Configuring templates to create additional actions for the To-Do List

This article is a guide on how to set up your contracts to use Action Reminders and the TO DO list within FastDraft.  This guide contains the following:

• Introduction
• Use Cases
• How do I configure a specific notice to automatically create an action?
• How do I configure a specific notice to optionally (i.e. ask the user if they would like to) create an action?
• What happens if I add a CLEAR Post Action?

Introduction

A number of FastDraft workflows come with preconfigured process steps that will automatically create action reminders that are automatically marked as completed as the workflow progresses through the steps. Whilst some aspects of these workflows if configurable (e.g. whether or not a reply is required when Notice of a Claim is received or whether a reply is only required at the Detailed Claim stage) that's not the purpose of this article.

This article focuses on semi-automating the process of manually creating actions that will remind a user to perform a separate additional task (e.g. communicate a related notice or perform an offline activity).

Use Cases

Some examples of where an activity in one workflow requires a follow activity in a completely different workflow:

• 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 create a related notice if a notification requires a follow-up

How do I configure a specific notice to automatically create an action?

In any workflow that supports clause configuration, you can trigger creation of an action based on a specific clause selection by adding a Post Action.

In the master/contract template click on the workflow group then the Resources tab and then select the relevant clause manager.

In this example we're looking at the Notifications workflow group in an NEC4 ECC contract and we're going to edit the SupplierClauses resource so that a Contractor's Notification under 17.2 will create an action on the PM to issue an instruction for dealing with the illegal or impossible requirement.

Select the relevant clause on the left.

Click on the Post Actions section on the right to expand it.

Click the + button to add a Post Action

Fill in the mandatory fields but leave Ask User blank.

• Hit Save
• Hit Update Item
• Hit Save Changes
• Hit Update Workflow Group
• Hit Save Changes

In this example, next time a user communicates a Contractor's Communication under clause 17.2 FastDraft will automatically add an action against the PM, reminding them to issue an instruction within 14 days.

The sender will be informed via a pop-up but in this case we have configured not to ask the user so they will not be able to untick the box.

It's possible to add more than one Post Action (e.g. if more than one party needs to undertake a follow-up).

How do I configure a specific notice to optionally (i.e. ask the user if they would like to) create an action?

Follow exactly the same steps as for configuring an automated action (see above) except, in this case because you want the user to decide whether to create an action or not you would tick Ask.

In this example, next time a user communicates a Contractor's Communication under clause 17.1 FastDraft will present the user with a pop-up asking whether they would like to create an action against the PM, reminding them to issue an instruction within 14 days.

The sender will be presented with a pop-up but asking if they would like to create an action for the Project Manager.

Ticking the box before hitting Communicate means an action will be created for the PM. Leaving the box unticked means no follow-up action is created. 

What happens if I add a CLEAR Post Action?

This option can be configured as above but to automatically clear an action when a particular type of communication is sent with a particular clause selected (i.e. without asking the user). In that case the number of days selected has to be 0. Currently, this has limited usefulness in very specific scenarios.

Invariably, there could be multiple actions outstanding of a similar type so it will be better to ask the user to decide which actions should be cleared. If you believe you have identified a scenario where this would be helpful please contact us before applying the change so that we can discuss your requirements and any potential pitfalls.