How to Manage Change Orders / Variations in Buildern

How to Manage Change Orders / Variations in Buildern

Buildern allows you to manage Change Orders/ Variations throughout their lifecycle. In this article, you’ll learn how to view, track, and manage Change Orders / Variations in Buildern.

Manage Existing Change Orders

You can manage Change Orders from:

• All Items > Change Orders, or

• The Change Orders module inside a specific project

Here you can view all Change Orders and access available actions for each item. Once done, locate the Change Order/Variation you want to update. Go to the end of the line and click the three-dot (⋯) icon.

The ⋯ (three-dot menu) also provides several additional actions for managing Change Orders/ Variations throughout the project lifecycle.

1) Edit - Opens the Change Orders editor, allowing you to update details such as title, cost lines, attachments, and terms (depending on status and permissions).

2) View - Opens the Change Orders in a read-only mode to review all details without making changes.

3) Preview - Displays how the Change Orders will appear to the client before sending or publishing.

4) Duplicate - Creates a copy of the existing Change Orders with all its details for reuse or modification.

5) Send / Resend – Sends the Change Orders to clients or resends it with updated information if changes were made.

6) Publish / Unpublish – Controls visibility of the Change Orders in the Client Portal. Published items are visible to clients, while unpublished items are hidden.

7) Download PDF – Exports the Change Orders as a PDF file for sharing or record-keeping.

8) Approve - Marks the Change Orders as approved after client or internal review.

9) Reject - Marks the Change Orders as rejected and removes it from the approval flow.

10) Send Test Email - Sends a preview email to verify how the Change Orders notification will appear to recipients.

11) Create Purchase Order / Subcontract - Generates a Purchase Order or Subcontract directly from the Change Order.

Once chosen, It will take you to the Purchase Order/ Subcontract Creation page:

12) Add to Purchase Order / Subcontract – Adds Change Order items to an existing Purchase Order or Subcontract.

Once chosen, you will need to chose the Purchase Order you want to add to:

13) Watchers - Manages users who will receive notifications about updates to the Change Order.

14)Delete - Permanently removes the Change Order from the project (this action cannot be undone).

Filter and Organize Change Orders/ Variations

Buildern provides several tools to help you quickly locate and organize Change Orders/ Variations within a project.

Search Change Orders - Use the search field to find a specific Change Order by name.

Filter Change Orders - You can refine the list using available filters:

• Status – Filter Change Orders by their current stage (e.g. Draft, Sent, Approved, Rejected, Updated).

• Invoiced – Show Change Orders that have been invoiced or not invoiced.

Customize Visible Columns

Buildern allows you to customize which information is displayed in the Change order/ Variation list so you can focus on the data most relevant to your workflow. Click the Columns icon in the upper-right corner of the page to manage the information displayed in the Change order/ Variation list.

From the Columns panel, you can:

• Use the Search field to quickly find columns.

• Check or uncheck columns to show or hide them.

• Use Select All, Deselect All, or drag and drop columns to customize the table layout.

Download Change Orders/ Variations - Click the Download icon in the toolbar to export all Change Orders/ Variations information.

Add Change Order/ Variation - Create a new Change Order/ Variation directly from the Selections page.

Following these steps will help ensure a smooth and efficient experience within Buildern.

Happy Building!