You can manually add contacts to a distribution list for any
applicable record in Project Management (for example, subcontracts, subcontract change
orders, RFIs, and drawing logs).
Contacts are automatically added to the Distribution
tab of a document form (such as PM Subcontracts or PM Request for Information) in one of
three ways:- When you include a contact in Create and Send
communication.
- When you set up a contact as a default for the document type
in PM Assign Distribution Defaults (accessed by selecting the Distribution button
on the toolbar and selecting Distribution Default).
- When you create a new record in an applicable form (for
example, PM Subcontracts) and specify a vendor that is set up as a project firm
with contacts defined.
However, you can also manually add contacts to the distribution list directly in
the Distributions tab of the related form.
- From the Vista main menu, open the applicable form
(for example, PM Subcontracts).
- In the Project field,
enter the project to work with or press F4 to select from a list of
valid projects.
- Select the record to work with (for example, if in PM Subcontracts, use the
Subcontract field to select the subcontract).
Some forms require entry of a document type and document. For example, in PM
Request for Information, you must enter an RFI Type and RFI.
- Select the Distribution tab.
Note: If you selected the Always Show Form checkbox on the Project Firm Contacts form, the screen automatically displays the
Project Firm Contacts selection window, allowing you to select contacts to
add to the grid. If you did not select the Always Show Form checkbox, you
can access the Project Firm Contacts window by selecting from the toolbar.
- Select the contact you want and then drag-and-drop it onto the Distributions
tab.
The selected contacts are added to the Distributions grid.
- Close the Project Firm Contacts window.
- If you want to add a contact not listed in the Project Firm Contacts
window:
- In the Send To
Firm field, enter the "send to" firm or press F4 to select from a
list of all active firms or project firms.
- In the Send To
Contact field, enter the "send to" contact or press
F4 to to
select from a list of active firm contacts or project firm
contacts.
- For each contact added to the grid (via manual entry or drag-and-drop), if the
contact should receive communications related to this project/subcontract,
select the Send checkbox.
- Verify that each contact's Preferred Method of correspondence is correct.
- In the Send Type
field, select how to include the contact in communications: To, Cc, or
Bcc.
- Select the Send checkbox for each contact that should receive communications. If this checkbox is
not selected, the contact is excluded when generating documents via the Create
and Send feature.
