Creating a Submittal Package

To create a Submittal Package:

1. Once logged into the project, from the secondary navigation bar, select SUBMITTALS. Click the  'Add New Package' button.
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 Package.
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 Package.
   1. Create New Specification - Specifications can be created on-the-fly as you are in the Submittal Package 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 Package.
   2. The following rules apply to Specifications used in Submittal Packages
      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 Package, shares that Specification to the creator only. While other users can see the Specification in the shared Submittal Package, 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 Package - Specification Section field, they will not be able to add that Specification back to the Submittal Package until the Specification is shared to them.
      4. Submittal Package - Number Field - Editing the Specification Section on a Submittal Package 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 Package - Number is editable.
5. Revision - The first Submittal Package starts at revision 0. This number can be changed. If you are creating revisions of an existing Submittal Package, 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. Description - If applicable, enter a description for the Submittal Package.
8. Save the Submittal Package

Linking Submittal Items 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 'SUBMITTALS' from the secondary navigation bar. From the Submittals log - Packages tab, click 'Edit' for an existing Submittal Package or click the 'Add New Package' button to create a Submittal Package. Under the Submittal Items collection, click the 'Add Existing' button. Select one or more Submittal Items to be linked to the Submittal Package and click the 'Add' button. Linked Submittal Items will be displayed in the Submittal Items collection of the Submittal Package. Additionally, once a Submittal Item is linked to a Submittal Package, that Submittal Package will be displayed on the header of the linked Submittal Item as a link directly to the Submittal Package. The following rules apply to linking Submittal Items to a Submittal Package

• Cannot add the same Submittal Item to two separate Submittal Packages
• Cannot add “closed” Submittal Items to a Submittal Package
• Cannot add "Obsolete" Submittal Items to a Submittal Package
• Cannot add "Halted" Submittal Items to a Submittal Package

Creating Submittal Items from within a Submittal Package

Submittal Items can 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 saved, the Submittal Items can still be linked to a package via 'Add Existing' in the Submittal Package - Submittal Items collection.

Creating a Submittal Package Revision

Submittal Items can run the review process more than once before a final clarification is defined. Because of this Package Revisions are necessary for the review process. To create a Submittal Package Revision, click the 'Create Revision' button on the Submittal Package. The following rules apply to 'Create Revision' on a Submittal Package

• The Revision # is incremented by 1 based on the last highest revision number for the Package Specification/Number combination. This Revision # can be changed
• Only open Submittal Items are carried over to the new Package Revision. Submittal Items marked as 'Closed' are not carried over.
• Submittal Item Revisions - When creating a Package Revision, all linked Submittal Items in the new package are incremented by their revision number.
  • Example; Submittal 'Concrete Paving' 32 13 13-01.0 which represents the Submittal Item # comprised of Specification-Number.Revision becomes 32 13 13-01.1 where the Submittal Item revision is incremented by 1.
    • Note - Saving the newly created Submittal Package revision will also save the newly create Submittal Item revisions. Until the Submittal Package is saved, the Submittal Item revisions are not created.
• Shares - Creating Submittal Package revisions assumes the same shares that the package revision was created from.
• Data Carry Over - When creating a Submittal Package, the following data is carried over
  • Submittal Package Data - Subject, Specification Section, Number, Revision (Incremented), Description. Package Revision Date is not carried over.
  • Open Submittal Items - Item #, Subject. Revision Date, Attachments, Reviewer Action, and Action Notes are not carried over.
• Note - Submittal Items carried over into a new Submittal Package revision are not saved until the Submittal Package is saved.

Viewing a Submittal Package

Submittal Packages can be viewed in form view or the log view. To view submittal packages in log view, ensure that you have configured your secondary navigation bar to display the SUBMITTALS form. See the screen shot below. Click  'SUBMITTALS' on the secondary navigation bar. In log view, click the Packages tab. To view the Submittal Package in form view, click the subject link for the desired Submittal Package.

