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Working from Task Smart Folder
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Working from Task Smart Folder
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Different task related operations can be carried out from the Tasks Smart Folders. When a smart folder is selected the contents in the folder are displayed. Select a Task from the list and carry out an operation. Operation can be carried out from the Pinned items on the tab strip and options in the More menu.
Figure: Smart Folder-Tasks
Different operations that can be carried out from the smart folders are explained in the following section.
Send
This option is used to send documents to next stage after completing the work. You can send a document using a guided workflow or an unguided workflow. For more information on sending documents refer Sending Documents through a workflow.
Client Comments: Usually the client marks their comment on the document and sends it back. This comment file is updated into Wrench along with approval status code details, received back date and other details.
Update Internal Approval Status Code
Approval Status Code: Approval status code defines the customer's response on a document that has been sent for customer approval. For Example: If a document is rejected by customer, the document will have to be revised as per suggestion and the overall percentage of progress (in creating the document) will drop considerably as it needs a lot of rework. The approval status codes are applied to each customer (in customer master). Every Client follows unique Approval Status Codes. To accommodate this Wrench saves the various Approval Codes with corresponding internal codes.
To update approval status code
Update Submission Details
Submission Details: Documents are sent by vendors to the contractor through transmittals. For the purpose of identification these transmittals have a unique number. On receipt of these transmittals document controller updates the transmittal number and transmittal receipt date into Wrench. These details are used for future reference and communications.
Update Interim Percentage
Interim Percentage: Update Interim Percentage is used to add an interim percentage between the earned percentage and anticipated progress percentage for the next milestone defined in the rule set window.
Schedule
Click this option to schedule a selected task, if it is not scheduled.
Complete
Select this option to complete a document if it has gone through all workflow stages. User in the last stage of the workflow can complete the document using this option.
Forwarding for Information
With this option you can notify users about the status of a task. In addition a user who is not a part of the workflow would be able to access the object which is being sent through a workflow. Thus you can send an item to a user who is not in the workflow stage for additional comments or help.
Revise
Using this option you can revise a completed document.
Pin to smart folder
Using this option you can add the documents to Smart Folder. The pinned document will be available in the selected smart folder irrespective of the rules based on which the smart folder is created. It is also possible to unpin documents from the smart folder.
Unpin from smart folder
Select this option to remove a document from the smart folder.
View Specter
Click this option to view the specter files attached to the task.
Create Task
You can create a task from this menu.
Download Specter
Using this option specter files attached to a document can be downloaded. If there are multiple specter files attached to document they are listed in the Download Specter window. Select the files that you want to download from the window and click OK.
Figure: Downloading Specter files
Export to Excel
In most Project sites the vendors does not have rights to work on WBS. Hence the administrator will publish Task smart folders of the respective discipline to vendors so that, vendors can update details like Vendor document number etc. Instead of updating the details one by one the values can be updated uusing MS Excel template.
After selecting a task, on hovering the mouse above the option Export To Excel, a pop-up menu is displayed.
In the menu two options For Update and As Displayed are available.
On clicking As Displayed after selecting a single item or without selecting any items, the following alert message export is displayed.
Click OK to export all the items in the smartfolder.
On clicking As Displayed after selecting multiple items, the selected items are exported to MS Excel.
In case you want to modify data in the exported file and import it back to update task details, click the option For Update.
Bulk Export Wizard is displayed.
The following options are available.
Select all columns: If the radio button next to this option is selected, pre-defined set of columns are exported to excel.
Select Columns: If the radio button next to this option is selected, column selection wizard is displayed. User can select the columns that are to be exported.
Select templates: if the radio button next to this option is selected, system will display the export templates created in the WBS in the drop-down list. User can select one template to export data.
Update Task Details
On clicking Update Task Details from Task Smart Folder, a pop-up menu is displayed.
The following options are available in the menu.
Interactive: On clicking the option ‘Interactive’, bulk update task details window is displayed, where task details can be updated.
From MS Excel: On clicking this option, WRENCH Bulk Update Wizard window is displayed. Here the updated excel file can be selected and the data in the excel sheet can be exported.
Bulk Operations Log: Once the Update process is completed, the user can view the status of the update process in the ‘Bulk Operation Log window.
Bulk Update Progress
In a typical construction project, there will be multiple activities happening at the same time. It would be very difficult for the users to open each task to update progress. To handle this, facility to update progress in bulk is available. Progress can be updated for multiple leave level tasks and multiple parent level task combination or multiple parent level task. Progress can be updated in bulk for quantity based tasks and date based tasks.
Progress can be updated in bulk for quantity based tasks and date based tasks. If Bulk Update Progress option is selected for quantity-based tasks window for updating quantity-based tasks is displayed. If the selected tasks are date-based tasks, window for updating date-based tasks is displayed. If the selection contains both quantity and date type tasks the following warning message is displayed.
For more information on bulk updating progress see Managing WBS>>WBS Level/Task Operations>>Bulk Update Progress.
Creating Smart Folder links
Smart Folder links can be created from document smart folders and task smart folders.This will help users to access documents and tasks in WRENCH smart folders from external locations.
To create smart folder link
External and Internal links are generated as shown in the following figure.
Figure: Creating Smart Folder Links
Generated links can be send through mail.
Mail window is displayed. External and Internal links are displayed in the window.
