Requests

Requests

Introduction

The requests page contains all requests: tasks, requests for information (QRT) and corrective actions. Regardless of where the request was created in Dreeven, it will end up in this section. The three types of requests can be created by clicking on the corresponding button:

Task : Used to assign an activity to a specific person.

Request For Information (RFI): A RFI is used when we need specific information abreast of the project.

Punch List Item : Is used when we have several tasks to assign to the same person.

Observations: Is used to quickly manage situations on site before they become deficiencies. Quality assurance and health & safety checks have never been easier.



We are sorry, for the moment being, this video training is only available in French. We will provide shorty an English version.















Access and features available by permission


Limited Permission

A team member with limited permission can :
  1. Access the requests table. 
  2. View their own requests, i.e. those they have created, assigned or placed under observation. 
  3. Add new requests.
    1. Assign them to administrators (users with request admin permission).
    2. Add photos and documents.
  4. Discuss from the forum request if they are the creator, assigned or placed under observation. 
  5. If he is the creator, he can close the request. 
  6. Download requests in PDF and Excel format.


Extended Permission

A team member with extended permission can :
  1. Access the request table. 
  2. View their own requests, i.e. those for which they are the creator, assigned or placed under observation. 
  3. Add new requests.
    1. Assign them to administrators (users with request admin permission).
    2. Add photos and documents.
  4. Add observers (users with admin permission for requests).
  5. Important - You can give your users admin-level permission to assign any team member with access to requests as an observer. 
  6. Discuss from the forum request if they are the creator, the assignee or the observer. 
  7. If you are the creator, you can close the request. 
  8. Download requests in PDF and Excel format.


Admin Permission

A team member with admin permission can :
  1. Access the request table. 
  2. View all requests.
  3. Add new requests.
    1. Assign them to any user with at least limited permission. 
    2. Add, modify and delete photos and documents.
    3. Add any observer.
  4. Send an e-mail including several requests to be processed for one user. 
  5. Batch edit assigned users or observers. 
  6. Discuss from the forum of any request. 
  7. Close all requests. 
  8. Download all requests in PDF and Excel format.













Roles

Another important thing is that no matter who creates the request, it will be saved in the table. In the next lines, we will present to you:
- The role of the creator
- The role of the transferee
- The role of the Administrator
- The Requests table
- Navigation.


The role of the originator of a request 

As the demand creator, your goal is to fulfill the demand and close the demand. You can work with the assignee to select the response.

As a creator, you can perform the following actions:

-Create a request
-Edit request
-Post in the forum
-Select an answer
-Deselect an answer
-Close the request
-Reopen the request

The role of the Administrator

If you are an administrator of the request section, you have more options available.

- Check the dashboard, especially the admin view

- You have additional fields in the creation form

- You can copy the attachments from the forum in the documentation section

- You can generate PDF and Excel files.


The role of the assignee of a claim 

Here are the following actions you want to take:

  • Post in forum
  • Select an answer
  • Delegate the request (function for managers)










Configure & customize your requests


Setting up prefixes 

For each of your projects, from the Project Admin, Requests section, choose the prefix for each type of request and determine the number that will start the sequence. 


Additional access

From the Project Admin, Requests section, it is possible to let your collaborators and superintendents select anyone in the project as an observer of a request by checking Allow any team member with permission to requests to be assigned as an observer.



Description of the Table Requests

As a user with a superintendent or collaboration license (professional and subcontractor), in this table will appear all the requests of which you are the creator, the assignee or the observer. As a manager with Admin permission, you have access to all requests.


For all users with at least permission limited to requests, the columns displayed will be the same. Attached is the description of each of them and that of the states. You can adapt all the filters and columns to your needs!


Status description

To be assigned 
Applications displayed in this state have no registered assignee. 

Transmitting
This status means that no email was sent by Dreeven to notify the selected assignee that they had a new application assigned.

Planned
This status corresponds to requests that have a Start Date in the future. 

In progress
Requests displayed in this status include unassigned, forwarded and forwarded requests. 

Answered 
This status indicates that an official response has been selected.

Farm
This status represents requests for which the creator (or administrator) has checked the Close box. 

Canceled
Requests displayed in this state have been cancelled. 


