Edit Project Documents: Letter

The Edit Project Documents: Letters functions as a way to send a letter associated to job. You can use the distribution to mark who should receive the letter. This module also has the functionality for documents so you can check the audit log and add attachments etc.. associated to the letter.

For the Letter Project Document, you can edit the General info (Fig. 1), Distribution, Notes, Attachments, Emails, and Audit log pertaining to each Letter.

**You can edit the Letter information as long as the Letter is not closed AND you are one of the following: Assigned as the From, Creator, or in the Distribution list.

Fig. 1.

The General info screen is the first edit screen to appear (Fig. 2), You can easily navigate to the other edit document screens by using the tabs under the title (Yellow box Fig. 1).

General Information

By default the From of the Letter is the Requester. There is no one Assigned to the Letter by default, to change this, click on the edit icon (Purple box Fig. 1). This will take you to the Assigned To Edit screen (Fig. 2)

Fig. 2.

Letter To: Information

From this screen you can either edit the information for the assignee or add a new contact as the assignee. To completely clear and start from nothing for the assignee, Press the “Clear” Button (Red box Fig. 2). For editing the existing assignee information, change the fields, ensuring the Company and Name are filled out before either pressing the “Save”, or “Save & Close” Buttons (Green box Fig. 2). You can either change assigned individuals’ company or add a new one by using the “Edit” or “+/Add” Buttons (Orange box Fig. 2). To change the assignee, either select a new contact via the dropdown, or enter a new contact using the “+/Add” Button (Purple box Fig. 2)

**Either adding a contact or company brings you to the standard add page for the corresponding field.

Fig. 3

Distribution

The Distribution list can be used to show everyone involved with the Letter and is used for emails. To remove an individual from the list, use the corresponding “X” Button (Red box Fig. 3) To add a contact or multiple contacts to the list, use the “+” Button (Green box Fig. 3). This will take you to the standard Contact search screen with the exception that it will check boxes along the first column, where you can check all contacts you wish to add, then press save to add them.

Notes

This is the standard notes menu, see the link for documentation

http://support.concretevision.com/documentation/notes/

Attachments

This is the standard Attachments menu, see link for documentation

http://support.concretevision.com/documentation/attachments/

Fig. 4

Email

**You can only send an email if the status is either Sent or Closed.

Once one or more emails have been sent, you can view them from this tab. You can view the email details using the “View/folder” Button (Orange box Fig. 8), which will open a window with the email details. You can download the corresponding attachment by clicking the pdf link (Green box Fig. 8). You can sort using the blue headers (Purple boxes Fig. 8), to sort by Date, From, or Subject.

Audit Log

This table shows a list of all changes that have been made.