PM Document Tracking Form

Use this form to track all of the documents associated with a project created in Project Management, and to create new documents.

Although all views will include all document tabs, the information included on each tab may differ by view based on modifications made to the view in PM Document Tracking Grids. If you are using the default view provided by Viewpoint, you may find that certain columns exist on that view that are not included on your custom views. This is due to the fact that the default view is occasionally updated to include additional columns. Although any new views created after updates to the default view will include the new columns, existing views will not, and you must therefore add the columns manually. For information on modifying views, see PM Document Tracking Grids Form.

You can customize how this form displays by creating document tracking views. For example, you can select which columns display on the tabs and how they are labeled. Document tracking views are created using PM Document Tracking Views and then customized using PM Document Tracking Grids. This form will display using the default Viewpoint view unless you set up a default document tracking view in PM Company Parameters. You can change the view by selecting File > Select Document Tracking View, and then choosing a document tracking view. For more information, see PM Document Track View Select.

Once you select a tab, all documents in the specified category that have been set up in Project Management for the specified job will display in the grid. If you want to filter the records shown, you can use the Filter Bar option (View menu or Grid button on toolbar) to restrict which documents are displayed. See Working with Grids in Related Topics below for information about the filter bar.
Note: This form is display only, as it is intended only for viewing purposes. However, you can access the original document to make changes by placing focus on the desired document and clicking the Setup Form button or by double-clicking the record. This will take you to the originating program, so that you can edit the document as necessary (though edits may be limited), save the changes, and return to this form. Changes are automatically updated to the grid for the selected document.

Highlighted Records

The Submittals, RFI's, RFQs, and Other Documents tabs all have row highlighting functionality to identify when certain conditions exist (e.g. whether the document is current or overdue).

When each of these types of document is entered in its associated form, various 'due' and 'received' dates may be entered, depending on the document type. For example, when entering a submittal, you have the option to enter 'due' and 'received from' dates for the subcontractor, and 'sent to', 'due from', and 'received' dates for the architect/engineer. If entering an RFI, the options are 'date of request' and 'date response required'.

Based on these various dates, documents may or may not be highlighted in the grid. If a document is highlighted, it is considered overdue; that is, the current date is equal to or greater than the due date, and no received date has been entered. Once all of the appropriate dates have been entered, the highlighting will disappear. Changes to a line's color are only applicable if the document’s status is other than “Final”.

Creating New Documents

You can create new documents by clicking on the desired document tab (such as Submittals) and then clicking the Setup Form button below the grid. This opens the appropriate setup form (such as PM Submittals) and you can then create the new document.