Punch list

Ribbon location: DVD Cons tab → QAQC and Diary group

Command ID: btnPunchList

What it does

A register of punch list items — the defects found at inspection that must be closed before handover.

The data lives on an Excel sheet, not in a hidden database: you can still filter, print, email and hand-edit it like any other table. This command only handles the parts that go wrong by hand — non-clashing references, overdue calculation, status colouring, and the summary.

How to use it

1. Click Punch list in the DVD Cons tab → QAQC and Diary group.
2. The first time, click New register — a sheet is created with 13 standard columns, a frozen header, filtering switched on and drop-downs for Status and Severity.
3. Fill in the form and click Add to register. The reference is generated; Location, Trade and Assigned to suggest what you have entered before.
4. After adding, Description and Photo are cleared for the next item while Location / Trade / Assignee stay — an inspection walk usually raises several items in the same area.
5. Refresh colours recolours the whole register by status and flags overdue items.
6. Summary writes a sheet with the counts by status, trade and location.

Video tutorial

Narrated in Vietnamese, with Vietnamese subtitles. Tồn tại, RFI và Trình duyệt · 6 min 25 s · 16 cases · Download the video · Practice workbook for the video

Commands in this video: Punch list · RFI · Submittals

Chapters (21)

1. Giới thiệu
2. Mở lệnh
3. 1 · Tạo sổ lần đầu
4. 2 · Sổ đã có – không tạo trùng
5. 3 · Thêm tồn tại kèm ảnh
6. 4 · Mã không trùng, tiền tố
7. 5 · Cập nhật màu – quá hạn
8. 6 · Đóng mục – mâu thuẫn
9. 7 · Bảng tổng hợp, lọc
10. 8 · Thông báo kèm ảnh
11. 9 · RFI: số hiệu, hạn trả lời
12. 10 · RFI: chờ, trả lời, quá hạn
13. Sổ Trình duyệt
14. 11 · Tính ngược hạn phải trình
15. 12 · Trình lại – Rev
16. 13 · Mã A/B/C/D, Tình trạng
17. 14 · Giao ban cả 3 sổ
18. 15 · Sheet bảo vệ, Ctrl+Z
19. 16 · Khi nhập sai
20. Mẹo
21. Kết thúc

Illustrated walkthrough

Step 1. On the ribbon, open the DVD Cons tab → QAQC and Diary group → click Punch list.

Step 2. The first time in a workbook, click New register (1): the add-in adds a Punch list sheet with 13 standard columns, a frozen header, filters and drop-down lists for Status / Severity. Then fill in the form: the Ref is generated; Location, Trade, Assigned to (2) suggest what you typed before; the Description (3) is required; dates are day/month/year (due defaults to +7 days); pick the Site photo (4) with .... Click Add to register (5).

Step 3. The new item goes to the next empty row; Description and Photo are cleared for the next one while Location / Trade / Assigned to are kept. Refresh colours (1) recolours the whole register by status and flags overdue items (see the next step). Summary (2) writes a sheet of counts by status, trade and location. Status (all 3 registers) (3) builds a meeting sheet across Punch list + RFI + Submittals; Issue forms… (4) produces defect notices with photos for the register rows selected before opening the dialog.

Step 4. Click Refresh colours: the Confirm data change window appears because the command repaints the whole register. Keep Back up sheet "Punch list" first ticked (1) — Ctrl+Z right after the command puts the register back — then click Continue (2). The add-in then reports the rows recoloured, the overdue count and any data conflicts (closed without a closing date…) without fixing them.

Step 5. On the Punch list sheet after Refresh colours (1): pale red = overdue (has a due date, past it, not settled), pale yellow = ready for check, green = closed, grey = rejected. The new row (2) is raised to 60 pt because a photo is embedded in the Photo column (to the right, with Closed on and Note).

The register columns

Column	Note
No. · Ref	Generated as PL-001; the prefix is configurable
Location · Trade	Used to group the summary
Description	Required
Severity	Low / Medium / High
Assigned to
Raised · Due
Status	Open / In progress / Ready for check / Closed / Rejected
Closed on · Photo · Note	The photo is inserted as a picture embedded in the file — it still shows on a client machine with no add-in, and it does not expose the author’s folder path

Conventions that matter

Overdue = there is a due date and it has passed and the item is not settled.

• Closed or Rejected items are no longer overdue, even if they were closed late — they are done, not something still to chase.
• An item with no due date is never overdue. To track it, give it a due date.
• A due date of today is not yet overdue.

References take the highest existing number plus one, not the row count. Delete a row in the middle and the next reference still moves forward, so it never clashes with one already issued to the contractor.

Status colours

Colour	Meaning
Pale red	Overdue
Pale yellow	Ready for check
Pale green	Closed
Grey	Rejected

Status and issuing forms

The button row at the top of the dialog (the same in all three registers: Punch list, RFI, Submittals):

• Status (all 3 registers) — writes a Giao ban yyyy-MM-dd sheet across the three registers in the workbook:
  • per register, how many items are open, overdue, due soon (7 days), and held by the reviewer or the contractor;
  • a chase list sorted by days overdue — click a reference to jump to its row in the register;
  • a table by responsible party / addressee. Items marked Ready for check count as held by the reviewer; other open items are held by the contractor.
• Issue forms… — for the rows selected in the register before you opened the dialog, creates defect notices with the site photos (by default one notice per responsible party; register photos travel with their rows, no clipboard involved) on new A4 sheets ready to print. The dialog asks:
  • project, issuing organisation, prepared by, place of issue — remembered for next time;
  • whether to export PDFs to a Phieu folder next to the workbook;
  • whether to draft an Outlook e-mail with the PDFs. It opens a draft only: you add recipients and press Send; the add-in never sends.

The documents are in Vietnamese.

Notes

• Rows with a photo are grown to 60pt so the picture is readable; rows you have already resized are left alone.
• The register is recognised by its column headers, not by the sheet name — rename the sheet after a work package and it still works.
• Dates are read as day/month/year regardless of the machine's language, even when the cell holds text.
• A date typed in an unreadable format is rejected rather than silently left blank — an item without a due date would never be flagged overdue.
• Refresh colours reports data contradictions (closed without a closing date, a closing date without the Closed status) but does not fix them — this register is a record, and the add-in must not fill it in on your behalf.
• Recolouring overwrites existing fill; the add-in confirms (the Confirm data change window) and backs the sheet up first — Ctrl+Z right after the command puts the register back, and later you can still recover it from Restore data.

See also

• Acceptance plan — inspection and acceptance planning.
• Test plan · Variation register
• Screen clip — annotated screenshots for illustrations.