buttonUse the Company Document window to enter, edit, and view the names, addresses, and other information for a company and its contacts. The window is divided into many tabs, which you use to enter information for a company.
This topic describes the following:
buttonThis button displays when you click either on the name of a document,
or the round, gray icon ( 
) in front of the name of
the document, on the Company Directory log window. Click to enter Edit
mode to edit the company's information. If you clicked the open in edit
mode icon ( 
, 
,
or 
) on the Company Directory
log window, the document is already in edit mode, and the button does
not display.
buttonThis button appears when the document is in Edit mode. Click to spell check the document. If a mistake is found, the Spelling dialog box opens.
buttonClick to print the default company form.
buttonClick to display the default document form on screen the way it will look when it is printed.
buttonClick to open a blank Contact dialog box to add a new contact to this company. This button appears when the document is in Edit mode.
Click the arrow to open a drop-down list containing actions you can perform, including adding a new document, editing, printing, or deleting the current document, or sending the document to a user's Inbox. Select the action that you want to perform.
iconClick this icon to send the current log layout to an Excel spreadsheet. This functionality is not available if you are using the Firefox Internet browser.
Use this drop-down list to select a layout for the log window.
Click this link to display the items in the Transmittals list. From there you can select the create or remove functions you want to perform on a transmittal.
Click this link to open the Print dialog box. Use this dialog box to choose, preview, and print a report, form, or dunning letter for the current document.
Click to return to the Company Directory log window.
Click to return to the Workspace.
Use the following tabs to enter information about a company. The information is based on Edit mode.
The abbreviation assigned to the company. This field is editable only when adding a new company.
Enter the full name of the company.
The name of the primary contact person for this company. Use the Contact dialog box to select a key contact. Click the contact's name to open the Contact Information dialog box to view detailed information about the contact.
Select the specification item that best describes this company from the drop-down list. Documents can be sorted or filtered by their respective specification numbers, so you can easily locate and view documents of a particular spec type.
The specification section codes are part of the MasterFormat standard coding system, which was developed by the Construction Specifications Institute (CSI) and the Construction Specifications Canada (CSC).
Select the company's role from the drop-down list.
Set the BIC to the person in your company responsible for this company's
Action List
items. Use this feature only if contacts in this company do not log into
your system. This is an advanced feature intended to prevent Action List
items from being misplaced. In effect, it is similar to forwarding a phone
call. It forwards documents addressed to this new company to the person
listed here as the BIC. Leave this field blank if you are not sure. Click
to open the Select
Contact dialog box to select a BIC.
Mark this checkbox to inactivate (disable) this company without deleting it. When a company is made inactive, all of its contacts are inactivated,and the company and contacts do not appear in dialog boxes and drop-down menus that contain lists of companies and/or contacts. The company and its contacts remain in the database, but do not appear in the lists. To activate the company so that it appears in lists of Contract Management companies, clear the Inactive checkbox.
If a company is "active" (the Inactive checkbox is not marked), the key contact for the company cannot be made inactive. You can, however, inactivate other contacts for an active company.
If a company is made inactive, it still appears in the Company Directory log window.
If an approver is made inactive, any documents remain approved.
buttonClick to open a blank Contact dialog box to add a new contact to this company.
Click the icon to open
the Contact dialog box to edit the contact's information, as well as inactivate
a contact.
Mark the Inactive checkbox to remove inactive contacts from the Contacts list. Hidden contacts are not deleted from the database.
The contact's initials.
The contact's title (Mr., Miss, etc.).
The contact's name. Click to open the Contact dialog box. The 
icon indicates that this is the key contact.
Identifies a valid user account that is linked to the contact. This
is necessary in order to use a contact in the document approval and document
owner processes. One user account can have multiple contacts linked to
it. If there is no valid user account linked with the contact, the contact
will not be available during the approval process or document owner process.
Click the Add button to add a new contact, and link a user account with
contact, or click the icon next to a contact name
to open the Contact dialog box to associate a user account with a contact.
Indicates the contact's gender.
The contact's job title.
The contact's primary location.
Use address lines 1, 2, and 3 to store the contact's address.
The city in which the contact is located.
The state in which the contact is located.
The contact's zip code.
The country and the country's code in which the contact is located.
The contact's office phone number and extension.
The contact's fax number.
The contact's mobile phone number.
The contact's pager number.
The contact's e-mail address.
The contact's employee ID number.
The paper size used by the contact for drawings.
The number of copies of drawings that get sent to the contact.
The salutation that appears on letters sent to the contact.
Shows whether a contact is inactive.
Use this field to store any additional information about the company or contacts.
Enter the company's tax ID number.
Enter the default location where the company operates.
Select the NAICS code for the company from the drop-down list. You can add choices to this list using the NAICS Codes Detail dialog box. If you create a safety notice for this company, Contract Management inserts this code into the NAICS field in the Safety Violation document window.
Mark the checkboxes for DBE (Disadvantaged Business Enterprise), WBE (Women Business Enterprise), and MBE (Minority Business Enterprise) if they apply to the company.
The contract associated with the company. Click
to open the Select
Contract dialog box to select a contract to link to the company.
buttonClick this button to open the Select Issue dialog box to link this company to an issue.
Any outstanding issues this company is linked to. Click to open the Issue document window.
Use the fields on this tab to attach documents or URLs to this document.
Click
the 
button to open the
Attach
File dialog box to attach a file to the document.
Click
the 
button to open the Attach Document
dialog box, which you can use to attach a document from the content
repository. These documents are external to Contract Management
, and are not part of the documents created in Contract Management.
This button will not display unless the administrator set the
Contract Management
project content management properties to use the Repository. See Configure the Content Repository Document
and Attachment Version Feature for more information.
Click
the 
button to open the
Attach
URL dialog box to attach a Web address to the document.
Note:
If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.
If you are using Brava!, an icon appears next to the attachment name on the Attachments tab of document windows, and a checkmark indicates if the file has redlines.
The name of the attachment associated with this company. Click to open the attachment.
The subject of the attachment.
The location to which the file is uploaded.
The full path to the file.
The size of the attached file.
The date the file was attached.
The user who attached the file.
This tab only displays when one or more custom fields has been defined for the module. Each custom field assigned to the Companies module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (for all projects), and choosing Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add a Custom Field.
Use the Versions tab to maintain a history of your document changes.
This tab only displays when you open the document in View mode, not in
Edit mode (open the document by clicking the document name, not the icon beside the document name). On the Versions
tab, you can view and access previous versions of the selected Companies
document, identify who created the versions and when the versions were
created. You can create and preserve a new version of the document at
any stage during a project. To create a new version of the current document,
choose Version Document from the
Select an action drop-down list. You can use the Contract Management
Administration Application to configure the Version Document feature to
automatically create a new version of your document each time you
save the document (see Configure
the Contract Management
Version Document and Attachment Feature for more information).
Version
Lists different versions of the current
document in reverse chronological order. Click 
to open
each version. Each version shows information available in the document
when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
Displays the date and time when the version was created.
For more information about versions, see Versions Overview.
In the Contract Management Control Center, expand the appropriate project, choose Project Information, choose Companies, and then choose the appropriate company from the list of companies on the log window.
For additional help, click the Show link at the top left corner of this help topic. Use the Contents, Index, or the search utility to find additional help.