Statuses 

Statuses mark a project's or bid request’s progress and provide benchmarks you can use in project or bid request searches, personal and program rule notifications, and management and activity reporting. In XactPRM Connect, statuses are either assigned by default at certain milestones for example, when the bid request is sent to the contractor) or they are assigned by whoever is currently working on the project or bid request (the contractor or reviewer). 

Statuses can be used as filters in Advanced Search and the various queues such as the, Estimate Review Queue and Project Queue®. They display on the project detail so XactPRM Connect users can track project and bid request activity at every step of the estimate process. Many of these statuses can also be set up as triggers for Personal Rules and Program Rules, as well as data exports.

In XactPRM Connect there are two types of statuses, non-customizable statuses, and customizable statuses. This document defines non-customizable statuses and explains what your options are regarding customizable statuses. To enable customizable statuses or statuses marked with an asterisk ( * ) for your version of XactPRM Connect, please contact your Project Manager, Client Services Representative, or Technical Account Manager.

Key:

Status   All locations in XactPRM Connect where this status can be seen and used

Definition (for non-customizable statuses) and/or where and how the status is updated.

XactPRM Connect statuses

File statuses

Referral Bid Request statuses

Reassignment statuses

Collaboration statuses

Estimate Review Queue statuses

Workflow statuses

Approval statuses

 

Related: Project Detail, Advanced Search, Program Rules, Personal Rules, Project Queue

XactPRM Connect statuses (non-customizable)

XactPRM Connect Statuses are non-customizable statuses updated under the defined conditions. These statuses can be seen in the Detail Summary, the Details page, and Advanced Search. They can also be set up as triggers for Personal Rules, and Program Rules.

*Bid Request Entered Queue (Details tab)

*Entered Project Queue (Program Rules, Elapsed Time Rules)

Definition: The date and time the bid request entered the Project Queue to be assigned to a contractor. XactPRM Connect updates this status in the Details tab.

*In Queue (Advanced Search, Detail Summary)

*In Assign Queue (Estimate Review Queue Rules)

Definition: The bid request is in the Project Queue waiting to be assigned to an assignee (XactPRM user). This status appears in the Detail Summary when a bid request enters the Project Queue.

*Assigned From Queue (Advanced Search, Assignment Tracking Personal Rule)

*Assigned Out of Project Queue (Program Rules, Elapsed Time Rules)

Definition: The bid request in the queue is assigned to an assignee (XactPRM user) and leaves the Project Queue.

Bid Request Received (Details tab)

Received (Program Rules, Elapsed Time Rules)

Estimate Received (Estimate Review Queue Rules)

Definition: The date the bid request was first received into the Project Queue or assigned to a contractor.  If the assignment was sent to the Project Queue first, the Received date is updated when it is assigned to a contractor. After being assigned the first time, the Received date is no longer updated (the Reassignment, Referral, or Collaboration statuses are used instead).

Notify Pending (Detail Summary)

Definition: The bid request was assigned to a recipient (XactPRM user) and the recipient has not yet been notified. This status appears in the Detail Summary when the bid request has been assigned (Received). The name and email address of the person who assigned it appears below this status.

Contractor Notified (Details tab)

Notified (Advanced Search, Estimate Review Queue Rules)

Notification Sent (Program Rules, Elapsed Time Rules)

Definition: The bid request’s recipient (XactPRM user) is notified via email/fax/phone. XactPRM Connect updates the date and time of this event in the Details tab.

Bid Request Delivered (Details tab, Assignment Tracking Personal Rule)

Delivered (Advanced Search, Program Rules, Elapsed Time Rules, Estimate Review Queue Rules)

Definition: The bid request is downloaded to XactPRM by the assignee. XactPRM Connect updates the date and time of this event in the Details tab.

In-Progress Estimate Returned to XactNet (Details tab)

Definition: This status appears if the assignee (XactPRM user) returns the estimate to XactPRM Connect before it is complete. XactPRM Connect updates the date and time of this event in the Details tab.

*First Report Uploaded (Details tab)

Definition: The first report was uploaded to XactPRM Connect from XactPRM. XactPRM Connect updates the date and time of this event in the Details tab.

Returned Pending (Detail Summary, Advanced Search)

Definition: The completed estimate was uploaded to XactPRM Connect from XactPRM and is waiting to be exported to the asset manager. This status appears in the Detail Summary.