Viewing a Submittal Package - Submittal Items Collection

Each Submittal Package contains a collection for Submittal Items. As noted in this section, existing Submittal Items can be linked to the package via 'Add Existing' or new Submittal Items can be created via 'Create New'. The Submittal Items collection is comprised of the following

• Item # - The Item # represents the Submittal Item - Specification Section + Submittal Item Number + Submittal Item Revision.
• Subject - The Submittal Item Subject is a clickable link that takes you directly to that Submittal Item. Each linked Submittal Item also has a link on the Item header that takes you directly back to the Submittal Package.
• Revision Date - Represents the revision date for that Submittal Item revision.
• Attachments - Clickable link that shows the attachments linked to the Submittal Item. See more information below.
• Reviewer Action - Displays the most recent action taken by the Submittal Package reviewer.
• Action Notes - Displays notes entered by the Submittal Package reviewer.
• Closed - An indicator of whether the linked Submittal Item is open or closed.

Attachments in the Submittal Items Collection

Attachments can be linked to any form type within the system using the Attachments panel on that form. For information on Attachments, see Help section Form Attachments . The Attachments column within the Submittal Items collection provides additional leverage to manipulate those attachments without having to go to each individual Submittal Item to do so. The following information is provided as it pertains to working with attachments within the Submittal Items collection of a Submittal Package.

• View - The Attachments column shows a paperclip icon with the number of attachments included in that Submittal Item
• Link - Click the Attachments link to launch the 'Download/Upload' Attachments modal.
• Modal - The 'Download/Upload' Attachments modal provides the following options
  • Download All - To download all attachments, click the 'Download All' button. Select a location to download the files. The downloaded file is a zip file with the name of the 'SubmittalItem.zip'. This zip file can be extracted to view all downloaded files.
  • COMING SOON - Download - Click the 'Download' button to download individual files
  • Upload New Version - Similar to uploading a new version of a file from the Attachments panel of the Submittal Items form, this option is available directly from the Attachments modal by clicking the 'Upload New Version' button. Uploading a new version of a file will show a version indicator for that file.
•  Note - When creating a Submittal Package revision, linked Submittal Items do not carry over attachments for the newly created linked Submittal Item revision.

Editing a Submittal Package

To edit a Submittal Package, click the 'Edit' button from either the Submittal Package form or from the Submittal log - Packages tab. Edit as desired and click 'Save' to save changes.

Editing linked Submittal Items - ProjectTeam.com provides the convenience of editing linked Submittal Items inline. When a Submittal Package is in edit mode the following Submittal Item fields can be edited directly in the Submittal Items collection of the Submittal Package

• Reviewer Action - The reviewer action can be changed by clicking the drop down selecting the desired action.
• Action Notes - Edit the action notes directly inline
• Closed - When creating Submittal Package revisions, only open Submittal Items are carry over to the new Submittal Package revision. Some Submittal Items may no longer be relevant to the new package revision and can be closed by checking the 'Closed' box. See the paragraph below in this section on 'Creating Submittal Package Revisions'.
• Remove - Submittal Items can be removed from a Submittal Package while in 'Edit' mode. From the 'Action' drop down next to each linked Submittal Item, click the drop down choosing 'Remove' to remove the Submittal Item from the Submittal Package. A courtesy prompt will provide the option to select 'No Never mind' to cancel the process, or 'Yes' to proceed.

Sharing a Submittal Package

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

Deleting Submittal Packages

To delete a submittal package, select '...Delete' on the Submittal Package form. At the 'Delete?' courtesy prompt click 'No Never mind' to cancel the process or click 'Yes' to proceed. The following rules apply to deleting Submittal Packages.

1. A Submittal Package that has been shared cannot be deleted
2. Deleting Submittal Packages does not delete linked Submittal Items
3. Only the latest revision of a Submittal Package can be deleted.

Helpful Screenshots