Commnia is a comprehensive, cloud-based construction project management software that communicates with your team everywhere.

For over two decades, Commnia has worked with hundreds of Australia’s leading construction companies. We are consistently developing better ways to connect your teams, automate tasks and increase your productivity. We pride ourselves on delivering outstanding customer support and are proudly Australian owned and operated.

We provide you with an intuitive platform to manage every stage of your project – from concept to completion.

Design Change Workflow

The Commnia Inbox

Commnia Inbox has been designed to be intuitive and simple to navigate. All communications are stored within a single hub allowing you to control and track your documents and giving you complete transparency over your project.

1. Overview

All communications are stored within a single repository giving you complete transparency of your project.
 
Login to your Commnia account and select your project.
 
From the main menu, click on Quick Links and select Inbox from the dropdown list.
 
Inbox Features
  • Attach hundreds of documents, no matter how big, all within the one email.
  • Attach documents from Commnia Drive, the Document Register or from your computer files.
  • All recipient responses will be automatically registered in the Commnia Inbox, users do not have to log into Commnia to respond.
  • Category email templates ensure all required information is entered, e.g. a delay notice form will include the delay duration period and reason for delay.
  • Inbox Registers: In-built registers for every category to easily monitor days remaining/outstanding.
  • Category Changes: Send new responses based on a new category, e.g. changing an RFI to a Delay Notice. To eliminate any confusion, we make sure that you will always be able to see where these categories originated from by viewing previous responses when you select the email.
  • Design collaboration and documents can be discussed, approved and rejected all from Commnia Inbox. If approved, these documents can be automatically populated to your document register straight from your inbox.
  • Include the Contract Clause to each category relevant to the project
  • Include standard templates for each category to include in the document description.

2. Inbox/Sent/Draft Folders

Switch between your Inbox, Sent and Draft folders easily.

 

3. Viewing Emails

Click on a category to filter your Inbox results.

Every email message is classified under a document category to make it easier to find important project information.
 

Select an email category and all emails in that folder will appear as a list on the right side of the screen.
 
 
The email you select will appear with all relevant information and history.
 
 

4. Conversation Trails

There are emails referred to as a conversation trail, it is a chain of information showing that all these emails displayed here are related to each other allowing you complete transparency of the communication. Even though emails can have different categories they are still part of the same conversation. 
 
This means that you can trace back a delay notice all the way back to the original RFI. 
 
The following will appear. Click on any item to open the email up.
 

 

5. Responding/Forwarding

You are able to reply, reply all and forward like regular mail service, however, Commnia Inbox gives you the ability to forward emails as part of the conversation, or as a new email (thread/conversation).

  1. To keep what you are forwarding in the same topic, click on ‘Forward’ and then Add to Existing Thread.
  2. To forward as a completely new email, and start a new topic click on Forward and then Create New Thread or Conversation.

6. Other Email Options

Add Recipient gives you the option to add a user to the original email communication if they were originally left out or if they’re new to the project.
Only the email sender can add other recipients to the email.

 
 
There are other email options available by clicking on the Menu icon which will display the following.
 
 
  1. Internal/Closed Notes – You will be prompted to write a close response which will only be visible to members of your company
  2. Close Topic – Change the status of the email to closed.  Closing topics are category-specific, so if there is more than one category as part of the conversation (e.g. RFI and a Delay Notice), closing one topic will not impact another if it is from a different category
  3. Print Email – will convert the email to a print-friendly PDF document
  4. New Task – This will show a dialogue box where you can assign a task to a contact within the project

7. Approve/Reject Documents

When viewing an email in Commnia, you have the ability to view each document, download one or multiple documents.

  1. Download – Click on a document to download it, click Select All or check the box of multiple documents and click Download to bulk download.
  2. Click on the View magnifying glass icon to open the document viewer.
 

8. Filter Email

Emails can be filtered by a number of different search features.
 
Simple Search by Email subject, open and unread
 
 
For a more detailed search click on the filter button to open the email filter options.
 

Select your desired filters and click on Close.

To remove all filters, click on the Reset button and then click on Close.
 
 
Once you have applied these filters, you can choose to run this list as a report by clicking on the report button. There are four formats available:
 
 
  • The Register Report displays a PDF summary of the list of emails in the list.
 
