Contract documents

AVEVA Contract Risk Management allows you to add, manage and remove contract documents. You can locate contract documents quickly and easily using file search.

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.

Search for contract documents

1. On the Contract page, click the Contract File Search tab.

   The Contract File Search page is displayed.

2. Enter values as required for the relevant search criteria.

   Option	Description
   Search In	Select the location of the documents you want to search for: Contract and all Communications, All Communications, Contract Only or by communication template.
   Date File Added From	The start date for your search. The end date is by default the current date.
   File Added By	Select a user or user group to find contract documents added by a particular user or group.
   Search On	Select File Name (default) or File Reference.
   Criteria	This option refers to the text you enter in the Search For field. Select whether you want the search to return results which Begins With, Contains or Equals the text you enter in the Search For field.
   Search For	Enter search text in the field. Tip Enter the % character to perform a wildcard search, e.g. % by itself to return all results or man% to return all results beginning with man.

   For example, if you want to search for a contract document where the name begins with Well:

   For example, if you want to search for a contract document where the name begins with Well:

   1. Select File Name from the Search On drop-down list.

   2. Select Begins With from the Criteria drop-down list.

   3. Enter Well in the Search For field.

3. Click Search.

   Contract documents matching the search criteria are displayed.

   Tip Click the View Communication icon for a document to view the communication with which the document is associated.

Add a contract document

Users with the following contract roles can add contract documents:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-Confidential documents only

To add a contract document:

4. On the Contract page, click the Contract File Search tab.

   The Contract File Search page is displayed.

5. Click Library.

   The Documents Library page is displayed.

6. Click Add File.

   The Add Files page is displayed.

7. Click Browse and select the document you want to add.

8. Change the Name if required.

9. Click Save.

   The selected document is uploaded to the Documents Library page and a confirmation message is displayed.

Preview contract documents

Users with the following contract roles can preview contract documents:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-Confidential documents only

To preview a contract document:

10. On the Contract page, click the Contract File Search tab.

    The Contract File Search page is displayed.

11. Click Library.

    The Documents Library page is displayed.

12. Click Download for the document you want to preview.

    A message is displayed asking you to open or save the document:

    • Click Open to open the document in a new browser window.

    • Click Save to save a copy to your computer.

Replace contract documents

Note Documents attached to communications cannot be replaced from the Contract Library.

Users with the following contract roles can replace contract documents:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-Confidential documents only

To replace a contract document:

13. Perform a search for the contract document you want to replace - see Search for contract documents above.

    Contract documents matching the search criteria are displayed in the Contract File Search page.

14. Click the icon for the document you want to replace.

    The File Details page is displayed.

15. From the Actions menu, click Replace.

    The Replace File page is displayed.

16. Click Browse and select the replacement document on your computer.

17. Click Save.

    The selected document is uploaded to the Contract Library and a confirmation message is displayed.

Rename contract documents

Note Documents attached to communications cannot be renamed from the Contract Library.

Users with the following contract roles can rename contract documents:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-Confidential documents only

To rename a contract document:

18. Perform a search for the contract document you want to rename - see Search for contract documents above.

    Contract documents matching the search criteria are displayed in the Contract File Search page.

19. Click the Rename for the document you want to rename.

    The Rename File page is displayed.

20. Enter the New Name.

21. Click Save.

    A confirmation message is displayed.

Make contract documents confidential

Note Documents attached to communications cannot be made confidential from the Contract Library.

Users with the following contract roles can make contract documents confidential:

• Contractor Representative

• Contractor Administrator

To make a contract document confidential:

22. Perform a search for the contract file you want to make confidential - see Search for contract documents above.

    Contract documents matching the search criteria are displayed in the Contract File Search page.

23. Click the icon for the document you want to make confidential.

    The File Details page is displayed.

24. From the Actions menu, click Make Confidential.

    A confirmation message is displayed.

25. Click OK.

    A confirmation message is displayed on the File Details page.

Delete contract documents

Note Documents attached to communications cannot be deleted from the Contract Library.

Users with the following contract roles can delete contract documents:

• Contractor Representative

• Contractor Administrator

• Contractor Information Management - non-Confidential documents only

To delete a contract document:

26. Perform a search for the contract document you want to delete - see Search for contract documents above.

    Contract documents matching the search criteria are displayed in the Contract File Search page.

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

    A warning message is displayed.

28. Click OK.

    A confirmation message is displayed.