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About Submittals

The Submittals section of the Project Managment module for managing and maintaining all Submittals for the project. In the StratusVue websites, there are two "items" held within the Submittals section: Submittal Packages and Submittal Items.

Submittal Packages are the envelopes that hold the Submittal Items that will be submitted out into the review process. At the Submittal Package level, Project Members are able to assign the To (Reviewer), From (Project Manager), and Submitting Party (Responsible Subcontractor) to the package. Submittal Packages do not hold a status, their are simply containers for Submittal Items.
Submittal Items are the actual Submittal Items that are submitted through the review process. Submittal Items are what carry a status.

For customers using Expediting Logs for a Submittal Register, please refer to Creating a Submittal Items from the Expediting Log. In this method, Submittal Packages and Items are created based on the setup of the Expediting Log.

As a Project Management section, the Submittals section can have a folder structure created to organize Submittal Packages. When folders are used in any Project Management module, Folder Access will control what Project Members can do and see within each submittal subfolder.

As a reminder, settings with Project Defaults will impact the flow and automations within the Submittals section.

Creating Submittal Packages

In order to create new Submittal Packages, Project Members will need Write permission to the Submittals section. In order to create new Submittal Packages within a subfolder, the project will need Write folder access to the subfolder.

1. Navigate to the Submittals section/subfolder where the Submittal Package will be created

2. Select the New Package icon in the top ribbon

3. Complete the Create New Submittal Package Details

The required fields for a Submittal Package are: Submittal Package Number (can only be used once per section/subfolder), Submittal Package Description, Submittal Package Reviewer (defaults to listed Arch-PM in Project Defaults), and Project Manager (defaults to listed GC-PM in Project Defaults). Additional fields include the Submitting Company and Notes.

4. Select Save (Save & New will take the user immediately into the next Submittal Package for creation. Save & Copy will take the user immediately to the next Submittal Package, but containing a copy of all of the details entered in the current Submittal Package being created).

Creating Submittal Items

Once the Submittal Package, or "envelope", has been created, the next step is to build the Submittal Items for the Submittal Package.

1. Navigate inside of the Submittal Package where the Submittal Item(s) are being created

2. Select the Add Submittal Item button within the Submittal Items grid of the package

3. Complete the Create New Submittal Item details

The required fields for a Submittal Item are: Submittal Item Number (can only be used once per package), Submittal Item Description, Copies Submitted (defaults to 0 with the intent being it is transmitted out of the system, if sending paper copies this number can be updated), Revision Number (defaults to 0000), Submittal Review Time (defaults to the number set within Project Defaults), and Item Status (defaults to For Approval) and Project Manager (defaults to listed GC-PM in Project Defaults). Additional fields include the ability to list a Responsible Contractor, a place to record the date that the Submittal Item was received from the subcontractor, and Notes.

Once a Submittal Item is submitted for review, the Tracking Information section will update based on the status of the Submittal item. Once a Submittal Item is submitted, users are no longer able to change the due date or submitting status.

Submittal Review Time - the number of days that the reviewer has to review and return the submittal. This field is used to calculate the Due Date of the Submittal Item based on the date it was submitted for review. 

Date Required from Review - can be used to assign the due date of the submittal item, when using this field, the Submittal Review Time field should be set to 0.

4. Select one of the available options to Save

Save & View Package will take the user out to the Submittal Package in which the Submittal Item was created
Save will save the changes to the Submittal Item and keep the user within the Submittal Item
Save & New will take the user immediately into the next new Submittal Item. Save & Copy will take the user immediately to the next new Submittal Item, but containing a copy of all of the details entered in the current Submittal Item being created)

Managing Submittal Attachments

There are two locations in which Submittal Attachments can be held: The Submittal Package Level and the Submittal Item Level. The standard methodology for Submittal Attachments is for them to be held at the Submittal Package level. For more information and use cases for attaching at the Submittal Item level, please contact Support for more information.

Within the Submittal Package, include file attachments by dragging and dropping into the box or using Browse file(s) and using Upload File(s)