Email Open Items to External Team Members

The Open Items email can be sent to external team members (eg. architects, subs) listing certificates and project information that requires their attention and folllow up. This function is available from the procurement, correspondence, documentation, quality and safety, and scheduling landing pages. Below are the records that the system will check to determine if items exist.

Potential Open Items

Company Profile - Insurance & Licenses

Feature Filter Criteria
Insurance List General and Project Specific Insurance Records that are expired for Selected Company
Licenses Licenses that are expired for Selected Company

Contract Administration Module

Feature Filter Criteria
CPR - Impacted Company CPR Status = Pending or Pending Submission, Impacted Company = Selected Company & Contact, Impacted Company Response Date = Null

Procurement Module

Feature Filter Criteria
Procurement RFP Package Vendor Locking = False, Bidder = Selected Company & Contact, Date Responded = Null

Correspondence Module

Feature Filter Criteria
Issues Issue Status = Open, Company Involved = Selected Company & Contact, Response Date = Null
Journal Journal Status = Open, Recipient = Selected Company & Contact, Response Date = Null
RFI RFI Status = Open, Recipient = Selected Company & Contact, Response Date = Null
Submittal - Originator Submittal Status = Open, Originator = Selected Company & Contact, Date Item Rec'd From Orginator = Null
Submittal - Recipient Submittal Status = Open, Recipient = Selected Company & Contact, Response Date = Null

Documentation Module

Feature Filter Criteria
Meeting Items Mtg Item Status = Open, Item's Responsible Party = Selected Company & Contact
Owner Items Actual Delivery = Null, Supplier = Selected Company & Contact
Work Order - Issued To WO Status = Open, Issued To = Selected Company & Contact
Work Order - Reviewer WO Status = Open, Reviewer = Selected Company & Contact, Review Comments = Null

Quality and Safety Module

Feature Filter Criteria
Comply Notice Comply Notice Status = Open, Issued To = Selected Company & Contact, Response Date = Null
Punchlist Item Punchlist Status = Open, Responsible = Selected Company & Contact, Completion Date = Null
Test and Inspection Test Overall Status = Open, Sample Test Status = Pending, Testing Company = Selected Company

Scheduling Module

Feature Filter Criteria
Scheduling Tasks Task Status ≠ Completed, Assigned Resource = Selected Company & Contact

Data Entry Steps From Current Lead or Project Home Page

  1. Click the 'Lead' or 'Projects' icon on the left menu.
  2. Select the Lead or Project in the 'Quick Select' section. This will then refresh the page and show the 'Current Lead or Project Home' page.
  3. Click the 'Project Team' tab.
  4. Click the 'External Team Members - Email Open Items' link.
  5. Select the Company.
  6. Optional: Select the Contact.
  7. If a contact is not specified, select 'Company Only' for Show Items Assigned To otherwise select 'Company and Contact'.
  8. Optional: Assign a TeamLink Portal Security Role.
  9. Click the blue 'Continue' button. This will then refresh the page showing the open items.
  10. Review the open items list. If an item should not be on the list, please click on the record hyperlink to review the project information.
  11. Click the blue 'Send Email' button at the bottom of the form. This will include a hyperlink and security code allowing the external team member to access the portal for their follow up.

Data Entry Steps From Module Landing Page

The open items email option is available on Procurement, Correspondence, Documentation, Quality and Safety and Scheduling modules.

  1. On the module landing page, click the 'External Team Members - Email Open Items' link.
  2. Select the Company.
  3. Optional: Select the Contact.
  4. If a contact is not specified, select 'Company Only' for Show Items Assigned To otherwise select 'Company and Contact'.
  5. Optional: Assign a TeamLink Portal Security Role.
  6. Click the blue 'Continue' button. This will then refresh the page showing the open items.
  7. Review the open items list. If an item should not be on the list, please click on the record hyperlink to review the project information.
  8. Click the blue 'Send Email' button at the bottom of the form. This will include a hyperlink and security code allowing the external team member to access the portal for their follow up.

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