Project Log - Field Descriptions

Use the table below for reference when completing the fields on this screen.

Field

Description

New

 When you click New, select a category. You can link the new entry to a selected row.

The Project Log will look up the Entry Method specified in Category Maintenance.

  • If Log entry screen was selected, the Log Entry screen opens in a new tab.
  • If Use HTML form was selected, you will be prompted to select a form.

Selections

 Click to open the Selections window.

Edit

 Select a record and click Edit to open the record for editing in a new tab.

Delete

 Click this button to remove the selected log entry. This will also remove transaction links from the 'Related documents' of other entries.
Note: Change Request entries cannot be deleted from this screen. You must use the Change Request Entry screen to remove these entries.

Related

 Click to view documents related to the selected record. Related Documents can also be found on the bottom of HTML Form Entry.

You can also drag-and-drop files in the Project Log grid to attach them.

Form

 Click this button to generate a PDF form for the selected category.

Grid

Category

 Categories are broad in scope and can be anything that helps you organize your correspondences, for example, the name of who sent the document or which part of the job the document is about.

Date

 Spectrum shows the most accurate date. It will search for the dates in the order shown below. If one is blank, then it will search for the next.

Log Entry:

  • Issued date
  • Email date
  • Create date

Change Request:

  • Approved date
  • Origination date

Number

 The item reference or change request number displays.

Topic

 Enter or change the topic name.

Ball in court

 Enter the name of the responsible contact. Spectrum automatically completes the field if the name matches an existing Job Contact name. Otherwise a search window displays.

Respond by

 Use the calendar to select a date.

Closed?

 Log Entry: Select the box to close the status.

Change Request: This check box will be selected if the status type is 1 or 5.

Activity Activity flag

 Select an activity that describes the project. In the Activity flag field, a circle corresponds to the activity.

Action needed = Red

Tracking = Yellow

Info only = Green

Priority Priority flag

 Select the priority and the corresponding flag will display.

High = Red exclamation point

Medium = Yellow dash

Low = Blue arrow

Cost impact Schedule impact

 Select if the cost and schedule will be affected. The number of days that the schedule is impacted displays.

Change requests

Spectrum looks at the amount shown for the Cost Impact Amount to determine if it is selected. It defaults to selected if there is any impact on the contract amount to the customer, regardless of whether there is any actual cost impact to the job. Change Requests cannot be edited

Number of related documents

 When you drag one row into another, the number of related documents for each row will increase by 1.

Weeks old

 Spectrum calculates the age of this entry based on the Date column and the current server system date.

Spectrum determines the number of days between the Date and the server day, then divides by 7.

A negative value displays if the grid date is later than the current server date. This would occur when a future-dated entry has been recorded in Log Entry or Change Request Entry.

Count

 The number of grouped records displays.

Days til due

 The number of days displays in green if the item is not yet due. The number is red if the item is currently due or overdue.

Answered date

 Select the date when the correspondence was answered.

From To

 For a log entry, the contacts from the Log Entry - Recipients Tab display.

For a change request, the customer name displays.

Discipline

 This typically defines the type of information the record is related to. For example, it can be a delay notification, a defective work notice, or the person responsible for completing a task.

Spec section

 The specification section code and description associated with this job display.

The value displays if all rows contain the same value in a group.

Subsection

 You can edit this column only for non-change request lines.

The value displays if all rows contain the same value in a group.

Building Area

 The building and area descriptions that have been entered in Building / Area File Maintenance display.

Issued date

 Select the date when the correspondence was issued.

Email date

 The date the correspondence was emailed displays.

Created date

 This is the date the log was created. It originates from the Log Entry - Details Tab.

Status

 The log status displays in this column.

You can change the status in Change Request or Change Order Entry.

Change request status codes are assigned in the Change Request Status File Maintenance screen.

You can also edit this field for non-change request lines.

If the status code is changed to an action type not equal to 4-No recognition of revenue or cost, no billing, all revenue must be assigned to billing items, all costs must be assigned to phases, and undistributed amounts on the Billing Setup tab must be deleted before you can designate a new status.

Details tab

Responsibility

 Enter the name of the person responsible for taking action based on the correspondence. For example, this could be the person responsible for completing a task detailed in the correspondence. You can enter up to 250 characters.

Reference

 The reference number displays. If the Category is Correspondence, you can enter any text.

Sent via

 The method the item was sent displays.

Direction

 Inbound displays if you are the recipient of the correspondence; Outbound displays if you were the creator of the correspondence.

Weather AM temperature PM temperature Precipitation Precipitation amount Wind

 Add or edit information about weather conditions and additional details.

Phase

 The Phase associated with this job displays.

External ID Owner number

 The IDs from an external application display.

Entry ID

 This is a combination of the Category and Reference number.

Authored by

 Enter the name of the person who created the record.

Cost impact amount

 Enter the amount that the project's cost will likely be affected.

For Change Requests, the change request amount displays. This is the same as the Amount column in Change Request Entry - 5. Billing.

Schedule impact days

 Change request data displays in this column. Approved days or Requested days display.

Sent to submitter date

 Enter the actual date that the submittal letter was sent.

Required from submitter date

 Enter the date indicating when the submittal letter response should be returned.

Received from submitter date

 Enter the actual date the submittal letter response was received.

Sent to approver date

 Enter the date that the submittal was actually sent to the approver.

Required from approver date

 Enter the date indicating when the submittal response should be returned from the approver.

Received from approver date

 Enter the date that the submittal response was actually received from the approver.

Returned to submitter date

 Enter the actual date when the submitter is notified of the submittal's return.

Scheduled delivery date Actual delivery date Inspection date Reinspection date Scheduled complete date Signed off date

 Enter the date the submittal was scheduled, the date it was actually delivered, the inspection and re-inspection dates, the scheduled complete date, and the date the project was signed off on.