This article is a guide on how to navigate Action Reminders and the TO DO list within FastDraft. This feature is available on request. This guide contains the following:
Important: FastDraft's Action Reminders and To-Do List are not contractual notifications and they do not generate email notifications. Their purpose is to list obligations to help users understand what needs to be done and when. If there is a contractual obligation to instruct something (e.g. to submit a revised programme) or notify something (e.g. Project Manager's failure to reply to a quotation) then a formal contractual communication will be required. Adding an item to the To-Do List does not constitute a formal contractual communication.
Action Reminders
FastDraft is designed to handle contractual communications between parties and to track the contractual obligations of each party.
Whenever the contract requires a party to quote or to formally accept (or not accept) FastDraft automatically tracks these outstanding actions in the Reminders panel.
From any page within a contract, any user is able to click on the bell icon on the right-hand side of the screen which will open up the panel.
This panel displays a categorised list of all the outstanding actions for each party, including
- reference number
- subject
- due date
- a hyperlink to the notice for quick access
- a RAG status (Red, Amber or Green)
- All all actions due less than 1 day are marked as red.
- All actions due less than 7 days are amber
- All actions greater than 7 days are green.
This panel is dynamic so only displays workflows and parties relevant to the contract type.
To-Do List
From the end of October 2024, we're pleased to announce that users will be able to track more actions via FastDraft's new supplementary To-Do List panel.
The brand new To-Do List panel sits alongside the Reminders panel and can be accessed via the tick icon.
FAQs
What's the purpose of adding a To-Do List?
How does the To-Do List differ from the existing Action Reminders?
Who can add actions to the To-Do List?
How can I add actions to the To-Do List?
Who can record actions as complete?
How can I mark an action as complete?
Who can edit actions in the To-Do List?
How can I edit actions in the To-Do List?
Who can remove actions from the To-Do list?
Can I assign actions to an individual?
Why can one party mark another party's actions as complete?
Why can I see some actions in both side-panels (the Action Reminders and the To Do List)?
Why do you allow actions to be created retrospectively?
What's the purpose of adding a To-Do List?
The traditional Reminders panel lists system-generated actions which are limited to:
- Quotations (also referred to as Detailed Claims/Proposals/Estimates in some configurations)
- Replies (typically a single Accepted/Not Accepted type response)
However, there are additional activities that would benefit from being trackable in a similar fashion. Some examples are:
- Payment assessment dates (typically monthly recurring and can be calculated at the start of the contract based on the assessment interval and first assessment date defined in Contract Data)
- Payment application due dates (typically monthly recurring and can be calculated relative to the assessment date [prior to assessment])
- Payment certificate due dates (typically monthly recurring and can be calculated relative to the assessment date [after assessment])
- Payment due dates (typically monthly recurring relative to the assessment date [after assessment])
- Pay less notice deadlines (typically monthly recurring relative to the payment due date [prior to payment due])
- Programme submission dates (typically monthly recurring and can be calculated at the start of the contract based on the interval stated in Contract Data from start date until completion)
- Reminder to submit a revised programme following an instruction to do so
- Reminder to submit an instruction for dealing with an ambiguity or inconsistency
- Reminder to submit a quotation for an acceleration following an instruction to do so
- Reminder to resubmit a programme that was not accepted
- Reminder to issue a Completion Certificate
- Reminder to issue a Defects Certificate
- Reminder to create a related notice if a notification requires a follow-up
We'll gradually be moving all action reminders into the new format but whilst that work is in progress you'll find some items in both the Action Reminders and the To-Do List.
How does the To-Do List differ from the existing Action Reminders?
Accessed via the Tick icon on the right of any contract page, the To-Do List includes manually created actions and recurring actions (such as Payment Applications, Payment Certificates, Programmes) with a simplified navigation structure, categorising the type of activity that will be required in order to clear each outstanding action.
In the case of recurring actions, by default you'll only see any overdue actions plus the next one due but you can elect to see all recurring actions by setting the Show all recurring actions toggle to ON.
