Create Documents schedule item

The Create Documents schedule item allows users to upload tender documents to AVEVA Contract Risk Management. These documents can include the prequalification documentation, scope of work for the tender, legal documentation and internal correspondence. Documents uploaded using a Create Documents schedule item are automatically added to the tender library. These documents can then be used in other schedule items in the tender.

When a document from the tender library is used by either a Review or a Despatch/Tracking schedule item, it cannot be edited while the review or dispatch is in progress. Editing is re-enabled after the final submission date or review due date has passed.

The Create Documents schedule item process is:

1. Start the Create Documents schedule item (see Start and complete schedule items).

2. Add documents:

   • Upload a document.

   • Copy a document from the tender library.

   • Generate a document from a template.

3. Complete the Create Documents schedule item (see Start and complete schedule items).

Add tender documents

You can add a document to the tender library by:

• Uploading a local document - multiple documents can be selected or dragged from Windows

• Copying a document from the project/dept library or reference library

• Generating a document from a template - see Generate documents from templates

  Note All documents added can also be accessed from the tender library.

Upload a document

4. Navigate to the home page of the Create Documents schedule item.

5. Click Add Files and select Upload.

   The Add Files window is displayed.

6. 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.

7. Edit the Names of the documents if required.

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

   • Can Send to Contractor

     If selected, the document can be sent to contractors. If you do not select this check box, the document is not available from the library for dispatches or tender messages.

   • 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.

   • 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, ...).

9. Click Add x Files to upload the documents to AVEVA Contract Risk Management.

   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.

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

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

Copy documents from a library

To copy one or more documents from the tender library, project/dept library or the reference library to the Create Document schedule item:

12. Navigate to the home page of the Create Documents schedule item.

13. Click Add Files and select Copy from Project/Dept Library/Copy from Reference Library/Copy from Tender Library.

    If copying from the project/dept or reference library, the Select Library Files page is displayed.

    If copying from the tender library, the Copy from Tender Library page is displayed.

14. In the project/dept or reference library, navigate the folder structure to locate the documents you want to copy.

    In the tender library, select the type of documents from the filter drop-down list, e.g. General Documents or Submission Documents.

15. Select the check boxes for the documents you want to copy.

16. Click Add (project/dept or reference library) or Copy (tender library) as appropriate.

    The copied documents are displayed on the Create Documents schedule item home page.

Edit documents

Note Documents that are currently in use by a Review or Despatch/Tracking schedule item cannot be edited.

17. Navigate to the home page of the Create Documents schedule item.

18. Click the icon for the document you want to edit.

    The Edit Options page is displayed.

    See Edit documents for more information on all document edit options available.

Note Documents marked with the icons displayed below have the following editing permissions:

• Documents marked with the icon are not reserved for editing.

• Documents marked with the icon are reserved for editing by you.

• Documents marked with the icon are reserved for editing by another user.

Delete documents

Note Documents that are currently in use by a Review or Despatch/Tracking schedule item cannot be deleted.

19. Navigate to the home page of the Create Documents schedule item.

20. Click the icon for the document you want to delete.

    A warning message is displayed.

21. Click OK.

    A confirmation message is displayed.