View communication template details
- Last UpdatedJan 03, 2024
- 7 minute read
To view the details of a communication template:
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Navigate to the Best Practice Library for the Organization, business unit or project/dept, or the Contract Configuration page.
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Select the Communication Templates tab.
The Communication Templates page is displayed.
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Click the name of the communication template you want to attach template documents to.
Alternatively, click the
drop-down arrow for the template and select 
Details from the menu.
The Communication Template Details page is displayed.
General information
Field
Description
Reference Code Generation Type
The reference code generation type: Automatic or Manual.
Reference Number Seed
If Automatic is selected for the Reference Code Generation Type, the value for the reference number seed.
This is the value of the reference code for the first communication to be created from this communication template. The reference code will be incremented by one each time a new communication is created from the template.
Title
The name of the communication template.
Abbreviation
The abbreviation of the name of the communication template.
Description
A description of the template.
Routing Path
The routing path for this type of communication: Contractor to Company, Company to Contractor or Company to Company (Internal Correspondence).
(See Communication routing paths for more information.)
Communication Owner
The contract role which owns the communication: Contract Owner, Contract Administrator or Company Representative.
(See Contract roles for more information.)
Allows File Attachments
Indicates whether document attachments can be added to the communication.
Default File Status
The default status for any attachments on this type of communication: Non-confidential or Confidential.
Required Response
The type of response required from the recipient:
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None
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Agreement Only
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Agreement and Reply
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Reply Only
For example, the contractor can send a communication to the company which must be agreed or not agreed (Agreement Only).
Process Time Limit (Days)
Displayed only if a response is required.
The number of days in which the communication must be responded to after it is issued.
Process Time Limit Type
Displayed only if a response is required.
Indicates whether the time limit is a Target or Deadline.
Note For the Contractor Portal, the time in which the company has to respond to a Contractor to Company communication is only displayed if the Process Time Limit Type is Deadline.
The times for Company to Contractor communications are always displayed.
Obligation information
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Displayed only if a response is required. When a communication based on this communication template is sent by the company or contractor, an associated obligation will be created with the following information.
See Contract obligations for more information.
|
Field |
Description |
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Obligation Title |
The title of the obligation. This will be prefixed with the the reference of the initiating communication. |
|
Clause |
The contract clause that contains the obligation (if relevant). |
|
Obligation Text |
The text of the contract obligation. You can paste text into this field, for example from the contract document. |
Custom fields
|
Field |
Description |
|
Name |
The name of the custom field. |
|
Best Practice Library Level |
The level of best practice library in which the custom field template was created: Organization, Business Unit or Project/Dept. |
|
Best Practice Library Name |
The name of the best practice library in which the custom field template was created. |
|
Mandatory |
Whether the custom field must have a value. This is pre-selected if the custom field template defines the custom field as mandatory, but can be overwritten. |
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Always Editable |
Whether the value of the custom field can be edited regardless of the state of the communication, i.e. it can be edited when the communication is no longer in Draft. |
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Type |
The type of the custom field. |
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Visible in Contractor Portal |
Whether the custom field is visible on the Contractor Portal. |
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Read Only |
Whether the custom field is read-only. |
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Confidential Access Required |
Whether the custom field is confidential. |
Financial and schedule impact
|
Field |
Description |
|
Record Progress |
Only for templates with a Routing Path of Contractor to Company. Whether the communication will record progress against contract deliverables. See Progress communications for more information. |
|
Is Expenditure |
Whether the communication is expenditure: Yes for expenditure or No for commitment. Yes should only be selected for both Is Expenditure and Record Progress for the first expenditure communication in any planned process chain; in other words, the expenditure communication which will have progress communications linked to it (for example, an Application for Payment communication). See Expenditure communications for information about the expenditure types that can be recorded if Yes is selected. |
|
Consumes Line Items |
If Is Expenditure and Consumes Line Items are set to Yes, any line items on communications created from this template will be included in the line item's consumed value once the communication is Agreed or Approved. Note Line items will be consumed by all communications in a process chain that have Consumes Line Items set to Yes. To avoid incorrect consumption values, ensure that only one communication template in the planned process chain has this option set to Yes. |
|
Record Financial Values |
Whether the communication contains financial impact values, and if these are optional or required. |
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Record Schedule Values |
Whether the communication contains schedule impact values, and if these are optional or required. |
The following tables detail how the communication template affects how progress and financial values are added to communications. See Edit the core details of a communication for details of when a communication is in an editable state.
