View the details of a communication

Any user with a contract role for the contract can view communication details as follows:

To view a communication:

1. On the communication register, click the Title of the communication you want to view the details for.

2. The Communication Details page is displayed. The name, reference and revision of the communication are displayed at the top of the page.

On this page:

• The task bar at the top of the page displays:

  • The time remaining until a response to the communication is due, or the time that it is overdue (if applicable). To help guide you to take the appropriate action, this section is positioned above one or both of the following:

    • the Communication State (for an outstanding agreement)

    • the Create Related Communication button (for an outstanding reply)

  • Any hyperlinks which the Administrator has configured for communications.

  • Workflow State, e.g. Not Started, In Progress.

  • The number of outstanding reviews for the communication, which should be completed before the communication can be sent or agreed.

  • Communication State, e.g. Draft, Approved, Awaiting Agreement from Company/Contractor.

  • Create Related Communication button

    

• The tabs allow you to access detailed information about aspects of the communication:

  • Details

  • Progress (displayed only if the communication is configured to record progress) - Progress communications

  • Expenditure (displayed only if the communication is configured as Expenditure) - Expenditure communications

  • Change (displayed only if the communication is configured as Commitment Change) - Change communications

  • Reviews - Communication reviews

  • Guidelines

  • History - Communication commercial audit log

  • Notes - Communication notes

  • Revisions - Communication revisions

  • Stories - Linked communications

• The communication details are shown in two sections:

  • Communication Details on the left-hand side of the page - the core details of the communication such as its Title and Description. Financial and schedule impact fields are shown only if the communication template is configured to use them.

  • Communication Properties on the right-hand side.

• All the fields on the communication page can be displayed in a view on the Communication Register (see View communications).

  Communication Details field descriptions

  Field name	Description
  Communication Title	The title (subject) of the communication.
  Date Issued	The date and time that the communication was issued (published/sent).
  Originated On	The specified date and time that the communication originated (set manually).
  From	The originator of the communication. Click the link to see the details of the user. For internal communications which have not been sent to specified recipients, the communication creator is displayed.
  To	The recipient of the communication. Click the link to see the details of the user. Not displayed for internal communications which have not been sent to specified recipients.
  Description	A description for the communication, e.g. a message to the recipient.
  Currency	The base currency of the communication.
  Financial Impact	The value of the financial impact of the communication in the communication currency. If the communication can have multiple commitment change values, this is the total of the change values. The individual values are displayed on the Change tab. If the communication is configured as Expenditure, this is the total of the expenditure values, including any line items. The individual values and line items are displayed on the Expenditure tab.
  Schedule Impact	The value of the schedule impact of the communication in days.

  Communication Properties field descriptions

  Field name	Description
  Revision	The revision number of the communication.
  Communication Owner	The owner of the communication. Click the link to see the details of the user.
  Visible in Contractor Portal	Whether the communication is visible in the Contractor Portal. A communication is only visible in the Contractor Portal if this value is Yes and the communication has been published.
  Reporting Category	The reporting category of the communication, for financial reporting. See Communication reporting categories for more information.
  Created By	The name of the user who created the communication.
  Created On	The date and time that the communication was created.
  Required Response	The type of response required from the recipient: None Agreement Only Agreement and Reply Reply Only
  Process Time Limit Type	The type of due date by which the response (if any) must be made: Target or Deadline.
  Response Due By	The date by which the response (if any) must be made.
  Routing Workflow Validation Errors	Indicates if the routing workflow (used for reviews, for example) has any validation errors and therefore cannot be started.
  Notification Workflow Validation Errors	Indicates if the notification workflow (used to notify communication recipients) has any validation errors and therefore cannot be started.
  Mapping Workflow Validation Errors	Indicates if the mapping workflow (used to update the communication reporting category when the state is changed) has any validation errors and therefore cannot be started.
  Method of Contract Communication	Whether the contractor uses the Contractor Portal or will communicate by other means such as email.
  Last Updated By	The name of the user who last edited or changed the state of the communication.
  Last Updated On	The date and time that the communication's details were last edited or the state of the communication was last changed.
  Last Viewed by Contractor	The date and time that the communication was last viewed in the Contractor Portal, if it is used by the contractor. Not displayed for Internal Correspondence communications.

The page may also display collapsible sections for:

• Attachments - see Communication attachments.

• Communications Replied To - communications for which the communication is a formal reply. See Respond to a communication for more information.

• Associated Obligations - the name and state of any obligations associated with the communication. See Associate communications with a contract obligation. Click the obligation to view its details.

• State Transitions- the previous communication states and the Changed On date - see Change the state of a communication

• Process Chain - see Linked communications

• Tags - see Communication tags

• Custom Fields