Respond to Supplemental Instruction and Close dialog box

Use this dialog box to file a response to the sender of a supplemental instruction and close it.

To

Click to open the Choose Project Team Members dialog box to select the contacts to send the supplemental instruction response to. The contact who sent the original supplemental instruction is entered by default. You can also type email addresses directly in this field.

CC

Click to open the Choose Project Team Members dialog box to select anyone else to include in the response. You can also type email addresses directly in this field.

Contacts in the CC field will receive a link to download the files, but will not be sent reminders.

From

Click to open the Choose a Project Team Member dialog box to select the contact the supplemental instruction response is from. You can also type email addresses directly in this field. If you created this supplemental instruction from an Info Exchange file transfer or an email message, the contact who sent it is automatically entered in this field.

Subject

Project Center enters the subject of the original supplemental instruction. You can edit it.

Action

Select the action taken on this supplemental instruction.

Hide Recipient List

For Info Exchange transfers only: Mark this checkbox if you want to hide the list of recipients on email notifications, forms, and transmittals, If this option is not checked, then the email notifications, forms, and transmittals will contain the To: and CC: contacts.

Date

Enter the date the response was sent.

Send Via

Select the method in which you are sending this supplemental instruction response from the drop-down list.

If you choose a drag and drop method, you will be required to add files to the supplemental instruction.

Log in Document Control

When a file has been added to the this item through the Associated Files/Files to Send tabs using Include Files From > Record Documents, marking this checkbox will log the file's record document as Issued in the Document Control activity center (the revision's Revision State changes from Draft to Issued) and the Last Issued date is logged.

Transmittal ID

Enter an ID number for the transmittal being created for the supplemental instruction response, or use the default.

Supplemental Instruction ID

The architect ID number for the supplemental instruction.

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Response tab

Use the Response section of this tab to enter the response to the supplemental instruction. The Summary section contains a summary of the supplemental instruction.

 

Description of Contents tab/Associated Files tab/Email Log tab/Related Items tab/Change Log tab

Refer to the Forward Supplemental Instruction for Review dialog box for a description of the tabs.

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Keywords

Click to open the Choose Keywords dialog box to apply keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. to the supplemental instruction.

Click to spell check the fields in this dialog box. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Print or Email Form After Filing

Mark this checkbox to open the Transmittal form, which you can review and print immediately after filing the supplemental instruction, or a transmittal email message in Microsoft Outlook (if you sent it via email) to send to the contacts in the To field to notify them that an action has been taken.

Create Related

Mark this checkbox to create a new contract management or action item that is automatically related to this item, and then select the type of item you want to create from the drop-down list. The corresponding Create Contract Management Item dialog box (or the Identify an Action Item dialog box) will open after you close this item.

 

Create

Click to send and file the response. The events that occur depend on how the supplemental instruction and its transmittal are being transferred, as indicated in the Send Via field above.

Via Info Exchange or a drag and drop method

Click to open the Transfer to Info Exchange Options dialog box to edit the settings for the file transfer, including who can access it and reminder settings, and transfer it to your Newforma Info Exchange Server.

1. • The supplemental instruction is filed in the All Closed category of the Supplemental Instructions activity center.

   • The Responded and Closed action is added to the supplemental instruction's Change Log tab.

   • The file transfer is logged in the All Outgoing log of the Info Exchange activity center.

   • The transmittal is filed in the All Sent log of the Project Transmittals activity center.

Via email

Click to open an email message in Microsoft Outlook containing information about the supplemental instruction and its files. Edit the message, then send it.

If the supplemental instruction has files attached to it, the Sending Email dialog box opens, in which you can configure how to attach the files.

• The supplemental instruction is filed in the All Closed category of the Supplemental Instructions activity center.

• The Responded and Closed action is added to the supplemental instruction's Change Log tab.

• The transmittal is filed in the All Sent log of the Project Transmittals activity center.

Via hard copy

Click to file the supplemental instruction and a transmittal.

• The supplemental instruction is filed in the All Closed category of the Supplemental Instructions activity center.

• The Responded and Closed action is added to the supplemental instruction's Change Log tab.

• The transmittal is filed in the All Sent log of the Project Transmittals activity center.

• The contacts are sent an email message notifying them of the action.

If you selected Revise and Resubmit in the Action field, the Create an Expected Resubmission dialog box opens, which gives you the option to file a new expected supplemental instruction for the original supplemental instruction.

 

To access this dialog box

You can access this dialog box in the following ways:

• Select a supplemental instruction from the Under Review category, then click Close > Respond and Close from the Tasks panel of the Supplemental Instructions activity center.

• Mark the Next Action checkbox and select Respond and Close from the drop-down list in the Record Reviewer Response for Supplemental Instruction dialog box or the Log a Received Supplemental Instruction dialog box.

If the selected supplemental instruction has files associated with it, the Select Files to Forward for Review dialog box will open before this dialog box.