How do I submit a Change Order for Approval?

Purpose

To send a Change Order to a customer or other recipient for review and approval in Contractor Foreman.

Background

Once a Change Order has been created and all required details and items have been added, you can generate a PDF and email it to the appropriate recipient for review.

The recipient can review the Change Order details and provide approval according to your organization’s workflow.

Step 1: Open the Change Order

1. Navigate to the Change Orders module.
2. Locate and open the Change Order you want to submit for approval.
3. Review the Change Order details, items, amount, and other information to make sure everything is correct.

Step 2: Open the Change Order PDF

1. Click the three-dot icon in the upper-right corner of the Change Order.
2. Select View/Email PDF.

A File Preview window will open.

Step 3: Select a PDF Template

1. In the File Preview window, locate the Templates dropdown.
2. Select the template you want to use for the Change Order.
3. Review the generated PDF to make sure it displays the information you want the recipient to see.

The available templates may vary depending on your account’s settings.

Note: Choose a template that includes the appropriate Change Order details and approval information for your workflow.

Step 4: Email the Change Order

1. In the File Preview window, click the Email icon.
2. The Email Selection Wizard will open.
3. Select the appropriate recipient category, such as Customers, Contractors, Vendors, Employees, or another available contact type.
4. Select the person who should receive the Change Order.
5. Review the Currently Selected recipients on the right side of the screen.
6. If needed, keep the following options selected:
7. Save a copy of the PDF to Change Orders folder
8. CC a Copy to My Email
9. Click Next to continue.

Step 5: Complete the Approval Process

1. After the Change Order has been sent, the recipient can review the document and respond according to the approval process configured for the Change Order.
2. The Change Order status can then be updated as the approval process progresses.

Important: The exact approval and status-update options may depend on your account settings, permissions, and workflow.

Additional Tips

1. Review the Change Order carefully before sending it.
2. Make sure the correct PDF template is selected.
3. Confirm that the correct recipient is selected in the Email Selection Wizard.
4. Review the generated PDF before emailing it.
5. Keep a copy of the PDF in the Change Orders folder when needed for record keeping