Returned (Detail Summary, Advanced Search, Program Rules, Elapsed Time Rules, Estimate Review Queue Rules)

First Estimate Upload > $0 (Program Rules, Elapsed Time Rules)

Definition: The completed estimate is uploaded to XactPRM Connect from XactPRM. This is updated automatically and appears in the Detail Summary.

Estimate Returned to XactPRM Connect (Details tab)

Definition: The date and time the estimate is uploaded to XactPRM Connect from XactPRM. XactPRM Connect updates this status in the Details tab.

*Estimate Returned to Asset Manager (Details tab)

Definition: The date and time the estimate was returned to the asset manager. XactPRM Connect updates this status in the Details tab.

Corrected (Detail Summary, Advanced Search, Program Rules, Elapsed Time Rules)

Corrected Estimate Uploaded (Assignment Tracking Personal Rule)

Definition: The corrected estimate was uploaded to XactPRM Connect. This status is appears in the Detail Summary.

Correction Returned to XactPRM Connect (Details tab)

Correction Received (Estimate Review Queue Rules)

Definition: The date and time the corrected estimate is uploaded to XactPRM Connect. XactPRM Connect updates this status in the Details tab.

Canceled (Detail Summary, Advanced Search, Estimate Review Queue Rules)

Bid Request Cancelled (Assignment Tracking Personal Rule)

Definition: The bid request was canceled in XactPRM Connect or via EDI by the asset manager. You cancel a bid request by selecting Cancel in the Project Detail Select an Action drop-down menu. This status appears in the Detail Summary.

Cancellation Received (Details tab)

Definition: The date and time XactPRM Connect received a cancellation for the bid request. XactPRM Connect updates this status in the Details tab.

Contractor Notified of Cancellation (Details tab)

Definition: The date and time the contractor is notified of the canceled bid request. XactPRM Connect updates this status in the Details tab.

Rejected (Detail Summary, Advanced Search)

Bid Request Rejected (Details tab, Assignment Tracking Personal Rule)

Rejected by Recipient (Estimate Review Queue Rules)

Definition: The bid request was rejected or deleted by the assignee (recipient) in XactPRM. This status appears in the Detail Summary. XactPRM Connect updates the date and time of this event in the Details tab.

Job Completed excludes Not Sold (Program Rules, Elapsed Time Rules)

Definition: The bid request is not marked Job Not Sold and is marked Complete. You can exclude this type of bid request from notifications in Program Rules and Elapsed Time Rules by selecting this status.

File statuses (non-customizable)

XactPRM Connect tracks bid requests as having been opened, reopened, and closed. These statuses are not customizable.

Open (Details tab)

File Open (Advanced Search)

Definition: The project or bid request was created or received in XactPRM Connect via EDI and has not yet been marked “Closed.” XactPRM Connect updates this status automatically.

Reopened (Details tab)

File Reopened (Advanced Search, Assignment Tracking Personal Rule, Program Rules, Elapsed Time Rules)

Definition: The project or bid request, previously marked “File Closed” in XactPRM Connect, was subsequently marked back to “File Reopened” in the Details page. A file may be reopened if something needs to be added after the initial completion.

Closed (Details tab)

File Closed (Advanced Search, Assignment Tracking Personal Rule, Program Rules, Elapsed Time Rules)

Definition: The project or bid request was marked as closed. You close a project or bid request using the Project Detail Select an Action drop-down menu, by changing the file status to File Closed in the Details tab, or by sending a project or bid request update via EDI. You can also ask your account representative to set up an internal automatic status update that marks the project or bid request Closed if it reaches a specified status.

Referral Bid Request statuses (non-customizable)

For more information about referral bid requests see Referral Bid Request.

*Referred (Detail Summary, Advanced Search)

Definition: The bid request is referred to another contractor or service provider in XactPRM or XactPRM Connect. You refer a bid request using the Project Detail Select an Action drop-down menu.

*Created by Referral (Detail Summary, Advanced Search)

Definition: A bid request created by a referral. This status appears in the Detail Summary of the new bid request.

Reassignment statuses (non-customizable) 

These statuses indicate whether or not a bid request was reassigned. For more information see Reassign a Bid Request.

*Reassigned (Detail Summary, Advanced Search)

Definition: The bid request is reassigned to another contractor or program. You reassign a bid request using the Select an Action drop-down menu in Advanced Search Results or Project Details. A copy of the estimate is sent to the new assignee. 

