Issues

To create a new issue, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Issues app (Apps > Cost Management > Issues ).

   

3. Click New in the action bar.

   

4. Complete the following fields as appropriate:

   Note Depending on how this app is configured for your domain, there may be fields or sections listed here that do not appear for you, fields and sections that appear for you which are not listed here, or fields and sections which appear in a different order. If you have any questions, check with your domain administrator.

   Field	Description
   Details
   Number	Allow Kahua to auto-number the record, or enter a different value. Note The number format can be configured by your domain administrator. Refer to Number.
   Subject	Enter the subject of the issue.
   Description	Enter a brief description of the issue.
   Type	Select the issue type. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Priority	Select the level of priority. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Category	Select the appropriate category. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Location	Select the issue location. Note This list is managed in the Locations app. Refer to Setting up locations.
   Initiated By	Select the individual who initiated the issue.
   Requested Date	Select the requested date.
   Responsible Contact	Select the contact responsible for the issue. Note If using the Get Pricing workflow, this value should be selected.
   Due Date	Select the due date.
   Resolved Date	Select the resolved date, if applicable.
   Outcome	Enter the appropriate outcome.
   Notes	Enter necessary notes.
   Status	Select the status.
   Calculation Template	Select a calculation template. Note This lookup list is managed in the Configuration app. Refer to Lookups.
   Currency	This field auto-populates with the project currency. Select a different currency if appropriate.
   Items
   For more information on working with grids, refer to Item grids.
   Details
   Number	This field auto-populates. Enter a different value if appropriate.
   Description	Enter a brief description.
   Activity Code	Select an activity code.
   Funding
   Quantity	Enter the quantity.
   Unit of Measure (UOM)	Select the unit of measure.
   Unit Price	Enter the unit price.
   Status	Select the status.
   Total	This field auto-populates when the issue is saved. It will display the total cost of the item.
   Expense
   Quantity	Enter the quantity.
   Unit of Measure (UOM)	Select the unit of measure.
   Unit Price	Enter the unit price.
   Status	Select the status.
   Total	This field auto-populates when the issue is saved. It will display the total cost of the item.
   Markups
   For more information on working with grids, refer to Item grids.
   Description	This field is read only.
   Activity Code	Select an activity code.
   Status	Select the status.
   Total	This field auto-populates when the issue is saved. It will display the total cost of the item.
   Is Manual	Check if appropriate.
   Summary
   The fields in this section auto-populate and are read only. They will display a breakdown of the total cost of the issue once it has been saved.
   Media
   Upload any relevant image files. For more information on using this section, refer to Media section.
   Pins
   Any pins related to this Issue will appear in this section. From this section, you can open the drawing and review the pin. Click on the pin you want to open to select it, and click Open to open the file in File Manager that contains that pin. For more information, refer to Pinning functionality in File Manager.
   References
   Upload or select any relevant files or documents. You can use drag and drop to add a file to this section. For more information on using this section, refer to References section.

5. Click Save when you are done.

   

Your project may include an RFQ Contact who is part of the workflow as Issues are submitted. An administrator can configure the Issues app in your project to use the Get Pricing Workflow.

To send an issue item through the Get Pricing Workflow, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the application (Apps > Cost Management > Issues).

3. In the Items section, click the Get Pricing button beside the desired line item. The Pricing Step will update to Sent for Pricing.

   

   

   Note If you need to return the workflow to the original step, click the Recall button beside the desired line item.

4. Once the Contractor / Vendor has responded to the request, you will receive notification of the pricing submission.

   Note This and the following steps only apply if you are the Responsible Contact for the Issue.

5. Click the More Details icon on the submitted line item.

6. Click Edit if you need to make any updates.

7. Click Confirm Pricing to accept the proposal. The status will change to Approved.

   

Sometimes a record in another app, such as RFIs or Punch List Items needs to escalate to an Issue. You can use the Process function to copy information from a record in one application into a new Issue in the Issues application.

To copy information from the original record into a new Issue in the Issues app, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the desired application.

3. Right-click on the desired record and select Process, or open the detail view and select Process from the action bar.

   

4. In the Target Application field, select the "Issues" application. By default, reference files are included. Clear the check boxes for any files you do not want to include.

   

5. Click Start Processing.

   

6. The target application opens to a new record with information from the desired application. Complete any additional fields and click Save.

Sometimes the Issue recorded should additionally be tracked in another app, such as RFIs, Punch List Items, Funding Change Orders, or Funding Change Requests. You can use the Process function to copy information from an Issue record into a new record in another application.

To copy information from the Issues record into a new record in another app, complete the following steps:

1. Review the header to ensure that you are in the correct project or partition.

2. Navigate to the Issues app (Apps > Cost Management > Issues ).

   

3. If you want to process an individual Issue line item, navigate to the Items grid and select Process. If you want to process the entire Issue record, right-click on the Issue and select Process, or open the detail view and select Process from the action bar.