  • The Cost Report displays a PDF summary of any costs related to the email category in the list.
 
  • Export Cost Report will generate an excel spreadsheet listing all cost-related emails in the list. Your browser will download the web link. Click on the file in the bottom left corner of your screen to open the report.
 
 
You will be presented with a cost report, as in the below example:
 
 
  • EOT Report will provide you with a breakdown of all EOT’s claimed and their statuses associated with the project.
 

9. Inbox View

Commnia Inbox has in-built registers for all construction documents, helping you to monitor days remaining/outstanding and stay on track.

Your inbox can be viewed in three different formats; the register view, inbox view, or classic register view. 

Regardless of which view you use, the email itself with all details and attachments will be displayed on the right-hand side.

The Inbox View displays emails similar to most email providers displaying the sender, subject and received date.

 
The Register View and Classic Register View display emails in a Register format that includes information such as document category, due dates and status. They will display the first email sent for that subject.
 
Classic Register view is best for wider screens.
 
 

Creating and Sharing Meeting Minutes

Commnia’s Meeting Minutes feature allows you to create, distribute, and save project meeting minutes, ensuring everyone on your project is kept up to date with the latest information.

To create meeting minutes in Commnia the project administrator must first add meeting types and sections via the control panel. To see how to set up meeting types and sections click here.

1. Navigate to Meeting Minutes

From the Commnia login screen, enter your Commnia login details and click login. 

From the main menu, click on Contracts and Communication and from the dropdown menu select Meeting Minutes.

 

2. Create New Meeting

You will be presented with the Meeting Minutes summary screen showing all previous meeting minutes.

You can filter these meetings by project, date, chairperson or by using the search any keyword box.

To create new Meeting Minutes, click on New.

  1. Select the meeting type from the drop down list.
  2. You can copy the details from a previous meeting if one exists. This will also allow attendees to be automatically copied across from the previous meeting.
 
  1. Enter the meeting date, start and finish times.
  2. Select the chairperson of the meeting. Start typing the contacts name and select from the list or alternatively, click on the Search icon to open the project contact list.
  3. Enter the location of the meeting.
  4. Type the purpose of the meeting.
  5. Enter any relevant meeting header notes.
  6. Enter the date and time of the next meeting if required.
  7. Type any meeting notes for the next scheduled meeting.
  8. Click on Save to continue.
 

Once you have saved the Meeting Minutes, the following options are available.

3. Add Attendees

  1. Click on Attendees to flag each contact as Attended, Copies To or Apologies.
  2. You can delete a contact by clicking on the Trash icon.
  3. To add other contacts, click on the Add Attendee button to open the project contact list.
 

4. Add Minute Headings

  1. Click on Minutes to add sections, actions and responsibilities.
  2. Click on Add Section to add a new section to the meeting minutes.
  3. To view and edit each section of the meeting minutes, click on the section heading from the list.
  4. Click on Add Minute to add a new topic with the option to add a due date and responsibility.
  5. If there was a previous meeting, each minute will automatically be displayed; and includes options to Edit, Delete or Mark as Complete.
 

5. Add Minutes to Headings

Once you have clicked Add Minute, the following screen will appear.

 
  1. Enter the due date for the action.
  2. Type the name of the member responsible for the action.
  3. Enter a summary of the action item.
  4. Enter the details of the notes or action item.
  5. Click on Save to update the action item.
The minute Description section is HTML formatted, allowing you to copy and paste directly from emails, web pages and images. Click and Save and Continue to add more minute notes.

6. Send Meeting Minutes Email

  1. Once the meeting minutes are ready for distribution, click on the Email button.
  2. To add more users, click on the Add Users button to open the project contact list. You can filter by different categories, groups and also have the option to find contacts from other jobs.
  3. You can preview the meeting minutes by clicking on the Preview button. A formatted PDF will open and display everything from who has attended, what was discussed, and what actions have been assigned.
  4. Click on the checkbox next to each contact you would like to include in the meeting minutes email. Alternatively, click on Select All to tick all checkboxes.
  5. Click on Send Email to finalise and distribute the meeting minutes.
 

Each contact will receive an email with a pdf of the meeting minutes.

A copy of the meeting minutes will also be saved in the Commnia Inbox under the Meeting Minutes category.

