Add Site Visit dialog box

Use this dialog box to create a new site visit.  

Visit Name

Enter a name for the site visit.

Created by

Click the drop-down list to open the Select Project Team Members as Recipients dialog box to select the author of the site visit.  You can use the filters on any of the columns to quickly locate the desired contact. The current user is the default.

Template Name

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. This is an automatically incremented number. 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, its 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 and Change Log tabs.

Walkthrough

Start

Select the start date and time of the site visit from the drop-down list.

End

Select the end date and time of the site visit from the drop-down list.

Participants

Click the drop-down list to open the Select Project Team Members as Recipients dialog box to select the project team members who participated in the site visit.

 

Distribution

To/CC

Click the drop-down list to open the Select Project Team Members as Recipients dialog box to select the team members to distribute the site visit to.

 

Keywords

Select the keywords to apply to the site visit from the drop-down list.

 

Observations tab

Enter the site visit observations for the site in this tab. The following options are available for adding observations:

Add

Click to add a new observation row and then fill in the information.

Add from Field Note

Click to open the Add Observations From Field Notes dialog box to select field notes to add as observations.

Item Number

The observation number. You can edit it.

Urgent

Mark the checkbox to designate the observation 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.

Reference

Enter anything you want to cross-reference.

Remarks

Enter any remarks about the observation.

Click next to the Remarks field to open a larger dialog box so that you can see the full description.

Discussion

Click the button to open the Discussion Items dialog box to enter and edit any discussion items.

Date Created

Select the date the observation item was created from the drop-down list.

Author

Click the drop-down list to open the Select Project Team Members as Recipients dialog box to select the author of the observation.

Closed

Mark the checkbox to close the observation item.

Date Closed

Select the date the observation item was closed from the drop-down list.

You cannot add any supporting documents from Info Exchange. Supporting documents may be added if a site visit is created in Project Center.

Tasks

Click Tasks if you wish to take further action on the site visit observation. The following tasks are available:

●        Add Action Item - Click this task to create an action item linked to the current observation item. Enter the critical information for the action item.

●        Add Similar - Click this task to create another observation as a duplicate of the current item. You can then edit this new item as needed.

●        Delete - Click to remove the observation item.

 

When you click one of the options in the Tasks list, you remain on the site visit and the window expands, so that you won't lose any data for the current site visit.

You can use the commands in the Tasks list if you are a member of a Permission Set which allows these actions.

 

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.

 

Next Action

Mark the checkbox and select one of the following options:

●        View. Select to open the Site Visit form.

●        Finalize. Select 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 Project Center. For example: Site Visit_Monthly Safety Inspection_09_R1.pdf.

• Sets the site visit to read-only.

●        Finalize and Send. Select to finalize and send 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 Project Center. For example: Site Visit_Monthly Safety Inspection_09_R1.pdf.

• Sets the site visit to read-only.

• Opens the Send Email dialog box so you can select who to send the site visit to. All recipients receive an email with the PDF site visit form attached.

●        Send. Select to send the site visit, which does the following:

• Opens the Send Email dialog box so you can select who to send the site visit to. All recipients receive an email with the PDF site visit form attached.

Save

Click Save to save the site visit and continue editing.

The title of the dialog box changes to Modify Site Visit once you save it.

Save and Close

Click Save and Close to save the site visit and return to the Site Visits log.

If you selected the Next Action checkbox, the selected action is performed once you select Save and Close.

 

 

To access this dialog box

Click Add Site Visit from the Site Vists Log.