9.16 Release New Functionality

Onware 9.16 was released on 13 December 2018

Administrator specific

Project access

Administrators (Project and/or Software) can now access all projects – active or inactive – to retrieve project documents without the need to re-activate or be a participant on the project.

From the Project Search page we have incorporated a “Select” link accessible for every project, available within the “Status” column.  Clicking “Select” will default your account to the selected project.  The project identifier information denotes if your current project is active or inactive.

Associating a User with a Company

Administrators (Project and/or Software) can now associate a User to a Company directly within the User accounts.  Further, Onware will identify if an existing User is already associated with a Company when the User is added to a Company.

User Account

For a new user, easily associate them to an existing company by typing the company name into the new field, “Associated Company”. When prompted, select “Yes” if the company address information should be copied into the User’s account.

For existing Users, the Associated Company field will display which Company the User is already associated with.  If an adjustment is required, delete the existing association and type the new company association required. A prompt will appear to confirm the adjustment.

Company Account

When adding an existing User to a Company, a prompt will display if the User is already associated with another company.  To adjust the association to the current company, select “Yes”.

An existing User will not be added to a Company if the User is currently associated with multiple companies. The User-Company Association tool, available from the Project search page can be used to identify which Companies the User is currently associated with.

Revisions for Request for Information

When an RFI is in the Returned status, the General Contractor Project Manager will notice the “New Question” action button has been renamed “New Question/Revision”.

Selecting “New Question/Revision” will create a new RFI document with the RFI number revision incremented, the previous revision automatically linked to the current revision and the previous revision Closed.

With the introduction of revisions, RFI numbering has been updated to depicted the revision.

The RFI search page has also been updated to include the ability to filter results to show all revisions or just latest revisions.

Unsolicited Change Request Improvements

Version 9.16.0 includes improvements, based on your feedback, to the Unsolicited Change Request workflow, including: Implementation of Revisions; removing the “Returned” status; and adjustment to the “Not Accepted” and “Request Re-quote” workflow steps.  We recommend reviewing the Things to Consider section below to understand how these adjustments may impact your current projects.

Revisions

When a Re-quote is requested is selected, a reason for Re-quote must be entered into the new text box “Request Re-quote/Not Accepted Reason” prior to the UCR being directed to the General Contractor Project Manager’s on the project.  The General Contractor Project Manager will have the ability to create a new revision or close the UCR.

Selecting “New Revision” will create a new UCR document with the UCR number revision incremented, the previous revision automatically linked to the current revision and the previous revision Closed.

With the introduction of revisions, UCR numbering has been updated to depicted the revision.  The standard form has also been updated to display the “Request Re-quote/Not Accepted Reason”.  Additionally, the search page now includes the ability to filter results to show all revisions or just latest revisions.

Not Accepted

When Not Accepted is selected, a reason for choosing Not Accepted must be entered into the new text box “Request Re-quote/Not Accepted Reason”.  Further, selecting Not Accepted will now notify, via an Action Item, the General Contractor Project Manager’s on the project to allow them to review the reason the UCR was not accepted.

Things to Consider:

  • All existing “Returned” status E-mail Subscription have been updated to status of “Re-quote requested” upon the update to version 9.16.0
  • All existing UCR’s in the status of”Returned” have been updated to status of “Re-quote requested” upon the update to version 9.16.0
  • Custom forms will need to be amended to include Re-quote Requested/Not Accepted information

Meetings

Introducing Meeting Items

Creating, assigning and completing Tasks are now managed independent of Meetings and have been removed from Meetings.

The ability to document and assign meting discussion items is now administered by Meeting Items.  Upon upgrade to version 9.16.0, existing entries in the Task Types setting have been copied into Meeting Item Types setting.

Meeting Items are identical to Tasks, with the following exceptions:

  • Meeting Items do not trigger an Action Item to the Assignee
  • Meeting Item information will display for the current Meeting only and is not a cumulative total of the Meeting Item of all updates from the first created Meeting to the most recent Meeting
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When a new Meeting is created of the same Type, existing Tasks in the status of Assigned or Done are automatically created as meeting Items, providing the transition of existing Tasks into Meeting Items.

For subsequent Meetings of the same Type, Onware will copy Meeting Items from the last issued Meeting into the newly created Meeting, using the Meeting’s End Date to ascertain which Meeting is the most recently issued; therefore, the Start/End Date fields are now required prior to issuing a Meeting.

Meeting Items can easily be edited using in-line editing.  To edit a Meeting Item, simply select the Meeting item you wish to edit directly within the table, and when finished, select Save.

Things to Consider

  • Meeting items do not display the cumulative information from all meetings, and as such, the action “Mark Closed prior to this meeting” is no longer relevant and has been removed
  • Custom forms will need to be amended o include Meeting Items
  • Meetings initiated prior to 9.16.0 must toggle the Meeting Type field to transition existing Tasks into Meeting Items