Contractors Communication
Updated this week

Click on a relevant link below to continue:

A. Create New '13 Contractors Communication'

It can be created by users in Contractor role by going to 'Project Forms' or 'Contracts' area as applicable.

Expand the 'D. Communications' group and select '13 Contractors Communication' type.

Click on '+ Create Form' to create a new '13 Contractors Communication'.

B. Enter Details for '13 Contractors Communication'

This form is used by Contractor to initiate any type of contract related communication with the Project Manager whenever required. Below is a description of the available fields:

B1. Contract Search

To use the search options available - contract code and contract description - to search the contract for which Contractor's communication is to be raised. This would be specifically helpful in cases when you have a long list of contracts and you need to filter out the required contract from the list.

B2. Contract

To select the contract for which Contractor's communication is to be raised. You cannot proceed further with this form without selecting a contract. Based on the contract selected, some of the information may get auto-filled in the form.

B3. To (Project Manager)

To select the Project Manager for sending them Contractor's communication.

B4. User Ref

To enter details for user reference. This is an optional field.

B5. Communication Type

To select a communication type for this Contractor's communication. Available options include different clauses applicable to the selected contract based on which communication can be initiated.

B6. Subject

Enter a subject line for this Contractor's communication.

B7. Reason for communication

To select a reason for this Contractor's communication. Available options are - For Acceptance / For Information / For Comment / For Action.

B8. Section

To select the section applicable in the contract for this Contractor's communication. Click here for detailed help on contract sections.

B9. Details of communication

To enter details for this Contractor's communication.

B10. The date by which the Contractor is to respond to this notification is (within ___ days)

Displays the date by which Project Manager has to respond to this Contractor's communication.

Entering Distribution List

B11 Add New Recipient

To add new recipients in form distribution list, you need to click on 'Add New Recipient' option available at bottom left of this form section. It will open a layered screen with options to enter details regarding distribution for each recipient added to the form.

B11.1 Recipient User

To select users for form distribution.

B11.2 Form Actions

To select form tasks that needs to be distributed to the selected recipient user.

B11.3 Action Due

To select due date for selected form actions based on the selected recipient user.

Note - While distributing 'For Information' form action, it is not mandatory to select a due date; however, it would be required if distributing other types of form task.

This distribution list may get auto populated based on pre-defined distribution groups if already created for the section selected for this form.

Note: You may add recipients to the distribution of this form by using the 'Add New Recipient' option. Recipients that you add here will be remembered by the form even when saving a draft. Alternately, you may also use the Ad-Hoc distribution module above to add other recipients. However, if you use the Ad-Hoc distribution module when assigning a 'Review Draft' action, that action will not be remembered by the form after the recipient reviews it.

Entering Reference Document Details

B12 Click here to add Reference Document details

To add new reference document details, you need to click on 'Click here to add Reference Document details' option available at bottom left of this form section. It will add a new row wherein you can fill details regarding description of reference document and include hyperlink for the same.

To attach external files as reference documents, click here for detailed help on how to attach files while creating a form.

To associate existing files on the projects accessible to you on Asite, click here for detailed help on how to associate files while creating a form.

B12.1 Description

To enter a description of the reference document that you are adding.

B12.2 Hyperlink

To enter a hyperlink for the corresponding reference document description.

C. Submit Details for '13 Contractors Communication' / Save Details as Draft

Once you have entered the required details, click 'Send' button to save / submit the details. This will send a 'Respond' task to the Project Manager. Also, the form will be distributed separately as per the distribution list entered while creating the form if any.

In case you plan to edit and submit later, use the 'Save Draft' button to save the details as a draft. In such a scenario, you have an option to get the draft message reviewed by some other user by assigning them 'Review Draft' task. Users who are added as 'Draft Only' members in the contract management team will only be able to save the form details as a draft and cannot 'Send' the form.

Click 'Cancel' if you want to entirely cancel the form under creation. Clicking on 'Cancel' will prompt the user to confirm once again as any unsaved data in the form under creation will be lost forever once it is cancelled.

D. Edit Draft of '13 Contractors Communication'

Click here for detailed help on how to edit an existing form draft.

E. View Existing '13 Contractors Communication'

To open an existing '13 Contractors Communication' form for viewing, click on the form title from relevant listing area. The form will open in view mode as shown below.

Click here for detailed help on Form Viewer Options.

Click on the contract number to view related contract details. Similarly, click on any of the form id's with hyperlink to open related form as applicable.

F. Respond on Existing '13 Contractors Communication'

It can be responded to by user in Project Manager role.

To respond on a quotation, go to 'Project Forms' or 'Contracts' area as applicable.

Expand the 'D. Communications' group and select '13 Contractors Communication' type.

From the forms listing, go to the required contractors communication and click on 'Respond' task assigned to you.

Alternately, follow the steps to view existing '13 Contractors Communication' form then select 'Reply' or 'Reply All' from the 'Task' menu.

F1 Response

Enter your response as a Project Manager.

F2 Status

Select a status for the Contractor's communication as 'Accepted' or 'Rejected'.

Entering Reference Document Details

F3 Click here to add Reference Document Details

To add new reference document details, you need to click on 'Click here to add Reference Document Details' option available at bottom left of this form section. It will add a new row wherein you can fill details regarding description of reference document and include hyperlink for the same.

To attach external files as reference documents, click here for detailed help on how to attach files while creating a form.

To associate existing files on the projects accessible to you on Asite, click here for detailed help on how to associate files while creating a form.

F3.1 Description

To enter a description of the reference document that you are adding.

F3.2 Hyperlink

To enter a hyperlink for the corresponding reference document description.

Once you have entered the required details, click 'Send' button to save / submit the response details.

Click 'Cancel' if you want to entirely cancel the response under creation. Clicking on 'Cancel' will prompt the user to confirm once again as any unsaved data in the form response under creation will be lost forever once it is cancelled.


Next Article: PMs Communication


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