Columns description


Unread Comments: Represented by two chat bubbles, this column corresponds to the number of replies that you have not yet viewed in this request. 

Number: Displays the identifier  generated  by the platform. For your information, the numbers are determined sequentially and cannot be changed. This identifier is also the link to access your request.

Title:  Corresponds to the title recorded in the form of this request. 

Description/Question:  Corresponds to the description or question recorded in the form of this request.      
   
Response: Displays the selected official response. 

Disciplines:  Identifies the specialty associated with this request. 
         
Status:    Corresponds to the status of your request.
       
Creation Date: Identifies the date the request was created. 

Start date: Specifies the date indicated by the creator in the Start date field in the form. 

Deadline:   Specifies the deadline indicated by the creator in the Deadline field in the form. 
  
Construction trade: Identifies the selected profession. 

Plans: Corresponds to the plan number linked to the request. This number is also a link to directly access the plan. 

Assigned To: Identifies the assignee user of the request. 

Sent: Indicates the date the email was sent notifying the assignee that a new request has been assigned to them. 

Relaunched:  Indicates the date a second email was sent to notify the assignee that a new request has been assigned to them. 

Seen: Specifies whether the assignee has viewed the request in the platform. 

Company:  Represents the company of the assignee of the request. 
           
Initiated by: Represents the originator of the request

Comments: Indicates the name of comments in the discussion forum.   
        
Last. comm. on: Identifies the date of the last comment. 

Last comment: Corresponds to the last comment left in the forum.                    

Tags: Indicates the tag selected by the creator in the request form. 
                     
Closing date: Mentions the date that the creator checked the Close box.


Location : Mention the location of your request. 










Explore Navigation






Filtration


Tabs 

The first level of available filters represents request types. 


Bubbles 

In this table the bubbles represent the states. You can easily navigate between bubbles to change state. 



 Filters


Several filters are available, however they may not be  displayed. To display them, click  three-line button ,  select the filters to add or remove and press  Apply . Your preferences will be saved. 

- Number                     
- Title           
- Initiated by
- Description/Question                   
- Answer  
- Disciplines                                 
- Creation date
- Start date 
- Deadline                    
- Construction Trades      
- Drawings        
- Assigned to
- Relaunched                  
- Company                               
- Labels                      


Research

Search for any title and number by typing in the search bar. 


   
   Order of three


It is possible to filter in alphabetical order the columns having a small triangle in their title, it is enough simply to click on this one. 



Hide columns

You can show or hide certain columns of your table by clicking on this icon. Your preferences will be saved. Note that it is possible to move the order of the columns by maintaining your click and moving the mouse in your table. 


Showing results

To display more results to your table, click on the drop-down menu at the bottom of your page. 











Create a request

Whether you are a manager, superintendent, professional or contractor, this article is for all users with the limited permission to the Requests section.  Create a task from section, as well as a RFI or corrective actions in 2 easy steps.


    1. Click Add.The Add button is located at the top right.
Request Type is the only required field. The only mandatory field is already filled in, so you can immediately Save  to create the request 
2. Complete your request form. In order to help you, here is a short description of the entries. 


Title:  write the title of the request.

Description:  write a description.

Assign to:  Depending on your permissions, you can search and assign administrators or groups of people if you have    you are a collaborator or a superintendent. A manager can assign any team member with the necessary                  permissions to requests. 

+:  Click the _ + _ sign to add watchers to the request. Observers can be any member of your team.

Construction Trades:  from the drop-down menu, select a profession.

Disciplines: From the drop-down menu, select a specialty. It is also possible to create one directly in the field by writing  the new specialty and clicking add. 

Labels:  From the drop-down menu, select a label. It is also possible to create one directly in the field by writing the new label and clicking add.

Locations : from the drop down menu, select a location. You can set your location by project from your Project Admin. 

Start date:  select a date from the calendar.

Deadline:  select a date from the calendar.

Drag and drop or browse:  Drag and drop your documents into the rectangle. Or browse your documents.

Add again:  Checking  add again  opens a new empty form of the same.

If you have a management license with Admin permission in Requests , you may have an additional field called  Estimated Financial Impact . See a little later in this article for an explanation of this field. 

3. Click Save.


4. The shipping window will appear with the pre-populated assignee's email address. All you have to do is click Send. 


Good to know...
It is possible to batch send your requests to a transferee to avoid sending multiple emails. 







