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.
  • In the project menu, click ModuleName > RecordType.
  1. If the Search panel is closed, click Search icon (Search) on the navigation toolbar.
  2. 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.
  1. In the record module, click the record.

    2. If you want to open the full record, you can:

    • Click aspect_ratio (Expand) in the Information or Create panel.
    • Click more_horiz (More) > Open Full Form on the record.
    • Click more_horiz (More) > Open in New Tab on the record.
    • Double-click the record.
  2. In the full record, click Previous item icon (Previous) or Next item icon (Next) to open the previous or next record based on the list when the current record was opened.

    3. Previous item icon (Previous) and Next item icon (Next) are not available when you open the record in a new tab.

  • On the navigation toolbar of the record, click refresh (Save and Reload).

    • The record is saved and updated with the latest information from all users.

  1. In the record, on the navigation toolbar, click lock (Locked).
  2. To keep the record open, click save (Save).

    3. —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 module, as well as different comment types.

Record type Module Collaborative or data-entry
Action items Records Collaborative
Applications for payment (AFPs) Financials Data-entry
Budget items Financials Data-entry
Change order requests (CORs) Financials Data-entry
Checklists Records Data-entry
Contract invoices Financials Data-entry
Contracts Financials Data-entry
Cost forecasts Financials Data-entry
Daily reports Records Data-entry
Field work directives Records Collaborative
General invoices Financials Data-entry
Issues Records Collaborative
Meeting minutes Records Data-entry
Notices to comply Records Collaborative
Potential change orders (PCOs) Financials Data-entry
Prime contract change orders (PCCOs) Financials Data-entry
Punch items Records Collaborative
Purchase orders (POs) Financials Data-entry
Requests for information (RFIs) Records Collaborative
Safety notices Records Collaborative
Subcontract change orders (SCOs) Financials Data-entry
Submittal packages Records Data-entry
Submittals Records Collaborative
Transmittals and correspondence Records 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 draft records.
  • 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.
  1. Open the record view.
  2. On the navigation toolbar, click add_circle (Create).
  3. Enter the record details.

    4. For more information, refer to the topic for each record type.

  1. Open the record view.

    2. Change orders can't be copied.

  2. In the tile or list view, on the record, click more_horiz (More) > Copy.

    3. —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.
  • The description or question, 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.
  • Workflow status permissions are applied in the Batch Edit panel. If you don't have the Editor permission, your changes aren't applied.
  • Some changes may not be applied due to the record's workflow status or missing required information.
    1. 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.
    2. You change the Discipline field.
    3. You add a comment with a linked file.
    4. 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.
  1. Select the records.
    1. To switch to the Select mode, select the checkbox for a record.
    2. To select more records, click each one.

      3. —Or—

      To select all the records, click done_all (Select All) on the navigation toolbar.

      To select multiple records in the list view, press Shift and click another record in the list.

      Selecting multiple records

      Selecting multiple records using click + Shift

  2. In the Batch Edit panel, update the information.
    • To edit a field, click edit (Edit), and then select an option.

      • 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.

    • 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.

      • 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.

  3. Add a comment.
    1. In the comments field, enter a comment.

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

      Resize comment field
    2. To link an item to the comment, click link (Add Links), and then select an item.

      3. If you select the Upload File option, the file is only linked to the first record in the list. To link a file to multiple records, first upload the file to the File Library, and then click link (Add Links) > File Library in the Batch Edit panel.

    3. 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.

      4. If a record already has an answer or resolution, the new one replaces it.

  4. Click Update.

    5. 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.

    • —Or—

    In the Information panel, click save (Save).

    Changes are saved automatically in the Information panel when you:

    • Close the panel or select a different panel.
    • Select another tile or row in the data view.
    • Navigate away from the current data view.

    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 financial record, you must first remove any financial records that are linked to it.

To delete a potential change order (PCO) with two items:

  1. You remove the first PCO item from a subcontract change order (SCO).
  2. You delete the other SCO that's linked to the second PCO item.
  3. You delete the PCO.
  1. Open the record type module.
  2. To switch to the Select mode, select the checkbox for a record.
  3. To select more records, click each one.

    4. —Or—

    To select all the records, click done_all (Select All) on the navigation toolbar.

  4. Click more_horiz (More) > Delete Selected Records.

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.