Creating a Submittal Item

To create a Submittal:

1. Once logged into the project, from the secondary navigation bar, select SUBMITTALS and then select 'Add New Item'.
1. Note that forms displayed on the secondary navigation bar are configurable. If you do not see SUBMITTALS, select 'More... - Configure My Menu'. Add SUBMITTALS  to your secondary navigation bar. See the screen shot below.
2. Subject - Subject is a required field and must be completed in order to save the Submittal Item.
3. Specification Section - Place your cursor in the Specification Section field. A list of existing Specifications that you have access to will be provided in a drop down selection. Select the Specification Section for this Submittal Item.
   1. Create New Specification - Specifications can be created on-the-fly as you are in the Submittal Item by clicking the 'Create New Specification' button. Enter the Subject, Specification #, and Revision # and then click 'Add'. This create and add the Specification to the Specification Section of the Submittal Item.
   2. The following rules apply to Specifications used in Submittal Items
      1. Editable - The Specification Section can be edited. To remove and select a different Specification Section, click the 'X' button to remove and then select a different Specification Section from the drop down.
      2. Only Specifications that have been shared to you will be available for selection in the Specification Section drop down.
      3. Using the 'Create New Specification' option while creating a Submittal Item, shares that Specification to the creator only. While other users can see the Specification in the shared Submittal Item, they must be shared the Specification in order to see and have access to it from the Specifications form. Additionally, if a user who does not have access to the newly created Specification removes that Specification from the Submittal Item - Specification Section field, they will not be able to add that Specification back to the Submittal Item until the Specification is shared to them.
      4. Submittal Item - Number Field - Editing the Specification Section on a Submittal Item selecting a different Specification Section will find the next available highest number for that selected Specification. The Revision # however will not change based on the changed Specification.
   3. For more information on creating Specifications, see the Help section Specifications 
4. Number - Number is a required field and must be completed in order to save the submittal. The next available number is auto populated based on the selected Specification Section. The Submittal Number is editable.
1. Number is auto incremented based on the linked Specification Section including the revisions of those Specifications.  
   1. Spec Section 0001 - Number 01, Number 02, etc.
   2. Spec Section 0002 - Number 01, Number 02, etc.
   3. Spec Section 0002 Revision 1 - Number 01, Number02, etc.
5. Revision # - The first submittal starts at revision 0. This number can be changed.
6. Revision Date - Enter the date of the Submittal
7. Type - Select the appropriate submittal type from drop down. This field can be left blank. 
1. Cut Sheet
2. Data
3. Literature
4. Mock-Up
5. MSDS
6. Report
7. Sample
8. Shop Drawing
9. Other
8. Enter the Responsible Party
9. Submittal For - Make the appropriate selection from the drop down
   1. Approval
   2. Information 
10. Target Approval Date - Select the expected Target Approval Date from the Calendar
11. Approval Lead Time (Days) - The number of days entered to calculate the Due Date based on the Target Approval Date
12. Submittal Workflow Fields - The following fields are part of the Submittal Workflow process and are not directly entered or edited.
    1. Due Date - The Due Date is a calculated field that subtracts the Approval Lead Time from the Target Approval Date
    2. Status - Calculated field that will show a value of Not Submitted, Submitted or Closed based on other fields
       1. Not Submitted - Submittal is either not linked to a Submittal Package or is linked to a Submittal Package not yet engaged in the Submittal Workflow process.
       2. Submitted - Submittal is linked to a Submittal Package - Submittal Package has been engaged in the Submittal Workflow process
       3. Closed - Submittal Closed Date has been entered and the Submittal has been saved. 
    3. Original Submitted Date - The date that the first Submittal within the Submittal Revision sequence was submitted into workflow via a Submittal Package
    4. Revision Submitted Date - The date that this Submittal revision was submitted into workflow via a Submittal Package
    5. Ball in Court - The user that this Submittal is assigned to from the last step in the workflow of its Submittal Package
    6. Days Ball in Court - The number of days this Submittal has been sitting at its current Ball In Court
13. Closed Date - When a Submittal has a Closed Date then its Status will show a value of Closed and it will no longer be eligible to pull into new Submittal Packages
14. Save the Drawing

Creating a Submittal Revision

From an existing Submittal Item, click the 'Create Revision' button. The Revision # will be automatically incremented based on the last revision number for that submittal. The Revision # is editable and can be changed. Using the 'Create Revision' button will create the submittal revision with the same submittal information from which the revision was created. From here, edit the submittal revisions as necessary and save the new revision. The 'Create Revision' button is only available on the latest revision of the submittal item.

Editing a Submittal Item

To edit a submittal item , click the 'Edit' button from either the Submittal form or from the Submittal log view. Edit as desired and click 'Save' to save changes.

Viewing a Submittal Item

Submittal Items can either be viewed in form view or the log view. To view submittal items in log view, ensure that you have configured your secondary navigation menu to display the SUBMITTALS menu. See the screen shot below. Clicking  'SUBMITTALS' on the secondary navigation menu will display a dropdown selection where SUBMITTAL ITEMS is displayed as an option. To view the submittal in form view, simply click the Subject link for the desired submittal.

Linking a Submittal Item to a Submittal Package

Submittal items can be bundled into a Submittal Package for review as a package. To link a Submittal Item to a Submittal Package, select 'SUBMITTAL PACKAGES' from the 'SUBMITTALS' menu on the secondary navigation bar. Click the 'Add New' button to create a Submittal Package. Under the Submittal Items collection, click the 'Add Submittal Items' button. Selection one or more submittal items to be linked to the Submittal Package and click the 'Add Revisions' button. For more information on Submittal Packages, please see the Help section Submittal Packages

Sharing a Submittal Item

To share a Submittal Item to other project users, click the  'Share' button on the Submittal Item in form view. Use the Share modal to share the Submittal Item to other project team users. For more information on sharing, please see the Help section Sharing Information 

Take Action on a Submittal Item

Each Submittal Item provides an 'Action History' panel. Take action on a Submittal Item on the Action History panel by clicking the 'Take Action' button. Identify the action taken and enter any notes pertinent to the Submittal Item and click 'Take Action'. The action taken will be listed on the 'Action History' panel including your name, your company's name, the date the action was taken, and any added notes. If a Submittal Item is linked to a Submittal Package, action on the linked Submittal Item can be taken directly from the Submittal Package by clicking the 'Take Action' button on the Submittal Item in the Submittal Items collection. Action taken on a Submittal Item is displayed in the 'Last Action' column on the Submittal Items collection of the Submittal Package.

Deleting Submittal Items

To delete the most recent revision of a Submittal Item, select '...Delete' on the Submittal Items form. At the 'Delete?' courtesy prompt click 'No Never mind' to cancel the process or click 'Yes' to proceed. Submittal Items can only be deleted in the following scenarios.

1. The Submittal Item is the most recent revision
2. The Submittal Item is not linked to a Submittal Package
3. The Submittal Item has not been shared

Helpful Screenshots