Creating and Sending RFIs

Commnia allows you to send out RF’s with a formal letter, track responses from any mail client, and generate a Register.

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

1. Accessing the RFI Module

Login to your Commnia account and select your project.

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

Alternatively, create a New Email from your Inbox and select Request for Information from Category Folder.

The following screen will appear:

2. Add Recipients

Start typing the name of the contact to display a list of users from the project contact list. You can click on the To, CC, or BCC button to display the full global contact list.  

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.

The Send Privately function means that recipients will not see who else the email has been sent to in To Field.

3. Enter Email Subject

Enter a subject for your new email message.

5. Complete Dynamic Fields

Enter any required information into the dynamic fields. The dynamic fields have been set up based on the email type.

For an RFI, the default fields are Requested By Date, Advised by, and the option to include Addons.

Click on Addons to include a Standard Clause, Cost Table, Risk Description, and/or Authorisation.

If you select Standard Clause, you will have the option to enter details by typing in the field or select from Custom Templates, as below:

To see how to create Custom Standard Clause Templates click here.

If you select Cost Table the following dialogue box will appear:

Once you have entered the information to the cost table, click on Add to include it in your email.

Add Risk Description, the following template will appear and select Yes or No.

Authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template.

To see how to add Authorisation templates to the Inbox email click here.

6. Enter the Email of the Body

  • Enter your email message into the description field.

  • 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.

  • Alternatively, select from a list of Custom Templates. To see how to create Custom Correspondence Templates click here.

7. Attach Files

Files can be attached to the email directly from The Document Register, Commnia Drive, or your local device. You can drag and drop files into the window and there are no restriction on file sizes.

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.

To learn how to create and edit your signature click here.

Once you’ve entered all information for your email, you can Preview, Save as Draft or Send.

If you have checked the Send Privately checkbox, the recipients will not see who else the email has been sent to. 

9. Email

Once you have clicked send, the receiver will receive the following formatted email with the option to view it as PDF Letter.

Below is an example of the PDF Letter.

Each RFI that is created will be logged directly on to the Request for Information Register in Commnia Inbox, to see how to review the list click here.

Marking Up Documents with Commnia MarkUp

As any complex construction project develops, the detail of its plans will be evolving all the time.

The drawings for a project will change and evolve as the job progresses. Marking up plans and drawings by hand is very time-consuming and a lot of effort will go into continually revising and make sure everything is up to date.

Managing your drawings and documents using Commnia Mark Up Tool offers many efficiencies and streamlines the mark-up process. Changes can be made by authorised persons, no matter where they are, on-site or off-site.

1. Select Drawing or Document

You can select drawings or documents to mark up via Inbox, defects, Document Register or Commnia.

To see how to create and Attach Markup Drawings via Email, Defects and  RFI click here.

A pop up will appear to markup drawings.

2. The Toolbar

Project Users can create annotations, text comments, draw, add shapes and signature and distribute updated documents to the entire project team in a matter of minutes.

The View Screen will appear by default.

  1. Click on the heading for different markup tool options.
  2. You can send a document with markups via Transmittal or Add to Defect which will open a new defect form with the document attached.
  3. Access to additional settings tool, search for words ( case sensitive or whole word), search for comments, screen view settings, download or print

 

3. Marquee Zoom Tool

Marquee zoom is a feature that allows you to zoom in on a particular area of your document, by dragging around that area using the Zoom tool

Zoom example:

4. Annotate

The annotation toolbar allows the user to easily switch tools when adding annotations to a document.

  1. Select Annotate
  2. Click on the Annotation Tool
  3. Customise tool colour, i.e. highlighter colour.
  4. Undo or redo markings.
  5. Erase markings

5. Shapes

  1. Select Shapes.
  2. Select your shape, to adjust the shape, move the shape and drag across anywhere on the document.
  3. Change the outline colour, tap a colour in the colour picker.
  4. Change Opacity by dragging the bar.
  5. Adjust the thickness of the outline of the shape
  6. If you would like your shape to have a fill colour, click on the fill tab and select from the colour pick.
  7. The Rectangle tool, the Oval tool, the Arrow tool, and the Line tool let you create simple shapes.
  8. The Rectangle style can also be converted to create a cloudy outlined rectangle as per the below example.
     

