CONTRACT MANAGER

Correspondence Guide Manual

4/25/2009
PROMASTAR
Table of Contents

LETTER ........................................................................................................... 1
Letter Login Window ........................................................................................... 2
Letter Log Window .............................................................................................. 2
Action Buttons............................................................................................................. 3
Letter Document Window.................................................................................... 3
Basic Information ........................................................................................................ 4
Status .......................................................................................................................... 4
Distributions ................................................................................................................ 4
Details ......................................................................................................................... 5
Custom Fields .............................................................................................................. 5
Issues .......................................................................................................................... 6
Attachments ................................................................................................................ 6
Letter Creation ............................................................................................................ 6
CORRESPONDENCE RCVD ............................................................................... 7
Corr. RCVD Login Window.................................................................................... 8
Corr. RCVD Log Window ...................................................................................... 8
Action Buttons............................................................................................................. 9
Corr. RCVD Document Window ............................................................................ 9
Basic Information ...................................................................................................... 10
Status ........................................................................................................................ 10
Log Information ......................................................................................................... 11
Source Document ...................................................................................................... 11
Custom Fields ............................................................................................................ 12
Issues ........................................................................................................................ 12
Attachments .............................................................................................................. 12
CORRESPONDENCE SENT ............................................................................. 13
Corr. Sent Login Window ................................................................................... 14
Corr. Sent Log Window ...................................................................................... 14
Action Buttons........................................................................................................... 15

2 | TOC
 Corr. Sent Document Window ........................................................................... 15
Basic Information ...................................................................................................... 16
Status ........................................................................................................................ 16
Log Information ......................................................................................................... 17
Source Document ...................................................................................................... 17
Custom Fields ............................................................................................................ 18
Issues ........................................................................................................................ 18
Attachments .............................................................................................................. 18

3 | TOC
 Letter

1|Page
 LETTER

Login • Enter Username

Window • Enter Password

Project • Choose RICHILL Proj.

View • Expand Folders

• Go to Corr. Folder
Folders
• Choose Letter

Fig. (1)

Letter Module

Use this module to create and keep a record of letters and connect it to the
correspondence modules.

• Letters log window

Use the Letters log window to create new letter documents and review existing ones. You
must use Microsoft Word to create the actual letters. You can also print a report or a form to
have all overview information of the project documents.

Fig. (2)

2|Page
  Action Buttons (Fig. 2)

o Add document button

Use this button to add a new letter document to the log.

o Print report button

Use this button to print the default report for the letter document.

o Print preview button

Click this button to display the default log report on screen the way it will look when it is printed.

o Define templates button

Use this button to create a new letter template (privilege).

o Select an action drop-down list

Use the arrow next to the Select an Action drop-down list, select an action to perform, and click
Go after selection.

o Edit icon

Use the icon in the left column to open the letter in Edit mode.

o Word icon
Use the icon to open the actual letter in Microsoft Word.

• Letter document window

Use this document window to create letters. Once created, you can then type the body of the
letter and other information in Microsoft Word.

Fig. (3)

3|Page
  Basic Information (Fig. 3)

1. Date
Contract Manager provides the date the letter was created. You can click the calendar icon to
select a different date from the pop-up calendar.

2. To
Click Add to open the Select Contacts dialog box to choose contacts to distribute the letter.

3. From
Click Select to open the Select Contacts dialog box to choose the contact who is writing this letter.

4. Subject
Enter a brief description of the letter subject letter.

5. Template
Select the Microsoft Word template to use as a base for this letter (General, RIC & HILL).

 Status (Fig. 3)

1. Ball in court (BIC)

Click Select to choose the contact responsible for this letter.

2. Priority
Select the priority level for this letter, which will appear in the BIC’s Action List.

3. Status
Select the Status of this letter from the drop-down list (Open, Closed & FYI).

Fig. (4)

 Distributions (Fig. 4)

1. Add
Click to choose contacts to distribute the letter to.

4|Page
  Details (Fig. 4)

1. Log number
Contract Manager provides the next available log number to identify the new letter in the Letters
log automatically. You can edit it.

2. Time
Contract Manager provides to the time the letter was created. You can edit it.

3. Due date
Contract Manager automatically enters 2 weeks from the date the letter was created as the due
date. You can click the calendar icon to select a different date from the pop-up calendar.

4. Contract
The contract associated with the letter. Click Select to choose from the list.

5. Reference
Enter a detailed description of the letter in this field.

6. Enclosures
Enter enclosure information if in.

Fig. (5)
 Custom Fields (Fig. 5)

1. Reference No.
Enter the letter number for reference.

2. Package No.
Select the package number of the project the letter is associated with.

3. Hijri date
Write the Hijri Date of the letter.

4. Complementary close
Select the complementary close. You can write your close.

5|Page
 Fig. (6)
 Issues (Fig. 6)

1. Link button
Click this button to select the issue to link this letter with.

 Attachments (Fig. 6)

1. Attach file button

Click this button to add an attachment to this letter. You can enter the subject and identify the
location (letter).

