The Submittal Package contains Submittal Items. It is the items within each package that contain the item status. This will allow for each item to maintain its own status, the package will not maintain a status.
Organizing your Submittals
For most projects it will be most efficient to Create the Submittal Packages in the primary Submittal Module without a sub-folder structure. For more complex projects advanced options using sub-folders is available.
Submittal Project Defaults
To better understand how you can define your defaults please see 1.5 Project Defaults
Ball in Court (BIC)
There are four stages of the submittal which determine the BIC (Stage --> BIC)
- Created --> Project Manager Company
- Submitted --> Reviewing Company
- Approved Statuses --> None
- Revise and Resubmit --> Submitting Company
- Rejected Statuses --> Submitting Company
- Complete --> None
To better understand how create and distribute the Project Submittal Reports please see 5.1 Project Reports
CREATING A SUBMITTAL PACKAGE
General Overview of the Submittal Package
A submittal package in the system is created to hold items for review. You can create one package per item or include many items per package, the steps will be the exact same.
Create the Submittal Package
Navigate to the Project Management Module and click the Submittals Link.
Within the Submittal module, click on New Package in the upper Left.
Fill in the required information with the asterisk next to it and include a submitting Subcontractor if that makes sense for the project. (Subcontractor will need to be a project member) Click Save.
Create Submittal Items
Below the Submittal Package Information click Add Submittal Item and fill in the required information.
The Item Type can be customized in the List Management for the Org or Project. Under the Tracking Information keep the Dates Blank since they will be automatically filled in after saving.
**NOTE: If the Supporting Documents are saved to the Item, the reviewing company will need to login to the site to view the item and the attachments. It is recommended that the files are attached at the package, this will allow the reviewing company to view the attachments from the email**
Click Save & View Package if you are done
Click Save & New to save the current item and create a new one from scratch
Click Save & Copy to save the current item and create a new item with the current data
Upload Supporting Documents
Adding Attached Documents
- Within the submittal Package, navigate to the bottom to the Attachment area.
- Drag and drop into the dark grey area or click Browse file(s) to find the items you want to attach.
- Enter the File Description above the dark grey area with a description such as Initial For Review.
- Click Upload Files.
Adding Referenced Documents
Files will need to be uploaded to the project within the project documents section. See Uploading Documents
Within the Submittal Package, top ribbon bar, select File Attachments, Reference Documents
Navigate to the location of the files/folder. Check the box before the file/folder and scroll to the bottom and click Attach
The file/folder will show as a referenced file/folder to the Submittal Package.
Create Submittal Package Transmittal
You can choose to send one or all submittal items within the Submittal Package. Anything that you want to send at this time must be selected by checking the box next to that item. This includes the Submittals item(s) and any submittal package attachments, referenced documents, and/or referenced folders.
Click all of the Submittal Items and documents you wish to send. Click on the Submit For Review Button at the top.
**Note: If you have more than 10 items use the Page Size drop-down at the bottom of the grid to display all your items that should be sent.**
Transmitting the Transmittal
When the transmittal is created the required fields are the To and From fields.
To and From are defined by Submittal Package Information, located within the Submittal Package. However the To and From can be modified to be different project members.
Additional information that can be added to the transmittal:
Remarks can be used to personalize the emailed Transmittal
Items being sent will include quantity and description of physical objects that may be delivered outside of the electronic transmittal.
CC Users if needed (If a Contact is selected they do not receive an email). Click on the blue plus and select the project members to be included on the transmittal.
Send the Transmittal by clicking on Transmit within the top ribbon bar.
There are three links options to use within the email:
Go To Transmittal in System: This link will bring you to the sites Login Page once the user is logged in they will see the transmittal within the site. The recipient will have two options in this view. Click the hyperlink to the submittal package or click the Quick Return option to utilize in site Quick Reply.
Return - Respond to the submittal package (Quick Reply): A second tab will open within the browser. The user will be able to view and respond to the submittal with this Quick Reply option. This is an option that needs to be turned on at the project level. See Project Defaults for more information.
- Click on the Update icon on the right side for the item you want to return
- Select the status that you want for the item (Defaults to Approved)
- If you have a note, type in the Note field on the far right
- Click on the Check to accept the selection or the X to Cancel your selection
- Click the Transmit button at the top of the screen
Download and Attachments: There are three additional ways the user can view the submittal and attachment with the download and print options.
Download Attachments as a zip file - downloads zip of all attachments
Print Transmittal without Attachments - prints the Transmittal cover sheet PDF
Print Transmittal with Attachments *Not All Attachments may convert to PDF* - prints the transmittal and any compatible attachments PDF
CREATE A SUBMITTAL ITEM REVISION
Navigate to the Project Management Module and click the Submittals Link
Open the Submittal Package
Select the one or many Submittal Items to revised by clicking on the checkbox to the left
Click on the Create Item Revision button at the top
The Submittal Item stage will be updated to that status of Complete. A newly created Submittal Item with the same item number will be shown with a revision number.