*Created by Reassignment (Detail Summary Advanced Search)

Definition: A new bid request is created by reassignment and sent to the new assignee. This status appears in the Detail Summary of the new bid request.

*Not Reassigned (Advanced Search)

Definition: Estimates that have not been reassigned.

Collaboration statuses (non-customizable) 

To use collaborations and view collaboration statuses, you must be set up with the Collaboration application rights in User Administration. For more information, see Estimate Collaboration.

Never Collaborated (Advanced Search)

Definition: The bid request was never collaborated on (collaborators were never assigned).

Collaboration in Progress (Advanced Search)

In Progress (Details tab)

Definition: A collaborator is assigned to the bid request. When assigned, the collaboration is “In Progress” and only the collaborator may do work on the estimate. You assign collaborators in the Details tab.  

Collaboration Checked In (Program Rules, Elapsed Time Rules )

Definition: A collaborator checks in the bid request after completing their portion of the estimate.

Collaboration Checked Out (Program Rules, Elapsed Time Rules )

Definition: A collaborator checks out the bid request to complete the collaboration.

Collaboration Cancelled (Advanced Search)

Canceled (Details tab)

Definition: The collaboration was cancelled. You update this status in the Details tab.

Collaborated (Advanced Search)

Completed (Details tab)

Definition: The collaboration was marked complete. You update this status in the Details tab. The Details tab shows the date and time it was completed along with the correction amount.

*Estimate Review Queue statuses (non-customizable) 

Review statuses are seen in the Estimate Review Queue, Advanced Search, and Project Details under Workflow Status. They can also be set up as triggers for program and personal rules. Estimates with multiple reviewers show statuses for each reviewer, for example asset manager reviewed and service provider reviewed.

To use these statuses, your company must be set up to use the Estimate Review Queue and you must be set up with the Estimate Review application rights in User Administration.

In Queue (Estimate Review Queue Filter)

In Assign Queue (Estimate Review Queue Rules)

Entered Carrier Review Queue (Program Rules, Elapsed Time Rules)

Definition: Automatically updated when an estimate enters the Estimate Review Queue

Not Yet Reviewed (Details tab, Advanced Search)

Definition: The estimate is uploaded and submitted to the Estimate Review Queue. XactPRM Connect updates this status in the Details tab.

Reviewer Assigned (Details tab, Advanced Search, Program Rules, Elapsed Time Rules)

Carrier Reviewer Assigned (Program Rules, Elapsed Time Rules)

Definition: A reviewer was assigned. You assign a reviewer using the Estimate Review Queue Select an Action drop-down menu. XactPRM Connect updates the date and time of this event in the Details tab.

Review Pending (Estimate Review Queue Filter)

Definition: A reviewer is assigned, but has not yet updated the review status.

Review Accepted (Details tab, Advanced Search, Program Rules, Elapsed Time Rules)

Definition: The reviewer accepts the assigned estimate review. This status is updated in the Details tab.

Review Not Pending (Estimate Review Queue Filter)

Definition: Only for multiple reviewers, the estimate has been reviewed by one party and is not going to be reviewed by the other party.

Reviewed (Details tab, Advanced Search)

Estimate Review Complete (Detail Summary)

Review Completed (Program Rules, Elapsed Time Rules)

Carrier Reviewed (Program Rules, Elapsed Time Rules)

Definition: The reviewer marks the estimate as Estimate Reviewed in the Details tab. This status appears green in the Detail Summary (Estimate Review Complete).

Reviewed with Exceptions (Details tab, Advanced Search)

Estimate Review Complete with Exceptions (Detail Summary)

Carrier Reviewed with Exceptions (Program Rules, Elapsed Time Rules)

Review Completed with Exceptions (Program Rules, Elapsed Time Rules)

Definition: The reviewer marks it as Estimate Reviewed with Exceptions in the Details tab. This status appears yellow in the Detail Summary (Estimate Review Complete with Exceptions).

Estimate Rejected (Detail Summary, Details tab, Advanced Search)

Definition: (When enabled, this status replaces Estimate Reviewed With Exceptions) The Reviewer marks the estimate as Estimate Rejected in the Details tab. This status appears red in the Detail Summary.

Estimate Not Reviewed (Detail Summary, Details tab, Advanced Search)

Definition: (When enabled, this status replaces "Not Yet Reviewed") XactPRM Connect updates this status when the estimate is uploaded and submitted to the Estimate Review Queue. This status appears blue in the Detail Summary.

