Search tips
- To search in a subset of topics, click
in the search field and select a filter.
- To search for a specific word or phrase, add quotation marks around it (example: "budget column") in the search field.
- To remove highlighting on the search terms in a topic, click
.
- To search within a topic, click
, press Ctrl+F, and enter the search term.
Records
You can create different types of records to keep track of project information. You can also create reports for the records.
- Locked records, which have a locked workflow status, can't be modified. However, if you have the related permission, you can unlock the record for editing.
- Fields in a record can be locked if the record is linked to another record or used to create a new one.
- Several factors affect a user's access to specific records.

- Open the dashboard, and then click ModuleName > RecordType.
—Or—
On the navigation toolbar, click > ModuleName > RecordType.

Click Document Control > RFIs.

- If the Search panel is closed, click
(Search) on the navigation toolbar.
- Set the filters.
- The search terms are applied to text fields, including lookup lists, company and contact fields, and custom fields, in the records that you have access to.
- When you search by the assignee company or contact, only open assignments are searched.

- In the record view, click the record.
- Click aspect_ratio (Expand) in the Information or Create panel.
- Click more_horiz (More) > Open Full Form on the record.
- Clickmore_horiz(More) > Open in New Tab.
- Double-click the record.
- In the full record, click
(Previous) or
(Next) to open the previous or next record.

If you want to open the full record, you can:
The previous and next records are based on the list when the current record was opened.
(Previous) and
(Next) are not available when the record is opened in a new tab.

- On the navigation toolbar of the record, click refresh (Save and Reload). —Or—
In the Information panel of a collaborative record, click refresh (Save and Reload).
The record is saved and updated with the latest information from all users.

- In the record, on the navigation toolbar, click lock (Locked).
- To keep the record open, click save (Save).
—Or—
To close the record, click arrow_back Done.

Collaborative and data-entry record types are available for tracking your project information. Only collaborative record types use the Create and Information panels in the record view, as well as different comment types.
Record type | Module | Collaborative or data-entry |
---|---|---|
Action items | Document Control | Collaborative |
Applications for payment (AFPs) | Budget and Cost Management | Data-entry |
Budget items | Budget and Cost Management | Data-entry |
Change order requests (CORs) | Budget and Cost Management | Data-entry |
Checklists | Field Management | Data-entry |
Contract invoices | Budget and Cost Management | Data-entry |
Contracts | Budget and Cost Management | Data-entry |
Cost forecasts | Budget and Cost Management | Data-entry |
Daily reports | Field Management | Data-entry |
Field work directives | Field Management | Collaborative |
General invoices | Budget and Cost Management | Data-entry |
Issues | Document Control | Collaborative |
Meeting minutes | Document Control | Data-entry |
Notices to comply | Field Management | Collaborative |
Potential change orders (PCOs) | Budget and Cost Management | Data-entry |
Prime contract change orders (PCCOs) | Budget and Cost Management | Data-entry |
Punch items | Field Management | Collaborative |
Purchase orders (POs) | Budget and Cost Management | Data-entry |
Requests for information (RFIs) | Document Control | Collaborative |
Safety notices | Field Management | Collaborative |
Subcontract change orders (SCOs) | Budget and Cost Management | Data-entry |
Submittal packages | Document Control | Data-entry |
Submittals | Document Control | Collaborative |
Transmittals and correspondence | Document Control | Data-entry |

You can create a record or copy a record and then edit the details.
- Required fields are marked with an asterisk (*) but aren't enforced for records that use the Draft workflow status.
- If autonumbering is off, the Number field is editable until the record is saved with a non-draft status. If autonumbering is on, the number is assigned after the record is saved with a non-draft status.
- Cost forecasts, prime contract change orders, and subcontract change orders can't be copied.

- Open the record view.
- On the navigation toolbar, click add_circle (Create).
- Enter the record details.
For more information, refer to the topic for each record type.

- Open the record view.
- In the tile or list view, on the record, click more_horiz (More) > Copy.
Change orders can't be copied.
—Or—
Open the record, and then click content_copy (Copy) on the navigation toolbar.
- Changes to the original record are saved automatically when you copy the record.
- Comments, assignments, courtesy copies, and links aren't copied to the new record.
- You can copy a meeting by creating the next meeting.

You can select multiple records and then update them with the same information. Batch editing is available only for collaborative record types.
- Record permissions are applied in the Batch Edit panel. If you don't have the Modify permission for any fields in the Batch Edit panel, the panel isn't displayed when you select records.
- Some changes may not be applied due to the record's workflow status or missing required information.
- You select the following RFIs:
- Record A - Draft record that has all the required information.
- Record B - Draft record that's missing the question, which is required.
- Record C - Record that has a locked workflow status.
- You change the Discipline field.
- You add a comment with a linked file.
- After you click Update:
- In Record A, all the changes are applied.
- In Record B, the Discipline field is updated, and the file is linked to the record. However, the new comment isn't added because the record doesn't have a question yet.
- In Record C, none of the changes are applied because the record is locked.


- Select the records.
- To switch to the Select mode, select the check box for a record.
- Click the records.
- In the Batch Edit panel, update the information.
- To edit a field, click edit (Edit), and then select an option.
- To mark your assignments as done, turn on the Mark my assignment as Done toggle.
- To add an assignment or courtesy copy, click Add, and then select the name.
- Add a comment.
- In the comments field, enter a comment.
- To link an item to the comment, click link (Add Link), and then select an item.
- To save the comment as the answer or resolution, turn on the Log as the Answer (RFIs), Mark as Approved Docs (submittals), or Log as the Resolution toggle.
- Click Update.
—Or—
To select all the records, click done_all (Select All) on the navigation toolbar.
If the field is empty, it is cleared in the selected records when you click Update. To cancel a change, you can click clear by the field.
A person can only be added once as an assignee or courtesy copy recipient, so duplicates are ignored when the changes are saved.
If you only have the Modify permission for assignments, the Add button is available, but new assignments aren't added to the selected records.

To resize the comments field, click and drag the edge of the field.

The Upload option for linking items isn't available in the Batch Edit panel.
If a record already has an answer or resolution, the new one replaces it.
The confirmation dialog tells you how many records are updated successfully.

- At the bottom of the panel, click Reset.

If you edit an out-of-date field, your changes overwrite the previous changes when you save the record. The previous changes are logged on the History tab.
Your changes are saved automatically if you navigate to the previous or next record.

- To keep the record open, click save (Save).
—Or—
To close the record, click arrow_back Done.

- In the Create panel, click Save or Save + Add Another.
- Close the panel or select a different panel.
- Select another tile or row in the data view.
- Navigate away from the current data view.
—Or—
In the Information panel, click save (Save).

Changes are saved automatically in the Information panel when you:
If you click aspect_ratio (Expand) before saving the changes, they're displayed in the record but aren't saved yet.

You can only delete unlocked records.

To delete a potential change order (PCO) with two items:
- You remove the first PCO item from a subcontract change order (SCO).
- You delete the other SCO that's linked to the second PCO item.
- You delete the PCO.

- Open the record type view.
- To switch to the Select mode, select the check box for a record.
- Click the records.
- Click more_horiz (More) > Delete Selected Records.
—Or—
To select all the records, click done_all (Select All) on the navigation toolbar.

To delete one record, you can also:
- Click more_horiz (More) > Remove on the record.
- Open the record, and then click more_horiz (More) > Delete on the navigation toolbar.