Use the Company Document window to enter, edit, and view the names, addresses, and other information for a company and its contacts. The window is divided into many tabs, which you use to enter information for a company.

Buttons, Drop-Down Lists, Icons, and Links:

Edit Document

Click to edit the document.

If you clicked Edit Document , Edit Document - High Priority , or Edit Document - Low Priority , the document is already in edit mode, and the Edit Document button does not display.

Spelling

Click to spell check the document.

This displays when you are in Edit mode.

Print Form

Click to print a form.

Print Preview

Click to display the page that will be printed.

Add Contact

Click to open a blank Contact Dialog Box to add a new contact to this company. This appears when the document is in Edit mode.

Select an action

Click to display the list of actions you can perform on the current window.

Layout

Click to select a different layout for the log window.

Transmittals Queue

Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.

User Productivity Kit

Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.

The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.

Print

Click to open the Print dialog box. Use this dialog box to choose, preview, and print a report, form, or dunning letter for the current document.

Company Log

Click to return to the Company Log Window.

Control Center

Click to return to the Workspace.

Use the following tabs to enter information about a company. The information is based on Edit mode.

General tab:

Abbreviation

The abbreviation for the company.

This field is editable only when adding a new company.

Company Name

The name of the company.

The company name must be unique.

Key Contact

The name of the primary contact person for this company. Use the Contact Dialog Box to select a key contact. Click the contact's name to open the Contact Information dialog box to view detailed information about the contact.

Spec Section

The specification item that best describes this item. Documents can be sorted or filtered by their respective specification numbers so you can easily locate and view documents of a particular spec type.

The specification section codes are part of the MasterFormat standard coding system, which was developed by the Construction Specifications Institute (CSI) and the Construction Specifications Canada (CSC).

You can add a new specification section to this list by right-clicking on the top-level folder and choosing Dictionaries, Specification Sections.

Role

Select the company's role from the drop-down list.

Status tab:

Ball In Court

Set the BIC to the person in your company responsible for this company's Action List Log Window items.

Use this feature only if contacts in this company do not log into your system. This is an advanced feature intended to prevent Action List items from being misplaced. In effect, it is similar to forwarding a phone call. It forwards documents addressed to this new company to the person listed here as the BIC. Leave this field blank if you are not sure. Click browse to open the Select Contact Dialog Box to select a BIC.

Inactive

Select this option to inactivate (disable) this company without deleting it.

When a company is made inactive, all of its contacts are inactivated, and the company and contacts do not appear in dialog boxes and drop-down menus that contain lists of companies and/or contacts. The company and its contacts remain in the database, but do not appear in the lists. To activate the company so that it appears in lists of Contract Management companies, clear the Inactive option.

Notes:

• If a company is active (the Inactive option is not selected), the key contact for the company cannot be made inactive. You can, however, inactivate other contacts for an active company.
• If a company is made inactive, it still appears in the Company Directory log window.
• If an approver is made inactive, any documents remain approved.

Contacts tab:

Add

Click to open a blank Contact Dialog Box to add a new contact to this company.

Edit Contact

Click to open the Contact dialog box to edit the contact's information, as well as inactivate a contact.

Initials

The initials of the contact.

Title

The name of the item.

Name

The name of each item or contact.

Click to open the Contact dialog box. The Key Contact icon indicates that this is the key contact.

User Account

Identifies a valid user account that is linked to the contact.

This is necessary in order to use a contact in the document approval and document owner processes. One user account can have multiple contacts linked to it. If there is no valid user account linked with the contact, the contact will not be available during the approval process or document owner process.
Click Add to add a new contact, and link a user account with contact, or click edit next to a contact name to open the Contact dialog box to associate a user account with a contact.

Gender

The contact's gender.

Job Title

Enter the contact's role or position in the company.

Location

The contact's primary location.

Address

The contact's street address.

Use as many lines as necessary to enter all the details of the address.

City/State/Country/Postal Code/Country Code

Enter the appropriate address information in each field.

Office/Ext

The contact's office phone number and extension.

Fax/Mobile/Pager

Enter the appropriate phone number information in each field.

E-mail Address

Enter this contact's email or Internet address, as appropriate. The email address is required for the contact to use the Contract Management email functions.

Employee ID

The contact's employee ID number.

Paper Size

The paper size used by the contact for drawings.

Copies

The number of copies of drawings that get sent to the contact.

Salutation

The salutation that appears on letters sent to the contact.

Inactive

Shows whether a contact is inactive.

Remarks tab:

Use the field to store any additional information about the company or contacts.

Details tab:

Tax ID

The company's tax identification number.

Location

Enter the default location where the company operates.

NAICS Code

Select the NAICS code for the company from the drop-down list. You can add choices to this list using the NAICS Codes Detail Dialog Box. If you create a safety notice for this company, Contract Management inserts this code into the NAICS field in the Safety Violation/Injury or Illness Report Document Window.

DBE, MBE, or WBE

Select the DBE (Disadvantaged Business Enterprise), WBE (Women Business Enterprise), or MBE (Minority Business Enterprise) options only if applicable.

Contract

The contract associated with the company. Click browse to open the Select Contract Dialog Box to select a contract to link to the company.

Issues tab:

Link

Click this to open the Select Issue Dialog Box to link an issue to this item.

Issue Title and Name

The names and titles of issues linked to this item. Click to open the Issue Document Window.

Attachments tab:

Attach File

Click this to open the Attach File Dialog Box to add an attachment to this invoice.

Attach from Repository

Click 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 link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.

Attach URL

Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.

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.

Attachment

The name of the attachment associated with this item. Click to open the attachment.

Subject

A brief description of the item.

Location

The location to which the file is uploaded.

Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.

Path

The full path to the file.

File Size

The size of the attached file.

Date Attached

The date the file or link was attached.

Attached By

The user who attached the file or link.

Custom Fields tab:

This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and clicking Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add Custom Fields.

Versions tab:

Use the Versions tab to maintain a history of your document changes. This tab only displays when you open the document in View mode, not in Edit mode (open the document by clicking the document name, not the Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and identify who created the versions and when the versions were created. You can create and preserve a new version of the document at any stage during a project. To create a new version of the current document, choose Version Document from the Select an action drop-down list. You can use the Contract Management Administration Application to configure the Version Document feature to automatically create a new version of your document each time you save the document (see Configure the Content Management Version Document and Attachment Feature for more information).

Version

Lists different versions of the current document in reverse chronological order.

Click view to open each version. Each version shows the information available in the document when the version was created.

User Account

Shows the name of the user who created the corresponding version.

Date

The date on which the item was created or issued.

How to access this document window:

1. Expand the Project Information folder in the Project View and click Companies.
2. Click a company name from the list of companies on the log window.

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