 

6. Insert

  • Select Insert from the menu
  • PDF Signature
  • Insert Stamp
  • Insert Image
  • Insert Attachment
  • Callout Text Box
  • Activate Eraser

PDF Signatures

You can implement digital signatures onto a document.

 Use your mouse  to sign your name in the text box, you can select the colour of your signature by touching one of the colour options. Click Create.

Simply type in the text box and click Create.

You can choose to upload or drag & drop an image/signature from your gallery. Click Create.

Add Stamp

Click the Stamp button.

You can make a selection from the Standard Menu, scroll down to see the full list.

Create a  Custom Stamp, select the information you would like on the stamp, username, date and time, additionally, you can add custom stamp by typing in the text box.

Add Image

Click on the Image/Picture icon, then click on the PDF where you want to place the attachment.

Local Device will open, you can navigate to a different storage location,  select your picture(s) and click done.

You can move or resize the image by clicking on the image and dragging the sides.

Attachments

Click on the paperclip icon, then click on the PDF where you want to place the attachment, your local drive will open, select file and click open.

Callout Text Box
  • Callout text boxes are especially useful when you want to single out—but not obscure—a particular area of a document.
  • Move the crosshair to where you want the callout to point.
  • Drag in your document to insert the shape into the page. As with any image that you insert into the document, you can use the sizing handles to resize the shape. Click on the shape, and type the desired text.
  • You can change the outline by clicking on the colour picker.
  • If you need to edit the text box, click on the text box and editing menu will appear including adding a link, deleting the callout, editing text or add fill colour in the box.

7. Additional Menu Options

  1. Search document, case sensitive or whole word
  2. Search for comments in the document.
  3. Settings, Download, or Print.

=

8. Example of a Document Mark Up

Every single Mark Up is recorded and stamped with time and the person who made the marks on the side panel.

  1. Enter Text

  2. Create Stick Annotation

  3. Enter Text

  4. Add Shape

  5. Freehand Tool

  6. Enter Text

  7. Add Shape

  8. Add Signature

9. Document Details

The document will have an information box detailing all of the documents information, including revision number to ensure you are marking up the latest document.

10. Add Action

1. Add to Defect, if you click on Add Defect it will automatically create a new Defect Entry with the Drawing Attached.

To see how to create and complete a New Defect click here.

2. Email – A screen will pop up prompting you to create a new email and the drawing will be attached in the Markup Attachments field.

To see how to create New Email, click here.

Creating and Sending Delay Notices

Commnia allows you to send Delay Notice with a formal letter, track responses from any mail client, and generate a register.

Delay Notices are created through the Commnia Inbox as an email message. This way you retain full transparency within your Inbox.

It is important to keep a record of delay causation and liability to ensure that extension of time claims are supported. Using the delay notice tool helps you to limit the risk of losses or disputes occurring in your projects.

1. Accessing Delay Notice

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

Alternatively, select Inbox and create New Email.

Select Delay Notice from Category Folder.

The following screen will appear:

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.  

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.

The Send Privately function means that recipients will not see who else the email has been sent to in To Field.

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.

For a Delay Notice, the default fields are Requested By Date, Advised by, Delay Duration, and the option to include Addons.

  • Enter the date you would like a response by.

  • Enter the name of the person who has advised of the delay notice

  • Enter the delay duration. You can select units in hours, days, weeks, months, or years.

Click on Addons to include a Standard Clause, Cost Table, Steps Taken to Minimize Delay, and Authorisation.

If you select Standard Clause, you will have the option to enter details by typing in the field or select from Custom Templates.

To see how to create Custom Standard ClauseTemplates click here.

If you select Steps taken to Minimise Delay you will have the option to enter details by typing in the field.

5. Enter the Email of the Body

 

  • Enter your email message into the description field.

  • 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.

  • Alternatively, select from a list of Custom templates.

 

To see how to create Custom Correspondence Templates click here.

6. 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.

7. 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.

To learn how to create and edit your signature, click here.

Once you’ve entered all information for your email, you can Preview, Save as Draft or Send.

If you have clicked to Send Privately the recipients will not see who else the email has been sent to. 

To see how to create Extension of Time please, click here.

