PM Other Documents Form
Use the PM Other Documents form to create and maintain documents that are not part of the current application.
For example :
As Built Drawings
Operating & Maintenance Data
For Your Information
Request For Proposal
Test & Inspection Log
Product Data Sheets
An administrator sets up these documents types using the PM Document Types form (select Other in the Document Category field). Once the document types are created, you can set up, create, and send these documents using this form.
- Creating Transmittals - You can create a transmittal from the active document using the Add a Transmittal Based on a PM Document. option. For more information, see
- Creating a Distribution List - You must create a list of project contacts that
should receive documents and communications using the Distribution tab. Contacts are
added one of two ways:
- Drag and Drop - By default the Project Firm Contacts form displays when you open the Distribution tab. The Project Firm Contacts form displays a list of contacts associated with the project using the Firms tab in PM Projects. Drag and drop a contact from the Project Firm Contacts form to the Distribution tab to add the contact.
- Manual Entry - You can manually enter contact information on the Distribution tab. If the contact is not already associated with the project, a message displays when you save the record. Select Yes to add the contact to the distribution list and to PM Project Firms. Select No to add the contact to the distribution list only.
- Generating and Sending Documents - Using the Create & Send feature, you can generate other documents and send them to project contacts. For more information, see About the Create and Send Feature.
The History tab provides a record of all additions, changes, and deletions made to the specified document. Each history record shows the action date/time, action type (add, change, delete), the field affected, the old and new values (where applicable), the user name of the person performing the action, and a description of the action. You can also view the history for ‘other’ documents in PM Document History (see Related Topics below).
The Related Items feature allows you to link associated items - for example link a project issue with the RFIs, meetings, PCOs, and other documents and records that relate to the issue.
Items are linked in several ways:
- Automatically - The system automatically relates two records when one record is used to generate another. For example if you select on PM Issues, the system will automatically relate the created RFI and the project issue used to create it. The Create drop down in the PM Work Center also automatically links related records.
- Manually in a form - You can manually create and remove item relations using the PM Related Items form. This form is launched from most forms in the PM module by clicking the drop down next to the Related Items icon and selecting Add Record Items. PM Relate Items has search functions that allow you to quickly locate records and then manually add or remove the relations.
- Manually in the PM Work Center - You can also manually relate items using the drag and drop feature on the Related Items panel on the PM Work Center. For example if you receive an MS Outlook email about an RFI, you can open that RFI in the PM Work Center and then drag and drop the email from MS Outlook to the Related Items panel. This will add the email as an attachment and as a related item on the RFI.
Once the items are linked, use the Related Items panel on the PM Work Center and most PM module forms to view and open the related items.
You can also create related records using the Create Related option (). When you create a new related record, the system uses the the information on the currently selected record, defaulting some of the fields to reduce data entry. In additon, the new record is automatically associated with the current record.
Use the Distribution Audit () feature to view all of the documents generated using the Create & Send feature, as well as any communications sent using the Create & Send feature. For more information, see PM Document Distribution Audit Form.
Use the Distribution icon () to either set up a distribution default on a project or create a distribution group.
- Distribution Default - Use distribution defaults to define what documents a contact
should always receive by default when using the Create & Send feature. For more
information, see PM Assign Distribution Defaults Form.Note: Assigning a new distribution default will not change the distribution of the current document. The new distribution default will only be applied when you create a new document.
- Distribution Group - A distribution group is a collection of contacts that you regularly group together and send correspondence to - for example a group of contacts that receive submittals. These groups can then be added to communications created using the Create and Send feature. For more information, see PM Distribution Groups Form.