Work Submissions

The Work Submissions area allows users to Create, Edit, Manage & Delete Work Submissions in the system, which are timesheets that are submitted by Operatives.

The Work Submissions area contains a variety of filters that allow the user to narrow down submissions based on specific criteria. Each filter is described below:

• Client – This dropdown filter lists all Clients that have been associated with a Work Submission. Clients that are not associated with any Work Submission will not appear in the dropdown. When the user selects a Client, the system filters the table to show only Work Submissions created for that Client. Additionally, selecting a Client filters the Site dropdown to display only Sites associated with the selected Client.
• Site – The Site dropdown filter lists all Sites that have been associated with a Work Submission. Sites not associated with any Work Submission will not appear in the dropdown. If the user has selected a Client, the Site dropdown will only show Sites related to that Client. When the user selects a Site, the table is filtered to display only Work Submissions created for the selected Site.
• Operative – The Operative dropdown filter lists all Operative User Types in the system that have been associated with a Work Submission. Operatives not associated with any Work Submission will not appear in the dropdown. When the user selects an Operative, the table is filtered to show only Work Submissions that include the selected Operative.
• Plot – Initially, this dropdown is blank until the user selects a Site. Once a Site is selected, the Plot dropdown lists all Plots associated with that Site. When the user selects a Plot, the table is filtered to show only Work Submissions related to the selected Plot.
• Fix – Initially, the Fix dropdown filter is blank until the user selects a Site. Once a Site is selected, the Fix dropdown lists all Plot Build Stages associated with that Site. When the user selects a Fix, the table is filtered to show only Work Submissions related to the selected Fix.
• Status – The Status dropdown filter provides five different status options. Selecting a Status filters the Work Submissions table to show only submissions that match the chosen status. Each status is described in detail below:
  • Pending – When the user selects the Pending option from the Status dropdown, the Work Submissions list table is filtered to show only submissions with a Status of Pending. A Work Submission is assigned the Pending Status when it has been submitted but has not yet been Rejected or Accepted.Rejected – When the user selects the Rejected option from the Status dropdown, the Work Submissions list table is filtered to show only submissions with a Status of Rejected. A Work Submission is assigned the Rejected Status when it has been Rejected.Accepted – When the user selects the Accepted option from the Status dropdown, the Work Submissions list table is filtered to show only submissions with a Status of Accepted. A Work Submission is assigned the Accepted Status when it has been Accepted.Partially Paid – When the user selects the Partially Paid option from the Status dropdown, the Work Submissions list table is filtered to show only submissions with a Status of Partially Paid. If the payment for a Work Submission has been split across multiple Operatives, and only some of the Operatives have been paid, the Work Submission inherits the Partially Paid status, reflecting that the process of Paying an Operative is only partially complete.
  • Paid – When the user selects the Paid option from the Status dropdown, the Work Submissions list table is filtered to show only submissions with a status of Paid. A Work Submission is assigned the Paid status once payment has been completed for all Operatives listed in the Operatives multi-select field within the Work Details section.
• Quick Search – The Work Submissions area includes a Quick Search feature that allows the user to search across the Number, Operative, Site, Plot, Plot Number, and Record columns.

The Work Submissions list table contains multiple columns that display key information for each Work Submission. Each column is described below:

• Number – Displays the Work Submission Number for each Work Submission. Each Work Submission Number is unique and is generated when the Work Submission is created.
• Operative – Displays the Operative that submitted the Work Submission.
• Site – Displays the Site that is associated with the Work Submission.
• Plot – Displays the Plots Display Name that is associated with the Work Submission.
• Plot Number – Displays the Plot Number for the Plot associated with the Work Submission.
• Record – Displays the Record selected for the Work Submission. This is either the Plot Build Stage or the Variation that the Work Submission is associated with.
• Amount – This figure represents the Cost of the Work Submission. It is calculated by summing the amounts of all Labour Items included in the Work Submission.
• Status – Displays the current Status of the Work Submission. This column can show one of five statuses, which are explained below:
  • Incomplete – A Work Submission is assigned an Incomplete Status when it has been saved through the Operative Portal but has not yet been submitted by the Operative.Pending – A Work Submission is assigned the Pending Status when it has been submitted but has not yet been Rejected or Accepted.Rejected – A Work Submission is assigned the Rejected Status when it has been Rejected.Accepted – A Work Submission is assigned the Accepted Status when it has been Accepted.Partially Paid – If the payment for a Work Submission has been split across multiple Operatives, and only some of the Operatives have been paid, the Work Submission inherits the Partially Paid status, reflecting that the process of Paying an Operative is only partially complete.
  • Paid – A Work Submission is assigned the Paid status once payment has been completed for all Operatives listed in the Operatives multi-select field within the Work Details section.
• Date – Displays the date on which the Work Submission was created.
• Time – Displays the time at which the Work Submission was created.

