The following list shows all available tasks for all submittal categories, in alphabetical order. The tasks that appear depend on which category you select from.

Selected Submittal

• Close > Close

Click to open the Close Submittal dialog box to close the submittal without providing a response.

• Close > Respond and Close

Click to open the Respond to Submittal and Close dialog box to file your response to the sender of the submittal and close it. If the submittal has files associated with it, the Select Files to Send to Submittal Sender dialog box will open first.

• Create a Submittal Form Report

• This task appears when you have selected two or more submittals.

Click to open the Create a Report dialog box to combine the forms for the selected submittals into one report.

• Delete

Click to delete the submittal from Project Center.

• You must be a Project Center administrator and have a CA role to delete submittals.

• Forward for Review

Click to open the Forward Submittal for Review dialog box to forward the submittal to any contacts who are responsible for reviewing the submittal and to create a transmittal. If the submittal has received files or supporting documents associated with it, the Select Files to Forward for Review dialog box will open first so you can select the files to forward.

• Modify

Click to open the Modify Submittal dialog box to edit the settings for the selected submittal, including due dates, email message reminder settings, and the description.

• Previous Submittal > Select in Log

This task appears when an expected resubmittal that was created from a rejected submittal is selected. Click to locate and highlight the original submittal in the Submittals log.

• Previous Submittal > View Form

This task appears when an expected resubmittal that was created from a rejected submittal is selected. Click to open the Submittal form to view the original submittal's details and history.

• Receive Expected Submittal

Click to open the Log a Submittal dialog box to file an expected submittal that has arrived. The data from the selected expected submittal will appear in the new submittal.

• Record a Reviewer Response

Click to open the Record a Submittal Reviewer Response dialog box to record a response received about a submittal that you forwarded to other contacts. When you receive a response back from a contact, record it using this feature to track its progress.

• Resubmittal > Select in Log

This task appears when a rejected submittal that has a new expected resubmittal is selected. Click to locate and highlight the expected resubmittal in the Submittals log.

• Resubmittal > View Form

This task appears when a rejected submittal that has a new expected resubmittal is selected. Click to open the Submittal form to view the new expected resubmittal's details and history.

• Review Related Markup Sessions

• This task is available only when you select a file that has related markup sessions.

Click to open the Related Markup Sessions activity center to view information about and preview the related markup sessions.

• Schedule an Expected Resubmittal

Click to open the Schedule an Expected Submittal dialog box to schedule an expected resubmittal from a rejected submittal.

• Send Email About Submittal > To the Sender

Click to open an email message in Microsoft Outlook to send to the contact who originally sent the submittal. The email message includes information about the submittal.

• Send Email About Submittal > To the Recipients

Click to open an email message in Microsoft Outlook to send to the original submittal recipients as a reminder or with additional information. The email message includes information about the submittal.

• Send Email About Submittal > To All Reviewers

Click to open an email message in Microsoft Outlook  to send to the contacts who are currently reviewing the submittal, as a reminder or with additional information. The email message includes information about the submittal.

• Send Email About Submittal > To All Participants

Click to open an email message in Microsoft Outlook to send to all submittal participants, including the sender, recipients, and reviewers as a reminder or with additional information. The email message includes information about the submittal.

• View Form

Click to open the Submittal form to view or print the selected submittal's history and details.

Submittals

• Log a Submittal

Click to open the Log a Submittal dialog box to select whether to create a new submittal or to file an expected one.

• Create a Report

Click to open the Create Report dialog box to select the type of submittal report to create. The report contains the contents of the Project Submittals activity center log.

• You can customize which columns appear in reports simply by selecting which columns to show and hide in the activity center. Simply right-click on column headers to add or remove columns. A checkmark indicates the column will appear in the activity center and the report.

• Import Spreadsheet

• You must have Microsoft Excel installed on your PC for this task to appear.

Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet containing submittal data that you can import. The imported submittals are placed in the appropriate submittal log based on the type imported.

• View Pending Items

• This task appears when there are Pending Incoming submittal transfers.

Click to list only Pending Incoming submittals.

See Action Tasks panel.

The file tasks apply to files in the Supporting Documents tab. See File Tasks panel.

See Email Tasks panel.

• The following additional email tasks are available from this activity center:

• Submittal Tasks > Forward for Review

Click to open the Forward Submittal for Review dialog box to forward the submittal to contacts who may not have received it and to create a transmittal using the contents of the email message

• Submittal Tasks > Record a Reviewer Response

Click to open the Record a Submittal Reviewer Response dialog box to record a response received back about a submittal that you may have forwarded to other contacts. When you receive a response back from a contact, record it using this task to track its progress using the contents of the email message.

