Create and Send a Contract Notice (D)

Once you have set up your Contract Notice template, you can proceed to create your Contract Notice.

For this process, we are demonstrating how to create and send a Notice of Variation. The steps will be the same for all Contract Notices.

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Set Up Contract Notice Templates (D)

1. Under “Document Management”, click on “Contract Notices”.

2. Click "New CN" on the bottom toolbar or the same under the Operations tab on the top toolbar.

3. Complete the following fields:

• Notice Type - select the relevant template from the dropdown list ( Ref No will auto populates, Response Expected – untick if not relevant)
• Notice To - select from the dropdown list (Note: addressees must either be a full/associate user, or a Contact in your Contact Register).

Optional:

• On Behalf Of – select from the dropdown list ( if you have inserted the fields : {{CN_On_Behalf_Of}}, {{CN_On_Behalf_Of_Company}}, this will show your Name and Company)  
• Date Required - the date a response is expected 
• Notes – add notes if applicable

You can edit or insert text in the message or use the template as it is.

Click “Save”.

4. Now, you have to link the Contract Notice to your Variation, Lot, Approval, etc  depending on which auto complete fields that you have used in your template,  so that these fields can pick up the data from your project.

As we are creating a Notice of Variation for this process, we will link this Contract Notice to a Variation that has been created.

Select the Contract Notice e.g. NOV, and double click on "Variations" under Related Items on the right panel. In the "Variation Selector" dialog box, select the relevant variation and click on "Link Selected".  Click "Close".

5. You can now see the Variation has been linked.

6. Double click on your Contract Notice again to open it.

On the bottom toolbar, you can click on each action one at a time:

1) Render – sets in place the field place holders ready for publishing (Note : you can still edit the other text after rendering).

2) Publish – once published, the notice is locked and cannot be edited

3) Email – to generate the email and send the contract notice to the addressee

Or you can action the three steps in one click by clicking on “Email” straightaway which will automatically render, publish and generate the email all at once.

7. In this example, the Email icon is clicked on and a dialog box will pop up with the message advising that the email will be locked for editing and sent to the recipient.

Click "OK' to proceed.

Note: Clicking "OK" will not send out the email straightaway. Refer to the next step.   

8. Once you click on the email, the following dialog box will appear. Here, all the auto complete fields will be replaced with the actual data. Review the contents of your email. You can also attach a file with your email here. Scroll down to the bottom and click on the “Send” tab.

Click "Save and close" to return to the Contract Notice register.

Updating the Contract Notice after receiving a response from the recipient

9. Once you have received a response, you can update your Contract Notice. Double click on the Contract Notice to open it. Click on the "Responses" tab. Click on the "New Response" tab at the bottom.

10. Complete the following fields: 

• Person to Action 
• Date Action Required By
• Add a message 

If there are no outstanding issues and the response has been resolved, you can click on "Mark completed".

Click "Save & Close".

11. Alternatively, if no response is required, you can just close out the Contract Notice. Open the Contract Notice and click on the “Closeout” tab, then "Close out". A dialog box will pop up for you to complete "Closed by" and "Date". Add a note if applicable.

Click "Save & Close".