Punchlist/Defects - Create a Punchlist/Defects Notice
Punchlist/Defects – Create a Punchlist/Defects Notice
A Punchlist (Defects List) is a document listing work that does not conform to contract specifications and requiring rectification by the responsible contractor. This is the term used in the U.S. construction industry. It is also commonly known as “Defects List” or “Snag List” in other countries.
The Punchlist Notice manager helps your project team members create and distribute a list of Punchlist items to companies working on your project in bulk.
As you perform your Punchlist walk on site and add items to your list, the Punchlist manager will group all your items by a company and distribute a unique Punchlist notice for each.
To create and distribute a Punchlist Notice, follow the steps below.
Step 1: Go to the Punchlist notice register
Navigate to your project’s Management module and click on the Punchlist (or Defects) notice tool to access the Punchlist register.
Step 2: Click the “CREATE” button
Click the “CREATE” button to start a new Punchlist items notice.
Step 3: Add Punchlist item details
Click the “ADD PUNCHLIST ITEM” button to add a Punchlist item’s details, including description, location, responsible contact and due date.
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 photos or other attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your notice.
Attach a plan/file from your document register to your notice
Mark-up a plan from your document register and attach it to your notice
Attach any form notice from your Management module to your notice
Attach a photo or file from your device to your notice
Step 5: Save item to your Punchlist
After you are finished adding your Punchlist item’s details and attachments, click the “SAVE” button on the top right-hand side of your screen to save the item to your list.
Step 6: Add more items to your list (optional)
You can add more items to your list by clicking the “ADD ITEM” button.
As you add more items to the list, they are automatically grouped by company.
Step 7: Send or Save Punchlist notices (or save your list as a draft)
After you are finished adding items to your list, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
Send (email notifications are sent to recipients)
Save (email notifications are not sent to recipients, but notice is logged)
Save as draft (come back to your Punchlist later)
Step 8: Include project team members in correspondence
You have the option to include other project team members as a “cc” to each notice that is created. Selected project team members will also be kept in the loop with all related correspondence and comments for the related notices.
Step 9: Notifications (if sent)
After sending a Punchlist notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Punchlist notice in pdf and any related attachments or click “View Details” button to view/update the items via the interface.
A record of the Punchlist notice is added to your project’s Punchlist notice register with all related information, including a date/time stamp for download activity.
Example: Punchlist notice email notification
Example: Punchlist notice pdf file
Step 10: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Punchlist notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Punchlist notice emails and messages will also be logged in the “COMMENTS” tab of the Punchlist 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: Punchlist notice – “PUNCHLIST ITEMS” tab
Example: Punchlist notice – “NOTICE” tab
Example: Punchlist notice – “RECIPIENTS” tab
Example: Punchlist notice – “COMMENTS” tab
Example: Punchlist/Defects notice – adding attachments to “COMMENTS” tab
Punchlist/Defects - Update the status of Punchlist items
Punchlist/Defects – Update the status of Punchlist items
This article will teach you how project team members and Punchlist notice recipients can update the status of individual Punchlist items and close off Punchlist notices.
To update the status of Punchlist items and notify the related notice contacts, follow the steps below.
Project team members
Step 1: Go to the Punchlist manager
Navigate to your Management module and click on the Punchlist notice tool to access the Punchlist register.
Step 2: Go into a Punchlist notice
Click on the related Punchlist notice.
Step 3: Click the “CHANGE STATUS” button
In the “PUNCHLIST ITEMS” tab, click the “CHANGE STATUS” button on the top right-hand side of your Punchlist item list.
Step 4: Update the status of an item
In the “Change Status” dialogue, click the menu on the right-hand side of each Punchlist item and select the application status for each.
Project team members can update the status of Punchlist items to “Incomplete”, “Ready for Review” or “Completed”.
Step 5: Notify related notice contacts
To send an email notification to all related notice contacts, ensure the “Send notification” box is checked and click the “SUBMIT” button.
Step 6: Close Punchlist notice
After a project team member marks all Punchlist items in a notice as “Completed”, they can close the Punchlist notice and send updates to all notice contacts. An updated Punchlist notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
Note: only project team members can mark items as “Completed” (i.e. contacts external to the project team’s organisation can only mark Punchlist items as “Ready for Review” or “Incomplete”).
To add your signature to the “sign-off” section of your updated Punchlist notice .pdf file, click the “Attach signature” box then click and drag to draw your signature.
Example: Closing a notice – signature section appears when all Punchlist items are “Completed”
Example: Punchlist notice .pdf file with “Sign-off” section included.
Punchlist notice recipients
Step 1: Go to Punchlist notice email notification
Go to your email inbox and open the related Punchlist notice email notification.
Step 2: Click the “READY FOR REVIEW” button
At the bottom of the Punchlist notice email notification, click the “READY FOR REVIEW” button to be directed to the Punchlist notice interface.