   Note The Issue must be approved before you can process an individual Issue line item.

   

4. In the Target Application field, select the appropriate app. By default, reference files are included. Clear the check boxes for any files you do not want to include.

   Note If Funding Change Orders or Funding Change Requests is chosen as the Target Application, you will have the option to either add the Issue to an existing record or create a new record.

   

5. Click Start Processing.

   

6. The target application opens to a new record with information from the Issue. Complete any additional fields and click Save.

You can generate a report from a selected log view, or use one of the built-in reports available by default in each application. For more information on creating your own reports, including how to set up scheduled reports, refer to Creating ad hoc reports.

Note For information on modifying the logo that appears on reports in your project, refer to Managing report logos.

To generate a report from a log view with up to 10,000 records, click the More icon and select Print. If your log view contains more than 10,000 records, the Print option will be disabled and you can select to download the records to a CSV file instead.

To generate an application report, complete the following steps:

1. Navigate to the application.

2. Select Reports in the application title bar.

   

3. Select the report you want to run.

4. Apply any desired filters.

5. Select View or Download as appropriate. For more information, refer to Viewing Reports.

   

6. Click the Close icon when you are done.

From the detail view of a record, there are several standard actions you can take. Depending on your permissions, some or all of the following options may be available to you:

• View and View w/References - Select View or View w/References to open a PDF view of the current record. The PDF file can be printed or shared from the viewer by clicking on the Open PDF icon .

  

  Note Only references where the Include on Send value is set to "Yes" are included in the View w/References.
  Additionally, if Include Markup on Send is set to "Yes", any markups on the file are included.

• Discussions - Select this icon to open the Discussions panel. If enabled in your domain, the discussions feature allows you to participate in public or private conversations associated with specific records. For more information, refer to Discussions.

• View History - Select this icon to open the History page for the record. The history page provides details regarding all activity (creation, edits, saves, etc.) performed on the record. Click view edit to drill down into more detail on a specific action. Click hide edit to close the action detail. Click the Close icon to close the history page.

• Send actions - Click this icon to select an appropriate Send action for the record. The following options may be available to you:

  • Copy Link and Copy Portable View Link - Select this option to copy a URL link for the record or record's portable view to your clipboard. This link can be sent outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Copy QR Code and Copy Portable View QR Code - Select this option to generate a QR code for the currently open record or record's portable view. The QR code can be shared directly from your screen, or copied to your clipboard to be shared as appropriate. This QR code can be shared outside of Kahua. Users with the appropriate permissions will be able to open Kahua directly to that record or portable view by using the link.

  • Send - Select this option to open a new Kahua message with the open record included as an attachment. References with the Include on Send value set to "Yes" are also included. For more information, refer to Messages app.

• Delete - Select this option to delete the open record. You must agree to the confirmation message before the record is deleted.

  Alternatively, right-click on the record in the log view and select Delete, or select multiple records from the log view and select Delete.

  Note If a record is deleted in error, your domain administrator may be able to recover it through the Recycle Bin app. For more information, refer to Using the Recycle Bin.

• Open in a new window - Select this option to open the current record as read-only in a new window (desktop host) or browser tab (web host). This allows you to navigate to other records in the original Kahua instance while keeping the read-only window or tab open for reference. To re-open the record on the read-only window or tab in Kahua, select Open in the header.

  

• Maximize and Minimize - Select Maximize to open the record to a full screen view. From the full screen view, select Minimize to return to the original view.

• Close - Select the close icon to close the currently open item.

Your domain administrator or another user with the appropriate permissions can configure the app in the Configuration application.

Important When working in the Configuration app, it is important to review the header and ensure that you are working at the correct level in the hierarchy, either the root domain or at a partition or project level.

Settings that you establish at the root domain or lower levels will inherit down the hierarchy until they are overridden. For more information on the hierarchical structure of Kahua, refer to Understanding the hierarchical structure of Kahua.

The Configuration app can be accessed directly through the apps list (Apps > Administration > Configuration), or, in some applications, by right-clicking on an application in the launch bar and selecting Configure. When you select Configure for an app from the launch bar, the detail view of the configuration page for that application opens automatically.

For general information on configuring this app in Configuration, refer to Application configuration.

Available application roles

Application roles determine which actions users can perform in the app. Roles are assigned to groups in the Groups app > Permissions tab. Members of the group then have the permissions associated with the roles assigned to the group.

The following roles are available for this application:

Role	Details
Administrator	Full administration, including add, configure, create lists, edit, import, export, share, view, send, process, remove, and edit view templates.
Contributor	Can add, edit, open, view, send, and process records.
Moderator	Can add, edit, import, export, remove, share, open, view, send, and process records.
Observer	Can open, view, send, and process records.
Referencer	View-only access to records.
TemplateEditor	Can edit view templates.

Note To manage these permissions, open the Groups app and assign the appropriate application role to the group. Only users with the appropriate permissions can manage application roles. For more information, refer to Managing Permissions.