How to Create a Notification in FastDraft

This article is a guide to creating Notifications in FastDraft.

This guide contains the following:

• Introduction
• How to create a Notification
• How to Print a Notice
• Finding your way around the relevant Register
  • Search, Filter and Export your Register

Introduction

This articles explains how to raise contract notices and is based on the NEC4 ECC. The notice types that can be notified varies from contract to contract based on the role under the contract, main options, secondary options, z clauses.

It is important that it is clear what is being notified and for what reason. There are several obligations throughout the contract and they are all listed for you within this form. 

In an NEC3 ECC contract the drop-down list of contract notice types will vary for the Project Manager, Supervisor and Contractor as they can notify slightly different events. These drop-down lists can also be updated by admins to reflect any Z clauses or secondary options used.

How to create a Notification

To create a Notification in FastDraft, users can use the green Create New button...

... or they can use the left-hand navigation panel.

From the Notifications register, click Create New.

Each Notification requires a subject, and then to choose the contractual reason for the Notification from the drop-down list. The reason for the Notification has to be within that list. However, there is a catch-all “Other Notification” at the bottom of the list for either Party wanting to notify something that is not on the list e.g. Project Manager wants to share a safety bulletin for information with the Contractor. They then go on to write the details as to what is being notified.

Fill out all the fields and click the "Create Draft" button at the footer of the form which will take you save your notification as a draft. All notifications are created in draft mode first.

A draft notification can then be modified and saved many times before it is communicated.  Any attachments can then be added. The below is now accessible on the draft notification. 

If you have selected the wrong attachment you can remove it in draft mode by clicking on the 'X' 

Only by clicking the green action button 'Communicate Notification' will it be sent to Contractor.

If the green communicate action button is missing, it is because you only have permission to draft the notice and don't have permission to communicate it. Contact your line manager to see if you should have this permission. Click here for further information on drafting notifications. 

How to Print a Notice

Once your notice has been communicated no changes can be made to it. The Notification will automatically be added to the relevant Register and you will be able to print, or save as an PDF, by selecting the Print button.

Email register

Once communicated, under the Email Notifications tab, users are able to see a full list of emails generated whenever any type of notice is communicated.

 This includes the following statuses;

The information is not available instantly as we need to allow time for mail to be queued, processed and a response received from the recipient’s email server. Read receipts are deliberately not included as they can be switched off by a company policy or withheld by a user so are not a reliable means of confirming delivery. 

Finding your way around the relevant Register

From a notice you can navigate back to the relevant Register by clicking the "Back to Register" button or by clicking the breadcrumb navigation.

Search, Filter and Export your Register

The Register shows all the information that the NEC Contract requires it to show and also lots of other useful information to help you manage the notices on your contracts. By default there are 3 different version of this Register:- one for each Party. By default the notice Register shows:-

• ID
• Subject
• Type
• Notified Date
• Notified By
• Status
• Reply Required

But the following additional data fields can be added to the Register using the column chooser. Click on the information you require to add to the register.  

• Details
• Project Code
• Project name
• Reply Draft By
• Replied By
• Reply Date
• Reply Comments
• Replying Party
• Portfolio Tags
• Programme Tags
• Project Tags
• Other Tags
• Relations

The column chooser box can be moved around the screen by dragging the top of the box, and the size of the box can be changed by hovering over the edges of the box and dragging outwards and inwards. To add a column, simply tick the box, and to remove a column just untick the box. You can order the fields to your preference by dragging them in your preferred set up. The Register remains like this every time, unless you have cleared your cache and cookies and the default view will be displayed. 

The Register also allow you to search, filter and export. See Here for further details.