Contract has line items
|
Record Progress |
Is Expenditure |
Record Financial Values |
Communication Template Reporting Category |
How financial values are entered |
|
No |
No |
No |
Not applicable |
No progress or financial values are recorded. |
|
Yes |
No |
No |
Not applicable |
Progress can be recorded on the Progress tab against line items which have progress measures, after the communication has been saved in an editable state. |
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No |
Yes |
Yes - Optional |
Not applicable |
Expenditure values and line items are managed on the Expenditure tab, after the communication has been saved in an editable state. The communication cannot be linked to progress communications. |
|
Yes |
Yes |
Yes - Optional |
Not applicable |
Expenditure values and line items are managed on the Expenditure tab, after the communication has been saved in an editable state. The communication can be linked to progress communications. |
|
No |
No |
Yes |
Maps communications to Change reporting categories |
Commitment change values which apply to line items are added on the Change tab, after the communication has been saved in an editable state. See Commitment change line items. |
|
No |
No |
Yes |
Does not map communications to Change reporting categories |
A single value can be added as the Financial Impact of the communication on the Create a Communication page or when editing a communication. |
Contract does not have line items
|
Record Progress |
Is Expenditure |
Record Financial Values |
Communication Template Reporting Category |
How financial values are entered |
|
Not applicable |
No |
No |
Not applicable |
No progress or financial values are recorded. Note Progress can only be recorded against line items. |
|
No |
Yes |
Yes - Optional |
Not applicable |
Expenditure values are managed on the Expenditure tab, after the communication has been saved in an editable state. The communication cannot be linked to progress communications. See Expenditure values. |
|
Yes |
Yes |
Yes - Optional |
Not applicable |
Expenditure values are managed on the Expenditure tab, after the communication has been saved in an editable state. The communication can be linked to progress communications but the progress communications cannot have progress values because they can only be recorded against line items. See Expenditure values. |
|
No |
No |
Yes |
Maps communications to Change reporting categories |
A single commitment change value can be added as the Financial Impact of the communication on the Create a Communication page or when editing a communication. |
|
No |
No |
Yes |
Does not map communications to Change reporting categories |
A single value can be added as the Financial Impact of the communication on the Create a Communication page or when editing a communication. |
Best practice
|
Field |
Description |
|
Available To |
For communication templates created in an Organization, business unit or project/dept Best Practice Library, the types of contract that the template will be available for: Standard Contract, Framework Agreement or Call Off. |
|
Communication Preparation Guidelines |
The guidelines for creating the communication from this template. Note This is a Rich Text field; use the buttons on the field toolbar to add formatting to the text. |
|
Next Steps After Issuing |
The guidelines for what should happen to the communication after it is sent. Note This is a Rich Text field; use the buttons on the field toolbar to add formatting to the text. |
|
State |
The state of the communication template: Draft or Published. |
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Communication Template Reporting Category |
The communication template reporting category determines how the communication's reporting category changes when its state is updated, e.g. an approved Variation Proposal has a different communication reporting category to an approved Variation Order. See Communication reporting categories for more information. |
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Mapping Workflow Validation Errors |
Whether the mapping workflow template for the communication template's reporting category has any validation errors. See Contract financial mapping for additional information. |
|
Routing Workflow Validation Errors |
Whether the routing workflow template for the communication template has any validation errors. See Communication workflows. |
|
Notification Workflow Validation Errors |
Whether the notification workflow template for the communication template has any validation errors. See Communication workflows. |
|
In Use |
Whether the communication template is in use (i.e. a communication has been created from the template.) |
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Best Practice Library Level |
The level of best practice library in which the communication template was created: Organization, Business Unit or Project/Dept. |
|
Best Practice Library Name |
The name of the best practice library in which the communication template was created. |
|
Created On |
The date that the communication template was created. |
Document templates
See Template attachments for more information.