Each Delay Notice that is created will be logged directly on to the Delay Notice register in Commnia Inbox, to see how to review click here.

8. Email

Once you have clicked send, the receiver will receive the following formatted email with the option to view it as PDF Letter.

Below is an example of the PDF letter that recipients will receive:

Creating and Sending Variations

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

1. Accessing New Email

From the main menu, select Inbox.

To create a new email, click on the New icon.

Alternatively, Navigate via Quick Adds + and select New Email.

The following screen will appear:

2. Select Document Category/Folder

Select the document category from the drop-down list, or type in the search box to find what you need quickly.

The email form will change depending on which document category you select. For example, a Variation will include subcategory.

To see how to create Document Category/Folder click here.

3. 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.  

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.

The Send Privately function means that recipients will not see who else the email has been sent to in To Field.

4. Enter Email Subject

Enter a subject for your new email message.

5. 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 a Variation, the default fields are Requested By Date, Approve By etc and the option to include Addons.

Click on Addons to include a Standard Clause, Cost Table, and Authorisation.

If you select Standard Clause, you will have the option to enter details by typing in the field or select from Custom Templates.

To see how to create Custom Standard ClauseTemplates click here.

If you select Cost Table the following dialogue box will appear.

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

The authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template.

To see how to add authorisation templates to the Inbox email click here.

6. Enter the Email of the Body

  • Enter your email message into the description field.

  • 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.

  • Alternatively, select from a list of Custom templates. To see how to create Custom Correspondence Templates click here.

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 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.

To learn how to create and edit your signature click here.

Once you’ve entered all information for your email, you can Preview, Save as Draft or Send.

If you have clicked to Send Privately the recipients will not see who else the email has been sent to. 

9. Email

Once you have clicked send, the receiver will receive the following formatted email with the option to view it as PDF Letter.

Below is an example of the PDF letter recipients will receive:

Each Variation that is created will be logged directly on to the Variation register in Commnia Inbox. To see how to review the list, click here.

Sending Extension of Time Notices

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

1. Access Extension of Time Module

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

Alternatively, select Inbox and create 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.

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.

The Send Privately function means that recipients will not see who else the email has been sent to in To Field.

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.

If you select Standard Clause, you will have the option to enter details by typing in the field or select from Custom Templates. To see how to create Custom Standard Clause Templates, click here.

 

Authorisation will display a new field where you can either enter the details of the authorisation or insert directly from a custom template. 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 to the cost table, click on Add to include it in your email.

5. Add Times Claimed

  • Add Dates to be claimed. You can add multiple dates and/or a single date.

  • 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.

Once you have selected the date range, click Set.

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

Click on the orange tick to confirm the dates.

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

Simply click on time to be claimed 1/2 day or Full Day, then click the red tick to confirm.

  • 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 the Document Register, Commnia Drive, or your local device. You can drag and drop files into the field and there are no restrictions 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.

To learn how to create and edit your signature click here.

Once you’ve entered all information for your email, you can Preview, Save as Draft or Send.

If you have clicked to Send Privately the recipients will not see who else the email has been sent to. 

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

9. Email

Once you have clicked send, the receiver will receive the following formatted email with the option to view it as PDF Letter.

Below is an example of the PDF letter recipients will receive:

Site Dairy

Commnia Site Diaries allow internal users to log data based on progress and conditions on the building site. Data can be logged progressively throughout the day on-site by any user with access.
 

1. Navigate to Site Diary

Login to your Commnia account and select your desired project.

From the main menu, select Site Manager, then select Site Diary.

 

You will be taken to the Site Diary screen:

2. Site Diary Overview

All Site Diary entries will be orgnaised by date.

  1. For steps on how to complete new entry click here.
  2. Filter Entries.
  3. Search by Any Keyword.
  4. Reports, there are two standard reports you can run from the Site Diaries function. Company Activity and Daily Report.
 

3. Filter

You can use all or one indicator to filter.

 
  1. Tap on Start Date and End Date and a small pop-up calendar will appear to select a date range.
  2. Issued By will pop up a list of users, select the user to filter by who created site diary.
  3. The company, you can Search by Company, a list of companies will pop up, you can use the search for any keyword to find a company instantly.
  4. Once you have made a selection, click Search.

