Email Notifications and Workflows - EcoSys - 4.03 - Help - Hexagon

EcoSys Contracts Help (4.03)

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EcoSys Standard Version
4.03

Email notification functionality is included in all Contract Management sub-modules.

Email Notifications to Contracts

When a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List is created in EcoSys, email notifications are not sent to workflow users. However, following any further status changes of these objects, email notification will be sent to the creator of the Contract.

Many of the email screen prints below pertain to RFIs; however, similar emails are produced for Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List.

Open a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List

When a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List is opened using the action, the status of this object is changed to Open, and the creator is notified through email.

For example: Email notification of opening RFI using the Open RFI action.

Close a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List

When a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List is closed using the action, the status of this object is changed to Closed, and the creator is notified through email.

For example: Email notification of closing RFI using the Close RFI action.

Email Notifications to the Distribution List of Contracts

When a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List is created in EcoSys, an email notification is not provided. However, following any further status changes of these objects, email notification will also be sent to the EcoSys resources assigned in the distribution list as All Contract Workflow from Contracts > Contract Setup > Contract Register – Workflow Admin. In addition, when an EcoSys resource is assigned as a specific type of workflow in the distribution list, user will be notified by email from that type of workflow event. For example, a resource assigned as RFI Workflow will receive email when Open RFI or Close RFI workflow is executed.

Many of the email screen prints below pertain to RFI; however, similar emails are produced for Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List.

Open a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List

When a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List is opened using the action, the status of this object is changed to Open, and the EcoSys resources assigned in the distribution list are notified through email. For example, a resource assigned as All Contract Workflow or RFI Workflow receives an email when a RFI is opened using Open RFI workflow.

For example: Email notification of opening RFI using the Open RFI action.

Close a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List

When a RFI, Meeting Minutes, Payment Certification, Submittal, Transmittal, Safety Item or Punch List is closed using the action, the status of this object is changed to Closed, and the EcoSys resources assigned in the distribution list are notified through email. For example, a resource assigned as All Contract Workflow or RFI Workflow receives an email when a RFI is closed using Close RFI workflow.

For example: Email notification of closing RFI using the Close RFI action.

Email Notifications to Contract Budget and Change Distribution List

Budget-related email notifications are only sent to EcoSys resources assigned in the distribution list as All Contract Workflow or "Budget Workflow" from Contracts > Contract Setup > Contract Register – Workflow Admin when the Contract Budget is submitted for approval, approved, rejected, or re-opened. Email notifications are ONLY sent to EcoSys resources assigned in the distribution list as All Contract Workflow or Change Workflow when the Contract Change is created, submitted for approval, approved, rejected, placed on-hold, cancelled or re-opened.

Many of the email screen prints below pertain to Contract Budget; however, similar emails are produced for Contract Change.

Contract Budget or Change Creation

When a Change is created using the Create New Change action, the distribution list of All Contract Workflow or Change Workflow is notified through email. The Status (Open) is listed in the Status column.

For example: Email notification of Contract Change Creation using the Create New Change action.

Submit Budget or Change for Approval

Emails are sent to the Budget or Change and All Contract Workflow distribution list when the Budget or Change is submitted for approval. When the Budget or Change is submitted, the status of the Budget or Change is modified to Submitted.

For example: Email notification of Submit a Budget for Approval.

Approve Budget or Change

Emails are sent to the Budget or Change and "All Contract Workflow" distribution list when the Budget or Change is approved. When the Budget or Change is approved, the status of the Budget or Change is modified to "Approved".

For example: Email notification of Approving a Budget.

Budget or Change Rejection

Emails are sent the Budget or Change and All Contract Workflow distribution list when the Budget or Change is rejected. When the Budget or Change is rejected, the status of the Budget or Change is modified to Open. The Budget or Change log will contain additional detail regarding the rejection event.

For example: Email notification of Budget Rejection.

Re-Open Budget or Change

Emails are sent to the Budget or Change and All Contract Workflow distribution list when the Budget or Change is re-opened following approval. When the Budget or Change is re-opened, the status of the Budget or Change is modified to Open.

For example: Email notification of re-opening a Budget.

Place Change On-Hold

Emails are sent to the Change and All Contract Workflow distribution list when the Change is placed on-hold because of running the Place Change on Hold action.

Cancel Change

Emails are sent the Change and All Contract Workflow distribution list when the Change is cancelled because of running the Cancel Change action.