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Create a Punch List Item

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Objective

To create a new punch list item if you see something onsite that needs to be fixed or changed before the project can be considered complete.

Things to Consider

  • Required User Permission: 'Standard' or 'Admin' on the project's Punch List tool.
    • 'Admin' level users have complete control of the punch list items and can edit and update any assignee response.
    • 'Standard' level users can view all responses, but can only update their response if they are an assignee on the punch list item.
    • 'Read-only' level users cannot be assigned a punch list item.
  • Punch items can be assigned to multiple persons.
  • You will only be able to assign a punch item to a user that exists in the project's directory. If an assignee is missing from the list, he/she must first be added to the project directory before the user can become a selectable option in the dropdown picker.
  • Punch item types cannot be created when creating a punch item. Types must be created by an 'Admin' user in the tool's configuration settings before a type can be selected when creating a new punch item. See Configure Advanced Settings: Punch List.

Steps

  1. Navigate to your project's Punch List tool.
  2. Click the + Create Punch List Item button on the right pane.
  3. Complete the fields as follows:
    (An asterisk (*) indicates a required field)


     
    • Title*: Provide a descriptive title for the punch list item. The punch list item's title is displayed as the title in the list view. 
    • #*: Give the punch list item a number. This number can be a duplicate of one already assigned to another punch list item in your project.
    • Status: The status denotes whether or not the issue described in the punch list item has been attended to. The status will default to "Open" until you close out the punch list Item. See Close a Punch List ItemClosing a Punch List item is different than making it as "Resolved", as it signifies that the creator of punch list item agrees that item is completely resolved and no more work can be done for that particular item.  Once an item is closed out, it can not be reopened.
    • Location: Use the location drop-down menu to select a location the item impacts. Either select from the predefined locations, or Add a Multi-tiered Location to an Item. This location may be as general as the site location at the first tier or as specific as where on the site the contractor will be working at the second tier. You can add a punch list item to a drawing to indicate the exact location of the punch list item. See Use the Drawings Markup Toolbar.
    • Type: Punch item types help categorize items into related areas or divisions. Select the appropriate type for the punch item.
      Note: Users with 'Admin' permission on the Punch list can create punch item types. 
      See Configure Advanced Settings: Punch List.
    • Due Date: Select a due date that the assignee on the task should complete it by.
    • Priority: Select one of the following to indicate the urgency of the punch list item in relation to how soon it should be completed: Low, Medium, High.
    • Assigned To: Select the subcontractor or related contact from your directory to whom the punch item will be assigned. If an item should be assigned to more than one person, select multiple assignees or a distribution group from the dropdown picker. 
    • Distribution: You can select an entire distribution to receive the email notification for a punch list item. These are the people you think you should be regularly alerted to punch list items. To create a default distribution list, see Configure Advanced Settings: Punch List.
    • Trade: Select the applicable trade from the drop-down menu. Trades are configured at the Company level. See Add or Delete Trades.
    • Reference: Enter reference number or keywords in this box. This is an open text field. After the punch list item is created, users can search for matching punch list items by entering the reference number or keyword in the 'Search for Punch List Item' box in the Punch List Log. 
    • Schedule Impact: Select one of the following to indicate if the punch list item will affect the project's schedule (i.e. delay the project's planned schedule): Yes, Yes (Unknown), No, TBD, and N/A.
    • Cost Impact: Select one of the following to indicate if the punch list item will affect the project's cost (i.e. add costs to the project): Yes, Yes (Unknown), No, TBD, and N/A.
    • Cost Code: Associate a cost code with a punch list item. The cost code will automatically populate once you start typing an item listed in your cost codes.
    • Private: Mark this checkbox to make the item private. Only users with 'Admin' level permission to the Punch List tool users named on the' punch list item will be able to view the item. To learn how to make punch list items private by default, see Configure Advanced Settings: Punch List
    • Description: Enter a more detailed description of the punch list item, such as the specific issue and how it can be fixed. 
    • Attachments: Attach files to a punch list item by clicking the Attach Files link to attach a related picture or document. For example, you could attach an image of the punch list item.

  4. Click Save to save your punch list item. If you want to create another punch list item, click Save and Create New.
  5. Once you've created all of the desired punch list items, navigate back to the Punch List home page and send notifications to the assignees and distribution group members of these punch list items by clicking Send All in the banner above the list page.

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