If you previously used OneOffice Legacy and have recently upgraded to the new OneOffice, here’s some helpful tips.
Contracts In Different Phases
In the Legacy version, moving contracts to different phases was a manual step you needed to take. Now, in the new OneOffice, these steps are automated and triggered based on entries within the contract fields.
Planning to Bidding > Setting the Bid Opening Date (Click on Details next to the Contract - Under the Bidding Section, Under Ad For Bid - set the bid opening date)
Bidding to Construction > Awarding the Winning Contractor (Click on Details next to the Contract - scroll down to the Contractor field and select the awarded contractor)
Construction to Completion > Selecting ‘Final’ on the Final Payment. (Click on Details next to the Contract - Under the Payments Section - Click on ‘Edit’ on the last payment. Check the box ‘final’ - please note this also releases any retainage)
IF a Contract appears to be in the wrong phase, please check the information above and either move it forward, OR, if needed, undo the steps to move it backward.
If you are looking for an entry/record that was previously entered, then follow these steps:
Weekly Diaries - Click on details next to a Contract. In the 9 dot menu, you will see Weekly Diaries. The table shows all weekly diary dates. You can create/generate a document based off of that information in the new OneOffice, or, find the historical document that was created in Legacy (instructions below).
Daily Diaries (Inspections) - The Daily Diaries entered in Legacy can be found under the Reports section. Click on details next to a Contract. In the 9 dot menu, scroll down to see Reports. Click on Daily Diary. Your entries will be here.
IF there is a discrepancy and you feel as though not all diaries are in this list, please reach out to firstname.lastname@example.org. If a diary entry does not have a primary inspector and only a secondary inspector, at times those entries are just ‘not shown’, but the data is still in the background. We can resolve this rather quickly if you let us know.
If you are looking for a Document/eGram Attachment that was previously created, then follow these steps:
Click on details next to the Contract. Under Projects, click on the individual Project the data is related to. On the 9 dot menu find the section ‘Attachments’. Give this a minute to load. You will find all historical documents/attachments here.
If you have created payments in Legacy and have to create a few more payments in the new OneOffice and are getting ‘errors’, below are some tips for the most common resolutions. If these steps do not work, please reach out to email@example.com right away so we can help you resolve the issue.
Navigate to your Funding Sources for this Contract. Is there a ‘Max Value’ set? Please remove it.
Navigate to your Funding Splits for this Contract.
Unknown Sources - if they are not used, they can be removed.
If a Funding Category does not have a split below it, please add a split. Even if you are just using 1 source at 100%, this still needs to be added so that it knows which source to pull the funds from.
Perform the Awarded Validation (on the 9 dot menu)
Navigate to your Funding Item Setup
Ensure that all items are fully funded. There is a key at the top of the page that lets you know the status. Make sure you click save!
Red - some items have not been assigned any funding
Blue - some items are partially funded
Green - all items are fully funded
Perform Funding Validation for the last Payment created in Legacy.
Example - you created 7 payments in Legacy and are trying to create Payment #8 in the new OneOffice.
Click on Details next to payment 7. In the 9 dot menu click on Funding Validation. Perform Funding Validation and click Save.
If there are no ‘red’ or errors, you still need to click ‘Save' so the software knows you ‘completed this step’.