the category selected above. Select a punch list for a list of tasks you can perform, which appear in the Tasks panel. Double-click a punch list to open the Modify a Punch List Item dialog box to view and edit the punch list’s information and settings.

 

Columns

Column headers are different for each punch list category. The following list includes all column headers for all punch list categories (open, closed, overdue, etc.). Some categories may not include all columns, and they may not be in the order listed here. If you move and resize columns, they are saved in that position for each category. Column settings are reflected in punch list reports. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

If extended properties were added using the Utilities > Edit Extended Properties task in the Spatial Index activity center, they will appear as additional columns (in addition to the default columns listed here) in this dialog box. There could be many additional columns , depending on how many have been added.

ID

The ID number of the punch list.

Type

The punch list’s type.

Space Name

The name of the space the punch list applies to.

Space Number

The number of the space the punch list applies to.

Space Type

The type of space the punch list applies to.

Element

The element the punch list applies to.

Description

A description of the problem that needs to be resolved.

Location

The location the punch list applies to.

Spec Section

The specification section of the punch list.

Assigned To

The project team members the punch list is assigned to.

Last Action

The last action that was taken regarding resolving the issue.

Last Action Author

The contact who performed the last action.

Last Action Remarks

Any remarks about the last action taken.

Captured By

The contact who created the punch list item.

Date

The date the punch list item was created.

Discipline

Any disciplines applied to the punch list.

Purpose

The reason for the punch list item.

Due Date

The date the punch list item is due to be resolved.

Status

The current status of the punch list – Open, Closed, Draft, or Void.

Status Label

The name applied to the status. You can apply names to statuses in the Project Keyword List dialog box

Team Members

The project team members involved with the punch list.

If the punch list item has any related items, the icons appear here.

This column is a text version of the icons in the Related Items column. The text will appear in reports.

Keywords

Any 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.  applied to the punch list.

Supporting Documents

Any files attached to the punch list.

Custom Defined Description

Yes indicates that the punch list description is custom-defined and is not found in the Punch List Descriptions dialog box. No indicates the description is part of the available punch list descriptions.


Discussion tab

Use this tab to view and edit the actions taken toward resolving the punch list item.

Add

Click to open the Add Discussion Item dialog box to log a discussion about a punch list item.

Modify

Click to open the Edit Discussion Item dialog box to edit a discussion item.

Delete

Click to delete the selected discussion item.

Date Time

The date and time the discussion took place.

Author

The author of the discussion item.

Action

The action taken on the item.

Remarks

Any details about the item.

 

Remarks tab

This tab displays any comments from the selected punch list item’s Remarks tab (entered in the Modify a Punch List Item dialog box).

 

Email Log tab

This tab lists all email messages associated with the selected punch list item.

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 punch list.

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 punch list item.

Remove

Click to remove the selected email message from the punch list item.

 

Supporting Documents tab

Use this tab to attach files to the selected punch list item, and to view attached files. For example, if you receive a punch list and a particular drawing is related to it, you can use this tab to attach the drawing file to the punch list. Another example is if you receive a file with a punch list, mark it up, and want to send the marked up file to a reviewer. Also, files sent using the Add to > Punch List task from other activity centers are added to this tab.

The number in parentheses indicates the number of files that are attached to the punch list item.

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 punch list.

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 punch list.

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 punch list item.

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

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 punch list.

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 punch list.

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 punch list.

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 punch list.

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 punch list. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a punch list.) 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 punch list).

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 punch list).

 

Change Log tab

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

 

To access this activity center

Click Punch Lists from the Activities list or from the Project Home activity center.