Estimated Financial Impact

This card is available only on the creation form for a request. What you write here is only visible to people who are authorized (manager) to access the budget section and who have administrator permission for the requests section.

Click on arrows or text to expand the section.



Two fields are mandatory in the estimated financial impact section.

  1. Amount added
  2. Activity

Explanation of entries

Amount added:  write the amount.

Days Added:  Indicate the number of days added.

Activity:  select your activity.

Up arrow icon:  click the arrow to collapse the section.









Send a request

1. The shipping window will appear with the email address of the pre-paid transferee when you save. 

2. It is possible to include the PDF of this single request in the email by checking the box Include PDF in email. This option will help you if the transferees do not wish to log in on a regular basis to view a complete application, including photos and plan captures. 

3. Now all you have to do is click on Send. 





Important
As soon as a request is assigned, the assignee will eventually receive a notification. You do not necessarily need to send an email for each request.
It is also possible to send a batch of requests to an assignee to avoid sending multiple emails.













Respond to a Request

A user has assigned you a request and now you need to respond to it.  In this article we will start the process from the receipt of the email sent by the originator of the application. 

1. Click on the number identifying the request from this email. 


2. If this is your first time logging in, follow the steps mentioned in this short video:  Logging into Dreeven. 

3. Select the project from which you received the invitation by clicking on the image. 





4. From the left menu, tap Requests.


5. To submit your response, click on an RFI, TS, or P number. 




6. Dreeven uses the forum to communicate and to select a response. Go to the Forum at the bottom of your page and write a comment, attach an attachment if needed or a photo. It is possible to annotate your photo by clicking on it before publishing it. Click on Publish when you are finish.





7. Your comment is now published. If this is the official response to the request, click Select response. 


 

There you go, you have answered your first request!




Good to know...
  These icons are present next to all attachments in an application if you have Admin permission to give you the ability to directly copy files to the Documents section. 

A notification is sent to the creator and to the observer as soon as a comment is published in the forum and also when you select your answer. Conversely, if the creator selects your answer, you will be notified of the selection. 










Bulk Edit your requests

Whenever you have a person leaving your project and he/she has to be replaced by another, this person must have access to all RFIs, tasks and deficiencies that his predecessor is responsible for or was observing. It is possible to make this change in a few clicks as a manager with Admin permission in Requests : 

1. Go to your table of requests and filter them by Assigned to  or Initiated by in order to have a selection grouping the requests assigned to the person or those of which he is the creator that you wish to replace. 

2. Click on the checkbox allowing to select all the requests or simply click on the requests in question.




Your selection will include a maximum of 128 requests, in the event that the number of requests to be changed is greater, you must repeat the steps in this article on the second page of the table
 

3. Tap the pen from the Batch actions button. 



4. Select the desired action and press the Choose Person or Group button. 



5. Choose the replacement person.

6. Confirm your action, and click on the Confirm button. 







Send your requests in batch to the assignee

1. From the table of requests, filter your requests according to your needs, example with the status To be transmitted or Not seen.

2. Click the checkbox(es).




3. Tap the envelope to send the requests. 

 

4. By selecting an assignee, all requests assigned to them will be sent in an email. 









5. The shipping window will appear with the assignee's email address prepopulated. Just click Send.



Repeat step 2 to 5 for all assignees you want to send a group email. 











Close a Request

Responding to a request does not automatically close it, as additional information may be needed,  for example. To avoid errors and misunderstandings, Dreeven allows you to review requests as a manager, in order to better achieve your  objectives and close them  only when they are completed correctly.  Dreeven allows two people to be unable to close a request

- The creator
- A person with a management license

At all times, you will be able to monitor your requests and the actions to be taken. You can close your requests individually or in batches. 


Close individually requests

1. Go to the left menu and tap  Requests. 

2. To close the request, click on an RFI, TS, or P number. 



3. Check the Mark as closed.








Close your batch requests 

1. From your requests table, after confirming that the answers were satisfactory for all requests in the Answered state, click on the checkboxes of the requests to be closed or on the ''select all'' box





2. Click the double-bracketed button at the top of your table on the right. 





3. All that remains is to press OK and your requests will be closed. 




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