Project Center administrators can set which tasks appear here using the Remove Contract Management Item Tasks dialog box.

Addendums

●       New Addendum > Create Addendum

Click to open the Create Addendum dialog box to create a new addendum or to file an expected one.

●       New Addendum > Log Received Addendum

Click to open the Log a Received Addendum dialog box to log an addendum that you have received.

●       Create Report

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

You can customize which columns appear in reports simply 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 the column will appear in the activity center and the report.

●       Import Spreadsheet

Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet containing addendum data that you can import. The imported addendums are placed in the appropriate addendum log based on the type imported.

●       View Pending Items

This task appears only when there are Pending Review Response addendums.

Click to list only Pending Review Response addendums.

Selected Addendum

The following list shows all available tasks for all addendum categories, in alphabetical order. The tasks that appear depend on which category you select from.

●       Add Similar Addendum

Click to create a new addendum based on the one selected. The new one contains most of the information from the original, except for unique identifiers such as the ID. The new one is also automatically related to the original. Supporting documents from the original are included. If the original has no received actions (such as those in a draft/expected state), the Create Addendum dialog box opens. If the original has at least one receive action, the new one will be created using the Log a Received Addendum dialog box.

If the original addendum contains a receive action with files and/or description of contents entries, the Select Files and Description of Contents dialog box opens first, enabling you to select the items to include in the new copy.

●       Close > Close

Click to open the Close Addendum dialog box to close the addendum without providing a response.

●       Close > Respond and Close

Click to open the Respond to Addendum and Close dialog box to file your response to the sender of the addendum and close it. If the addendum has files associated with it, the Select Files to Send dialog box will open first.

●       Close > Send and Close

Click to open the Send and Close Addendum dialog box to send the addendum to project team members and close it. If the addendum has files associated with it, the Select Files to Send dialog box will open first.

●       Delete

Click to delete the selected addendum from Project Center.

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

●       Forward for Review

Click to open the Forward Addendum for Review dialog box to forward the addendum to any contacts who are responsible for reviewing the addendum and to create a transmittal. If the addendum has received files or supporting documents associated with it, the Select Files to Forward for Review dialog box will open first so you can select the files to forward.

●       Modify

Click to open the Modify Addendum dialog box to edit the settings for the selected addendum, including due dates, email message reminder settings, and the description.

●       Receive

Click to open the Receive Addendum dialog box to log the receipt of an expected addendum.

●       Receive Pending Review Response

Click to open the Record Reviewer Response for Addendum dialog box to record a response received about an addendum via Info Exchange.

●       Record Reviewer Response

Click to open the Record Reviewer Response for Addendum dialog box to record a response received about an addendum that you forwarded to other contacts. When you receive a response back from a contact, record it using this task to track its progress.

●       Reopen

Click to open the Re-Open Addendum dialog box to re-open a closed addendum.

●       Review Related Action Items

This task is available only when you select an item that has related action items.

Click to open the Related Action Items activity center to view action items related to the selected item.

●       Review Related Markup Sessions

This task is available only when you select an item that has related markup sessions.

Click to open the Related Markup Sessions activity center to view information about and preview the related markup sessions.

●       Send

Click to open the Send Addendum dialog box to send the addendum to other project team members. If the addendum has files associated with it, the Select Files to Send dialog box will open first.

●       Send Email About Addendum > To Sender

Click to open an email message in Microsoft Outlook to send to the contact who originally sent the addendum. The email message includes information about the addendum.

●       Send Email About Addendum > To Recipients

Click to open an email message in Microsoft Outlook to send to the original addendum recipients as a reminder or with additional information. The email message includes information about the addendum.

●       Send Email About Addendum > To All Reviewers

Click to open an email message in Microsoft Outlook  to send to the contacts who are currently reviewing the addendum, as a reminder or with additional information. The email message includes information about the addendum.

●       Send Email About Addendum > To All Participants

Click to open an email message in Microsoft Outlook to send to all addendum participants, including the sender, recipients, and reviewers as a reminder or with additional information. The email message includes information about the addendum.

●       View Form

Click to open the Addendum form to view or print the selected addendum's history and details.

Selected Action

Access the actions by clicking the expand icon in the first column next to each addendum.

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

See Email Tasks panel for more information.

See Related Item Tasks panel for more information.

Addendums

This activity center is composed of the following main sections: a categories list, the addendums log, and the tabs in the lower section.

Category drop-down list

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

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

All

Click to display all addendums that have been logged for this project.

Pending Incoming

Click to display all addendums sent via Info Exchange that need to be received. When an addendum or addendum response is logged by a project team member on Info Exchange, it will show up in this category.

Draft

Click to display all addendums that are in draft form and have not been sent.

Under Review

Click to display addendums that have been received, but responses have not been sent to the addendum senders.

When a non-expected addendum is first filed, it is placed in the Under Review category.

Awaiting Action

Click to display addendums that have been received, but they:

• Have not been forwarded for review, or

• Have been forwarded for review, but a response has not been received, or

• Have been forwarded for review and all responses have been received, but there has been no response sent to the addendum sender.

Forwarded for Review

Click to display addendums that have been forwarded with due dates for other contacts to review that have not been received back yet.

Response Overdue

Click to display addendums that have been forwarded but the responses from the reviewers are overdue.

Overdue

Click to display addendums that were received with a due date but have not been closed yet.

Expected

Click to display all addendums that are expected.

Expected Resubmission

Click to display expected addendums that were created for addendums that require the sender to resubmit the addendum (the action taken on the addendum was Rejected or Revise and Resubmit).

Late

Click to display expected addendums that are late.

All Closed

Click to display addendums that have had a response sent to the addendum sender and there is no further action required.

