Question:
I add remarks/notes to my Items. Are these remarks/notes supposed to be copied when I copy the Item? It seems that sometimes they are, but other times the remarks/notes are not copied. Why is that?
Answer:
Whether or not Item remarks/notes are copied when the Item is copied depends on how the Item is copied and how certain rules are set up at your site. For example, if the status or number of the Item is reset during the copy, then the remarks/notes will not be copied.
If you are using the Copy Doc option with Items to copy Items onto a new document:
- Look at your DocCopyConfig | ItemStatusReset rule. By default, Item statuses are reset, therefore, remarks are not copied. If the rule is turned off so that Item Statuses will not be reset, then remarks will be copied.
If you are using the Create doc option to create a new document with copied Items (according to the NextDocFlow | ItemFilter = True rule):
- Look at your NextDocFlow | RenumberItems rule. By default, Items are not renumbered, so remarks are copied; however, if the rule is on at your site so Items are renumbered, then remarks will not be copied.
If you are using the “Get Existing” option to copy Items onto a new document:
- Remarks will be copied.
If you are using the New Item(s) Like option to copy Items onto the same document:
- Remarks will be copied.
If you are creating a next Meeting Minutes document using the Create Next Meeting button:
- Remarks will not be copied.
Additional Comments:
It may appear that remarks are copied when you are dealing with Submittal Items or Change Items; however, that is not actually the case. The same Submittal Item can appear on a Submittal, a Submittal Package and on the Submittal Item Register. Since it is the same Item that appears in these documents, you can read the Item’s remarks from all these documents.
In the same way, the same Change Item can appear on a Change Order, a Proposed Change Order, and on the Change Item Register. Again, since it is the same Item that appears in these documents, the Item’s remarks can be read from all these documents.