5 Advantages to Using a Template Project Client Webinar Series Time to Reach New Heights 5 Advantages to Using a Template Project May 12, 2016

Agenda Five Advantages Add documents to your new project for a quick start up Automatically add files to your new documents at creation Copy a Budget Create a new document when a milestone is achieved Quickly and efficiently populate the Incl/Excl tab

Add Documents to Your New Project for a Quick Startup Use a Workflow Script triggered by a Route to Spitfire (see below) or from a Trigger (next slide) on your Project Setup document. Workflow Script for a Route ATC: COPY 6b95e9a1-7f5b-4c4b-af3a-c816cf5f645a XX001 0001; with Attachments Items Due 2 AutoAccepted ATC: COPY 70289d0c-bf43-4daf-b67a-e23b59ae1f41 * NEW; Workflow Script with translation in Blue Font ATC: COPY 6b95e9a1-7f5b-4c4b-af3a-c816cf5f645a XX001 0001; with Attachments Items Due 2 AutoAccepted Copy this Doc Type from Project DocNumber; with the Attachments and the Items make it due in 2 days and set SEQ 1 Routee as Responded ATC: COPY 70289d0c-bf43-4daf-b67a-e23b59ae1f41 * NEW; Use this Doc Type to create a new document of this Doc Type on this Project Alphanumeric string in Red Font is a GUID (Global Unique ID)

Add Documents to Your New Project for a Quick Startup Use a Workflow Script triggered by a Route to Spitfire (see previous slide) or from a Trigger (this slide) on your Project Setup document. Workflow Script for Workflow Library ATC: IF Subtype ISCHANGING      ATC: COPY 6b95e9a1-7f5b-4c4b-af3a-c816cf5f645a XX001 0001; with Attachments Items Due 2 AutoAccepted       ATC: COPY 70289d0c-bf43-4daf-b67a-e23b59ae1f41 * NEW; ATC: ENDIF Workflow Script with translation in Blue Font ATC: IF Subtype ISCHANGING If the Subtype field is changed (from blank to your selected option is a change) ATC: COPY 6b95e9a1-7f5b-4c4b-af3a-c816cf5f645a XX001 0001; with Attachments Items Due 2 AutoAccepted Copy this Doc Type from Project DocNumber; with the Attachments and the Items make it due in 2 days and set SEQ 1 Routee as Responded ATC: COPY 70289d0c-bf43-4daf-b67a-e23b59ae1f41 * NEW; Use this Doc Type to create a new document of this Doc Type on this Project ACT: ENDIF ACT: DONE - if the subtype field didn’t change – do nothing.

Add Documents to Your New Project for a Quick Startup Considerations Workflow on a Route vs Workflow Scripts Library Both use ATC commands Both are powerful Workflow Scripts Library If you need to make a change, you can make it in one location Can be triggered by Document Events and evaluated at different saves (e.g.: First Save, Normal Save, Newly Approved Save, etc. Route Triggered by the route to Spitfire Good since the route controls when the action will take place Bad since the route is dependent upon users to always send their routes forward Workflow script is part of the route detail –if the script in the route changes only new routes will be affected. All existing routes will continue to use the workflow in place when the route was created.

Finding GUIDS (Global Unique ID) Doc Type GUID System Admin | Doc Types Document GUID DataPK on the WCC Info on the Document Double-Click on the Footer near the Powered by Spitfire logo

Automatically Add Files to your New Documents at Creation Rule Maintenance | DocTypeConfig rule group AutoAttachFromDoc AutoAttachFromDoc:% (substitute your Subtype Code value for the % for example: PO for Purchase Order) Both of these Rules attach all their attachments to the selected DocType in the Filter column In the Results column add the GUID of the Document that is the source of the attachments

Copy a Budget A Basic Budget for your projects is a quick way to add cost codes with basic amounts for your smaller projects – or for any projects that you have that may be repetitive. Add a basic budget in your Template job On your new project, in BFA choose Copy a Budget Select your Template Project In the Select Import Rows box: Select Rows Select Budget Source Original for Template Job Could be Original, EAC, Actual or FAC if you selected a working project Increase Amount by a Multiplier to account for location or schedule Click Insert

Create a New Document When a Milestone is Achieved This one started out as a Template Job document to copy, but I switched it to a Workflow Script In the Workflow Script SECTION is the field in the Daily Field report that is changed when a day is lost WITH LINK – adds a link on each document’s Attachment tab SET DocDate = * The * indicates to set it to the Value in the Source document (in this case the Daily Field Report) Workflow Script (triggered by Normal Save on Daily Field Report) ATC:IF SECTION ISCHANGING ATC: Copy ed9def02-0a14-4d39-9cff-a888a1977392 * NEW; WITH LINK ATC: SET DocDate = * ATC: SET Title = Weather Delay [Fd_DocHeader_DocDate]     ATC: SET Subtype = WD ATC: SET Status = C ATC: SAVE ATC: ENDIF

Quickly and Efficiently Populate the Incl/Excl Tab AutoAttachIXFilter works with the AutoAttachFromDoc rule AutoAttachFromDoc tells the AutoAttachIXFilter rule which Document to use as the source for the Incl/Excl line items In the screen shot below – new Vendor Commitments will copy both the Attachments (AutoAttachFromDoc) and the Incl/Excl line items from the same Document in your Template job

Quickly and Efficiently Populate the Incl/Excl Tab This Example Copies Include/Exclude items from a Commitment document in Template Job Notice that the Consultant Agreement and the Prime Contractor have different Include/Exclude line items

Quickly and Efficiently Populate the Incl/Excl Tab By using the Context column in UI Configuration, the label and Visibility can be set for each Doc Type/Subtype combination.

Next Topic Routing = Communication + Accountability Thursday June 9thth – 1:00 pm EST Review past Webinars at http://support.spitfirepm.com Have a topic you’d like included in an upcoming Webinar? Send your suggestion to dmcgovern@spitfiremanagement.com