This article explains how to create a project-specific change order. Would you like to learn more about what change orders are and what they are used for? Click HERE!

In this article, you will find:

• Create a change order
• Complete the change order
• Explanation of statuses

Create a change order

Your projects ➜ Select project ➜ Click on "Tasks" ➜ Choose the desired change order type ➜ Click on "Create"

Complete the change order

Your change order will depend on its type, and the guide below may vary according to your settings.

To complete your change order, you need to provide the following information:

1. Status
2. Specify location
3. About the change order
4. Upload documentation
5. Internal assignee
6. External assignee
7. Observer

1. Status

Select the status of the change order.

Here is an overview of the statuses for change orders. Statuses can be used to ensure clarity and communication during the execution of the task.

2. Specify location

You can enter the location, mark it on a floor plan, or mark it on a map.

Note! The option to mark on a floor plan depends on the selected change order type.

Learn more about creating change order types HERE!

3. About the change order

In this section, you fill in the content of your change order. You can fill in the following fields:

Reference number:

If the selected change order type is created with a reference number, you can enter it here.

Subject ➜ The subject of the change order:

Describe here what the change order pertains to. For example, describe what task needs to be performed and what it requires.

Description:

Here you can add a description of the change order.

Timing consequence

Here you can add the time impact of the task to be addressed. Indicate, for example, how many hours or days the task has taken or will take.

Economy

If you have selected the "Item line matrix type", you can manually fill in the item lines. You can add a new item line by clicking on the “+” icon, and delete a line by clicking on the trash can icon.

• If you have selected the "Total amount type", you can enter the total amount.

4. Upload documentation

In this field, you can upload documentation, such as Excel sheets, Word files, or other PDFs that are important for your change order.

5. Internal assignee

Specify which user will be the internal assignee. The user must have a task license and be connected to the project to be assigned as the internal assignee.

6. External assignee

Specify which user from an external organization will be the external assignee. You can only select a user from an already established external organization that is connected to the project.

7. Observer

If you want another internal user to be connected as an observer, you can specify it in this field. The user will receive the same notifications as the internal assignee.

Explanation of statuses

Your external organizations can track all statuses on the change order via the ProjectWeb, except for "Draft." They must actively interact with the change order in the following statuses:

• Sent for approval: Where they need to approve or reject it.
• Rejected: If they choose to reject the change order.
• Approved: When the change order is approved by them.

The remaining statuses are updated by your internal organization, but external parties can still monitor the changes.

The different statuses and their significance for your change order will now be explained.

Draft:
When your change order is in the "Draft" status, only your internal organization can view its content. This status can only be changed by you or other users from your organization via the admin page. The "Draft" status means that external organizations cannot see anything while the change order is being prepared.

Rejected:
When your change order is in the "Rejected" status, it means it has been rejected by the external organization via ProjectWeb. It is then up to your internal organization to create a revised change order, which your external organization must approve via ProjectWeb.

Sent for approval:
When your change order is in the "Sent for approval" status, it means it has been sent to the external organization via ProjectWeb. This is where they can view the change order and either approve or reject it. This status can only be changed from the admin page.

Approved:
When your change order is in the "Approved" status, it means the external organization has reviewed and approved the change order via ProjectWeb. This status can only be changed by the external organization.

Ready to go:
When the change order is in the "Ready to go" status, it means the external organization has approved the change order, and your internal organization can now begin executing the task. This status is manually updated by your internal organization via the admin page.

Completed:
When your change order is in the "Completed" status, it means the task associated with the change order has been completed by your internal organization. This status can only be manually changed by your organization via the admin page once the task is finished.

Ready for invoicing:
When your change order is in the "Ready for invoicing" status, it means the task has been completed, and you can begin the invoicing process. This status must be manually changed by your internal organization when you are ready to invoice the external organization.

Invoiced:
When your change order is in the "Invoiced" status, it means you have invoiced the external organization through your financial system outside of Inspectly. The change to "Invoiced" must be made manually from the admin page in Inspectly. The invoicing status does not change automatically but is used to provide an overview of which change orders have been invoiced.