Hi everyone, it’s Sam from Sitemate. A
variation is an alteration to the scope of works in a contract which can cost you and the project time and money when not managed effectively, so in
this video we’re going to look at how to set up a variations workflow template
inside of Dashpivot so that you can manage your variations professionally and
effectively. So we’ve already gone ahead and added a template in here, we’ve
called it variations, and you see that it’s been set up as a workflow which
means that as I add variations, they will initially sit in this first
column here and then as we sign them off between different people, it’s
going to move from one column to the next to the next and the idea being that
we want to move the variation from this first column to being closed
out as you can see here, so I’ll show you how that works. If I go ahead and click
add variation we’ll see that we’ve got the form template set up here I can go
ahead and start to fill in the particular information which is relevant
for this specific variation, and we’ve got a series of fields set up here, I’m
not going to go into too much detail but you’ll see that we’ve got a
series of sections, once I’m happy with it I can click Save and you’ll see that
that variation is now sitting within this first column. Now the trick to
getting this form to move from the first column to the second column to the third
and so on is by using what we call approval signatures, so you see that
within this template if I scroll down we’ve got this the signature here and it
tells me: sign to move this variation to the next column
right, and this is what we call an approval signature. If we’ve
got four columns in our workflow it means that we’re going to need three to
move it between each of those columns so you’ll see we’ve got one here one here
and one here, and of course they have to be signed sequentially so I can’t sign
this second one, you see it’s disabled until I signed off the first one, so to
show you how it works if I click sign you see that it puts
my name, my signature, time and date; if I hit save that’s now merged from this
first column to the second column and of course we can open that up and
sign it again to move it to the next column. One of the handy features about setting it up in Dashpivot as a workflow is that you can set up
notifications, so let’s say that you know we’ve given our client discretionary
access to this Variations template so they can’t see everything that’s
part of the project, they can just see what’s going on her, but we want them to
receive an email notification each time a form or in this case of variation
moves from this column to this column and the way that we do that is using
this little feature here; this workflow notification feature. We can choose the people who have access to this team who should
be notified when the form moves into this column, so in this case maybe the
client is Josh, we can click on Josh and then if we go back and open up this this
variation which has been here, scroll down you see that this next signature is
now enabled. I can click sign – click Save and now it’s moved to this client column
and because it’s indicated in blue, because josh has been set up to
receive an email notification when the form moves to this column, he’ll receive
an email. He can click on the link in that email, open up this particular
form inside of Dashpivot, review the contents of that form and once he signs
it off it will move to the closed column as you see here. So that’s
basically how the workflow works. Some other features that are relevant for variations: if I open up this form you’ll see we’ve got some
options at the top here, if I need to print this out for whatever reason, I can
download it as a PDF, or I can send it to someone; maybe I need to send it to a
third party for example, I can click send as PDF and then I can type in John @ company.com for example, and we can send this variation
as a PDF to John, he’ll receive that by his Inbox. That pretty much sums up this
video; if you want to get started with a variations template you can build one
from scratch, so in the template section add new template you can build one from
scratch or you can pick one that we’ve already set up that’s available within
our free public template library. And that’s how you can manage variations
with Dashpivot.

Construction variations: Improving your variations and change order process with Dashpivot

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