2. Finally press save and create the letter.

Fig. (7)
 Letter creation (Fig. 7)

1. Microsoft word
Write the letter body, enter CC, write the person name who create the letter and Choose if the
subject need to be responded or not from the check box.

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 Correspondence
Received

7|Page
 CORR. RECEIVED

Login • Enter Username

Window • Enter Password

Project • Choose RIC-HILL Proj.

View • Expand Folders

• Go to Corr. Folder
Folders
• Choose Corr. Received

Fig. (1)

Corr. Received Module

Use this module to record incoming documents and view summary of each
correspondence item associated with the project.

• Corr. Rcvd log window

Use the Corr. Received log window to record new incoming documents and review existing ones. You
can also print a report or a form to have all overview information of the project documents.

Fig. (2)

8|Page
  Action Buttons (Fig. 2)

o Add document button

Use this button to add a new correspondence received document to the log.

o Print report button

Use this button to print the default report for the correspondence received document.

o Print preview button

Click this button to display the default log report on screen the way it will look when it is printed.

o Select an action drop-down list

Use the arrow next to the Select an Action drop-down list, select an action to perform, and click
Go after selection.

o Edit icon

Use the icon in the left column to open the correspondence received document in Edit mode.

• Corr. Rcvd document window

Use this document window to record details about a document that you receive, including the
source, subject, status, and other remarks.

For documents sent directly to Corr. Received (Via the Select an Action dropdown list - Send to
Corr. Rcvd command), Most field values are provided from the source document (letter).

Fig. (3)

9|Page
  Basic Information (Fig. 3)

1. To
Contract Manager automatically fills in this field with the recipient's name (Saud Al-Malag), for
documents that were sent from a source document (Letter). You can change the recipient by
clicking Select to open the Select Contact dialog box.

2. From
Click Select to open the Select Contact dialog box to choose the contact who sent the document.

3. Date received
Contract Manager provides the current system date as the date the document was received. You
can click the calendar icon to select a different date from the pop-up calendar.

4. Time received
Contract Manager provides the current system time as the time the document was received. You
can enter another time.

5. Subject
Enter the subject of this correspondence document.

6. Date responded
After sending the response from Corr. Sent module, you have to return to Corr. Received module
and enter the date you responded to this correspondence item. Click the calendar icon to select
a date from the pop-up calendar.

 Status (Fig. 3)

1. Ball in court (BIC)

Click Select to choose the contact responsible for this document.

2. Priority
Select the priority level for this document, which will appear in the BIC’s Action List.

3. Status
Select the Status of this document from the drop-down list (Open, Closed & FYI).

Fig. (4)

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  Log Information (Fig. 4)

1. Number
Contract Manager automatically numbers each received correspondence item sequentially. You
can edit the number.

2. Entered by
Contract Manager automatically fills in this field with the contact who entered the correspondence
data.

3. Manually entered
Contract Manager automatically fills in this field.
Yes indicates that this document was manually created in the Correspondence Received log.
No indicates that this correspondence document was sent to the Correspondence Received log
from another document (via the Select an Action, Send to Corr. Rcvd command).

 Source Document (Fig. 4)

1. Type
Select the type of this document that was received from the drop-down list. This field is editable if
the document was entered manually. It is non-editable if the document was created from another
document.

2. Item number
For documents received by Select an Action, Send to Corr. Rcvd, Contract Manager uses the
number that identifies the source document, you can edit this number.

3. Date
Click the calendar icon to select the date the source document was created from the pop-up
calendar.

4. Item status
Select the Status of this document from the drop-down list (Open, Closed & FYI).

5. Description
Enter a brief description of the correspondence item received.

6. Cost
Enter the amount (cost) attributed to implementing this document.

Fig. (5)
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  Custom Fields (Fig. 5)

1. Reference No.
Enter the document number for reference.

2. Package No.
Select the package number of the project this document is associated with.

3. Corr. type
Select the corr. Type from the list (E-mail, Fax, Letter, and Transmittal)

4. Response reference No.

After sending the response from Corr. Sent module, you have to return to Corr. Received module
and enter the response document number for reference to this correspondence item.

5. File No.
Enter the document archiving number for reference.

6. Response date
After sending the response from Corr. Sent module, you have to return to Corr. Received module
and enter the date you responded to this correspondence item. Click the calendar icon to select
a date from the pop-up calendar.

