Forward Contract dialog box

Use this dialog box to forward an existing contract to other contacts to review, and create a new outgoing transmittal for the contract. You can also forward the files included with the contract electronically via email or Info Exchange.

To

Click to open the Choose a Project Team Member dialog box to select who to forward the contract to. You can also type email addresses directly in this field.

CC

Click to open the Choose a Project Team Member dialog box to select who else to forward the contract to. You can also type email addresses directly in this field.

Contacts in the CC field will receive a link to download the files, but will not be sent reminders.

From

Click to open the Choose a Project Team Member dialog box to select the project team member who is forwarding the contract. The current user is the default. You can also type email addresses directly in this field.

Subject

The subject of the original contract. You can edit it.

Purpose

Select the purpose of the forward from the drop-down list.

Date

The date the contract is being forwarded. You can edit the date.

Send Via

Select the contract’s transfer method from the drop-down list.

If you choose an electronic transfer method (Info Exchange or a drag and drop method) you will be required to add files before you can file the transmittal.

Log in Document Control

When a file has been added to the this item through the Associated Files/Files to Send tabs using Include Files From > Record Documents, marking this checkbox will log the file’s record document as Issued in the Document Control activity center (the revision’s Revision State changes from Draft to Issued) and the Last Issued date is logged.

Transmittal ID

The ID for the transmittal linked to this contract.

Contract ID

The contract’s ID number.

Hide Recipient List

For Info Exchange transfers only: Mark this checkbox if you want to hide the list of recipients, which allows you to send bid documents to multiple bidders without the bidders being able to identify the other recipients. If this option is not checked, then the email notifications and transmittals will contain the To: and CC: contacts.

Due Back

Mark the checkbox and select the date the contract is due back from the reviewers. The date field behaves as follows:

• The default due back date is seven days after the original contract’s received date.

• If you change the due back date, Project Center calculates the number of days from the contract’s received date to the new due back date, saves this calculation and applies it to future contracts that are forwarded.

• If the original contract’s due back date is prior to the due back date calculated here, then the due back date defaults to the original contract’s due back date.

Remind

Mark the checkbox to add this item to the email notification message sent out by Project Center reminding you to respond back to the contact who sent the contract. Select the number of business days before a response is due, which appears in the email message and in the Open Items tab of the My Project Center activity center.

Reminders can be sent to both internal and external project team members. The frequency at which reminders are sent is set in the General tab of the Project Center Administration activity center Servers tab. Reminders can disabled per project in the Edit Project Settings dialog box.

Remind is not available if the option is disabled for the project or in the Project Center Administration activity center.

Remarks tab

Enter a detailed message in this field. Any remarks from the original contract are automatically included in this tab.

Description of Contents tab

Describe the contents of the contract. 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 Files to Send

Click to add a row for each file from the Files to Send 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 Files to Send 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 contract. 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, if applicable.

Size

Enter the size of each drawing sheet, if applicable.

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.

Files to Send tab

Add any electronic files to send with the contract.

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 keywords associated with the file.

External References

Select one of the following options to include any externally referenced filesDrawing files often reference other files, including other drawings, as well as plot styles, images, standards, and font files associated with the drawing. Those references, or dependencies, are simply an embedded record of the path to the referenced objects or files. when transferring the files:

Do Not Include External References

Select this option to omit all externally referenced files.

Only Include Externally Referenced Drawing and Image Files

Select this option to include only externally referenced drawing and image files.

Include All Externally Referenced Drawing, Image, and Support Files

Select this option to include all externally referenced drawing and image files, as well as plot support files required by the AutoCAD files so that they have 100% plot fidelity. These include .CTB, .SHX, .PC3, and .TTF files (True Type fonts). When you transfer the files, the External References dialog box opens, listing both XREFs that were found and XREFs that could not be found. You can then locate them manually.

Save Record Copy in

Select the location in which to save a record copy of the file transfer in this location as a .ZIP file. You can enter a new location by clicking the icon.

Review Complete List of Files Before Creating Transmittal

Mark this checkbox to open the Summary of Included Files and References dialog box so you can verify and edit the list of files being sent.

Email Log tab

This tab lists all email messages associated with this contract. When a user clicks File in Project (then chooses the Contract option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

The number in parentheses indicates the number of email messages filed in the contract.

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

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

Related Items tab

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

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected contract. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a contract.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list.

Share with External > Yes

Click to allow the selected items 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 change order).

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 change order ).

Change Log tab

This tab displays a history of the actions taken on this contract, 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 contract.

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

Print or Email Form After Filing

Mark this checkbox to open the Transmittal form, which you can review and print immediately after filing the contract, and a transmittal email message in Microsoft Outlook (if you sent it via email) to send to the contacts in the To field to notify them that the contract has been forwarded.

Options Tab

Use this tab to edit the settings for the transmittal sent via Info Exchange or via Email. The available options depend on which method is selected.

Forward

Click to forward the contract. The events that occur depend on how the change order and transmittal are being forwarded.

If you chose to send it via Info Exchange:

The original contract remains in the Under Review category.

The Forwarded action is added to the contract’s Change Log tab.

The file transfer is logged in the All Outgoing log of the Info Exchange activity center.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you chose to send it via Email:

An email message opens in Microsoft Outlook containing the files and information about the file transfer. Edit the message, then send it.

The original contract remains in the Under Review category.

The Forwarded action is added to the contract’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you choose to send it via hard copy:

The original contract remains in the Under Review category.

The Forwarded action is added to the contract’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

To access this dialog box

You can access this dialog box in the following ways:

• Select a contract from the Under Review category, then click Forward from the Tasks panel of the Contracts activity center.

• Mark the Next Action checkbox and select Forward from the drop-down list of various contract dialog boxes, then click OK.