Log a Received Supplemental Instruction dialog box

7 minutes
6 months ago

Log a Received Supplemental Instruction dialog box

Use this dialog box to log a supplemental instruction that you have received.

To

Click to open the Choose Project Team Members dialog box to select the project team members the supplemental instruction was sent to. You can also type email addresses directly in this field.

Project Center uses the To field  to send reminders about the supplemental instruction. If you are logging a supplemental instruction that you received via email and it has multiple supplemental instructions that apply to multiple projects, make sure to only include team members who are on the project you are logging the supplemental instruction for. Otherwise, reminders will be sent to team members on other projects.

From

Click to open the Choose a Project Team Member dialog box to select the contact who sent the supplemental instruction. You can also type email addresses directly in this field. If you are logging this supplemental instruction from an Info Exchange file transfer or an email message, the contact who sent it is automatically entered in this field.

Subject

Enter the subject of the supplemental instruction.

Received

The date the supplemental instruction was received.

Purpose

Select the purpose of the supplemental instruction from the drop-down list.

Initiated By

Click to open the Choose a Project Team Member dialog box to select the contact who requested or authorized the document change.

Reasons

Click to open the Choose Reasons dialog box to select reasons for the supplemental instruction.

ID

Enter an ID for the supplemental instruction.

Sender ID

Enter the number the contractor gave to the supplemental instruction.

Received Via

Select the method in which this supplemental instruction was sent from the drop-down list.

Discipline

Click to open the Choose Disciplines dialog box to apply disciplines to the supplemental instruction.

Contract

Click to open the Choose Contract dialog box to select the contract the supplemental instruction is associated with.


Remarks tab

Enter detailed comments in this field.

Internal Notes

Enter any personal notes in this field.

Internal notes are not sent in email notifications, and do not appear in forms, but they are tracked in the Remarks Summary tab of the Supplemental Instructions activity center.

 

Description of Contents tab

Describe the contents of the supplemental instruction. Add one line for each item. This information is used to fill in the Contents section of the Transmittal form.

Import

Click to open the Select Spreadsheet dialog box to locate and open a Microsoft Excel spreadsheet from which to import data into this tab.

Edit in Spreadsheet

Click to open the Save Spreadsheet dialog box to export the contents 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.

Populate from Received Files

Click to add a row for each file from the Received Files tab. If there are no new files, it is disabled.

When you click the Populate from Files to Send button, the contents of this tab, as well as the associated Transmittal form, will match the sort order and filters applied to the file list of the Associated Files tab.

Add Item

Click to add new item rows.

Delete

Mark the checkboxes of items you want to remove, then click Delete to remove them.

Clear

Click to remove all items from the list.

 

Qty

Enter the quantity of each item.

Date

Enter dates of individual items received with the supplemental instruction. For example, if you have six shop drawings, it may help to track dates for each individual sheet.

Number

Enter a number for each item.

Title

Enter the title of each item.

Revision

Enter the revision number for each item, if applicable.

Scale

Enter the drawing scale of each item.

Size

Enter the size of each drawing sheet.

Use the Tab key to move to the next cell and to add cells. Press Alt-Enter to add a new line within a Description cell.

 

Received Files tab

Add any electronic files that were sent with the supplemental instruction in this tab. The files may be from a CD, DVD, or other media.

Add Files

Click to open the Add Files dialog box to locate and attach a file to the supplemental instruction.

Add Folder

Click to open the Select Folder dialog box to add a folder and all of its contents to the supplemental instruction.

Remove

Click to remove the selected file from the supplemental instruction.

Name

The name of the file.

Type

The file’s type.

Size

The file’s size.

Date Modified

The date the file was last modified.

Path

The full path to the location of the file.

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 file.

 

Save Record Copy in

When you file a supplemental instruction, a record copy of it is saved in this location as a .ZIP file. You can enter a new location.

 

Refer to the Forward Supplemental Instruction for Review dialog box for a description of these tabs.


Review Order

Click to open the Set Review Order dialog box to set the order in which the project team members review the supplemental instruction.

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 supplemental instruction.

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 this checkbox to choose whether to forward the supplemental instruction to another contact, close it,  or to respond to the sender after filing the supplemental instruction.

OK

Click to log the supplemental instruction.

 

To access this dialog box

Click New Supplemental Instruction > Log a Received Supplemental Instruction from the Tasks panel of the Supplemental Instructions activity center.