In the Reminders panel, clicking a reference takes you exactly where you need to go (i.e. to the workflow that originated the action) so that you can complete the necessary steps from there.
In the new To-Do List, clicking an action will generally do the same (i.e. taking you directly to the workflow you need to complete the action).
However, there are a few important distinctions to make:
If the action was generated from a previous communication (e.g. PM-Instruction-00001 in the above example was an instruction to the Contractor to submit a revised programme) then you'll be given the option to either go to the original form for context (from where you can click the Create Related button and select the relevant workflow to clear your action) or go straight to the relevant workflow (in this example Create Contractor Programme).
Alternatively, if you're looking at this list from another party's perspective (e.g. if I'm the Project Manager so I can't create a Contractor's Programme) I will be taken directly to the form that created the action (where applicable) or, if the action was created manually, I'll be told there are no actions available for me.
If there is no associated workflow (i.e. no specific workflow is tied to this action) you'll see a different prompt.
If you click Set Complete you will be asked to confirm.
You can see a full list of actions at any time (including completed actions) by visiting the Actions Register.
To access the Actions Register scroll down the left hand menu to Contract Settings and click Actions.
Who can add actions to the To-Do List?
Any user can manually add or import a single or recurring action for their party or any other party.
How can I add actions to the To-Do List?
Manually add an individual or recurring action to the Actions Register
Via the left hand menu scroll down to Contract Settings and click Actions
This will take you to the Actions Register
Hit the Add Action button
You'll be presented with a simple form to complete.
Type can be selected from a dropdown and, in most cases, is linked to a workflow (i.e. the workflow that will be required to clear the action). The examples below are for NEC4 ECC but workflows available may vary by contract type.
Selecting a type linked to a workflow will automatically select the default sending party for that workflow. You can select a different party if you like but please bear in mind that if you set a reminder for the Project Manager to submit a Contractor's Programme, for example, that won't be possible so that action will need to be removed and replaced or completed manually.
Additionally, at the bottom of the dropdown list you'll find a small number of items not directly linked to a FastDraft workflow but which could be useful as reminders that you can manually close.
Actions not directly linked to a workflow will need to be completed manually so can be assigned to any party.
Select whether the action is recurrent. The default here is No, in which case you just enter a due date a Subject and a Description.
However, if you want to add a recurring task, such as a monthly Programme Submission, you can select Yes [Is Recurrent], in which case you'll be prompted to enter a date range, frequency (weekly/monthly) as well as a day [if weekly] or day of the month [monthly] plus subject and description.
e.g.
When you hit the Create Action button in the bottom right you'll see a list of actions created.
For recurring actions that don't fit the monthly/weekly pattern above (e.g. if your contract stipulates 'the last Thursday of the month') you can use bulk imports.
Bulk import a list of actions to the Actions Register
At the start of any contract there will very likely be several dates that you know certain activities need to be undertaken (e.g. Assessment Dates, Payment Applications, Payment Certificates, Programme Submissions). You can import these in bulk when the contract is initially set-up or at any point thereafter.
In order to bulk import data you will need to populate a pre-defined Excel spreadsheet with valid and correctly formatted data so the first step is to download this following the below instructions
Via the left hand menu scroll down to Contract Settings and click Actions
This will take you to the Actions Register
Hit the vertical ellipsis (3 dots) button in the top right hand corner
Click Download Excel Template
Open the downloaded Contract Actions Import Template.xlsx file for editing in your preferred spreadsheet editor (e.g. Excel).
The two header rows need to be included. The first 3 rows of data [spreadsheet rows 3 to 5] are provided as examples of the required input. You will need to overwrite or delete the sample data in those 3 rows in order to avoid importing that sample data into your contract. Alternatively, if you do forget you can delete those actions after importing them.
You can create your data from an existing spreadsheet and manipulate it into this layout so you can paste it into the data from an existing spreadsheet but you need to make sure your data includes valid values in each column and is formatted correctly.
Each import file can contain up to 100 rows of data (excluding the 2 header rows).
Once you've populated your spreadsheet you'll need to save it in a specific location so you know where to find it then hit the Import from Excel button.