• Submittal Tasks > Respond and Close

Click to open the Respond to Submittal and Close dialog box to file your response to the sender of the submittal and close it.

See Related Item Tasks panel.

Project Submittals

Category drop-down list

The category drop-down list contains filters to display the submittals in particular categories. For example, if you want to view overdue submittals, select Overdue from the list. Only overdue submittals will appear in the log. You can also choose to display submittals for all project users or only submittals on which you are listed as the sender or recipient. Each category is explained below.

Click to toggle between showing submittals for all users or only submittals you are involved with.

All

Click to display all submittals that have been entered for this project.

Pending Incoming

Click to display all submittals sent via Info Exchange that need to be received. When a submittal or submittal response is logged by a project team member on Info Exchange, it will show up in this category.

Under Review

Click to display submittals that have been received, but responses have not been sent to the submittal senders.

• When a non-expected submittal is first filed, it is placed in the Under Review category.

Awaiting Action

Click to display submittals that have been received, but they:

• Have not been forwarded for review, or

• Have been forwarded for review, but a response has not been sent to the sender, or

• Have been forwarded for review and all responses have been received, but there has been no response sent to the submittal sender.

Forwarded for Review

Click to display submittals that have been forwarded with a due date for another contact to review that have not been received back yet.

Response Overdue

Click to display submittals that have been forwarded but the responses back from the reviewers are overdue.

Overdue

Click to display submittals that have not had a response sent to the submittal sender by the due date (the due date was filled in when the submittal was entered).

Expected

Click to display all submittals filed as expected.

Expected Resubmittals

Click to display expected submittals that were created for submittals that require the sender to resubmit the submittal (the action taken on the submittal was Rejected or Revise and Resubmit).

Late

Click to display expected submittals that are late.

All Closed

Click to display submittals that have had a response sent to the submittal sender and there is no further action required.

No Action Taken

Click to display the submittals that had a response sent to the submittal sender, and the action selected was No Action Taken.

Approved

Click to display the submittals that had a response sent to the submittal sender, and the action selected was Approved or Approved as Noted.

Rejected

Click to display the submittals that had a response sent to the submittal sender, and the action selected was Rejected or Revise and Resubmit.

Filter All Columns

You can filter by any text that appears in any of the columns in the log. For example, if you know the subject (or part of the subject) of the submittal that you are searching for (or the ID, status, due date, etc.), enter at least part of the text in this field. The submittals list updates automatically as you type. For example, if the submittal you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only submittals that have the number 30 somewhere in one of the columns.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

Submittal log

The submittal log displays the submittals for the category selected above. Click a submittal for a list of tasks you can perform, which appear in the Tasks panel. Double-click a submittal to open the Modify Submittal dialog box to view the submittal's information and settings.

• Submittals (and actions) are listed in red if the submittal is overdue or if a review response is overdue.

• You can drag and drop or copy and paste email messages from Microsoft Outlook and files from Windows Explorer into the Submittal log to create a new submittal. This also prevents Microsoft Outlook from opening multiple instances of Project Center.

Columns

Column headers are different for each category. The following list includes all column headers for all submittal categories. Some categories may not include all headers, and they may not be in the order listed here. If you move and resize columns, they are saved in that position for each category. Column settings are reflected in submittal reports. Right-click on any column header to list and de-list columns.

ID

The submittal ID number. The submittal ID can contain the submittal's specification section if it's configured to do so in the Edit Project Settings dialog box.

Sender ID

The number the contractor gave to the submittal.

Spec Section

The specification section of the submittal.

Subject

The subject of the submittal.

To

To contact who received the submittal.

From

The contact who sent the submittal.

Received

The date the submittal was received.

Due Date

The date a response is due back to the contact who sent the submittal.

Forwarded To

Any contacts you forwarded the submittal to.

Last Forwarded

The date the submittal was last forwarded.

Due Back From

Any contacts a response to the submittal is due back from.

Last Reviewed

The date the submittal was last reviewed.

Status

The status of the submittal (For Review, Expected, Approved, Rejected, Revise and Resubmit, etc.).

Total Days

The number of days between either today or the Response Date and the date on which the submittal was Received.

Remaining Days

The number of days remaining until the Due Date.

Date Expected

The date an expected submittal or a resubmitted submittal is expected (for Expected submittals only).

Response Date

The date you responded to the submittal with an Approved, Rejected, or No Action Taken action (for Closed submittals only).

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the submittal.

Supporting Documents

Any files attached to the submittal.

Related Items

This column lists any Project Center items linked to the submittal.

