Create a Weekly Diary

Owned by Melissa Girtz
Last updated: Jun 30, 2023 by RtVision Support
2 min read

Click the link to watch a video of how to create the Weekly Diary record, generate a Weekly Diary document, route the document for electronic approval, and select contractors to notify when weekly diarites are created. https://www.loom.com/share/ed48188b0b1a43f2819dbd4a01e03e1a

 

The Weekly Diary allows an agency to create a weekly document that summarizes the contract inspection information over a given week. To enter weekly information:

  1. A row for each Weekly Diary will automatically show at the start of each week. Weeklies will be added from the start date to the actual completion date.

    1. If no completion date is set, they will continue to be added at the start of each week.

  2. Users can ‘Create’ and ‘Edit’ the Weekly Diary information from either the Weekly Diary section in the Contract menu or from the Inspection section (Weekly tab). The information will be shared across both locations.

  3. Report Numbering can be changed but will be auto input based upon weekly number (stopping numbering if the construction is suspended via the Construction Status section)

  4. Major Items can be selected. These will be the ‘base item’ (ie if the same item is used multiple times, it will only show for selection once), and selecting the item will show quantities done this week, by project, on the Weekly Diary. Major Items will automatically copy from one week to the next.

  5. The information shown in the Inspection section can be updated and viewed throughout the week. The Week Ending Date can be modified by agency setting.

  6. Click on Save to save any updates or changes.

  7. To create the document and electronically route it for approval, you will select the ‘Weekly Diary’ Office template at the top of the Weekly Diary section. This will bring you to the Word document where you can review the information that is pulled into your document, add comments and attachments, and then route for electronic approval.

  8. When prompted, select the applicable Weekly Diary to create from the Word Add-In and name the document

  9. Select the pre-determined approval workflow for Weekly Diaries, or set up a new approval process.

  10. The document will be auto-saved and available in the ‘Documents’ section of the Contract Menu. (Also available by clicking on the ‘Weekly Journal Documents’ link in the Weekly Diary section of the Contract Menu).