Producing a job specification is a crucial step in documenting the detailed options selected by the customer for house construction. This specification is created based on pre-defined templates and includes various details about the job, such as customer requirements and site facilities.
Getting Started
Accessing Job Specifications:
On the navigational sidebar, select Jobs.
Once the Jobs section expands, choose Job Specifications.
Creating a Job Specification:
On the Job Specifications page, click Create Job Specification.
In the Select Job Specification Template form, specify the following:
Select Job: Choose the job for the specification. You can enter the Job number, Customer name, or Site address.
Template: Select the specification template you want to use for the job.
Click Apply. The job specification page opens, displaying the headers and clauses.
Click Process to save changes.
Editing Paragraphs and Sections
Details in the job specification are organized into paragraphs and sections. Each of these elements is customizable.
Job Specification Paragraphs
Paragraphs appear in in the final job specification as headers with optional text below them. Headers may be optionally hidden if allowed in the job specification template.
Change the Paragraph Text:
To modify a paragraph, select it from the column on the left and change the text as needed.
Hide Paragraphs and Text:
Some sections provide the option to hide the paragraph text by deselecting the Include This Text box or hide the paragraph and all related sections entirely by unticking the Include This Paragraph box.
Job Specification Sections
Sections are the alphabetical lists that appear underneath paragraphs in the final job specification. Sections are subheaders related to each paragraph composed of a section text followed by a clause.
Viewing Sections:
First, click the arrow next to the paragraph name to expand and display the list of sections beneath it. Select the section you would like to edit.
Change Section Text:
Similar to paragraphs, you can change the text displayed for the section.
Hide Sections and Text:
You can hide the text or individual sections within paragraphs altogether.
Modify Clauses:
Clauses are dropdowns to make it easy to set a range of pre-defined options. Click the clause to expand the list of options. If there are no other options, you can clear the clause and type your own custom clause.
Tip: Section text and clauses should form a complete sentence as this is how they will be printed on the final job specification document for the client.
Managing Quote Changes
Quote changes come from the quote produced for the client. Quote changes added to quotes from the price book as RFQ Items & Components appear in the job specification. If the items were linked to specific paragraphs and sections in the price book, they will be placed in those areas and need to be edited. Items and components not linked to job specifications will be grouped into a special paragraph in the job specification called "Other Quote Changes" and can be dragged to the relevant paragraph and section, or left in the Other Quote Changes section.
Note: For more detailed information on this subject and step-by-step instructions see Managing Quote Changes in Job Specifications.
Viewing Quote Changes
The list of Quote Changes is displayed at the bottom of the Job Specification screen, showing the name, description, and an optional field to hide each item from the job specification.
Moving Quote Changes
To move Quote Changes into the Job Specification as sections or clauses, locate the item in the Quote Changes list, then drag and drop it to the desired heading or section. Items can be returned to Quote Changes if needed. Linking items and components to specification templates can automate this process. Unmoved items will appear under "Other Quote Changes" in the final Job Specification.
Previewing Job Specifications
Click the Preview icon on the right side of the screen.
Click the link in the Preview window to open the document.
Review the PDF document for any mistakes or errors.
Replacing a Specification Template
Sometimes, you might need to replace the specification template to ensure that the job specification aligns with the latest updates or changes in job requirements.
Click Replace in the menu bar.
Click Yes in the warning dialogue.
Select a new Job Specification Template.
Click Apply.
Click Process to save changes.
Producing the Job Specification
After all quote changes have been moved and final edits have been made to the specification, the final document can be produced for signing by the client.
Click Produce in the menu bar.
Click the link in the window to open the document.
Print the PDF to be signed by the client along with the contract and plans.
By following these steps, you can effectively view, create, and manage detailed Job Specifications, ensuring all customer requirements and site details are accurately recorded and managed.