Filter All Columns

You can filter by any text that appears in any of the columns in the log. For example, if you know the subject (or part of the subject) of the addendum that you are searching for (or the ID, status, due date, etc.), enter at least part of the text in this field. The list updates automatically as you type. For example, if the addendum 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 addendums that have the number 30 somewhere in one of the columns.

Click to clear all filters.

>

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

> >

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

Addendums log

The addendums log displays the addendums for the category selected above. Click an addendum for a list of tasks you can perform, which appear in the Tasks panel. Double-click an addendum to open the Modify Addendum dialog box to view the addendum's information and settings.

Addendums (and actions) are listed in red if the addendum is overdue or if a review response is overdue.

You can drag and drop or copy and paste email messages from Microsoft Outlook and files from Windows Explorer into the Addendums log to create a new addendum. This also prevents Microsoft Outlook from opening multiple instances of Project Center.

Columns

Column headers are different for each category. The following list includes all column headers for all addendum categories. Some categories may not include all headers, 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 addendum reports. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

ID

The ID number of the addendum.

Sender ID

The number the contractor gave to the addendum.

Subject

The subject of the addendum.

Initiated By

The contact who requested or authorized the document change.

Reasons

The reason the addendum was created.

Status

The status of the addendum (For Review, Expected, Approved, Rejected, etc.).

Discipline

The disciplines associated with the addendum.

From

The contact who sent the addendum.

To

The contact who received the addendum.

Last Action

The last completed workflow action for the addendum. It displays the action and the purpose or type for that item. For example, if an addendum was received and there was no action required selected for the Action field, the Last Action column would display Received – No Action Required. If you were looking at an entry in the Under Review category that had a Last Action of Received – No Action Required, that indicates that the item needs to be closed using the Close task.

Contract

The contract the addendum is associated with.

Forwarded To

The contacts the addendum was forwarded to.

Review Due Back

The date the addendum is due back from the contacts reviewing if it is not yet received it. It is based on the oldest Forward for Review date.

Due Back From

Any contacts a response to the addendum is due back from.

Current Reviewer

The contact who is currently reviewing the addendum in a sequential workflow.

Due Date

The date the addendum is due back to the initiator of the addendum.

Response Date

The date the response was received.

Total Days

The number of days to process the addendum. The count starts from the start date, which is either when the item was created or the received date, and ends either now or when it was closed if a closed date was entered. If it is re-opened, it displays the count from when the addendum was created. It's based on calendar days (not business days) and does not consider holidays in its calculations.

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 addendum.

Last Forwarded

The date the addendum was last forwarded to a reviewer.

Last Reviewed

The date the most recent reviewer returned the addendum. (The most recent review response date.)

Review Days

The total number of days the addendum has been in the review cycle for all reviewers.

Internal Notes

Any personal notes added to the addendum. These are also added to the Remarks Summary tab.

Supporting Documents

Any files attached to the addendum.

Closed Date

The date the addendum was closed.

Related Items

If the addendum has any related items, the icons appear here.

Related Project Items

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

Remarks Summary tab

Information and remarks about the original addendum appears here. This tab is not editable.

Description of Contents tab

A description of the contents of each action taken in the addendum workflow appears here. This information is used to fill in the Contents section of the Transmittal form. You can edit the contents as you move through the addendum workflow by clicking Modify from the Tasks panel to accurately reflect what is being sent.

In each step (action) of the workflow (Forwarded for Review, Review Response, and Responded and Close), you can fill in the Description of Contents tab with what is sent or received, as shown in the following example.

Workflow

The task that was selected from the Tasks panel (Forwarded - For Review, Received - For Review, etc.).  

From

The originator of the action.

Qty

The quantity of each item received with the addendum.

Date

The dates individual items were received with the addendum.  For example, if you have six shop drawings, it may help to track dates on each individual sheet.

Number

The number for each item.

Description

The name of each item.

Revision

The revision number, if applicable.

Scale

The drawing scale, if applicable.

Size

The drawing size, if applicable.

File Summary tab

This tab contains any electronic files that were included with the addendum. Select a file to display file tasks you can perform, including opening, comparing, sending, and publishing the file. These files are stored in a compressed .ZIP file that is referenced by the addendum. Each column in this tab is described here.

Name

The name of the file.

If the file is an email message, Project Center creates the file name with the date, a system generated ID, and the subject of the email.

Type

The file's type.

Workflow

The workflow step (Forwarded, Review Response, etc.) for the file.

Size

The file's size.

Modified

The date the file was last modified.

ZIP Folder

The full path to the location of the .ZIP file.

Related Items

Any Project center items related to the file.

Email Log tab

This tab lists all email messages associated with the selected addendum. When you click File in Project (then choose the Addendum option) from the Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

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

To file a reviewer response, you can drag and drop an email message into this tab, then select the email message and click Log as from the Email Tasks panel and select the Reviewer Response option.

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

The number in parentheses indicates the number of email messages filed to the addendum.

Supporting Documents tab

Use this tab to attach files to the selected addendum, and to view attached files. For example, if you receive an addendum and a particular drawing is related to it, you can use this tab to attach the drawing file to the addendum. Another example is if you receive a file with an addendum, mark it up, and want to send the marked up file to a reviewer. Also, files sent using the Add to > Addendum task are added to this tab.

The number in parentheses indicates the number of files that are attached to the addendum.

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.

Related Items tab

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

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 addendum.

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 addendum.

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 addendum.

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 addendum.

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 addendum.

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.

Share with External

Click and select Yes to allow the selected web link to be shared with external project team members through Info Exchange.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected addendum. This gives you the ability to link two items that are related together (for example, a markup session that is related to an addendum). 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.

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 an addendum).

●        The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to an addendum).

Change Log tab

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