Add Correspondence Documents Manually

Contents

You can manually add documents that are not included in other Contract Management modules to the Correspondence logs, such as a letter written separately outside of Contract Management.

To add a correspondence document manually:

Correspondence documents you add manually are not displayed in other modules. For example, if you add a submittal document in the Correspondence Received log, Contract Management does not copy it to the Submittals log.

1. Expand the Communication folder and click Corr. Sent or Corr. Received to open the Correspondence Sent Log Window or Correspondence Received Log Window.
2. Click Add Document . The Correspondence Sent Document Window or Correspondence Received Document Window opens, with the General tab displayed.

On the General Tab:

1. Contract Management enters the contacts configured in the Set Default Field Values Dialog Box in the To field for Correspondence Received or in the From field for Correspondence Sent. Click Select To or Select From to enter the contact to whom you are sending correspondence or from whom correspondence was received.
2. Contract Management enters the system date and time, which you can edit.
3. Enter a subject.
4. Click Select Date and select a date for the Date Responded field.

On the Status Tab:

1. Click Select Ball in Court to select the contact responsible for this correspondence document.
2. Select a priority and status for the source document.

On the Log Information Tab:

1. Contract Management automatically numbers each received correspondence item sequentially. You can edit the Number field.
2. Contract Management enters your name in the Entered By field.
3. The Manually Entered field displays yes if the current document was manually created; no indicates this correspondence document was sent to the log from another document (via the Select an action, Send to Corr Rcvd or Send to Corr Sent command).

On the Source Document Tab:

Use the Source Document tab to enter information about the document that was sent in.

On the Remarks Tab:

Use the Remarks tab to enter any additional remarks.

On the Details Tab:

1. If there is any contract associated with the current document, use this tab to select it. Click Select Contract to open the Select Contract Dialog Box to choose a contract. You cannot edit this field, if the current document is originated from Change Management.
2. If the current document was originated from Change Management, the Change Management Number field displays the Change Management number.
3. Contract Management increments this field when a change, contract/purchase order, letter, requisition, or insurance document associated with a contract number is sent to the Correspondence Received log/Correspondence Sent log. It also increments documents that are not associated with a contract. Contract Management increments documents associated with a contract and documents not associated with a contract separately, so it possible to have identical reference log numbers.

On the Custom Fields Tab:

If you want to define any additional information about a project, create custom fields by right-clicking on the top-level folder (All Projects), and choosing Custom Fields. The Custom Fields tab only displays when one or more custom fields have been defined for the module.

On the Issues Tab:

Click Link to open the Select Issue Dialog Box to link an issue to this document. You can link any issues. Click on any issue to open the Issue Document Window.

On the Attachments Tab:

• Click Attach File to open the Attach File Dialog Box to attach a file to the document.
• Click Attach from Repository to open the Attach Document Dialog Box, which you can use to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This will not display unless the administrator set the Contract Management project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
• Click Attach URL to open the Attach URL Dialog Box to attach a web address to the document.

  Note: If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.

On the Versions Tab:

You can maintain different versions of the correspondence document on the Versions tab. Once you save changes to your document, choose Select an action, Version Document to create a new version of the current document. For more information about versions, see Version Document Overview.

Save the document:

When you finish adding all the information for the correspondence document, click Save.