Change Request - View and Send

How To View a Change Request

You can view all the components of a Change Request as they are stored in IPM, and IPM also enables you to preview your Change Requests in PDF format to see how they will appear to the receiver once they are sent or printed out. All of these require you to follow these steps first:

  1. In the left hand navigation menu, click on IPM Contract Control > Change Requests
  2. All Change Requests created for the selected Job will appear in the table

To View in IPM

  1. Double click on each Change Request to view it
  2. The Change Request will open in a new window and you can view all components of it by clicking on each of the options in the left hand menu

To Preview the Change Request

  1. Make sure the Change Request you wish to view is highlighted in blue by clicking on it
  2. Click on Preview in the top menu
  3. The Report Viewer will open and display the Change Request as it would look as a PDF file

 

Note: As this is simply a preview, you cannot Save or Print the Change Request from this view. In order to do this, you must create the actual PDF file first. See the next item below.

To Create as a PDF and Print

  1. Make sure the Change Request you wish to view is highlighted in blue by clicking on it
  2. Click on Create PDF in the top menu to create a PDF of the Change Request
  3. The PDF box will open and you can choose to Open or Save the PDF (if you choose save, open the PDF once it has been saved in your desired location)
  4. The Change Request will open as a PDF file
  5. Click on the Print icon in the top menu

 

To Send a Change Request

IPM allows you to print Change Requests should you wish to fax or post them (see To Create as a PDF and Print in the previous section), but it also offers you the convenient option of emailing them. IPM allows you to email your Change Request as a standalone document, or create an accompanying Transmittal to send with the Change Request.

To Send the Change Request with a Transmittal

In the left hand navigation menu, click on IPM Contract Control > Change Requests

All Change Requests created for the selected Job will appear in the table

Make sure the Change Request you wish to send is highlighted in blue by clicking on it

  1. Click Create Transmittal in the top ribbon menu
  2. This will open the New Transmittal form, with much of the required information already prefilled
  3. Enter any further information you require (See Chapter 3, 1.3 for more information)
  4. Click Save
  5. Click on Items in the left hand menu and you will see that the Change Request has been automatically attached to the Transmittal
  6. Click General under the Information menu, then click on Create Email in the top menu
  7. A new email will open up with much of the information from the Transmittal and Change Request prefilled for you
  8. Enter any further information you require (See Chapter 2, 7.0 for more information)
  9. You will notice that all the contacts who were entered into the Send To section of the Change Request will be added as recipients
  10. If you click on Attachments, you will see the Change Request and the Transmittal are attached to the email as PDF documents
  11. Once all the information has been added to your email, you can send it immediately by clicking Send in the top menu, or you can save it to send later by clicking on Save and Close
  12. To view your email after you have saved it, go to IPM Contract Control > Change Requests and open the Change Request
  13. Click on Activities in the left hand menu
  14. The email will appear in this list and you can open it to edit or send by double clicking on the Subject
  15. Once the email has been sent, it will appear in the Closed Activities section of the Change Request form

To Send the Change Request without a Transmittal

  1. In the left hand navigation menu, click on IPM Contract Control > Change Requests
  2. All Change Requests created for the selected Job will appear in the table
  3. Make sure the Change Request you wish to send is highlighted in blue by clicking on it
  4. Click on Create Email in the top menu
  5. A new email will open up with much of the information from the Change Request prefilled for you
  6. Enter any further information (See Chapter 2, 7.0 for more information)
  7. If you click on attachments you will see that only the Change Request has been automatically added as a PDF document
  8. Once all the information has been added to your email, you can send it immediately by clicking Send in the top menu, or you can save it to send later by clicking on Save and Close
  9. To view your email after you have saved it, go to IPM Contract Control > Change Requests and open the Change Request
  10. Click on Activities in the left hand menu
  11. The email will appear in this list and you can open it to edit or send by double clicking on the Subject
  12. Once the email has been sent, it will appear in the Closed Activities section of the Change Request form

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