4. View and Edit Entries

Click on an entry to view details.

Any category with a number is an indication of details being recorded in that category.

Select a category to view or edit. You can add details or edit existing information as per below Trade Attendance example.

  1. Click on the entry from the list.
  2. Edit by clicking on the fields you would like to make changes to.
  3. Click Save.
  4. You can also delete the entry, click Delete.

 

5. Reports

There are two standard reports you can run from the Site Diaries function: Company Activity and Daily Report.

 

The reports will open in PDF Viewer.

  1. Print Report.
  2. You can save to preferred storage location and email.
Company Activity

The Company Activity report displays a summary by labour hours by Company.

Daily Report

The Daily Report displays a summary of the Site Diary for a particular date. Enter the date of the Site Diary you’d like to run the report for and click Print Report.

The report will display all details entered into the site diary.

Defect List

You’ll be presented with the Defects summary screen displaying any open items that have been assigned to a user from your company, or by a user from your company.  

1. Accessing Defects

From Commnia main menu, click on Site Manager and Defect List.

2. Overview

Defects will be used as an example, but the instructions will also work for other issues.

The below page displays all defects that have been assigned and their information.

Type refers to the issue type such as a defect, issue, inspection talk and toolbox talk.

Location displays where the defect has occurred and is broken down into four different levels. 

The description is a brief few words of what the defect is.

Assigned By who created the defect and what company they work for.

Assigned To who the defect has been assigned to and the company they work for

  • Status shows the stage of the item:
      • ASSIGNED (Yellow) – defect has been successfully created in Commnia
      • ACCEPTED (Blue) – Subcontractor has accepted the defect
      • REJECTED (Red) – Subcontractor has not accepted the defect
      • COMPLETE (Green) – defect has been fixed
      • RE-ASSIGNED (Yellow) – the Builder has rejected the repair
      • CLOSED (Black) – defect has been fixed and approved by the Builder
      • DELETED (Grey) – defect was incorrectly created
  • Priority displays the priority of the defect
  • Complete will be marked with a green tick if the assigned to user has indicated the defect has been resolved.
  • Reported On shows the date the defect was created
  • Due Date displays when the defect is due for resolution
  • Last Updated displays the last date the defect was modified

Defects have one of three colours, depending on how close they are to the due date:

  • Defects that are red are overdue
  • Defects that are yellow are due soon
  • Defects that are white are not due (in one week or less)

3. Search and Filter Options

 
  1. To search for a particular defect fill out the search and filter options, such as date updated, status and trades.
  2. Enter the company name to filter defects by company.
  3. Enter the Location and sub-locations to filter by location. eg Building 1, Level 3, Room 307, Master Bedroom.
  4. Enter search criteria to filter by keywords.

4. Inspecting Items

To inspect completed defects, use the search function and type Complete.

 

You can filter these completed defects by location to simplify the review process. e.g. We could filter defects for Building 1, Level 1 as per the image below.

5. Approve / Reject an Item

Click on an item to open it up.

  1. You can approve an item by selecting Close.
  2. Or re-assign an item by selecting Reject.

Approving an Item

After closing, the following pop up will appear asking for confirmation.

  1. Enter a note.
  2. Once filled in, select Save.

The defect has now been saved and will be displayed in your Defect List as Complete.

Mass Approve Defects

There is a mass approval function to make it easier to approve defects.

  1. From the defects list, select the defects by clicking on the checkbox or click on All to select all defects on the page.
  2. Click on ‘Options’ and then select Update Status to Closed.
 
Reject an Item

To reject an item, select ‘Reject.

The following pop up will appear asking for confirmation.

  1. Enter a note.
  2. Once filled in, select Save.

The defect has now been saved and will be displayed in your Defect List as rejected.

7. Forwarding Items

Commnia lets you forward defects to other users.

For example, A client creates a defect and assigns it to the builder. The builder can then forward the defect to the responsible user.

  • Click the forward icon to forward the item to another user.
  • The Defect Page will pop-up again.
  • In the Assigned To field type the user or company name that you would like to forward the item to.
  • Click on Save or Save & Notify to re-assign.

8. Defect Reporting

You can run a report on defects in the list by clicking on the Reports button. 

To learn more about Reports and Email Multiple Open Defects or Issues click here.
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