Navigate to the location that contains your populated spreadsheet and select it then hit Open
Assuming your spreadsheet is correctly populated with valid data you will see a pop-up in the top right, indicating a successful upload.
The template includes cell validation to help prevent errors. However, if you try to circumnavigate that by creating your own file in the same layout your data could be invalid. In that case you, your data will be validated again on import so if your spreadsheet includes invalid data you'll see an error message like this.
Any error on any row will prevent import of the whole file so you'll need to review and fix your data before trying again.
Configure a contract template to automatically create (or prompt to create) an action
Our new master templates have been updated to create/prompt the creation of action reminders. Existing contract templates can be updated by administrators. Administrators should refer to our support article for how to do that.
For example, an administrator can configure a Project Manager's Instruction to Submit a Programme to automatically create an action for the Contractor to submit a Contractor's Programme.
In that case, when the Project Manager communicates an Instruction under that clause they will see this but will be unable to untick the box.
Alternatively, for example, an administrator can figure that a Contractor's Notification of an ambiguity or inconsistency under NEC4 ECC 17.1 should ask the user whether they would like to create a reminder for the Project Manager to issue an Instruction resolving the ambiguity or inconsistency (which NEC3 requires but NEC4 doesn't).
In that case, when the Contractor communicates a Notification under that clause they will see this and will be unable to tick/untick the box.
If the box is ticked when the user hits Communicate then an action will be created.
In the above example, if no instruction is eventually issued (as NEC4 acknowledges the action may be outside the powers of the Project Manager to resolve) the action can be deleted (by the Contractor) or manually marked as completed (by either party).
Create a Related Action
If you're not prompted to create an action or you decide later that you need one or if you're the recipient and you would like to create your own reminder then you can easily create a new action, linked to the notice that required the follow-up action, by clicking the new Create Related Action button.
Who can record actions as complete?
Any user can manually record a manually created/imported action as complete. There are no party-based restrictions. FastDraft records the user who closed the action.
We'll gradually be migrating all system-generated actions into the Action Register. System-generated actions (e.g. quotation required or response to a quotation required) can only be completed by the relevant party completing the relevant workflow steps.
How can I mark an action as complete?
Complete an action individually via the Actions Register
Click on the tick next to the item you want to record as complete
In order to avoid actions being completed accidentally, you will be asked to confirm.
Mark multiple actions complete via the Actions Register
Up to 100 actions at a time can be marked as completed in bulk by placing a tick in the first column of the register.
You will be asked to confirm.
Mark an action complete when sending a communication
Most actions are associated with a particular workflow. In that case, when you hit Communicate on that workflow, FastDraft will recognise that there is one or more outstanding action of that type and ask if you would like to mark any or all of those action(s) as complete.
For example, the Contractor submits a programme there could be several outstanding actions linked to that workflow, including monthly recurring actions. In that case, when submitting a Programme, the Contract or will be presented with a list of outstanding actions and they can tick the ones they would like to clear.
In case it's not made obvious from the subject (which was input by the person who created the action), the capital R in square brackets signifies that the action is recurring.
In the case of recurring actions, the user will only be prompted to clear any overdue recurring actions and/or the next due action.
Where possible, FastDraft will detect the relationship and pre-select the action to be cleared. For example, if the Project Manager instructs the Contractor to submit a Programme and the contract has been configured to create an action in that scenario (or if either party creates a related action for that specific Project Manager's Instruction) then, if the Contractor goes to that Instruction and clicks Create Related and selects Contractor's Programme, FastDraft will recognise the specific action to be cleared (based on the related PM Instruction reference matching the source reference of the action) and when the programme is communicated, will pre-select that one in the pop-up prompt.
Who can edit actions in the To-Do List?
- Site Support
- Company Administrator
- Site Administrator
- System Administrator
- System Owner
System generated actions (gradually being migrated one workflow at a time from the reminders panel) cannot be edited or removed. This type of action can only be cleared by completing the relevant workflow steps.
How can I edit actions?
Click the pen icon next to the action you would like to edit.
