Enter Invitation to Bid Request Popup Window Field Reference

The Enter Invitation to Bid Request popup window contains the following tabs:

Contacts/Routing tab

Each row in the grid is a contact associated with the document. Click Add Document Routing Distribution Group to add users from one or more document routing distribution groups to the tab. The Document Routing Distribution Control checkbox on the Document Management Settings screen must be selected for the routing fields to be enabled. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids.

Note: You can only use document routing if you have selected the Document Routing Distribution Control checkbox on the Document Management Settings screen.

If you are reviewing the document, update the Status and Memo from User fields.

Field

Description

One Time Contact

Select the checkbox to indicate whether this contact is a one-time contact.

Contact Type

Enter the Contact Type for this contact or click to select the contact type from a lookup list. If you select a contact type, the lookup list for contacts is filtered by that contact type. If you select a contact before selecting the contact type, the contact type defaults to the most recent contact type used for that contact or, if the contact does not have a contact type, the contact type defaults to General. You can enter or select a new contact type for contact. Viewpoint Estimating will associate the contact with the new contact type when you save the document.

Name

Enter the name of an existing Contact or click to select the contact from a lookup list. The lookup list for contacts is filtered for the contact type you selected in the grid. In addition, the lookup window displays a column for each default contact type, which you can use to further filter the list. You can select to include one-time contacts and/or only contacts on the selected project in the lookup window.

Tip: You can add new contacts or modify existing contacts from the lookup window.

To add a contact, click New in the List of Contacts lookup window and complete the fields on the Contact screen popup window. When you are finished, click OK to save the contact.

To modify a contact, in the List of Contacts lookup window, click on the contact you want to modify and click Open. Modify the fields on the Contact screen popup window as needed. When you are finished, click OK to save the contact.

Role Click to select the contact's role.
  • To
  • From

E-mail As

Click to select the type of e-mail recipient for the contact. If you do not select a type, the contact will not receive an e-mail.
  • Primary
  • CC
  • BCC

Notes

Enter any comments or notes about the routing. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Routing Type

Click to select the type of review expected of the user for this document distribution. You can only add routing for contacts who have a Viewpoint Estimating user ID.

  • Review Only - No response is expected from the reviewer.

  • Action Required - A response is expected from the reviewer.

  • No Routing - The contact does not review the document.

Routing Date

Enter the routing date or click to select the date from a date picker.

Routing Due Date

Enter the date the contact's response is expected or click to select the date from a date picker.

Routing Priority

Click to select the priority of the contact's response to the routing distribution.

  • High
  • Normal
  • Low
Routing Status Enter the code for the status type for the routing distribution or click to select the status type from a lookup list. The status type sets the active/inactive status of the routing distribution.
Closed Date Enter the date the routing distribution is closed or click to select the date from a date picker.
Routing Memo To User Enter any comments or notes about the document to the user on this line. If you are the user on this line, other users can enter memos to you here. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Routing Memo From User Enter any comments or notes about the document if you are the user on this line. This memo appears from you to all other users. You can enter formatted text in this field. Click to open the Formatted Text Editor.
Routing Created By Displays the user who added the contact to the document and the date and time the contact was added.
Company Displays the company for the contact.
E-mail Address Display the e-mail address for the contact.
Work Phone Displays the work phone number for the contact.
Extension Displays the work phone extension for the contact.
Cell Phone Displays the cell phone number for the contact.
Main Address Street 1 Displays the first line of the contact's main address.
Main Address Street 2 Displays the second line of the contact's main address.
Main Address City Displays the city of the contact's main address.
Main Address State Displays the state of the contact's main address.
Main Address Zip Displays the zip code of the contact's main address.
Main Address Country Displays the country of the contact's main address.

Activity/History tab

Use this tab to record actions taken on the document and view the history of the document.

Field

Description

Document Activity sub-tab - Use this sub-tab to record actions taken on the document. Viewpoint Estimating automatically enters activities for printing the PDF file using the On Save of Document options and sending an e-mail with the PDF file attached. In addition, you can enter other activities manually based on the activity types you defined on the Document Management Settings screen. Click to add a row to the grid. Click to delete the active row from the grid.See Grids for tips on using grids in Viewpoint Estimating.

System Generated

Indicates whether Viewpoint Estimating automatically created the row. If the checkbox is selected, the row cannot be modified or deleted. This field is display only.

Date

Enter the date the activity occurred or click to select the date from a date picker.

Time

Enter the time the activity occurred.

Type

Enter the code for the activity type or click to select the activity type from a lookup list.

Description

Enter a description of the activity.

Memo

Enter any comments or notes about the activity. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Document History sub-tab - This sub-tab records details every time the document is saved, including when it was saved, who saved it, and the owner. If a PDF file was created when the document was saved, you can view the document.

Change Comment

If you are modifying the document, enter the reason for the changes. You can enter formatted text in this field. Click to open the Formatted Text Editor. Depending on your Document Management Settings, this field may be required.

Revision History grid - Each row in the grid is a revision of the document. The fields are display only.

Revision Number

Displays the number for the document revision.

Modified Date

Displays the date the revision was saved.

Modified By

Displays the user who saved the revision.

Owner

Displays the document owner at the time the revision was saved.

Change Comment

Displays the change comment saved with the revision.

Document File

Click View to view the PDF file created when the document was saved. If the PDF file was not created the button is disabled.

