Add a Telephone Record

Contents

Important project information is often communicated via telephone conversations. For example, follow-up calls that clarify the work included in bid estimates or that discuss delays that can be used later as supporting evidence in a claim. Contract Management provides a Telephone Records log for you to record the date, content, and parties involved in each call.

To add a telephone record:

1. Expand the Communication folder and click Telephone Records to open the Telephone Records Log Window.
2. Click Add Document . The Telephone Record Document Window opens, with the General tab displayed.

On the General tab:

1. Enter the subject of the call.
2. Contract Management automatically enters the number for the record. You can edit this number.
3. In the To section, click Select To next to the To field to open the Select Contact Dialog Box. Select the contact name receiving the call. Click Clear to clear the field. Contract Management automatically fills in the Name, Phone, and Ext fields based on the contact selected. You can edit this information.
4. In the From section, click Select From next to the To field to open the Select Contact Dialog Box. Select the name of the contact. Click Clear to clear the field. Contract Management automatically fills in the Name, Phone, and Ext fields based on the contact selected. You can edit this information.

On the Status tab:

1. Click Select Ball in Court next to the Ball in Court field, to open the Select Contact Dialog Box. Select the contact name to be the designated BIC.
2. From the Priority drop-down list, select a priority for the record.

On the Description tab:

Use the Description tab to enter notes from the telephone conversation.

On the Details tab:

1. Contract Management automatically fills in the Entered by field. You cannot change this field.
2. Contract Management automatically enters the current date and time, which you can change.
3. Click Select Contract next to the Contract field to open the Select Contract Dialog Box Select the name of the contract to which this record applies. Click Clear to clear the field.

On the Issues tab:

This tab lists the issues linked to the telephone record.

Click Link to open the Select Issue Dialog Box, and select issues to link to the telephone record.

On the Attachments tab:

On the Attachments tab, you can do the following:

• 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 Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.

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 Versions tab:

You can maintain different versions of the telephone record 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:

Click Save when finished.