Submittals Activity Center
Use this activity center to file, review, and track incoming submittals electronically. Use it to perform the following tasks in the current project:
Record an exchange of files and/or physical materials related to a specified construction requirement as a submittal;
Project Center administrators can set which tasks appear here using the Remove Contract Management Item Tasks dialog box.
● New Submittal > Create Submittal
Click to open the Create Submittal dialog box to create a new submittal or to file an expected one.
● New Submittal > Log a Received Submittal
Click to open the Log a Received Submittal dialog box to log a received submittal.
Click to open the Create Report dialog box to select the type of submittal report to create. The report contains the contents of this 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
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 submittals.
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.
● Close > Close
Click to open the Close Submittal dialog box to close the selected submittal without providing a response.
● Close > Respond and Close
Click to open the Respond to Submittal and Close dialog box to file the response to the sender of the submittal and close it. If the submittal has files associated with it, the Select Files to Send dialog box will open first.
● Close > Send and Close
Click to open the Send and Close Submittal dialog box to send the selected submittal to other contacts and close it.
● Create Similar Submittal
Click to create a new submittal based on
the one selected. The new one contains most of the information
from the original, except for unique identifiers such as the ID.
The new one is also automatically related
to the original. Supporting documents
from the original are included.
If the original contains a receive action with files and/or description of contents entries, the Select Files and Description of Contents dialog box opens first, enabling you to select the items to include in the new copy.
Click to delete the submittal from Project Center.
You must be a Project Center administrator and have a contract management 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.
● Join Bluebeam Studio Session
Click to join an active Bluebeam session for the submittal.
Click to open the Modify Submittal dialog box to edit the selected submittal, including due dates, email message reminder settings, and the description.
● Open in Bluebeam Studio
Click to open an active Bluebeam session for the submittal.
Click to open the Receive Submittal dialog box to file an expected submittal that has arrived. The data from the selected expected submittal will appear in the new submittal.
● Receive Pending Submittal
Click to open the Log a Submittal dialog box to choose whether to log a new submittal that you received or an expected one. The Log a Received Submittal dialog box then opens.
● Record Reviewer Response
Click to open the Record Reviewer Response for Submittal 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.
● Related Items >
See the Related Items Tasks topic for information.
Click to open the Re-Open Submittal dialog box to re-open a closed submittal.
● Review Related Action Items
Click to open the Related Action Items activity center to view action items related to the selected item.
● Review Related Markup Sessions
This task is available only when you select a submittal 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 Resubmission
Click to open the Create an Expected Resubmission dialog box to schedule an expected resubmittal for a rejected submittal.
Click to open the Send Submittal dialog box to send the submittal to other contacts to review, and create a new outgoing transmittal for the 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.
See Selected Action panel. Access the actions by clicking the expand icon in the first column next to each submittal.
The file tasks apply to files in the Supporting Documents tab. See File Tasks panel.
See Email Tasks panel.
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.
Click to display all submittals that have been entered for this project.
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.
Click to display all submittals that have been logged as a draft and have not been sent.
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.
Click to display submittals that have been received, but they:
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.
Click to display submittals that have been forwarded but the responses back from the reviewers are 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).
Click to display all submittals filed as expected.
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).
Click to display expected submittals that are late.
Click to display submittals that have had a response sent to the submittal sender and have been closed.
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.
Click to display the submittals that had a response sent to the submittal sender, and the action selected was Approved.
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.
Click to clear all filters.
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.
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. Click the icons for more filtering options.
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.
The number the contractor gave to the submittal.
The ID number of the submittal package. The package ID provides the ability to identify submittals that are entered into Project Center individually for tracking purposes, but have been sent (or received) under one identifying ID. By entering the package ID, you can easily sort the submittal log to view the status of the submittals that were sent in the package.
The specification section of the submittal.
The subject of the submittal.
The status of the submittal (For Review, Expected, Approved, Rejected, Revise and Resubmit, etc.).
Any disciplines applied to the submittal.
The contact who sent the submittal.
The date the submittal was received.
The last action taken on the submittal. It displays the action and the purpose or type for that item. For example, if a submittal was received and there was no action required selected for the Action field, the Last Action column would display Received – No Action Required. If you were looking at an entry in the Under Review category that had a Last Action of Received – No Action Required, that indicates that the item needs to be closed using the Close task.
