File a Submittal from Microsoft Outlook

There are various ways you can file a submittal from an email message in Microsoft Outlook. Perform any of the following procedures to file a submittal in Project Center from Microsoft Outlook to track its status and history of actions.

To file a submittal from Microsoft Outlook
To file a submittal from Microsoft Outlook by dragging and dropping into Project Center
To file an expected submittal from Microsoft Outlook by dragging and dropping into Project Center
To file multiple attachments received in one email message from Microsoft Outlook as submittals
To file a response to a submittal sender from Microsoft Outlook by dragging and dropping into Project Center

To file a submittal from Microsoft Outlook

1.	From the Microsoft Outlook, select the email message you want to file as a new submittal.
2.	Click File As > Submittal from the Project Center Add-in for Microsoft Outlook Toolbar, as shown here, to open the Select a Project dialog box.
3.	Select the project in which to file the submittal, then click OK to open the Log a Submittal dialog box.
4.	Choose the Log a Submittal option, then click OK to open the Log a Submittal dialog box., as shown here:
	Project Center automatically enters the following information, which you can edit:: The recipients of the email are added to the To field. The sender of the email message is added to the From field. The subject of the email message is added to the Subject field. The date the email message was received is entered in the Received field. Email is entered in the Received Via field. The body of the email message is added to the Remarks tab. Any attachments are added to the Received Files tab and the Description of Contents tab. The email message file is added to the Email Log tab.
5.	Mark the Due checkbox and enter the date a response is due back to the contact who sent you the submittal.
6.	Select the required action from the Action drop-down list.
7.	Click Spec Section to open the Choose Spec Section dialog box to select a specification section.
8.	Enter the architect ID number in the Submittal ID field, and the contractor ID number in the Sender ID field.
9.	Describe the contents of the submittal in the Description of Contents tab. Add one line for each item. This information is used to fill in the Contents section of the Transmittal form.
10.	To include any additional files with the submittal, add them by clicking the Supporting Documents tab, then clicking Add Files. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.
11.	Mark the Next Action checkbox if you want to forward the submittal to another contact, respond to the submittal sender, or close it after filing the submittal. Choose Forward for Review to open the Forward Submittal for Review dialog box to forward the submittal for review. Choose Close to open the Close Submittal dialog box to close it. Choose Respond and Close to open the Respond to Submittal and Close dialog box to respond to the submittal sender.
12.	Click Log Submittal at the bottom of the dialog box. Project Center files the submittal in the Under Review category of the Project Submittals activity center.

To create multiple submittals from a single email message, select Submittal from the File As menu for each submittal that needs to be created. Project Center uses the To field to send reminders about the submittal. If you are logging a submittal that you received via email and it has multiple submittals that apply to multiple projects, make sure to only include project team members who are on the project for which you are logging the submittal . Otherwise, reminders will be sent to project team members on other projects. On the Received Files tab of the Log a Submittal dialog box, remove the attachments that do not apply to the submittal being filed.

To file a submittal from Microsoft Outlook by dragging and dropping into Project Center

1.	Open Project Center to the project in which to file the submittal, then go to the Project Submittals activity center.
2.	From Microsoft Outlook, select the email message you want to file as a new submittal.
3.	Drag and drop the email message into the Submittal Log of the Project Submittals activity center. The Log a Submittal dialog box opens.
4.	Choose the Log a Submittal option, then click OK to open the Log a Submittal dialog box.
	Project Center automatically enters the following information, which you can edit: The recipients of the email are added to the To field. The sender of the email message is added to the From field. The subject of the email message is added to the Subject field. The date the email message was received is entered in the Received field. Email is entered in the Received Via field. The body of the email message is added to the Remarks tab. Any email attachments are added to the Received Files tab and the Description of Contents tab. The email message file is added to the Email Log tab.
5.	Mark the Due checkbox and enter the date a response is due back to the contact who sent you the submittal.
6.	Select the action required on the submittal from the Action drop-down list.
7.	Click Spec Section to open the Choose Spec Section dialog box to select a specification section.
8.	Enter the architect ID number in the Submittal ID field, and the contractor ID number in the Sender ID field.
9.	Describe the contents of the submittal in the Description of Contents tab. Add one line for each item. This information is used to fill in the Contents section of the Transmittal form.
10.	To include any additional files with the submittal, add them by clicking the Supporting Documents tab, then clicking Add Files. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.
11.	Mark the Next Action checkbox if you want to forward the submittal to another contact, respond to the submittal sender, or close it after filing the submittal. Choose Forward for Review to open the Forward Submittal for Review dialog box to forward the submittal for review. Choose Close to open the Close Submittal dialog box to close it. Choose Respond and Close to open the Respond to Submittal and Close dialog box to respond to the submittal sender.
12.	Click Log Submittal at the bottom of the dialog box. Project Center files the submittal in the Under Review category of the Project Submittals activity center.

To file an expected submittal from Microsoft Outlook by dragging and dropping into Project Center

1.	Open Project Center to the project in which to file the submittal, then go to the Project Submittals activity center.
2.	From Microsoft Outlook, select the email message you want to file as an expected submittal.
3.	Drag and drop the email message into the Submittal Log of the Project Submittals activity center. The Log a Submittal dialog box opens.
4.	Choose the Schedule an Expected Submittal option, then click OK to open the Schedule an Expected Submittal dialog box.
5.	Project Center automatically enters the following information, which you can edit: The recipients of the email are added to the To field. The sender of the email message is added to the From field. The subject of the email message is added to the Subject field. The body of the email message is added to the Remarks tab. Any email attachments are added to the Received Files tab and the Description of Contents tab. The email message file is added to the Email Log tab.
6.	Click Spec Section to open the Choose Spec Section dialog box to select a specification section.
7.	Enter the architect ID number in the Submittal ID field, and the contractor ID number in the Sender ID field.
8.	Describe the contents of the submittal in the Description of Contents tab. Add one line for each item.
9.	To include any additional files with the submittal, add them by clicking the Supporting Documents tab, then clicking Add Files. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.
10.	Click Schedule Submittal at the bottom of the dialog box. Project Center files the submittal in the Expected category of the Project Submittals activity center.

To file a response to a submittal sender from Microsoft Outlook by dragging and dropping into Project Center

1.	Open Project Center to the project in which to file the submittal, then go to the Project Submittals activity center.
2.	Select the appropriate submittal from the Submittal Log and click the Workflow tab.
3.	From Microsoft Outlook, select the email message you want to file as a response to a submittal sender.
4.	Drag and drop the email message into the selected submittal's Workflow tab. The Record a Submittal Reviewer Response dialog box opens.
	Project Center automatically enters the following information: The recipients of the email are added to the To field. The sender of the email message is added to the From field. The subject of the email message is added to the Subject field. Today's date is entered in the Date field. Email is entered in the Received Via field. The body of the email message is added to the Response tab. Any email attachments are added to the Associated Files tab. The email message file is added to the Email Log tab.
5.	Select the action taken from the Action drop-down list.
6.	Describe the contents of the submittal in the Description of Contents tab. Add one line for each item.
7.	To include any additional files with the submittal, add them by clicking the Associated Files tab, then clicking Add Files. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.
8.	Click Record Response at the bottom of the dialog box. Project Center adds the action to the submittal's Workflow tab.

Project Center uses the To field to send reminders about the submittal. If you are logging a submittal that you received via email and it has multiple submittals that apply to multiple projects, make sure to only include team members who are on the project you are logging the submittal for. Otherwise, reminders will be sent to team members on other projects.