How to Create and Send Extension of Time

How to Create and Send Extension of Time

EOT's are created through the Commnia Inbox as an email message. This way you retain full transparency within your Inbox.

1. Extension of Time

From the main menu via Quick Add (+) click on New Email.

Select Extension of Time from Category Folder.

2. Add Recipients

Start typing the name of the contact to display a list of users from the project contact list.

Alternatively, you can click on the To, CC or BCC button to display the full global contact list or filter by project.

If a contact is not already a part of Commnia, you are able to add them by clicking on the Create New Contact icon.

To see how to Create New Contact - click here.

3. Enter Email Subject

Enter a subject for your new email message.

4. Complete Dynamic Fields

Enter any required information into the dynamic fields.

The dynamic fields have been set up based on the email type.
i.e. For an
Extension of Time, the default fields are Requested By Date, and the option to include Addons.

  • Enter the date you would like a response by.
  • Click on Addons to include a Standard Clause, Cost Table, and Authorisation.

To see how to create Custom Standard ClauseTemplates click here.
To see how to add authorisation templates to the Inbox email click here.

If you select Cost Table a dialogue box will appear for you to input any cost information associated with EOT. Below is an example;

Once you have entered the information into the cost table, click on Add to return to your email.

5. Add Times Claimed

  • Add Dates to be claimed. You can add multiple dates and/or a single date.
  • Simply click on time to be claimed 1/2 day or Full Day, then click the red tick to confirm.

Once you have selected the date range, click Set.

You will be taken back to the body of your email.

Click on the red tick to confirm the dates.

  • Multiple Dates, click on the Start Section and select the first date for claim. Click on the End section to select the last date to be claimed.

You can edit the time to be claimed for each date by clicking on the pen icon.

Trash icon to delete a date selection.

  • Time Requested (Days) will automatically be calculated.
  • Add Last Approved Date
  • New Comp Date Pending Approval

6. Enter the Email of the Body

  • Enter your email message into the description field, alternatively, select from a list of Custom templates.

To see how to create Custom Correspondence Templates click here.

  • Enter the Reason for Extension of Time request (optional).
  • Enter the effect(s) on the project.
  • You can manually enter the body of your email, this field is in Html format meaning you can paste text and images directly from word or even your internet browser.

7. Attach Files

Files can be attached to the email directly from Commnia Drive, the document register, from your local device, or drag and drop files with no restriction on file size.

To learn more about how to attach files to email click here.

8. Send Email

Your email signature will automatically be included in every email communication. You can edit your email signature by clicking on the edit icon.

Each Extension of Time that is created will be logged directly onto the Extension of Time register in Commnia Inbox, to see how to review click here.

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