Attach documents to a communication

Documents can be attached when the communication is created - see Create a communication. They can also be attached to existing communications, as described in this section, under the following conditions:

• If the contract's Method of Communication is set to Contractor to communicate via other means (in other words, the contractor does not use the Contractor Portal), attachments can be added when the communication is in any state except for Not Agreed and Rejected.

• If the contract's Method of Communication is set to Contractor to communicate via Contractor Portal, attachments can only be added when the communication is in Draft state.

Users with the following contract roles can add communication documents:

• Contract Owner

• Contract Administrator

• Company Representative

To attach a document directly to an existing communication:

1. Navigate to the home page of the contract you want to work on.

2. On the communication register, click the Title of the communication you want to add an attachment to.

   The Communication Details page is displayed, with the list of documents attached to the communication displayed in the Attachments section.

3. Click Attachments and select Add Attachment or Add Attachment to Sent Communication as appropriate from the menu.

   The Add Attachment window is displayed.

4. Click Choose Files to select the documents to add. You can also drag and drop documents from Windows Explorer.

   Warning If there are problems with any of the selected documents, you cannot upload them. Errors are indicated by a red warning triangle . Move the mouse over the icon to see an explanation of the error, and make the correction before trying to upload the documents.

   You can click to remove a single document, or click Remove All to remove all of them.

5. Edit the Names of the documents if required.

6. Select the check boxes to apply the following properties to the documents:

   • Confidential

     If the document contains sensitive information (such as financial information) and access to the document should be limited, select Confidential. Only users with Confidential access will be able to view the document. Users that do not have confidential access will be able to view the document title only.

   • Visible in Contractor Portal

     If selected, the document will be visible to the contractor.

   • Enable Version Tracking

     If version tracking is enabled, a (V*) suffix is appended to the document name. If the document has only one version, it will be displayed as (V1). As new versions are added, the version number is incremented by one (V2, V3, ...).

7. Click Add x Files to upload the documents to AVEVA Contract Risk Management and attach them to the communication.

   Progress bars display the progress of the document uploads. If the uploads are taking too long, you can click Cancel to stop the upload of any documents which have not yet successfully been uploaded. This button is only visible when there are pending uploads.

8. If any of the document uploads failed, you can click Retry X Failed to attempt the uploads again.

9. Click Close once all the uploads are complete or cancelled.

   The Communication Details page is displayed, with the new document displayed in the Attachments section.