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 creates and adds 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 Item - 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. If you are creating revisions of an existing Submittal Item, the 'Create Revision' button will auto increment the Revision # based on the last highest Revision # from the Specification/Number combination.
6. Revision Date - Enter the date of the Submittal
7. Materials Needed on Site - Enter the date that the materials will be needed on site.
8. Description - Enter a description of the Submittal Item
9. Reviewer Action - The Reviewer Action is a list from which the reviewer can select. The Reviewer Action list can be configured by clicking '...Customize Form Fields' in the Submittals Log. Click the edit icon (Pencil) next to Reviewer Action to edit the list.
10. Action Notes - The reviewer uses this field to enter notes based on his/her review.
11. Closed - Check the 'Closed' box when the Submittal Item has been closed.
12. Save the Submittal Item

Creating a Submittal Item Revision

From an existing Submittal Item, click the 'Create Revision' button. The following rules apply to the use of 'Create Revision'. When all data has been entered, click 'Save' or 'Save and Share' to save the new Submittal Item revision.

1. The Revision # will be automatically incremented based on the Specification Section/Number combination
2. The Revision # is editable and can be changed.
3. The 'Create Revision' button is only available on the latest revision of the Submittal Item.
4. Data carry over - The following data is carried over to the new revision
   1. Subject, Specification Section, Number, Revision (Incremented), Materials Needed on Site.
   2. Closed - The new revision is not closed, even if the previous revision was closed.

Creating Submittal Items from within a Submittal Package

Submittal Items can also be created directly from within a Submittal Package. To do so, either 'Create New Package' or edit and existing Submittal Package. Above the Submittal Items collection, click 'Create New'. Complete the Submittal Item form entry including all required fields and click 'Add' or 'Add and New' to add Submittal Items and link those Submittal Items to the Submittal Package in one motion.

• NOTE: Adding Submittal Items via 'Create New' in the Submittal Package, saves those Submittal Items even if the Submittal Package is not saved. If the Submittal Package is not save, the Submittal Items can still be linked to a package via 'Add Existing' in the Submittal Package - Submittal Items collection.

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. Submittal Items linked to a Submittal Package can also be edited directly from within the Submittal Package - Submittal Items collection. Certain information such as the Reviewer Action, Action Notes, and Closed fields can be edited. For more information on editing Submittal Items directly from the Submittal Package, see Help section Submittal Packages

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 Submittals on the Items tab. By default, if the Specification Section field is configured to be displayed in the log, Submittal Items are grouped by this field. Submittal Items are sorted by Item # by default. 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 Items to a Submittal Package, select SUBMITTALS on the secondary navigation bar. Click the 'Add New Package' button to create a Submittal Package. Under the Submittal Items collection, click the 'Add Existing' button. Selection one or more Submittal Items to be linked to the Submittal Package and click the 'Add ' 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 The following rules apply to sharing Submittal Items

• Sharing any one Submittal Item revision, shares all revisions for that same Specification Section/Number combination.
• Halting a user on one revision of a Submittal Item does not halt the user on all revision of that Specification Section/Number combination.
• Sharing a Submittal Package to which a Submittal Item is linked, propagates the Submittal Package shares to all linked Submittal Items and the related revisions of those Submittal Items.

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