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
- Click the 'Lead' or 'Projects' icon on the left menu.
- 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.
- Click the 'Project Team' tab.
- Click the 'External Team Members - Email Open Items' link.
- Select the Company.
- Optional: Select the Contact.
- If a contact is not specified, select 'Company Only' for Show Items Assigned To otherwise select 'Company and Contact'.
- Optional: Assign a TeamLink Portal Security Role.
- Click the blue 'Continue' button. This will then refresh the page showing the open items.
- 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.
- 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.
- On the module landing page, click the 'External Team Members - Email Open Items' link.
- Select the Company.
- Optional: Select the Contact.
- If a contact is not specified, select 'Company Only' for Show Items Assigned To otherwise select 'Company and Contact'.
- Optional: Assign a TeamLink Portal Security Role.
- Click the blue 'Continue' button. This will then refresh the page showing the open items.
- 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.
- 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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