Fig. (6)
 Issues (Fig. 6)

1. Link button
Click this button to select the issue to link this document with.

 Attachments (Fig. 6)

1. Attach file button

Click this button to add an attachment to this document. You can enter the subject and identify the
location (Corr. Received).

2. Finally press save.

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 Correspondence
Sent

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 CORR. SENT

Login • Enter Username

Window • Enter Password

Project • Choose RIC-HILL Proj.

View • Expand Folders

• Go to Corr. Folder
Folders
• Choose Corr. Sent

Fig. (1)

Corr. Sent Module

Use this module to record outgoing documents and view summary of each
correspondence item associated with the project.

• Corr. Sent log window

Use the Corr. sent log window to record new outgoing documents and review existing ones. You can
also print a report or a form to have all overview information of the project documents.

Fig. (2)

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  Action Buttons (Fig. 2)

o Add document button

Use this button to add a new correspondence sent document to the log.

o Print report button

Use this button to print the default report for the correspondence sent document.

o Print preview button

Click this button to display the default log report on screen the way it will look when it is printed.

o Select an action drop-down list

Use the arrow next to the Select an Action drop-down list, select an action to perform, and click
Go after selection.

o Edit icon

Use the icon in the left column to open the correspondence sent document in Edit mode.

• Corr. Sent document window

Use this document window to record details about a document that you sent, including the
source, subject, status, and other remarks.

For documents sent directly to Corr. sent (Via the Select an Action dropdown list - Send to
Corr. Sent command), Most field values are provided from the source document (letter).

Fig. (3)

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  Basic Information (Fig. 3)

1. To
Click Select to open the Select Contact dialog box to choose the contact whom you sent the
document to.

2. From
Contract Manager automatically fills in this field with the recipient's name (Saud Al-Malag), for
documents that were sent from a source document (Letter). You can change the recipient by
clicking Select to open the Select Contact dialog box.

3. Date sent
Contract Manager provides the current system date as the date the document was sent. You can
click the calendar icon to select a different date from the pop-up calendar.

4. Time sent
Contract Manager provides the current system time as the time the document was sent. You can
enter another time.

5. Subject
Enter the subject of this correspondence document.

6. Date responded
Before sending the response document from Corr. Sent module, click the calendar icon to select
the response date from the pop-up calendar. Don’t forget to enter the response date in the
associated received document and change the status to closed instead of open.

 Status (Fig. 3)

1. Ball in court (BIC)

Click Select to choose the contact responsible for this document.

2. Priority
Select the priority level for this document, which will appear in the BIC’s Action List.

3. Status
Select the Status of this document from the drop-down list (Open, Closed & FYI).

Fig. (4)
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  Log Information (Fig. 4)

1. Number
Contract Manager automatically numbers each sent correspondence item sequentially. You can
edit the number.

2. Entered by
Contract Manager automatically fills in this field with the contact who entered the correspondence
data.

3. Manually entered
Contract Manager automatically fills in this field.
Yes indicates that this document was manually created in the Correspondence Sent log.
No indicates that this correspondence document was sent to the Correspondence Sent log from
another document (via the Select an Action, Send to Corr. Sent command).

 Source Document (Fig. 4)

1. Type
Select the type of this document that was sent to the drop-down list. This field is editable if the
document was entered manually. It is non-editable if the document was created from another
document.

2. Item number
For documents sent by Select an Action, Send to Corr. Sent, Contract Manager uses the number
that identifies the source document, you can edit this number.

3. Date
Click the calendar icon to select the date the source document was created from the pop-up
calendar.

4. Item status
Select the Status of this document from the drop-down list (Open, Closed & FYI).

5. Description
Enter a brief description of the correspondence item sent.

6. Cost
Enter the amount (cost) attributed to implementing this document.

Fig. (5)
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  Custom Fields (Fig. 5)

1. Reference No.
Enter the document number for reference.

2. Package No.
Select the package number of the project this document is associated with.

3. Corr. type
Select the corr. Type from the list (E-mail, Fax, Letter, and Transmittal)

4. Response reference No.

Before sending the response from Corr. Sent module, enter the response reference number for
the received item. Don’t forget to enter the response reference number in the associated received
document.

5. File No.
Enter the document archiving number for reference.

6. Response date
Before sending the response document from Corr. Sent module, click the calendar icon to select
the response date from the pop-up calendar. Don’t forget to enter the response date in the
associated received document and change the status to closed instead of open.

Fig. (6)
 Issues (Fig. 6)

1. Link button
Click this button to select the issue to link this document with.

 Attachments (Fig. 6)

1. Attach file button

Click this button to add an attachment to this document. You can enter the subject and identify the
location (Corr. Sent).

2. Finally press save.

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