KBA-01106: Using Cost Code Alerts

Question:

How do I get an Alert when a cost code project task is about to start or end?

Answer:

For discussion, consider the following example scenarios:

• An RFI requests clarification on the color paint to be used for a specific project task.  The paint has to be acquired two days before the start date of the task.
  1. Create and save an RFI document.
  2. Look up the desired cost code on the document‘s Detail tab.
  3. Select Alerts from the Document Options menu (the drop-down arrow at the Document Header).
  4. Select  the Cost Code Start alert and add a new row for that alert.
  5. Set the Lead to 2.
  6. Close the Document Alerts window.
  7. Visit the Route tab and be sure relevant routees are subscribed to alerts.
  8. Save the document.

Two days before the scheduled start, an Alert will be generated if the RFI is still open.  Close the RFI when the question is resolved and/or the supplies have been ordered.

• You are responsible for coordinating an inspection upon the completion of a project task.  You need three days warning before the task should be completed to set up the inspection.
  1. Create and save an RFI document such as a General Task.
  2. Look up the desired cost code on the document‘s Detail tab.
  3. Select Alerts from the Document Options menu (the drop-down arrow at the Document Header).
  4. Select  the Cost Code End alert and add a new row for that alert.
  5. Set the Lead to 3.
  6. Close the Document Alerts window.
  7. Visit the Route tab and be sure relevant routees are subscribed to alerts.
  8. Save the document.

Over the life of the project, the end date may vary.  Three days before the scheduled end, an alert will be generated if the Spitfire document is still open.

Additional Comments:

If your documents do not allow cost codes, consult your System Administrator.  The cost code fields are optional and are controlled using the UI Configuration tool on the System Admin Dashboard. On Due Alerts require scheduled SQL tasks. If your alerts are not working, consult your System Administrator to be sure this task is enabled. For more information, see the Focus on Alerts and Compliance guide.

KBA-01106; Last updated: November 10, 2016 at 9:33 am;