Internal Notes

Any personal notes added to the submittal. These are also added to the Remarks Summary tab.

Workflow tab

This tab displays a history of the actions taken on the selected submittal, including when it was received, responded to, forwarded, approved, rejected, etc. Every action represents a communication between a sender and recipients and is linked to a transmittal, which you can print out. You can undo individual actions to revert the submittal to its prior state. Selecting an action displays tasks you can perform on it, including displaying its transmittal form, modifying the action, or deleting the action. Double-click an action to open the Transmittal form to view the transmittal form for the submittal action. An example of the action history is shown here:

• To delete a transmittal that is associated with a submittal action, select the submittal, then delete the corresponding submittal action from this tab.

• Actions are listed in red if the submittal is overdue or if a review response is overdue.

• See Modify Action under Action Tasks in the left column of this page for an explanation of how modifying an action works.

• You can customize the actions in the Project Center Administration Activity Center Global Project Settings tab.

Submittal Actions

This section displays the history of the actions taken on this submittal.

Each column in this section is described below.

Type

The type of action performed. Each type can have multiple actions, which you can add, as described next.

Action

The action taken. To add new action types, refer to Add a Submittal Action.

Date

The date of the action.

From

Who performed the action.

To

The recipient of the action taken.

Via

How the action was sent.

Due Date

The due date is either the submittal due date or the forward for review due date – depending on the action taken.

Remarks

Any remarks entered about the action taken.

Files Related to Selected Action

This section contains any electronic files that were included with the selected submittal action. Select a file to display file tasks you can perform, including opening, comparing, sending, and publishing the file. These files are stored in a compressed .ZIP file that is referenced by the submittal. Each column in this section is described below.

Name

The name of the file.

• If the file is an email message, Project Center creates the file name with the date, a system generated ID, and the subject of the email.

Type

The file's type.

Size

The file's size.

Date Modified

The date the file was last modified.

ZIP Folder

The full path to the location of the .ZIP file.

Remarks Summary tab

Any messages and internal notes included with the submittal appear here. If the submittal originated from an email message, the contents of the email is added here.

Description of Contents tab

A description of the contents of each action taken in the submittal workflow appears here. This information is used to fill in the Contents section of the Transmittal form. You can edit the contents as you move through the submittal workflow by clicking Modify from the Tasks panel to accurately reflect what is being sent.

In each step (action) of the workflow (Forward for Review, Record a Reviewer Response, and Respond and Close), you can fill in the Description of Contents tab with what is sent or received, as shown in the following example.

Workflow

The task that was selected from the Tasks panel (Forwarded - For Review, Received - For Review, etc.).  

From

The originator of the action.

Qty

The quantity of each item received with the submittal.

Date

The dates individual items were received with the submittal.  For example, if you have six shop drawings, it may help to track dates on each individual sheet.

Number

The number for each item.

Description

The description of each item.

Action

The action that was selected for the item from the Action drop-down list in the submittal's Description of Contents tab.

Remarks

Any remarks about each item.

Email Log tab

This tab lists all email messages associated with the selected submittal. When you click File as > Submittal, File as > Submittal Reviewer Response, or File in Project (then choose the Submittal option) from the Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

• If you want to store an email message in this log without creating a new submittal or recording a reviewer response, use the File in Project option and select the submittal.

• You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

• To file a reviewer response, you can drag and drop an email message into this tab, then select the email message and click Submittal Tasks > Record a Reviewer Response from the Email Tasks panel.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

• The number in parentheses indicates the number of email messages filed to the submittal.

Supporting Documents tab

Use this tab to attach files to the selected submittal, and to view attached files. For example, if you receive a submittal and a particular drawing is related to it, you can use this tab to attach the drawing file to the submittal. Another example is if you receive a file with a submittal, mark it up, and want to send the marked up file to a reviewer. Also, files sent using the Add to > Submittal task are added to this tab.

• The number in parentheses indicates the number of files that are attached to the action item.

• You can copy and paste and drag and drop files from Windows Explorer into this tab.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the submittal.

Related Items tab

This tab lists all related Project Center items for the selected submittal.

Create Related > Action Item

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current submittal.

Create Related > Transfer > Via Email

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Create Related > Transfer > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current submittal.

Create Related > Transmittal > Via Email

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current submittal.

Create Related > Transmittal > Via Info Exchange

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current submittal.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected submittal. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a submittal.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item's icon is added to the other item's Related Items column and tab.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

• Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

●        The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to an RFI).

●        The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a submittal).

Change Log tab

This tab displays a history of the actions taken on the submittal, including when it was created, modified, who was involved, and any details.