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How do I find process items?

The easiest way to search for process items issued to you for Information or Action is to use the links in your Project Summary or Inbox (or, from conject Project Control Version 6.0, the Process Gadget on your Dashboard - for more information,click here). For example, if your Project Summary, Inbox or Processes Gadgetindicates that you have five Change Requests for Action, clicking on the 5 will take you to the Change Request search screen with the correct filters selected to find these items - it will also load the search results. You will probably also need to use the Search facility in order to locate specific process items.

To begin searching:

  1. Click Find and View in the top project toolbar
  2. Select the process you need to search for (for example, Change Request, RFI, Transmittal etc)
  3. Define your search criteria and click Search
  4. Your search results are displayed - you can select to view up to 100 items at a time using the Display Per Page option directly beneath the Search button

Search Criteria - The available filters will vary according to the setup of the process, but you will usually see the following:

  • Contents - search for process items containing specific text within the main contents field
  • User Reference - search for process items withspecific user references
  • System Reference - search for process items with a specificsystemreference (you should only enter the numeric part of the system reference into this field)
  • Originator company or user - dropdown menu allowing you to filter by publishing user or company
  • Recipient company or user - dropdown menu allowing you to filter by recipient user or company
  • Un-read - display only items issued to you for information which you have not yet accessed
  • Un-actioned - display only items issued to you for action which you have not yet actioned
  • Issued To Me - display all items issued to you for any reason (includes items where you have cleared your notification)
  • Active / Inactive - filter by Active, Inactive or All
  • Open / Closed - filter by Open, Closed or All (only available where the process is using open / close functionality)
  • Status - filter by status (only available where the process is using statuses)
  • Type - filter by type (only available where the process is using types)
  • Date filter - select the published date range
  • More Filters - opens a popup window containing additional search filters
  • Crop Results to - set the number of characters of the Contents which is visible (the default is 40)
  • View Responses - include all responses to all returned process results
  • Filter Responses - apply search filters to responses as well as initial processes

Search Results - as with search filters, the details included in the search results will vary according to the setup of the process, but you will always see the following:

  • System Reference - each published process item on a project is given a unique System Reference number. For example, the first RFI published on a project may have the System Reference RFI-000001 - where RFI refers to the process type, and 000001 identifies this as the first of its type. In this example, the second RFI published would be RFI-000002. Other process types will use different letter combinations - eg, COM for Comments.
  • Raised - the name and company of the user who raised the process
  • Issued - the date the process was raised
  • Reason for Issue - the reason the process was issued to you (this will be blank if you are not on the issue list of the process)
  • Individual Days Left - calculated from your reason for issue (again, this will be blank if you are not on the issue list of the process)
  • Read (columnshows Green Tickor Red Cross to indicate whether you have viewed the process itemor not)
  • You may also see any or all of the items available in the search filters

To open a process item:

  • Several of the items in the Search Results are links which allow you to access the process - click any of these links to open the process item in a new window