Note: Contacts from outside your organisation can only view and download notices that are related to them.
Step 3: Update the status of an item
In the “Change Status” dialogue, click the menu on the right-hand side of each Punchlist item and select the application status for each.
Note: Punchlist notice recipients can only update the status of Punchlist items to “Incomplete” or “Ready for Review” (i.e. they cannot mark items as “Completed)”.
Step 4: Notify related notice contacts
To send an email notification to all related notice contacts, ensure the “Send notification” box is checked, then click the “SUBMIT” button.
Notice contacts will receive an email notification.
Step 5: Notice closed notifications
After a project team member marks all Punchlist items in a notice as “Completed”, they can sign-off and close the Punchlist notice and send updates to all notice contacts. An updated Punchlist notice .pdf file is attached to the email notification, including a sign-off section with the notice creator’s signature (if added).
Note: Only project team members can mark items as “Completed” (i.e. contacts external to the project team’s organisation can only mark Punchlist items as “Ready for Review” or “Incomplete”).
Example: Punchlist notice .pdf file with “Sign-off” section included.
Punchlist/Defects - Edit a Punchlist notice
Punchlist/Defects – Edit a Punchlist notice
To edit a Punchlist notice, follow the steps below.
Step 1: Go to the Punchlist notice register
Navigate to your Management module and click on the Punchlist notice tool to access the Punchlist register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Punchlist notice block and select “Edit” from the menu.
Step 3: Add/edit Punchlist items
A list of the notice’s Punchlist items are displayed.
Click the “ADD ITEM” to add additional Punchlist items.
To edit a specific Punchlist item, click the overflow button on the right-hand side of the related item block and select “Edit” from the menu.
Step 4: Edit each Punchlist item
Edit the details of a Punchlist item, then click the “SAVE” button on the top right-hand side of your screen to save your changes.
Attachments can be removed by clicking on the trash icon button on the bottom right-hand side of each attachment.
Note: Contacts cannot be added to/removed from the “To” field when editing a Punchlist item.
Step 5: Send or Save Punchlist notice
After you are finished adding to/editing items in your Punchlist list, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
Send (email notifications are sent to recipients)
Save (email notifications are not sent to recipients, but notice is logged)
Step 6: Include project team members in correspondence
You have the option to include other project team members as a “Cc” to each notice that is created. Selected project team members will also be kept in the loop with all related correspondence and comments for the related notices.
Step 7: Notifications (if sent)
After editing and re-sending a Punchlist notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Punchlist notice pdf and any related attachments or click “View Details” button to view/update the Punchlist items via the interface.
The existing record of the Punchlist notice is updated in your project’s Punchlist notice register with all related information, including a date/time stamp for download activity.
Example: Punchlist notice email notification
Example: Punchlist notice pdf file
Step 8: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Punchlist notice senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Punchlist notice emails and messages will also be logged in the “COMMENTS” tab of the Punchlist 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: Punchlist notice – “Punchlist ITEMS” tab
Example: Punchlist notice – “NOTICE” tab
Example: Punchlist notice – “RECIPIENTS” tab
Example: Punchlist notice – “COMMENTS” tab
Example: Punchlist notice – adding attachments to “COMMENTS” tab
Punchlist/Defects - Export a Punchlist notice
Punchlist/Defects – Export a Punchlist notice
To export a Punchlist notice from your register, follow the steps below.
Step 1: Go to the Punchlist notice register
Navigate to your Management module and click on the Punchlist notice tool to access the Punchlist register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Punchlist notice block and select “Export” from the menu.
Note: To select multiple Punchlist notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Example: Punchlist notice pdf file
Punchlist/Defects - Share a Punchlist notice
Punchlist/Defects – Share a Punchlist notice
To share a Punchlist notice from your register, follow the steps below.
Step 1: Go to the Punchlist notice register
Navigate to your Management module and click on the Punchlist notice tool to access the Punchlist register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Punchlist notice block and select “Share” from the menu.
Note: To select multiple Punchlist 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 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, company name or tag. Contacts do not require a WeBuild account to view or download shared notices.
Step 4: Notifications
After sending a Punchlist notice, each contact receives an email notification like the one in the example below.
Recipients can click the “Download Notice” button to download the Punchlist notice pdf and any related attachments.
To remove a Punchlist notice from your register, follow the steps below.
Step 1: Go to the Punchlist notice register
Navigate to your Management module and click on the Punchlist notice tool to access the Punchlist register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Punchlist notice block and select “Remove” from the menu.
Note: To select multiple Punchlist notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Punchlist/Defects - Export a Punchlist register report
Punchlist/Defects – Export a Punchlist register report
To export a Punchlist register report, follow the steps below.
Step 1: Go to the Punchlist notice register
Navigate to your Management module and click on the Punchlist notice tool to access the Punchlist register.
Step 2: Select notices
Select the Punchlist 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 floating toolbar to export a report of your Punchlist register.
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