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Defect Notification by Supervisor
Defect Notification by Supervisor
Updated this week

Click on a relevant link below to continue:

A. Create New '18 Defect Notification by Supervisor'

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

Expand the 'E. Certificates' group and select '18 Defect Notification by Supervisor' type.

Click on '+ Create Form' to create a new '18 Defect Notification by Supervisor'.

B. Enter Details for '18 Defect Notification by Supervisor'

This form is used by Supervisor to send defect notification to Contractor so that they can go ahead and fix the defect. A single defect can be notified per Defect Notification form. 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 Defect Notification 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 Defect Notification 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 Contractor

To select the Contractor for sending them Defect Notification.

B4. Section

To select the section applicable in the contract for this Defect Notification. Click here for detailed help on contract sections.

B5. User Ref

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

B6. Subject

Enter a subject line for this Defect Notification.

B7. Location

Enter location details of the Defect.

B8. Description of Defect

Enter a description of the Defect.

B9. Defect Status

This will show as 'Open' by default.

B10. Further Information

Enter further information for this defect notification if any.

B11. The defect correction period is ___ days and the end of this defect correction period is on ___

Displays the days for defect correction and end date by which defect needs to be corrected by the contractor.

Entering Distribution List

B12 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.

B12.1 Recipient User

To select users for form distribution.

B12.2 Form Actions

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

B12.3 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

B13 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.

B13.1 Description

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

B13.2 Hyperlink

To enter a hyperlink for the corresponding reference document description.

C. Submit Details for '18 Defect Notification by Supervisor' / 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 Contractor to address the defect that is raised in the notification. Also, the form will be distributed separately as per the distribution list entered while creating the form.

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 '18 Defect Notification by Supervisor'

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

E. View Existing '18 Defect Notification by Supervisor'

To open an existing '18 Defect Notification by Supervisor' 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 '18 Defect Notification by Supervisor'

It can be responded to by user in Contractor role who has been specifically selected by Supervisor while raising the Defect Notification.

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

Expand the 'E. Certificates' group and select '18 Defect Notification by Supervisor' type.

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

Alternately, follow the steps to view existing '18 Defect Notification by Supervisor' form then select 'Reply' or 'Reply All' from the 'Task' menu.

Below is a description of the available fields:

F1. Comments

Enter your comments as a contractor.

F2. Status

Select a status for this defect notification as 'Resolved or 'Cancelled'.

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. The response will be submitted to Project Manager and only they can close the communication by changing the form status to 'Closed' once they have got required response from the contract, or else they can continue with the communication as needed.

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: Defects Certificate


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