Add A Journal

Step 1: General Journal Information

  1. Click the Lead or Projects icon on the left menu.
  2. Select the Lead or Project in the Quick Select section.
  3. On the Lead or Project menu, select Journals.
  4. Click the Actions button on the far right.
  5. Click Add Manually option from the drop-down menu.
  6. In the data entry form, the Lead or Project # should be selected already but can be changed.
  7. The Journal # and Issue Date are auto-generated but can be modified.
  8. Optional: Set the Issue Time
  9. Enter a brief Subject.
  10. Select the Journal Type (ex. Letter, Fax, Email, Note). This field can be used for filtering or sorting records. Admins can add options in Settings | Feature Settings | Correspondence | Journal Types.
  11. Optional: Select Reminder and/or Due Date. These dates will appear in the Correspondence Calendar and as an Alert (see bell icon at top of main menu).
  12. Select the From Company and Contact:
    Required Fields:
    • Company
    • Address Type
    Optional Fields:
    • Contact
    Note: The company drop-down will be the Project Directory. Typically, your firm will be referenced in this section.
  13. Enter the Journal Message.
  14. Optional: Enter or Select References. The magnifying glass icon next to certain fields can be used to select an existing record.
    • Prime Contract #
    • CPR / CO #
    • Subcontract #
    • SCO #
    • Drawing
    • Location
    • Spec. Section
    • Other
  15. Click the Next button.

Step 2: Select Companies and Contacts Responding to Journal

Companies and Contacts that will be responding to the journal must exist in the Contact Management module and be referenced in the Project Directory prior to importing. If company contacts are not going to be imported at this time, please use the Skip button shown in the footer.

This step is optional but recommended.

  1. Optional: Use the Seach box to filter the company and contact listing.
  2. Click the checkbox next to the companies and contacts that will be added to the Journal.
  3. Click the Add and Next or Add button in the footer. The latter would be applicable when using the Search box.

Step 3: Linked Files

Files such as images or PDFs that pertain to the Journal can be uploaded and linked to the record. If files will not be added or uploaded at this time, please use the Skip button shown in the footer.

Upload Files from Local Hard Drive:

  1. Select one or more files on your local hard drive and drag them to the Drag files here section or use the Select Local Files button shown on the right.
  2. Click the Add and Finish button.

Link Existing Files that have already been uploaded to the system:

  1. Click the Link Existing Files button on the right.
  2. Select the View
    • Current Project / Feature
    • Current Project Drawings and Specifications
  3. Select the Feature
  4. Select one or more files listed in the grid using the checkbox on the left.
  5. Click the Link and Close button below the grid. These files will be added automatically to the record and will not be shown in the Drag Local Files section.
  6. Click the Skip and Finish button below the grid.