The following diagram describes the flow of a Correspondence Document managed by PMWeb between the Contractor and PMC or the Terminal Construction Team.
Basically, when a user creates a correspondence it must be checked by the Document Controller of the Contractor and afterwards gets an approval from the PM prior to be sent to the other party. As you can see the status of the correspondence will remain as Draft until is sent to the other party when it changes to Sent/Received once the other party PM approves it. As long as the document is in Draft, no other company can see it.
Alterations to this workflow can be made, if required.
As External Parties do not have access to PMWeb to create or receive documents, communications with an External Party must be managed in a different manner. After approval of the PM, the Document Controller must take care of the correspondence sending it via Post, Courier, etc. The other way around when a document is received, the Document Controller will check the correspondence, scan it and record it in the system.
All these steps will be performed using the Workflow tab located in the Correspondence details:
Note: Do not forget to click on Save after submitting every step or the workflow will not be saved.
Note 2: Please bear in mind in the screenshots below the CONT will be in the PMC position and the other way around.
Creation
In this first step, once you have filled in all the Correspondence details, you create the workflow.
To do so, you just need to go to the Workflow tab as previously shown and then click in Submit and Save. As you can see the workflow has been created and you can now view who is the approver for the next steps and in which step is the document at the moment.
After selecting submit, one immediately sees the derived workflow. As mentioned at the top, this workflow is derived by the Sender and Recipient fields.
After saving the submit, one sees the current step highlighted. It goes to step 1 which is generally assigned to the Doc Controller (or multiple doc Controllers if need be).
In this case, you see it goes to the Project Manager and the Doc Controller. It was set up this way, so Isaac Newton could create a Letter and workflow it himself, without having to wait for the Doc Controller to confirm.
Also, in workflow setup, when assigning multiple roles to a single step, one can say if all must approve, or just one would do. Here one will suffice.
The second step is the first review actioned by the Doc Controller. As you can see the Doc Controller is also able to return or reject the document in the workflow if something is not correct.
The person with PM Approval role in the Contractor company has to approve it before being sent to the PMC/Client. The return and reject options are also available.
As you can see, the next step will be taken by the person with the PM Approval role in the recipient company.
Finally the Correspondence is in its destination and the PM of the other party (PMC in this case) must approve it.
However this action does not mean the document is approved but merely states a confirmation of receiving it.
So, although selecting Approve Accept/ Close, the document is Receipt Confirmed. This last step moves this managed document from the Document State "Sent/Received" to "Received Confirmed".
