To create a Change Order notice, follow the steps below.
Step 1: Go to the Change Order register
Navigate to your Management module and click on the Change Order notice tool to access your project's Change Order register.
Step 2: Click the "CREATE" button
Click the "CREATE" button to start completing your notice information.
Step 3: Add recipients
First, type into the "To" field to search for the contact you would like to address the Change Order notice to.
You can then type into the "Cc" field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn't in your address book, click the "ADD NEW CONTACT" button to add them.
Note: you can search for anyone in your address book by contact name, email address, company name or tag. Contacts to not require a Webuild account to view, download or respond to your notice.
Step 4: Add notice information and response required date
Complete the description of the Change Order claim and set the response required by clicking in to the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the "response required" date has passed by checking the "Send overdue notifications" box.
Step 5: Add Change Order claim costs
Type in the item name, quantity, rate and related tax setting (i.e. excluding tax or including tax).
To add additional items, click the "ADD ITEM" button.
Note: if the costs related to the Change Order claim are unknown, check the "Costs to be Confirmed" box. Change Order costs can be added at a later date by clicking in to the notice from the register.
Step 6: Add markups or other attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your notice.
- Attach a plan/file from your document register to your notice
- Markup a plan from your document register and attach it to your notice
- Attach any form notice from your Management module to your notice
- Attach a photo or file from your device to your notice
Step 7: Send, Save or Save as draft
After adding all related information to your notice, click the "DONE" button on the top-right hand side of your screen to reveal the below options:
- Send (email notifications are sent to recipients)
- Save (email notifications are not sent to recipients, but notice is logged)
- Save as draft (come back to your notice later)
Step 8: Notifications (if sent)
After sending a Change Order notice, each contact receives an email notification like the one in the example below.
Recipients can click the "Download Notice" button to download the Change Order notice pdf and any related attachments, or click "View Details" button to view the Change Order notice and related files via the interface.
Recipients can also approve/reject Change Order claims via the interface by clicking the "Approve", "Partly Approve" or "Reject" buttons.
A record of the Change Order notice is added to your project's Change Order register with all related information, including a date/time stamp for download activity.
Example: Change Order Notice email notification
Example: Change Order notice pdf file
Step 9: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Change Order notice senders and recipients can also send messages via the notice's "COMMENTS" tab when viewing the notice online.
All replies to Change Order notice emails and messages will also be logged in the "COMMENTS" tab of the Change Order notice in the interface.
Note: recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Example: Change Order notice - "BREAKDOWN" tab
Example: Change Order notice - "NOTICE" tab
Example: Change Order notice - "RECIPIENTS" tab
Example: Change Order notice - "COMMENTS" tab
Example: Change Order notice - adding attachments to "COMMENTS" tab
If you have any questions about Change Order notices, shoot us an email at firstname.lastname@example.org and our customer success team will be in touch.