Create a Contract Item for a Project

You can create a contract item against a project, such as a RFI or an instruction, and send it to one or more selected recipients on the project. Some items may require approval before they are sent to recipients.

To create a contract item for a project:

1. Navigate to the project.
   You can search for projects using the Search Projects link in the Activity Zone. Projects that you are linked to also appear on the History tab on your contact record, and in the Projects dashpart in the Personal Zone.
2. Click the Contract Management tab.
   If the Contract Management tab is not visible on the header band, click more to display additional menu items.
3. Click Add New Item.
4. On the Create New Contract Management Item window, click the contract item type that you want to create.
5. In the Subject field, enter a subject for the item.
6. Optional: Use the Set Priority list to select the priority of the item.
7. In the details field, enter the details for the item.
   For example, if this is a request for information (RFI) item, enter the details of the information that you would like to request.
8. Optional: If the request you want to raise is on behalf of an external contact, use the External Information options to enter a reference, the person that requested it, and when the request was received.
   These options may not be available, depending on the contract item type.
9. Optional: Enter any additional information in any other sections that are available, as required. This may include additional information fields, dates, and questions. If costs are applicable, click to add a cost item.
   Note: All mandatory fields display a icon.
10. Optional: To add a supporting document, do one or both of the following:
    • To attach a file from your PC or network drive, click Upload Files.
    • To attach a file from the PIM Document Management System, click Add DMS Documents.
    Note: Depending on the item type, one or both of these options may not be available.
11. Optional: If the item type supports a due date, and you want to change the date when the item becomes overdue, click the Response Overdue On date. In the date picker that displays, click a new date to select it.
12. To add recipients to the contract item, do the following:
    1. Click Add Recipients.
       If the Add Recipients button is disabled, it means that there is an issue with some of the information in the form, or the required approver roles have not been assigned to people on the project. You can hover your mouse over the button to display the reason(s).
    2. To add people that must respond to the item, click Add / Remove under Reply Required, and then select each person that you would like a response from.
    3. To add people that you want to notify when you submit the item, click Add / Remove under Information Only, and then select each person that you want to notify.
13. Click the appropriate option to submit the item.
    The available options are dependent on how your system is configured. For example, if the item is a RFI, and approval of RFIs is required, click Send RFI For Approval to submit it for approval. Alternatively, if your role on the project permits you to approve RFIs, you can click Approve and Send RFI to approve the item and submit it to the nominated recipients. Some items may not require approval.