Create Site Visit dialog box

Use this dialog box to log a site visit.

Visit Name

Enter a name for the site visit.

Created By

Click to open the Choose a Project Team Member dialog box to select the project team member who logged the site visit.

Form Template

Select the form template to use as the basis for the Site Visit form and the PDF file that is created when the site visit is finalized.

Visit ID

The visit number for this series. You can edit it.

Type

Select the site visit’s type from the drop-down list: Safety, Quality, Design, or Other.

Status

When a site visit is logged, it’s status defaults to Draft, which allows it to be edited.

When the site visit is finalized, it becomes read-only with the exception of the Supporting Documents/Email Log/Related Items/Change Log tabs.

Distribution

To/CC

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

Walkthrough

Start/End

Select the start and end dates and times of the site visit from the drop-down lists.

Participants

Click to open the Choose a Project Team Member dialog box to select the project team members who participated in the site visit.

Observations tab

Enter the site visit observations in this tab.

Add from Field Notes

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

If you need to edit the image or text in a field note added to this tab, remove the field note from this site visit, make the changes to the field note in the Field Notes activity center, then re-add it to this site visit.

Create Action Item

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 related 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

To create a similar observation without having to re-enter all the information, select the observation and then click Create Similar to add a new row containing the same information as the selected one.

Delete

Click to delete the selected observation.

Columns

Item Number

The observation item number. You can edit it.

Urgent

Mark the checkbox to designate this observation item as urgent.

Category

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

Space

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

Subject

Enter a subject for the observation.

Reference

Enter any information you want to cross-reference.

Remarks

Enter any comments about the observation.

Discussion

Click the button to open the Discussion Items dialog box to enter and edit any discussion items. The number in parentheses indicates the number of discussion items.

Author

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

Date Created

Click to select the date the observation item was created.

Closed

Mark the checkbox to close the observation item.

Date Closed

Click to select the date the observation item was closed.

Supporting Docs

Click the button to open the Supporting Documents dialog box to attach any related files to the observation.

General tab

Use this tab to enter the purpose of the site visit and any general comments, any weather-related comments, and any internal notes about the site visit in the separate fields.

Internal Notes

Enter any internal notes in this field.

Internal notes are not sent in email notifications, and do not appear in forms or on Info Exchange.

Supporting Documents tab

Use this tab to attach files to the site visit, and to view attached files. For example, if a particular drawing is related to the site visit, you can use this tab to attach the drawing file to it. Another example is if you receive a file with a site visit, 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 site visit.

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

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.

Email Log tab

This tab lists all email messages associated with the site visit.

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 site visit.

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

Related Items tab

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

The following Create Related > options are only available in the Site Visits activity center.

Create Related > Action Item

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

Create Related > Transfer > Via Email

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

Create Related > Transfer > Via Info Exchange

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 site visit.

Create Related > Transmittal > Via Email

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 site visit.

Create Related > Transmittal > Via Info Exchange

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 site visit.

Create Related > Contract Management > Contract Management Item

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 site visit.

Create Related > Web Link

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

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 site visit).

Change Log tab

This tab displays a history of the actions taken on the site visit, 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 site visit.

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 Site Visit form.

Select Finalize to finalize the site visit, which does the following:

Changes the Status to Final.

Creates a PDF file with the format Site Visit_Visit Series_Visit #_Rev#.pdf and saves it in the record copy folder set in the Edit Project Settings dialog box. For example: Site Visit_Monthly Safety Inspection_09_R1.pdf.

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

Select Finalize and Send to finalize the site visit and send it out, which does the following:

Changes the Status to Final.

Creates a PDF file with the format Site Visit_Visit Series_Visit #_Rev#.pdf and saves it in the record copy folder set in the Edit Project Settings dialog box. For example: Site Visit_Monthly Safety Inspection_09_R1.pdf.

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

Opens the Site Visit form, which you can print and/or send out.

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

Changes the Status to Draft.

Sets the site visit 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 Site Visit from the Tasks panel of the Site Visits activity center.