Download Files from Info Exchange and Track Them with a Contract Management Item

Perform the following steps to:

  • Acknowledge the receipt of a file transfer;

  • Create a new contract management item from the file transfer;

  • Add the files to an expected contract management item;

  • Log the files as a reviewer response to an existing contract management item;

  • Add the files as supporting documents to an existing contract management item.

To download and save an incoming file transfer and track it with a contract management item

1.     If you are not already there, open the Info Exchange activity center (shown below) by clicking Info Exchange from the Project Home activity center or from the Activities list.

2.     Select All Incoming from the category drop-down list.

3.     Select the Pending Incoming Transfer file transfer you want to download.

4.     Click Receive Pending File Transfer from the Tasks panel to open the Receive Pending Transfer dialog box, as shown here:

If the Automatically Download Incoming Transfers option is selected in the Info Exchange tab of the Edit Project settings dialog box, the Acknowledge Receipt task appears instead of the Receive Pending File Transfer task. Click it to acknowledge the transfer.

If the file transfer was sent from an internal project team member via the web, a message appears asking if you want to record the transfer as an outgoing file transfer. Click No to be able to create a contract management item for the transfer.

5.     In the A Record Copy (ZIP File Format) Will be Saved in the Following Project Folder field, click if you want to change the location where the record copy of the file transfer will be saved. (The default location is defined in the Edit Project Settings dialog box.)

6.     Choose the Transfer Right Now Using this Project Center Client option.

7.     Choose the Record this File Transfer as a... from the Next Action drop-down list and click OK. The File as dialog box opens, as shown here:

8.     Select whether you are filing the transfer as a New Item or a Reviewer Response, then select the contract management type from the Project Item Type list, then click OK. The Log a Received Contract Management Item dialog box opens.

If you select Reviewer Response, you will be prompted to select the contract management item. Selecting this option files the transfer as a reviewer response to an existing contract management item. Once the file transfer is downloaded, it is listed as a Received Contract Management Item Review Response under All Incoming of the Info Exchange activity center. The reviewer response and files are added to the File Summary, Description of Contents, and the Change Log tabs of the selected contract management item. The record copy is saved to the designated folder.

9.     Enter the information as required in whichever contract management dialog box you are using and click OK to log the item. It is listed as a Received Contract Management Item in the All Incoming log of the Info Exchange activity center. Its type is changed  to Received. Acknowledging it also removes it as an open item for the internal recipients and prevents any reminders from going out to the sender in the future. The files are added to the File Summary tab of the selected contract management item in a .ZIP file.  The record copy is saved to the designated folder.

You can also file a Received Transfer as a contract management item by clicking File As from the Tasks panel.  

 

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