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Create and Link an RFI, Change Event or a Different Correspondence Item to an Existing Correspondence Item

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Objective

To create and link an RFI, change event, or a new correspondence item to an existing correspondence item.

Background 

Correspondence items are often used as precursor business processes to an RFI, Change Event, or a different correspondence type. A common example of this is where an NOD (Notification of Delay) is approved and converted into an EOT (Extension of Time) to extend the project duration. The Create & Link New Item action on correspondence items enables users to quickly create new items, carry over any essential information and attachments from the originating correspondence item, and then link the items so users can easily reference the origin event as well as any other business processes linked to an individual correspondence item.

Things to Consider 

  • Required User Permissions:
    • To create and link a 'Draft' RFI:
      • 'Read Only' level permissions or higher on the source item's correspondence type with 'Create Item' granular permission and 'Standard' level permissions or higher on the project's RFIs tool.
    • To create and link an 'Open' or 'Closed' RFI:
      • 'Read Only' level permissions or higher on the source item's correspondence type with 'Create Item' granular permission and  'Admin' level permissions on the project's RFIs tool.
        OR
      • 'Read Only' level permissions or higher on the source item's correspondence type with 'Create Item' granular permission and 'Standard' level permissions on the project's RFIs tool with the 'Act as RFI Manager' granular permission enabled on your permissions template.
      To create and link a change event:
      • 'Read Only' level permissions or higher on the source item's correspondence type and 'Standard' level permissions or higher on the project's Change Events tool.
    • To create and link a correspondence item:
      • 'Read Only' level permissions or higher on the source item's correspondence type and 'Read Only' level permissions on the new item's correspondence type with the 'Create Item' granular permission enabled on your permissions template.
        OR
      • 'Read Only' level permissions or higher on the source item's correspondence type and 'Standard' level permissions or higher on the new item's correspondence type.
  • Once an item is linked to a correspondence item, this action cannot be undone. 

Steps  

Create and Link an RFI

  1. Navigate to the project's Correspondence tool.
  2. Click the List tab.
  3. Click the Number next to the correspondence item that you want to create and link an RFI to.
  4. Click Link
  5. Select Create & Link New Item
  6. Select RFI.
    You are redirected to the New RFI page.
    The following fields automatically include the following information:
    • The Location field matches the Location field from the source correspondence item.
    • The Question field matches the Description field from the source correspondence item.
    • The Attachments includes attachments that were uploaded to the source correspondence item (not including attachments added to any responses in the correspondence item's Activity section).
  7. Optional: Update the information in the Location, Question, and Attachments fields as necessary.
  8. Finish creating the RFI. See Create an RFI for more information.
    After the RFI is created, the Links section is added to the source correspondence with a link to the RFI.
    Note: Once an item is linked to a correspondence item, this action cannot be undone. 

Create and Link a Change Event 

  1. Navigate to the project's Correspondence tool.
  2. Click the List tab.
  3. Click the Number next to the correspondence item that you want to create and link a change event to.
  4. Click Link
  5. Select Create & Link New Item
  6. Select Change Event.
    You are redirected to the New Change Event page.
    The following fields automatically include the following information:
    • The Origin field includes the source correspondence item's Number and Subject.
    • The Title field matches the Subject field from the source correspondence item.
    • The Description field matches the Description field from the source correspondence item.
    • The Attachments includes attachments that were uploaded to the source correspondence item (not including attachments added to any responses in the correspondence item's Activity section).
  7. Optional: Update the information in the Origin, Title, Description, and Attachments fields as necessary.
  8. Finish creating the change event. See Create a Change Event for more information.
    After the change event is created, the Links section is added to the source correspondence with a link to the change event.
    Note: Once an item is linked to a correspondence item, this action cannot be undone. 

Create and Link a Correspondence Item

  1. Navigate to the project's Correspondence tool.
  2. Click the List tab.
  3. Click the Number next to the correspondence item that you want to create and link another correspondence item to.
  4. Click Link
  5. Select Create & Link New Item
  6. Select the correspondence type you want to use.
    You are redirected to the New [Correspondence Type] page.
    The following fields automatically include the following information:
    • The Subject field matches the Subject field from the source correspondence item.
    • The Assignees field matches the Assignees field from the source correspondence item.
    • The Location field matches the Location field from the source correspondence item.
    • The Received From field matches the Received From field from the source correspondence item.
    • The Distribution field matches the Distribution field from the source correspondence item.
    • The Description field matches the Description field from the source correspondence item.
       Note
      If the correspondence type used for the new correspondence item has a Default Description configured (see Configure Advanced Settings: Correspondence), the new correspondence item's Description will match the correspondence type's Default Description instead of the Description from the source correspondence item.
    • Attachments uploaded in the source correspondence item are included as attachments to this new correspondence. However, attachments added to any Responses in the source correspondence item's Activity section are not included. The attachment maximum for each correspondence item is 2,500 attached files. 
       Note
      If the same custom fields were added to the configurable fieldsets for the correspondence types used for the source correspondence item and the new correspondence item (or if the correspondence items use the same configurable fieldset with custom fields), the custom fields and their data from the source correspondence item will be added to the new correspondence item.
  7. Optional: Update the information in the Subject, Assignees, Location, Received From, Distribution, Description, and Attachments fields as necessary.
  8. Finish creating the correspondence item. See Create a Correspondence Item for more information.
    After the new correspondence item is created, the Links section is added to the origin (source) correspondence with a link to the new correspondence item. The Links section is also added to the new correspondence item with a link to the origin correspondence.
    Note: Once an item is linked to a correspondence item, this action cannot be undone.