Creating a suppliers package

A suppliers package is used to handle drawings or designs when engineering designs created by vendors / contractors are to be reviewed by the “Owners” or the “Consultants” before they are used for construction. A suppliers package is created with these documents and then sent for review process.

To create a supplier package

In the package manager window click Create Package>>Supplier.

In the global menu click Create>>Package>>Suppliers.

Package Type window is displayed.

From the list of packages choose a package type and click OK button.

Package Details window is displayed with the package type field populated.

The following navigation table will help you in navigating to details on different activities that has to be carried out for creating and submitting a package.

To	See
Enter package properties	Entering package properties
Add documents to package	Adding documents to packages
Send documents through a workflow	Sending documents through a workflow
Add and remove reviewers	Adding and removing reviewers
Add document controllers	Adding document controllers
Add transmittal details	Adding transmittal details
Save the package	Saving the package
Submit the package	Submitting the package

Entering package properties

In the package details window enter values for the properties mentioned in the following table.

Figure: Package Details window

#	Property	Description
1	Type	Click the browse button to select a package type.
2	Number	Click the browse button to generate a package number. Number Generation window is displayed. Generate a number for the package using the pre-defined template. For more information on generating numbers automatically refer Number Generation.
3	Project ID	Click the browse button to select the project to which this package is associated.
4	Package Deadline	Select the date by which the package has to be completed. You can make a selection from the date picker.
5	Description	Enter a description for the package.
6	Status	This value in this field is updated automatically depending on the status of the package.
7	Lead Reviewer	Once all other reviews are completed, the lead reviewer consolidate comments marked by different reviewers attach a consolidated comment. Click the browse button to select a lead reviewer from the User Search window.

Adding documents to the package

Since the purpose of creating a package is to handle documents, you can add a set of documents to a package. In All selected documents will be added to the package on confirmation. Following are the constraints to be adhered to while adding documents to the package.

Tip

Only those documents which are in WIP status can be added to packages.
Documents should be of the same project for which the package has been created.

To add documents to the package

To remove documents from the package

Sending documents through workflow

Documents in the package can be sent through the workflow either individually or in bulk.

To send documents

Adding and removing reviewers

Documents added in the package will be reviewed and approved by single or multiple approvers. These reviewers are defined from the Reviewers tab.

To add reviewers

Adding document controllers

Document controllers have the responsibilities of post approval processing of packages such as releasing transmittals etc. Each package can be assigned with multiple document controllers.

To add document controllers

Adding transmittal Details

Once all reviewers accept the documents in the package is released using a release transmittal. You can define the properties of the transmittal that will be released with the package.

To define transmittal properties

Saving the package

Once you complete entering the details next step is to save the package. When you save the package, the status of the package will change to CREATED.

To save the package

Submitting the package

After entering properties, adding documents and selecting approvers and document controllers you can submit the package for approval. Submitted package will be listed in the Pending My Approval tab of the selected approvers.

Tip

If approvers / reviewers are not defined, package cannot be submitted. Package can be submitted by any user who has appropriate security privileges. There can be one or more approvers/ reviewers for a package. Once submitted, in serial approval mode, the package will be available in the workspace of the approvers having the lowest approval sequence. In parallel mode, all approvers will get the package in their workspace for review.

To submit the package