Fillable Cost Volume Forms with Email Workflow

Feature Request: Fillable Cost Volume Forms with Email Workflow

Summary:
Enable users to add one or more configurable “Form” sections to cost volumes and templates. Each form should support rich text instructions, structured input fields, and optional live ProPricer data references. Users can then email these forms to designated recipients, collect responses, and have the system automatically reincorporate the returned inputs into the underlying cost model.

Problem Statement:
Today, gathering structured inputs for cost volumes is largely manual and fragmented. Users must request data via email or offline documents, then re-key or reconcile responses back into ProPricer. This process is slow, error-prone, and inconsistent across projects. There is no integrated way to define a standardized form inside a cost volume, distribute it to stakeholders, and automatically map their responses back into the appropriate cost fields. As a result, teams waste time on administration, introduce data quality risks, and struggle to maintain a clear audit trail of who provided which inputs.

Proposed Solution:
Allow users to insert a new “Form” section into a cost volume or cost volume template. Multiple Form sections should be supported within a single cost volume.
Within a Form section, users can design a rich text layout that includes:

• Text instructions and headings

• Input elements such as text boxes, check boxes, and signature lines

• Linked, live ProPricer data fields (e.g., pulling in existing cost elements for review or input)

Provide a configuration UI where users can:

• Define field labels, types, validation rules, and whether fields are required

• Map each input field to specific cost elements or data points in the cost model (where applicable)

• Specify one or more email recipients (internal or external) and an optional due date

Support an email-based workflow where:

• The system generates a form link or attached form from the configured Form section

• Recipients receive an email invitation to complete the form

• Recipients can fill out the form in a secure web view, including entering text, toggling checkboxes, and providing signatures

When a recipient submits the form:

• The system validates required fields and formats before accepting the submission

• The submitted values are automatically mapped back into the corresponding cost model inputs, based on the predefined field mappings

• The system records submission metadata (submitter, timestamp, status) and preserves a read-only copy of the completed form for audit purposes

• If there are conflicts (e.g., multiple responses for the same field or invalid values), the system flags these for user review rather than silently overwriting data

Include status and tracking capabilities within the cost volume:

• Show which forms have been sent, who they were sent to, and their completion status (e.g., Not sent, Sent, In progress, Completed)

• Allow resending reminders and viewing a history of submissions for each form section

Benefits:
Streamlines the collection of cost-related inputs by embedding form creation, distribution, and response handling directly in the cost volume workflow.
Reduces manual data entry and transcription errors by automatically mapping submitted values into the cost model.
Improves consistency and standardization across projects through reusable form-enabled templates.
Enhances traceability and compliance with a clear audit trail of who provided which inputs and when.
Speeds up proposal and update cycles by making it easier to coordinate with multiple stakeholders and consolidate their responses efficiently.