If the user is the Project Surveyor for a Site, as set in the Site Details page, any Pending Work Submissions made for that Site will increase the Websocket Alert counter for Work Submissions.

Creating a Work Submission

To create a new Work Submission, the user can select the + New button located in the top right corner.

The system will then navigate the user directly to a new Work Submission record, opening automatically on the Work Submission Details page.

Work Submissions created on the Admin site do not require the user to complete or view any Forms attached to the Plot Labour Items within the submission.

Work Submissions can also be created through the Operative Portal. In this case, the Operative must complete any Forms attached to the Plot Labour Items in the submission, which are displayed in the Breakdown Section.

Work Submission Details

The Work Submission Details page allows the user to enter information to create a new submission on the Admin site, manage submissions by Accepting or Rejecting them, and view submissions that have been submitted through the Operative Portal.

When a Work Submission is created on the Admin site, the Work Submission Details page initially appears as follows:

The Client dropdown lists all non-deleted, Active Clients in the system, allowing the user to select the desired Client for the Work Submission. Selecting a Client populates the Site dropdown with all non-deleted, Active Sites associated with that Client.

Once a Site is selected, the Plot dropdown is populated with all non-deleted Plots for that Site. Plots marked as Completed in the Plot Details page, or Plots with no available Plot Labour Items left to submit, will be greyed out and disabled in the dropdown.

Once the user selects a Plot, the Build Stage dropdown is populated with all non-deleted Plot Build Stages associated with that Plot. When the user selects a Build Stage, the Labour Item table is populated with the available Labour Items.

If a Build Stage has no available Plot Labour Items to submit, it will be greyed out and disabled in the dropdown.

The Date Submitted field is an editable date selector that allows the user to choose any date.

The Action By section is read only and displays the user creating the manual Work Submission.

The Total Cost section is read only and represents the total cost of the Work Submission. It is calculated by multiplying the Unit Cost of each Labour Item by its Quantity and then summing all values.

The Labour Items table on the Work Submission Details page consists of four columns, which are described below:

• Item – Displays the name of the Labour Item, as defined in the System Labour Items area.
• Unit Cost – Displays the Unit Cost of the Labour Item. This is the Cost applied per individual unit and is defined in the System Labour Items area.
• Quantity – Initially, the Labour Item Quantity is set to the maximum available Quantity remaining to be submitted. The user can adjust this value, provided it does not exceed the maximum available Quantity. When the Quantity is updated, the Total Cost for that row is recalculated, and the overall Total Cost for the Work Submission is updated accordingly.
• Total Cost – Displays the Total Cost for the Labour Item. This value is calculated by multiplying the Unit Cost by the applied Quantity.

When the user saves the new Work Submission, the Details page layout updates to display additional information.

Work Submission Forms Section

The Work Submission Forms section displays key information about the Work Submission, including the Submission Number, Submitted Date, Submitted Time, and any Notes.

The Submitted Date field is an editable date selector that allows the user to amend the date if required.

The Notes field displays any comments recorded against the submission. The Notes field shows the reason for rejection entered by the user at the time of Rejecting the Work Submission.

Work Details Section

The Work Details Section contains information such as the Record, Plot, Site, Operative & Total Cost.

The Record is either the Plot Build Stage or the Variation that the Work Submission is associated with.

The Plot field is read-only and displays the Plot associated with the Work Submission.

The Site field is read-only and displays the Site associated with the Work Submission.

The Operative field is read-only and displays the Operatives assigned to the Work Submission. This is typically the user who submitted the Work Submission; however, it may include multiple Operatives if the payment has been split across multiple users when the Work Submission is created through the Operative Portal.

If the Work Submission was created on the Admin site, this section displays a line of bold text stating Manual Submission.

Submission Details Section

The Submission Details section is only available for Work Submissions that have been Accepted or Rejected.

This section provides key information related to the submission, including:

• Status – The Status field can display up to two possible options, as described below:
  • Rejected – A Work Submission is assigned the Rejected Status when it has been Rejected.
  • Accepted – A Work Submission is assigned the Accepted Status when it has been Accepted.
• Action Date – Displays the date on which the Work Submission was Accepted or Rejected.
• Action Time – Displays the time at which the Work Submission was Accepted or Rejected.
• Action By – Displays the User who Accepted or Rejected the Work Submission.

Work Submission Summary Section

The Work Submission Summary section displays the Labour Items included in the Work Submission, showing both their submitted quantities and total quantities.

Breakdown Section

The Breakdown section provides a dropdown for each Labour Item included in the Work Submission.