The contract the submittal is associated with.
Any contacts you forwarded the submittal to.
Review Due Back
The date the submittal is due back from the contacts reviewing it if it is not yet received. It is based on the oldest Forward for Review date.
Due Back From
Any contacts a response to the submittal is due back from.
The contact currently reviewing the submittal.
The date a response is due back to the contact who sent the submittal.
The date you responded to the submittal with an Approved, Rejected, or No Action Taken action (for Closed submittals only).
The number of days to process the submittal. The count starts from the start date, which is either when the item was created or the received date, and ends either now or when it was closed if a closed date was entered. If it is re-opened, it displays the count from when the submittal was created. It's based on calendar days (not business days) and does not consider holidays in its calculations.
The number of days remaining until the Due Date. This number will be negative for overdue items.
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.
If the submittal has any related items, the icons appear here.
Related Project Items
This column is a text version of the icons in the Related Items column. The text will appear in reports.
To contact the submittal was sent to.
The date the submittal was last forwarded.
The date the most recent reviewer returned the submittal. (The most recent review response date.)
The total number of days the submittal has been in the review cycle for all reviewers, from when it was forwarded to when the response was received. It includes the day it was sent and received. The minimum value is 1. Note that the calculation starts 24 hours after the submittal is forwarded.
1/1/16 - received
1/5/16 - forwarded
1/10/16 - response received
1/15/16 - closed
In this example, the number of review days is 6. Reopening it does not affect the calculation until the item is forwarded.
Any personal notes added to the submittal. These are also added to the Remarks Summary tab.
Any files attached to the submittal.
The contact the submittal came from.
The amount of time that it will take to get the materials from the manufacturer.
Need Onsite By
The date that the submittal materials are needed at the site.
The date an expected submittal or a resubmitted submittal is expected (for Expected submittals only).
The Expected Date is saved after the submittal is received/closed/etc.
The date the submittal was closed.
The actions drop-down 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:
The type of action performed. Each type can have multiple actions, which you can add, as described next.
The action taken. To add new action types, refer to Add a Submittal Action.
The date of the action.
Who performed the action.
The recipient of the action taken.
The due date is either the submittal due date or the forward for review due date – depending on the action taken.
Any remarks entered about the action taken.
How the action was sent.
To delete a transmittal that is associated with a submittal action, select the submittal, then delete the corresponding submittal action.
Actions are listed in red if the submittal is overdue or if a review response is overdue.
See Modify Action in the Selected Action panel topic for an explanation of how modifying an action works.
You can customize the actions in the Project Center Administration Activity Center Keywords tab.
Files related to the action
The Files Sent tab 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.
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 (Forwarded for Review, Review Response, and Responded and Close), you can fill in the Description of Contents tab with what is sent or received, as shown in the following example.
The task that was selected from the Tasks panel (Forwarded - For Review, Received - For Review, etc.).
The originator of the action.
The quantity of each item received with the submittal.
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.
The number for each item.
The description of each item.
The action that was selected for the item from the Action drop-down list in the submittal's Description of Contents tab.
Any remarks about each item.
The revision number, if applicable.
The drawing scale, if applicable.
The drawing size, if applicable.
File Summary tab
This tab contains any electronic files that were included with the submittal. 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 tab is described here.
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.
The file's type.
The workflow step (Forwarded, Review Response, etc.) for the file.
The file's size.
The date the file was last modified.
The full path to the location of the .ZIP file.
Any Project center items related to the file.
Email Log tab
This tab lists all email messages associated with the selected submittal. When you click File as or File in Project (then choose the Submittal option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.
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 Log as from the Email Tasks panel and select the Reviewer Response option.
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 submittal.
You can copy and paste and drag and drop files from Windows Explorer into this tab.
A preview of the selected file appears here.
Related Items tab
This tab lists all related Project Center items for the selected file.
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.
Create Related > Contract Management > Contract Management Item
Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new CM item and link it to the current submittal.
Create Related > Web Link
Click to open the Create Web Link dialog box to enter a web link and automatically relate it to the selected Project Center item. After it is created, the Relation Type column will indicate Web Link, and users can double-click on it to open the website.
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.
Share with External
Click and select Yes to allow the selected web link to be shared with external project team members through Info Exchange.
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 a submittal).
● 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.
To access this activity center
Click Submittals from the Activities list or from the Project Home activity center.
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