Binder tab

Field

Description

Binder tab - Each row in the grid is a binder item. A binder item is an item associated with the record. You can attach a file to a binder item and set reminders for binder items. It can be useful to create binder items for contracts, legal documents, and photos. Use the Binder Items Type screen to create and manage categories for binder items. A paper clip icon appears on the tab when it contains binder items. Use the View Binder Items screen to manage all of your binder items in Viewpoint Estimating.

Click to add a row to the grid. Click to delete the active row from the grid.

Note: Any binder items attached to the bid are not copied to the project when it is created from the Enter Project Manager Worksheet screen.
Tip: You can create a binder item with an attachment by dragging and dropping a file from the following programs:
  • From Windows Explorer, drag and drop a file to the Binder Items grid to add the file as linked attachment.

  • From Microsoft Outlook, drag and drop an item (such as an e-mail, note, or meeting) to the Binder Items grid to add the item as an embedded attachment. Note that Microsoft Outlook must be installed on your computer to drag and drop an item to the Binder items grid.

Reference Existing Binder Item

If a binder item already exists in Viewpoint Estimating and is shared, you can reference it (rather than creating a new, separate binder item).

Click Reference Existing Binder Item, select the binder item you want to reference from a lookup list, and click OK.

Open

You can open one or more binder item attachments. You must have the software required to open an attachment—such as Adobe Reader—installed on your computer to be able to view it. Any changes you make to a binder item attachment are saved when you close the attachment.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click Open.

E-mail

You can send one or more binder items in e-mail message. You must have MAPI-compliant e-mail software—such as Microsoft Outlook—installed on your computer to send an e-mail message with a binder item.

In the Select column, select the checkbox for each binder item you want to include in the e-mail and click E-mail.

Binder grid

Select

Select the checkbox to perform an action on the binder item, such as opening the item's attachment or sending the item in an e-mail.

Binder Item Type

Enter the binder item type for the binder item or click to select the binder item type from a lookup list. The binder item type determines the various behaviors of binder items.

Description

Enter a description of the binder item.

Date

Initially displays the current date. If you want to modify the date for the binder item, enter the new date or click to select the date from a date picker.

Shared

Select the checkbox to make this binder item available for reference throughout the application.

Attachment Value

Enter the full path and file name of the binder item attachment or click and navigate to select a binder item attachment.

Attachment Type

Displays the file type for the attachment.

Attachment Method

Defaults to the last attachment method used. Click to select the method to use for the attachment. .

  • Link - A linked attachment is stored within a file system (either on your computer or on your network). Other users must be able to access this file system in order to view or send the attachment in an e-mail.

    • Note: If you delete a binder item with a linked attachment, you are deleting only the link. The attached document remains in your file system.
    • Note: If you delete the attachment file from the file system, the link is broken.
  • Embed - An embedded attachment is stored within Viewpoint Estimating. You can set an embedded attachment so that it can be shared throughout the application. Sharing an embedded attachment allows other users to reference it in other records in Viewpoint Estimating. For example, if you create an embedded attachment of a contract, you might reference it in both the vendor record and the project record.

    Note:
    • If you delete a binder item with an embedded attachment that is referenced in another record, you are deleting only the link. The attached document remains embedded.
    • If you delete a binder item with an embedded attachment that is not referenced in any other record, you are actually deleting the attached document. The document will no longer be available.

Attach when E-mailing

Select the checkbox to include the attachment when sending an e-mail using the On Save of Document E-mail checkbox. This checkbox is always selected for the document's PDF file.

Status

Click to select the status of the binder item. .

  • Active - Binder item is available for use and appears in lookup lists.

  • Inactive - Binder item is not available for use and does not appear in lookup lists on other screens. However, it persists in previous selections.

Owner

By default, displays the current Viewpoint Estimating user ID. If needed, enter the users for the binder item owner or click to select the owner from a lookup list.

Reminder Date

Enter the date for the reminder for the binder item or click to select the date from a date picker. The application uses this date to determine whether this binder item appears on the View Alerts screen and the View Tasks screen .

Notes

Enter any comments or notes about the binder item. You can enter formatted text in this field. Click to open the Formatted Text Editor.

Inactive Date

If the status is Inactive, enter the date the binder item became inactive or click to select the date from a date picker.

Priority

Click to select the priority of the binder item. .

  • High

  • Normal

  • Low

Source Type Grid - When you click to display the card view, the Show All References button appears. Click Show All References to display and edit details for additional sources where the binder item is attached. Each row in the grid is a source where the binder item is attached. The first row in the grid is always the current source. Click to add a row to the grid. Click to delete the active row from the grid.

When you add a binder item to another source using the Source Type grid, the binder item is automatically shared.

Note: You cannot add binder items using the Source Type grid for the following source types: Connect Settings, Meeting Minutes Agenda, Meeting Minutes Action Item, Customer Lien Releases, and Vendor Lien Releases.

Source Type

Enter the type for the source to which you want to add the binder item or click to select the source type from a lookup list.

Source Area

Displays the additional information about the source where relevant. For example, if the source is a vendor invoice, this field would display the company and vendor for the invoice. Source area information is not available for all sources.

Source

Enter the code that identifies the source to which you want to add the binder item or click to select the source from a lookup list.

Source Name

Displays the name of the source.