Step 2: Create the document(s)

Follow the steps below to generate a project document using the Create and Send feature.

The steps below will generate a PDF document using a document template, which means you cannot edit the generated document. Click here if you need to edit the document before it is sent.

  1. Open the Documents tab on the PM Send Documents form.
  2. Each generated document displays as an item on the tab.
  3. Select Template in the Document Source column.
  4. Select a template in the Document column. This is the template that will be used to generate the document. For example select your RFI document template to create an RFI.

General information about document templates

Document templates are created and maintained using the PM Create & Send Templates Form form. These can be the standard document templates included in the application, or custom document templates that you have created.

The document templates that display in the Document column are filtered by Document Category . For example only RFI document templates will display in the Document column if Request For Information displays in the Document Category field.

The template you want to select does not display

There are few reasons why the template that you want to select does not display.

  • Template list is being filtered - You can use the PM Assign Project Templates form to configure which templates will display in the list. More

  • Template is not active - Only active document templates will display in the Document drop down menu. Document templates are activated using the Active Template box on the Info tab of the PM Create & Send Templates Formform.

Default document templates

There are two ways to set up a default document template.

  • On a project - You can set up a default document template on a project using the PM Assign Project Templates form. More

  • On a company - You can also set up a default document template on a company using the Document Templates tab on the PM Company Parameters form. More

  1. Optional: Use the Edit box and Edit Documents button to edit the generated projects documents before they are sent. More
  2. If you set up a default document template on the company or project, the Document column will default with that selection. Click here for more information.
  3. Optional: Generate additional documents to include in the email.

    Use the PM Search Documents form to select additional records. For example select the RFIs and project issues that you want to generate. The selected records will be added to the Documents tab on the PM Send Documents form where you can select the document template that will be used to generate them.

    Click here for an overview of the Create and Send feature.

    What you need to know...

    • Only use this process if you want to generate new documents.

    • If you want to email project documents or files that have already been created, use the Attachments tab on the PM Send Documents form.

    • The system will automatically relate the documents that you generate to the source document using the Related Items feature. For example if you are creating an RFI but would also like to generate a change order and project issue document, the system will automatically relate the generated project issue and change order document with the RFI. You can see these relations using the Related Items panel on the PM Work Center.

    • Follow the steps below to select the documents that you would like to generate and then include in the email.

    1. Click the Select Records icon () on the PM Send Documents form. This will open the PM Search Documents form.
    2. The Project field is disabled and will display the currently selected project.
    3. Use the search fields to locate the records that will generate the documents included in the email.
    Note:

    These fields will populate with default values based on how the form was launched. Click the Clear button if these defaults do not apply.

    • Use the Category field to find records of a specific document category, for example contract change order, change order request, pending change orders, etc. A Subcontract option does not display in the list. To generate a document with a Subcontract document category, launch the Create and Send () feature from the PM Subcontracts form.

    • Use the Document Type field to find records of a specific type. This field is disabled if you select a document category in the Category field, and records of that category cannot be assigned a document type. Document types are created and maintained using the PM Document Types form.

    • Use the Firm field to find records that are associated with a specific PM module firm. This field does not apply to all document categories - for example subcontracts are associated with vendors, not with firms.

    • Use the Vendor field to find records that are associated with a specific PM module vendor. Just like the Firm field, this field does not apply to all document categories - for example pending change orders are associated with firms, not vendors.

    1. Click the Search button and the selected records will display in the Available Documents section at the bottom of the form.

      Click the Reset button to restore the defaults that populated in the fields when the form was opened.

      Click the Clear button to remove all selections in the search fields.

    2. Select the records that will generate the documents in the Available Documents section. You can use CTRL or SHIFT to select multiple records.

      To select a range of records, hold down SHIFT and click on the first and last record in the range.

      To select specific records, hold down CTRL and click on each record that you would like to include.

      You can also use the Keyword field in the Available Documents section to filter the records that display. Only records that include the keyword in a column in the Available Documents section will display.

    3. Click the Add button to move the selected records to the Selected Documents section. The records in this section will be used to generate the documents that are included in the email.

      Click the Add All button to add all of the records in the Available Documents section to the Selected Documents section. For example if you want to generate a document that includes the entire submittal register, select Submittal Register in the Category field, click

      Click the Remove or Remove All button to remove records from the Selected Documents section.

      Documents may display in red

      A document will display in red if there are no contacts associated with it. For example if you select an RFI, the document will display in red if there are no contacts on the Distribution tab on the PM Request For Information form.

    4. Click OK . This will close PM Search Documents, and return you to PM Send Documents.
    5. Open the Documents tab on the PM Send Documents form.
    6. Template is selected in the Document Source column next to each document that you selected. This means a template will be used to generate the document.
    7. Select the document template that you want to use to generate each document in the Document column.

General information about document templates

Document templates are created and maintained using the PM Create & Send Templates form. These can be the standard document templates included in the application, or custom document templates that you have created.

The document templates that display in the Document field are filtered by Document Category .

If the template you want to select does not display

There are few reasons why the template that you want to select does not display.

  • Template list is being filtered - You can use the PM Assign Project Templates form to configure which templates will display in the list. More

  • Template is not active - Only active document templates will display in the Document drop down menu. Document templates are activated using the Active Template box on the Info tab of the PM Create & Send Templates form.

Default document templates

There are two ways to set up a default document template.

  • On a project - You can set up a default document template on a project using the PM Assign Project Templates form. More

  • On a company - You can also set up a default document template on a company using the Document Templates tab on the PM Company Parameters form. More

  1. Optional:Use the Edit box and Edit Documents button to edit the generated project documents before they are sent. More

  2. The documents will be generated and added as attachments when the email is sent.

  1. Go to the next step, generating reports. More