Send and Close Contract dialog box

Use this dialog box to send an existing contract to other contacts and close it. 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 send 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 send 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 sending 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 contract from the drop-down list.

Hide Recipient List

For Info Exchange transfers only: Mark this checkbox if you want to hide the list of recipients on email notifications, forms, and transmittals, If this option is not checked, then the email notifications, forms, and transmittals will contain the To: and CC: contacts.

Date

The date the contract is being sent. You can edit it.

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.

Remarks tab/Contract Summary tab/Description of Contents tab/Files to Send tab/Email Log tab/Related Items tab/Change Log tab

Refer to the Forward Contract dialog box for a description of these tabs.

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 window. 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.

Create Related

Mark this checkbox to create a new contract management or action item that is automatically related to this item, and then select the type of item you want to create from the drop-down list. The corresponding Create Contract Management Item dialog box (or the Identify an Action Item dialog box) will open after you close this item.

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.

Create and Transfer/Create and Send

Click to send the contract. The events that occur depend on which option you chose in the Send Via field.

If you chose to send it via Info Exchange:

The contract is moved to the in the All Closed category.

The Sent and Closed 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 contract is moved to All Closed category.

The Sent and Closed 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.

Create Transmittal

This button appears if you selected a physical transfer method (such as Fax) in the Send Via field. The following events occur:

The contract is moved to the All Closed category.

The Sent and Closed action is added to the contract’s Change Log tab.

A 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, then click Close >  Send and Close from the Tasks panel of the Contracts activity center.

• Select Send and Close from the Next Action drop-down list of various contract dialog boxes.