Create an addendum - Intergraph Smart Materials - 10.2 - Help - Hexagon

Intergraph Smart Materials Web Help (10.2)

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Smart Materials/Smart Reference Data Version
10.2

An addendum describes additional requirements regarding materials or services in connection with the inquiry supplement.

If project default ZP_ADD_RQD is set to Yes, an inquiry supplement greater than 0 (zero) can only be approved if at least one addendum has been entered for this supplement. To create an addendum for the current inquiry supplement, do the following.

  1. Click Prepare RFQ > Addenda.

  2. Click Add Row.

  3. Type a unique number in the Addendum No. cell.

  4. Type the addendum Title.

  5. Enter the addendum description concerning this inquiry supplement in the Detail cell.

    The current inquiry Supplement is shown.

    The addenda of all inquiry supplements are displayed, but you can create addenda just for the current supplement.

  6. To attach documents to the addendum, click Attachments.

    For more information see Attach documents.

    1. Click Attach > New Document.

    2. In the Attach Document window, do the following:

      1. Type the Document Code, Revision and Seq.

      2. Optionally, type the document Short Description and Description.

      3. Proceed as follows:

        1. To attach a physical copy, select Physical and type the Source Path. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

        2. To attach a link, select Link, then click Select Destination in the Source Path box and select the destination code from the list. Click Browse in the File Name box, paste the source path address into the folder address bar, and select the file. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

        3. To attach a document to be stored in the database, select DB Storage, click Browse in the File Name box, and select a file. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

        4. To attach a hyperlink, select Hyperlink, paste the hyperlink in the File Name box, and click Attach. Optionally, add No. of Pages, Creation Date, Changed Date and Author. Click Attach.

    3. To open an attached document, do the following:

      • For a Hyperlink path type, click the File Name to open the document.

      • For a DB Storage path type, click the File Name to download the file.

      • For a Link path type, click the File Name to open the Copy Link Path dialog. Click Copy to Clipboard and paste the link into a new browser tab to open.

      • For a Physical document type, click the File Name to open it in a new browser window.

    • Combination of Document Code and Revision must be unique.

    • If DBA setting VALIDATE_ATTACHMENT_URLS is set to Y, filenames of attached documents with type Physical, Link or Hyperlink are validated against the whitelist specified with DBA Settings ATTACHMENT_ALLOWED_URLS. This means, only URLs or UNC paths are allowed which are white listed.

    SHARED Tip To display the highest revision for a document, select the document and click Set Highest Revision.

    Create a document revision

    1. To create a revision for an existing document, select the document and click Revision.

    2. In the New Document Revision dialog, type the New Revision and click Create Revision.

    Attach a document list

    1. Click Attach > Document List.

      SHARED Tip To view only the highest revision of the documents in the Documents dialog, select Display Only Highest Revision.

    2. Select the check boxes for the documents you want to attach and click Add.

    Attach a document set

    1. Click Attach > Document Set.

    2. In the Document Sets dialog, select the Document Set.

      The documents belonging to the set are displayed under Document Set Details.

    3. If you don't want attach all documents displayed under Document Set Details, select the documents you want to add.

    4. Click Add.

    If documents are attached, Yes is shown in the Attachments cell.

  7. To initiate the approval of the addendum, select Yes in Ready for Approval cell.

    The approval sequence is filled from the approval template which is assigned to Project Default ZP_APRADD, and an email is sent to the first approver.

    For more information see Approval Sequence.

    Configure Approval Sequence

    To define the approval sequence, do the following:

    1. Select Configure Approval Sequence.

    2. To use an existing template for the approval sequence, select Use Template, select a template from the Approval Template list, and select Copy.

    3. In the Configure Approval Sequence dialog, select Add Row.

    4. Enter the sequence number in the Seq cell.

    5. Select a User from the list.

    6. Select a user Title from the list.

    7. Optionally, select a Distribution Category from the list.

    8. Select Save.

    9. To define approval prerequisites for a user, select the user name in the User cell and do the following:

      1. Select Add Row.

      2. Enter the sequence number in the Seq cell.

      3. Select a User from the list.

      4. Select Save and close the dialog

      Yes is shown in Prerequisites. This means, the approvers defined as prerequisites must have approved before the user can approve.

    10. Close the Configure Approval Sequence dialog.

    Approve or Reject

    To approve or reject, do the following:

    1. In the Approval Sequence dialog, select your user name.

    2. Optionally, enter a Comment and select Save Comment.

    3. To attach a document, select Upload > Browse in the Upload dialog, select a file and close the dialog.

    4. Select Approve to approve or click Reject to reject.

    SHARED Tip If you have the ENFORCE APPROVAL privilege, you can select Enforce Approval to enforce an approval though not all persons on the approval sequence have approved.

    Reverse Approval

    To reverse an approval, do the following:

    1. Select Reverse Approval.

    2. Enter the reason for reversal in the Reason box.

    3. Select Reverse Approval.

    After all users have approved, Yes is shown in Approved.

    SHARED Tip To approve without using the Approval Sequence, don't change Ready for Approval and select Yes in Approved cell.

  8. Click Issue to issue the addendum to the bidders, and confirm the message by clicking OK to send emails to the bidders.

    The Issue Date is set and displayed, and emails are sent to the bidders, using the email template assigned to Project Default ZP_EMT_AI.