Estimate Authorized (Detail Summary, Details tab, Advanced Search)

Definition: (When enabled, this status replaces "Estimate Reviewed") The reviewer marked it as Estimate Authorized in the Details tab. This status appears green in the Detail Summary.

Estimate Reviewed Pending Client Decision (Detail Summary, Details tab, Advanced Search)

Definition: The reviewer updates this status in the Details tab. This status appears yellow in the Detail Summary.

Estimate Authorized Pending Final Validation of Costs (Detail Summary, Details tab, Advanced Search)

Definition: The reviewer updates this status in the Details tab. This status appears yellow in the Detail Summary.

Estimate Authorized Pending Pre-Start Work (Detail Summary, Details tab, Advanced Search)

Definition: The reviewer updates this status in the Details tab. This status appears yellow in the Detail Summary.

Documents Received (Estimate Review Queue Rules)

Definition: A document was uploaded to the bid request in XactPRM Connect. XactPRM Connect also updates this status when an in-progress bid request in XactPRM is uploaded with documents.

Workflow statuses (customizable)

Workflow statuses appear in the Details tab under Workflow Status and are customizable for your company. If you would like to use these statuses please contact your Project Manager, Client Services Representative, or Technical Account Manager. For more information about the Details tab, see Project Detail

*Ready for assignment (Details tab, Advanced Search)

Definition: XactPRM Connect updates this status with information received from XactPRM.

*Attention needed (Detail Summary, Details tab, Advanced Search, Assignment Tracking Personal Rule)

Definition: You update this status in Create New Project or the Details tab.

Site Inspected (Details tab)

Definition: You update this status in the Details tab or XactPRM Connect updates it with information received from XactPRM.

*Target Start Date (Details tab, Program Rules, Elapsed Time Rules)

Definition: You update this status in the Details tab.

*Target Completion Date (Details tab, Program Rules, Elapsed Time Rules)

Definition: You update this status in the Details tab.

*Job Started (Details tab, Advanced Search, Program Rules, Elapsed Time Rules)

Definition: You update this status in the Details tab.

*Job Completed (Details tab, Advanced Search, Program Rules, Elapsed Time Rules)

Definition: You update this status in the Details tab.

*Job Not Sold (Details tab, Advanced Search)

Definition: You update this status in the Details tab.

*Payment Received (Details tab, Advanced Search)

Definition: You update this status in the Details tab.

*Drying Started (Details tab, Program Rules, Elapsed Time Rules)

Definition: You update this status in the Details tab.

*Drying Completed (Details tab, Program Rules, Elapsed Time Rules)

Definition: You update this status in the Details tab.

*Invoiced / Not Yet Invoiced (Details tab)  

Definition: This status is updated by the XactAnalysis SP user in the Details tab, and the invoice document appears in the Documents tab. This status is read-only in XactAnalysis.

Approval statuses (customizable)

Approval statuses are seen in Advanced Search, the Estimate Review Queue, and the Details tab under Approval Status. They can also be set up as triggers for Personal and Program Rules.

*QA Not Yet Approved (Advanced Search)

*Not Yet Appr. (Details tab)

Definition: The estimate has not yet been marked QA approved.

*QA Approved (Details tab, Advanced Search, Estimate Review Queue Filter, Program Rules, Elapsed Time Rules, Estimate Review Queue Rules)

*Bid Request is QA Approved (Assignment Tracking Personal Rule)

Definition: You update this status in the Details tab.

*QA Rejected (Details tab, Advanced Search, Estimate Review Queue filter, Program Rules, Elapsed Time Rules, Estimate Review Queue Rules)

*Bid Request is QA Rejected (Assignment Tracking Personal Rule)

Definition: You update this status in the Details tab.

* Client Not Yet Approved (Details tab, Advanced Search)

Definition: The estimate has not yet been marked Client Approved.

*Client Approved (Details tab, Advanced Search, Program Rules, Elapsed TIme Rules, Estimate Review Queue Rules)

*Bid Request is Client Approved (Assignment Tracking Personal Rule)

Definition: You update this status in the Details tab.

*Client Rejected (Details tab, Advanced Search, Program Rules, Elapsed Time Rules, Estimate Review Queue Rules)

*Bid Request is Client Rejected (Assignment Tracking Personal Rule)

Definition: You update this status in the Details tab.


 

 

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