Communication attachments

You can add and manage documents attached to Draft communications.

Only users with Contractor Representative and Contractor Administrator contract roles can open and download documents which are Confidential.

Note To be able to open and download documents, ensure that any pop-up blockers are disabled for your browser.

View a communication's attachments

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

2. Click the Communications tab.

   The communication register is displayed.

3. On the communication register, click the Title of the communication you want to view the attachments for.

   The Communication Details page is displayed.

   A list of documents attached to the communication is displayed in the Attachments section.

   Only users with Contractor Representative and Contractor Administrator contract roles can open and download documents which are Confidential.

Add communication attachments

Documents can be attached when the communication is created - see Create a communication - or to existing Draft communications.

Users with the following contract roles can add communication attachments:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - only communications which do not have financial values, confidential custom fields or confidential documents

  Warning If a confidential document is added to a communication that a Contractor Information Management user was previously able to edit, they will no longer have permission to make changes to the communication.

To attach a document to an existing communication:

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

5. Click the Communications tab.

   The communication register is displayed.

6. On the communication register, click the Title of the Draft communication you want to edit.

   The Communication Details page is displayed. The Attachments section to displays a list of documents attached to the communication.

7. Click the Attachments drop-down arrow and select Add Attachment.

8. 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.

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

10. Enter the Name of the document.

11. Select whether the document is Confidential.

    Note This option is automatically set to No for Contractor Information Management users, and cannot be changed.

12. 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.

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

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

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

Edit the details of a communication attachment

Users with the following contract roles can edit communication attachment details:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-confidential attachments only, and only on communications which do not have financial values, confidential custom fields or confidential documents

  Warning If a confidential document is added to a communication that a Contractor Information Management user was previously able to edit, they will no longer have permission to make changes to the communication.

To edit a communication attachment:

15. Navigate to the communications register of the contract you want to work on.

16. On the communication register, click the Title of the Draft communication you want to edit the attachment for.

    The Communication Details page is displayed.

    A list of documents attached to the communication is displayed in the Attachments section.

17. Click the icon for a document to display its details.

    The Attachment Details window is displayed.

18. Click the Edit Properties of the File button.

    The Update Attachment page is displayed.

19. Edit the document properties as required

    Note The Confidential option is automatically set to No for Contractor Information Management users, and cannot be changed.

20. Click Save.

    A confirmation message is displayed on the Attachment Details window.

Edit a communication attachment

Documents attached to a communication can be downloaded and reserved for editing.

Users with the following contract roles can edit communication attachments:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-confidential attachments only, and only on communications which do not have financial values, confidential custom fields or confidential documents

  Warning If a confidential document is added to a communication that a Contractor Information Management user was previously able to edit, they will no longer have permission to make changes to the communication.

To edit a document and save it back to AVEVA Contract Risk Management:

21. On the Communication Details page, click the icon for a document to display its details.

    The Attachment Details window is displayed.

22. Click the Edit This File button.

    The file is automatically downloaded to your local Downloads folder.

    The icon for the document on the Communication Details page now shows a lock - the document is reserved for editing.

23. Open and edit the document as required and save the changes.

24. On the Communication Details page, click the icon for a document to display its details.

    The Attachment Details window is displayed.

25. Click the Reserved button.

    The Edit Options dialog box is displayed.

26. Click Replace the File.

    The Replace File dialog box is displayed.

27. Click Browse to search for the document you want to save to AVEVA Contract Risk Management.

28. Edit the attachment details as required and click Save to check in the changes to the document.

    A confirmation message is displayed on the Attachment Details window.

Delete communication attachments

Users with the following contract roles can delete communication attachments:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-confidential attachments only, and only on communications which do not have financial values, confidential custom fields or confidential documents

  Warning If a confidential document is added to a communication that a Contractor Information Management user was previously able to edit, they will no longer have permission to make changes to the communication.

To delete a communication attachment:

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

    Click the Communications tab.

30. The communication register is displayed.

31. On the communication register, click the Title of the Draft communication you want to edit.

    The Communication Details page is displayed.

    A list of documents attached to the communication is displayed in the Attachments section.

32. Click the icon for a document to display its details.

    The Attachment Details window is displayed.

33. Click the Delete button.

    A confirmation message is displayed.

34. Click OK to delete the document.

    The Communication Details page is displayed.