In case you manually marked an action as complete and would like to record the reference of the form you submitted to complete the action you can do that by clicking the pen icon next to the Resolved by Reference field.
Your can also edit the Created by Reference in the same way. FastDraft records the user who last edited the action.
Who can remove actions from the To-Do list?
- Site Support
- Company Administrator
- Site Administrator
- System Administrator
- System Owner
Actions already marked as complete can only be removed by one of the administrator user types listed above.
System-generated actions (gradually being migrated one workflow at a time from the reminders panel) cannot be removed. This type of action can only be cleared by completing the relevant workflow steps.
How can I remove actions?
Click the bin icon next to the action you would like to remove.
You will be asked to confirm.
If you don't see the bin icon that's because the item is not eligible for deletion for one or more of the following reasons:
- You didn't create the action
- Your user type doesn't grant you the necessary privileges to enable you to delete another user's action
- The action was system-generated
The record will not be entirely removed from the database. FastDraft will record the action as deleted and the user who last edited the action and it will be hidden from the register (although we plan on adding the option to view deleted actions in the future in case this his helpful).
Can I assign actions to an individual?
By design, FastDraft handles contractual communications between parties rather than individuals. This means any user with the appropriate delegated authority can perform the relevant duties on behalf of each party and avoids the need for reallocating actions if and when individual users join/move/leave. Based on experience, we strongly recommend you stick to that convention in order to avoid the administrative burden of managing task (re-)allocations. Nevertheless, we've received requests to allow actions to be assigned to individuals so we'll be aiming to introduce action tagging in 2025.
Why can one party mark another party's actions as complete?
This functionality is designed to support collaborative working. If it's clear that an action has been completed we're intentionally not locking down the capability to close out that action to one party or an individual user. Contractual obligations will still be tracked by whether or not a party communicated something by the date they were supposed to communicate it, irrespective of whether a reminder was created/completed/deleted. There is an audit trail of who created/completed/edited each action.
Why can I see some actions in both side-panels (the Action Reminders and the To Do List)?
We'll gradually be implementing the new To-Do List panel for customers who request it and we'll gradually be migrating all system-generated actions into the Action Register. In the meantime, early adopters will have the chance to familiarise themselves with the new layout whilst customers who don't have the To-Do List enabled can continue to work without it exactly as they did before. Once we've completed the migration of all actions to the To-Do List we'll be able to implement additional features such as email reminders, so at that point, we'll remove the Action Reminders panel completely and switch everyone over to using the To-Do List. If you would like the flexibility of tracking additional actions in FastDraft please contact us.
Why do you allow actions to be created retrospectively?
We considered restricting the ability to create back-dated actions but concluded this wouldn't necessarily be helpful. For example, there could be cases where you discover an action is overdue but there is no reminder for it. Also, it can the case that the first recurring task occurs prior to a contract being set-up in FastDraft and, again, in the case we assume it would be beneficial to be able to capture that retrospectively. You can easily see whether a task was created retrospectively by the fact the due date precedes the creation date.
Coming soon
- Migration of all existing system-generated Action Reminders to the new To-Do List panel and Actions Register
- Tagging actions to individuals
- Tagging actions to multiple users
- Reporting of all actions across all contracts
- Subscription to a daily/weekly/monthly email digest of reminders across individual/multiple contracts (filtered by party/user if desired)
- Mechanism for parties to request and to agree extensions to due dates for any action (in the same way that can currently be done within the Compensation Event workflows)
- Automatic creation/prompt to create a reminders to resubmit when a programme/submission is not accepted
- Optionally view/hide deleted and/or completed actions in the Actions Register
- Allow user who completed a task to edit the completed by reference
- Allow the closing user to optionally add comments
- Add capability to set a recurring task as last day of each month
- Retrospective updating of action completion dates in some scenarios (e.g. based on communicated date when correcting a closing reference)
- Prompt to create a reminder to notify a CE after issuing an instruction
- Reminder to notify a defect following an instruction to search for a defect
If you have any other ideas about how we could improve this functionality, please contact us.
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