For Manual Work Submissions created on the Admin site, the dropdown header displays the Labour Item name. Expanding the dropdown shows how many instances of that Labour Item exist in the Work Submission. Forms attached to Labour Items are not displayed for Manual Work Submissions.

For Work Submissions created through the Operative Portal, the dropdown header displays the Labour Item name. When expanded, the dropdown shows the number of instances of that Labour Item included in the Work Submission. Within each instance, an additional dropdown is available for each Form. Expanding this reveals the Form questions and submitted answers.

If a Form includes Item Questions, an additional dropdown is displayed within the form dropdown for each Item.

When expanded, each Item dropdown displays the associated Item Questions along with the submitted answers.

Record Items Section

The Record Items Section allows users to view and navigate to Work Submissions associated with the same Plot Build Stage or Variation as the current record.

The section displays a table with a dropdown for each Labour Item on the Plot Build Stage or Variation. Expanding a dropdown lists all Work Submissions that include that Labour Item for the same Plot and Build Stage or Variation. For each Work Submission, the following information is displayed:

• Work Submission Number
• User who submitted the Work Submission
• Status of the Work Submission
• Quantity of the Labour Item submitted in the Work Submission

Users can select a Work Submission from the table, and the system will navigate directly to the corresponding Work Submission record.

The Labour Item dropdown header shows two figures separated by a forward slash, representing the submitted quantity of that Labour Item versus the total quantity for the Build Stage or Variation. Next to this, a figure in brackets indicates the remaining quantity of that Labour Item.

Accepting a Work Submission

To accept a Work Submission, the user can enter Edit mode within a Pending Work Submission. The Accept button will then be displayed in green.

When the Accept button is selected, the system displays a confirmation popup asking the user to confirm whether they want to accept the Work Submission.

If the user selects Yes, the Work Submission is assigned an Accepted Status, and the Payment Split is applied to the relevant Operatives in the Operatives Payment View.

Once a Work Submission is Accepted, the system automatically generates a PDF of the associated Form Layout if it is Active and saves it to the Site’s Documents area. The document is named using the following format: Plot, Form Name, Site, and Work Submission Number.

Once a Work Submission is Accepted, it is included in the Site Report section of the associated Site when a Fix Report is downloaded for the relevant Plot and Build Stage.

Rejecting a Work Submission

To reject a Work Submission, the user can enter Edit mode within a Pending Work Submission. The Reject button will then be displayed in red.

When the Reject button is selected, the system displays the Work Submission Rejection popup. Users can specify the Quantity being rejected for each Labour Item included in the Work Submission and provide a Reject Reason for each item.

The maximum Reject Quantity a user can enter is limited to the Quantity of that Labour Item submitted in the specific Work Submission.

After entering the Reject Quantities and selecting Reject, the system displays a second popup to manage the rejection at the Labour Item instance level:

Labour Item Dropdowns:

• A dropdown is displayed for each Labour Item included in the Work Submission.
• Expanding a dropdown lists all instances of that Labour Item in the submission.
• Each row contains a checkbox, allowing the user to select up to the quantity they specified for rejection.

Form Visibility:

• Expanding a Labour Item instance shows a dropdown for each Form attached to that instance at submission.
• Expanding the form dropdown displays all form questions and submitted answers, giving the user full visibility.
• If the Form contains Item Questions, a dropdown is displayed for each item included in the Work Submission. Expanding the dropdown reveals the item questions along with their submitted answers.

Finalizing Rejection:

• Once the relevant instances are selected, clicking Reject updates the original Work Submission:
  • Non-rejected items remain in the submission and are marked as Accepted.
  • Rejected items are moved to a new Work Submission that’s assigned the Rejected Status. The new submission retains the same Work Submission Number, with “- Rejected Items” appended to the title.

Error Handling:

• If the user does not select checkboxes to match the rejected quantity and attempts to reject, the system prevents the action and displays an error popup stating: Please select all rejected lines.

Rejected Work Submissions can be resubmitted by an Operative, reverting to the Pending status for review and acceptance or rejection.

Deleting a Work Submission

Deleting a Work Submission:

To delete a Work Submission, the user can enter the desired record and enter Edit mode, then select the Delete button located in the top-right corner.

A confirmation popup will appear asking the user to confirm the deletion. Selecting Yes will delete the Work Submission.

Labour Items from deleted submissions become available to submit again in a new Work Submission.

Visibility of Deleted Records:

Only users with the Super User switch enabled in their User record can view deleted Work Submissions in the table.

Deleted Work Submission records are highlighted in red to indicate they have been deleted. Users without the Super User switch cannot view deleted Work Submissions.

Restoring a Deleted Work Submission:

Super Users can Restore deleted Work Submissions by selecting the deleted record in the table and clicking the Restore button in the top-right corner.