Working with Specifications

Spec Status

Specs can have a number of different statuses depending on the stage of a project. The spec status is displayed on the Spec List page which you can view by clicking Specs in the Project Menu.     

The various statuses are:

  • In Estimating - The spec is under review by the supplier.
  • Order Pending - The supplier has created an order and the      buyer is currently reviewing it.
  • Order Accepted - The buyer has accepted the order.
  • Partially Shipped - The order is currently in the shipment process.
  • Shipped - The order has been shipped to the buyer.

How to Create a Spec

Create specs to describe specific components of a project. Specs are needed to request estimates and place orders. All specs reside in projects.

To create a spec:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu and select Create... from the Specs drop-down menu.
  3. Choose the type of spec you'd like to create, then click Continue.
  4. You may also choose a template (if available) below the spec type you'd like to create. Spec templates are created by workgroup managers and are available on the Spec Creation page below the spec type. To find out more, see How to Create a Spec Template.
  5. Fill in the required fields that appear in red.
  6. Complete any other desired information.
  7. Click Update Spec to save your spec.

Note: If you've created a new spec based on a spec template, you may not be able to edit the spec if the workgroup manager has created a locked spec template.

How to Edit a Spec

You can edit existing specs to update their information.

To edit a spec:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Select the spec you'd like to edit, then click the Edit icon.
  5. Enter your desired changes, then click Update Spec.

Note: You cannot edit a locked spec. When a spec is locked, the Edit icon will not appear beside the spec.

How to Delete a Spec

You can delete specs that are included in projects.

To delete a spec:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Select the spec you'd like to delete, then click the Delete icon.

Note: You cannot delete a locked spec. When a spec is locked, the Delete icon will not appear beside the spec.

How to Create a Spec Counter

Workgroup managers can create a spec counter to be used by Noosh to assign reference numbers to newly created specs. The spec counter will be used for all newly created specs within a workgroup. If no spec counter is specified, the user may either manually create a spec reference or use the Noosh default spec ID as the spec reference.

To create a spec counter:

  1. Click Admin, then click My Group.
  2. Click the Spec Counter link in the Procurement and Spec Options section.
  3. Click Start in the Spec Counter section.
  4. Enter a Prefix in the Fixed Portion of the spec counter. The prefix will be added to all new spec reference numbers.
  5. Complete the Incremental Portion of the spec counter. The incremental portion describes how to increment, or increase, the spec counter.
  6. Review the Example of counter value, then click Update.

Once you start a spec counter you cannot delete it. You may edit a spec counter.

To edit a spec counter:

  1. Click Admin, then click My Group.
  2. Click the Spec Counter link, then click Edit.
  3. Enter new values for your spec counter, then click Update.

How to Create a Spec Template

Workgroup Managers can create templates all workgroup members can use when creating specs within a project. There are two different ways to create a spec template.

Method 1:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Spec Templates link in the Procurement and Spec Options section.
  3. Click Create Spec Template....
  4. Select a spec type, then click Continue.
  5. Click Locked to prevent the spec from being edited or deleted.
  6. Click Active to make the spec template available to workgroup members.
  7. Enter a Name, then complete the other spec information.
  8. Click Update Spec Template.

Method 2:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Click List in the Spec drop-down menu
  4. Click the spec to use as a basis for the new template.
  5. Click Save as Template.
  6. Make any required changes and click Save Template.

To edit a spec template:

  1. Click the Admin tab, then click the My Group  sub-tab.
  2. Click the Spec Templates tab.
  3. Click the Edit icon next to the spec template you'd like to edit.
  4. Enter any edits, then click Update Spec Template.

To delete a spec template:

  1. Click the Admin tab, then click the My Group sub-tab.
  2. Click the Spec Templates tab.
  3. Click the Delete icon next to the spec you'd like to delete.
  4. Click OK to confirm the deletion.

Note: You cannot delete or edit a locked spec template. You may make a locked spec template inactive.

How to Create a Copy of a Spec

You can create a copy of a spec in a project in two different ways:

Method 1

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select Find and Copy... from the Specs drop-down menu.
  4. Enter your search criteria on the Copy Specs to page.
  5. Click Update List.
  6. Check the box beside the spec(s) you want to copy.
  7. Click Copy.

The new spec(s) appears in the spec list.

Method 2

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Click the Copy Spec icon beside the spec you want to copy.
  5. Change the spec details as required and click Update Spec.

The new spec appears in the spec list.

Note: You can now copy locked specs to create a new template which is unlocked by default. You can then make any desired changes to the new spec template and save the new spec template and delete the locked spec template if you want.

How to Copy a Spec into the Current Project

You can copy a spec from anywhere in the Noosh system to your current project.

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Click the Find Specs to Copy... button.
  5. Enter the search criteria in the fields provided.
  6. Check the box beside the required spec and click Copy. You can select more than one spec if you wish.
  7. The copied spec appears in the spec list with the same spec name and a new spec number.

 

How to Create an Option of a Spec

You can create an option of a spec in two different ways.

Method 1:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Click the Create Option icon beside the spec you wish to copy.
  5. Change any relevant fields and click Update Spec.

The new spec appears in the spec list as an option of the selected spec.

 

Method 2:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Click the name of the spec you want to copy.
  5. Click the Create new Option button.
  6. Change any relevant fields and click Update Spec.

The new spec appears in the spec list as an option of the selected spec.

 

How to Share a Spec

To share a spec:

  1. Navigate to the Project Home page.
  2. Click Specs in the Project Menu.
  3. Select List from the Specs drop-down menu.
  4. Click the name of the spec you want to share.
  5. Click Share Spec.
  6. Check the name of the group you wish to share the spec with and click Share.
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