Use this document window to track documents that you sent to other contacts. If the document was routed to Correspondence Sent by the Select an action, Send to Corr Sent command, most of the fields default to information from the source document. Click Description on the Source Document tab to display the source document (while not in Edit mode).

Note: When you use the Send to Corr Sent command, the application will include any attachments in the resulting correspondence sent document.

The number of entries on this log window equals the number of email IDs to which you have sent that correspondence.

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.

Select an action

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

Correspondence Sent Log

Click to return to the log window.

Control Center

Click to return to the Workspace.

General tab:

To

The name of the company and key contact receiving the item.

• If a default was specified on the Set Default Field Values Dialog Box, this field is automatically filled in.
• If no default was specified on the Select Default Values dialog box, or if you want to change the company and key contact to receive the purchase order, click Select To to open the Select Contact Dialog Box to choose a contact.
• To view or edit the address information for the company to which this purchase order is going, click Address to open the To/From/Work At/Bill To Dialog Box.

From

For documents that were sent from a source document, Contract Management automatically fills in this field with the sender's name. You can change the contact by clicking browse to open the Select Contact Dialog Box.

If you are creating a new document, Contract Management automatically fills in this field with your name.

Date Sent

The date the document was sent. For a new document, Contract Management supplies the current system date. Click the calendar to select a different date from the pop-up calendar.

Time Sent

Enter the time the document was sent. For a new document, Contract Management supplies the current system time.

Subject

Enter the subject of this correspondence document.

Date Responded

Enter the date you responded to this correspondence item. Click the calendar to select a date from the pop-up calendar.

To Email

The email addresses of the people receiving the correspondence.

Status tab:

Ball in Court

The person responsible for this item.

Priority

The priority level for this item, which will appear in the BIC’s Action List.

Status

Select the status code of this document from the drop-down list.

Log Information tab:

Number

Contract Management automatically numbers each sent correspondence item sequentially. You can edit the number.

Entered By

The contact who logged into Contract Management when the correspondence was sent.

Manually Entered

• Yes indicates this document was manually created in the Correspondence Sent log.
• No indicates this correspondence document was sent to the Correspondence Sent log from another document (via the Select an action, Send to Corr Sent command).

Source Document tab:

Type

The classification for the document that was sent. If this is a new document, select its type from the drop-down list. This field can be edited if the document was entered manually. It cannot be edited if the document was created from another document.

Item Number

For documents sent by Select an action, Send to Corr Sent, Contract Management uses the number that identifies the source document, such as the meeting number or contract number. You can edit this number.

Date

The date the source document was created.

Item Status

Use the drop-down list to select a valid status code for the document.

Description

Enter a brief description of the correspondence item sent.

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.

Cost

Enter the amount (cost) attributed to implementing this document. This field can be edited if the document originated in Change Management.

Remarks tab:

Type any miscellaneous notes or information regarding this correspondence item.

Details tab:

Contract

The contract associated with this document, if any. Click browse to open the Select Contract Dialog Box to choose a contract. This field cannot be edited if the document originated in Change Management.

Reference Log No.

This number is dependent on which contract is selected, until the user edits the field.

When a new document is saved, the number increments to the next number based on the contract the document being sent is associated with. This includes documents in which a contract was not selected. (All documents where the contract is blank are considered to be associated with the same contract.)

If you edit the number that was initially incremented, Contract Management will not increment the number if a new contract is selected (once a number is entered manually, Contract Management keeps the number).

For letter, if this field is updated, the Letter Serial Number is updated.

For Change Orders:

• If the Initiator Log Number is blank, the Reference Log Number is copied to the Initiator Log Number.
• If the Initiator Log Number is not blank, the Reference Log Number is copied to the Respondent Log Number.
• Changing the Reference Log Number does not update either the Initiator Log Number or Respondent Log Number

Mail Format

If this document was created using the E-Mail Form feature (from a document window, choose Select an action, E-Mail Form) or E-Mail in the Print toolbar (from a document window, choose Select an action, Advanced Print), then PDF appears in this field to indicate that the form was mailed as a PDF file.

Issues tab:

Link

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

Issue Title and Code

The names and codes 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.

Attached in Mail

Indicates when the document was attached. Yes means that the file was attached while sending the email. No means that the file was not attached while sending the email.

This field is only available in the Correspondence Sent log if a document was sent using the E-Mail Form.

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.

To access this document window:

1. Expand the Communication folder in the Project View and click Corr. Sent.
2. From the Correspondence Sent Log Window, either choose a Correspondence Sent document, or click Add Document to add a new document.

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