User Guide

Contract Management

Non-Conformance

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Non-Conformance

Create a Non Conformance notice

To create a Non Conformance notice, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Click the “CREATE” button

Click the “CREATE” button to start completing your notice information.

Step 3:  Add recipients

First, type into the “To” field to search for the contact you would like to address the Non Conformance notice to.

You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.

Step 4:  Add notice information and response required date

Complete the description of the Non Conformance notice and set the response required by clicking into the date picker and selecting a date.

You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.

Step 5:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a Non Conformance notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Non Conformance notice pdf and any related attachments or click “View Details” button to view the Non Conformance notice and related files via the interface.

A record of the Non Conformance notice is added to your project’s Non Conformance register with all related information, including a date/time stamp for download activity.

Example: Non Conformance notice pdf file

Step 9:  Responses or questions

All recipients can send a response to the Non-Conformance or ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

Non Conformance notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to Non Conformance notice emails and messages will also be logged in the “COMMENTS” tab of the Non Conformance notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

Close a Non Conformance notice

This article will teach you how project team members and Non Conformance notice recipients can action and close Non Conformance notices.

To close a Non Conformance notice, follow the steps below.

Project team members

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Go into a Non Conformance notice

Click on the related Non Conformance notice.

Step 3:  Click the “Pending” button to change the status

After receiving the information related to the Non-Conformance, the notice is ready to be closed off. Notices that have not yet been closed display the status “Pending”.

Click the “Pending” status button on the top right-hand side of your screen and select “Close” from the menu.

Step 4:  Close Non Conformance notice

After a Non-Conformance has been actioned, you can close the notice and send updates to all notice contacts. An updated Non Conformance notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).

To add your signature to the “sign-off” section of your updated Non Conformance notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.

Example: Non Conformance notice .pdf file with “Sign-off” section included.

Non Conformance notice recipients

Step 1:  Go to Non Conformance notice email notification

Go to your email inbox and open the related Non Conformance notice email notification.

Step 2:  Click the “View Details” button

At the bottom of the Non Conformance notice email notification, click the “View Details” button to be directed to the Non Conformance notice interface.

Note: If you are not a part of the project’s organisation, you will only be able to view and download notices that are related to you.

Step 3:  Click the “Pending” button to change the status

Click the “Pending” status button on the top right-hand side of your screen and select “Close” from the menu.

Step 4:  Close Non Conformance notice

After a Non Conformance has been actioned, you can close the notice and send updates to all notice contacts. An updated Non Conformance notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).

To add your signature to the “sign-off” section of your updated Non Conformance notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.

Example: Non Conformance notice .pdf file with “Sign-off” section included.

Edit a Non Conformance notice

To edit a Non Conformance notice, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Non Conformance notice block and select “Edit” from the menu.

Step 3:  Add or remove recipients

Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the Non Conformance notice.

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.

Step 4:  Add/edit notice information and response required a date

Edit or add to the description of the Non Conformance notice and set the response required by clicking into the date picker and selecting a date.

You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.

Step 5:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a Non Conformance notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Non Conformance notice pdf and any related attachments or click “View Details” button to view the Non Conformance notice and related files via the interface.

The existing record of the Non Conformance notice is updated in your project’s Non Conformance register with all related information, including a date/time stamp for download activity.

Example: Non Conformance notice pdf file

Step 9:  Responses or questions

All recipients can send a response to the Non-Conformance or ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

Non Conformance notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to Non Conformance notice emails and messages will also be logged in the “COMMENTS” tab of the Non Conformance notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

Example: Non Conformance notice – “RECIPIENTS”

Export a Non Conformance notice

To export a Non Conformance notice, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Non Conformance notice block and select “Export” from the menu.

Note: To select multiple Non Conformance notices, hover over the notice and click the checkbox on the left-hand side of the notice title.

Share a Non Conformance notice

To share a Non Conformance notice, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Non Conformance notice block and select “Share” from the menu.

Note: to select multiple Non Conformance notices, hover over the notice and click the checkbox on the left-hand side of the notice title.

Step 3:  Add recipients and share

Add one or more contacts you would like to share your selected notices with by typing into the search field and selecting them from the list.

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view or download shared notices.

Step 4:  Notifications

After sharing a Non Conformance notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Non Conformance notice pdf and any related attachments.

Example: Non Conformance notice share email notification

Example: Non Conformance notice pdf file

Duplicate a Non Conformance notice

To duplicate a Non Conformance notice, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Non Conformance notice block and select “Duplicate” from the menu.

Step 3:  Add recipients

First, type into the “To” field to search for the contact you would like to address the Non Conformance notice to.

You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).

If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.

Note: You can search for anyone in your address book by contact name, email address or company name. Contacts do not require a WeBuild account to view, download or respond to your notice.

Step 4:  Add/edit notice information and response required a date

Edit or add to the description of the Non Conformance notice and set the response required by clicking into the date picker and selecting a date.

You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.

Step 5:  Add markups or other attachments (optional)

Click the small floating paperclip button to reveal the attachment options for your notice.

  1. Attach a plan/file from your document register to your notice
  2. Markup a plan from your document register and attach it to your notice
  3. Attach any form notice from your Management module to your notice
  4. Attach a photo or file from your device to your notice

Step 6:  Send, Save or Save as draft

After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:

  1. Send (email notifications are sent to recipients)
  2. Save (email notifications are not sent to recipients, but notice is logged)
  3. Save as draft (come back to your notice later)

Step 7:  Notifications (if sent)

After sending a Non Conformance notice, each contact receives an email notification like the one in the example below.

Recipients can click the “Download Notice” button to download the Non Conformance notice pdf and any related attachments or click “View Details” button to view the Non Conformance notice and related files via the interface.

A record of the Non Conformance notice is added to your project’s Non Conformance register with all related information, including a date/time stamp for download activity.

Example:  Non Conformance notice email notification

Example: Non Conformance notice pdf file

Step 9:  Responses or questions

All recipients can send a response to the Non-Conformance or ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.

Non Conformance notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.

All replies to Non Conformance notice emails and messages will also be logged in the “COMMENTS” tab of the Non Conformance notice in the interface.

Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.

Remove a Non Conformance notice

To remove a Non Conformance notice, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Click the overflow button

Click the overflow button on the right-hand side of a Non Conformance notice block and select “Remove” from the menu.

Note: To select multiple Non Conformance notices, hover over the notice and click the checkbox on the left-hand side of the notice title.

Export a Non Conformance register report

To export a Non Conformance register report, follow the steps below.

Step 1:  Go to the Non Conformance register

Navigate to your Management module and click on the Non Conformance notice tool to access your project’s Non Conformance register.

Step 2:  Select notices

Select the Non Conformance notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.

Step 3:  Click the “SUMMARY” button

Click on the “SUMMARY” button on the bottom floating toolbar to export a report of your Non Conformance register.

Example: Non Conformance register report pdf file

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