Submittals Module

7 minutes
6 months ago

Submittals Module

Use this module to manage the submittals workflow, including viewing, creating, forwarding, reviewing, returning, closing, and revising submittals.

When you first access the Submittals module, a summary page appears. You can return to the summary page at any time by clicking Summary in the main panel or by selecting Submittals from the Construction Administration dropdown list at the top of the page.

Main Panel – Summary Page

The following items appear in the main panel of the Submittals module on the summary page. Each summary log contains up to 10 items:

Summary

Select to return to the Summary view.

Stats

Select to view the Submittals Stats page and configure the statistical information shown.

Graphs

Select to view the submittal stats in graphical form.

Drafts

A table of submittal drafts lists the number, title, issued date, due date, returned date, and status for each draft, as shown below. Contractors (Project Administrators) see all drafts; subcontractors only see their own drafts.

Design team members cannot see draft submittals.

 

When you roll over a submittal, a list of action icons appears to the right of the submittal, as shown here:

The icons that appear depend on your user role and the submittal state.

The following actions are available for draft submittals:

View opens the View Submittal page.

Edit opens the Edit Submittal page.

Delete deletes the submittal.

Subcontractors can only delete their own draft submittals. Construction project administrators can delete any draft submittal.

Close closes the submittal.

The close option is only available to contractor (Project Administrator) users.

Print prints the submittal.

The print option does not print any attachments.

Open Submittals

A table of all open submittals lists the lists the number, title, issued date, due date, returned date, and status for each open submittal.

A subcontractor’s open submittals are those that they have sent to the contractor but the contractor has not yet sent to the design team.

The following actions are available for open submittals:

View opens the View Submittal page.

Edit opens the Edit Submittal page.

The edit option is available to design team Architects and design team Project Administrators. It is also available to subcontractors for submittals they have sent to the contractor but that have not yet been sent to the design team.

Return opens the Return Submittal page.

The return option is only available to design team members.

Forward opens the Forward Submittal page.

The forward option is only available to design team Architects and design team Project Administrators.

Delete deletes the submittal.

This option is only available to design team Project Administrators.

Print prints the submittal.

The print option does not print any attachments.

Statistics

The Statistics section provides a tally of the total number of open and returned submittals, as well as a number of other statistics.

Note that the average turnaround statistics are calculated using calendar days. This calculation is not affected by module configuration.

 

Graphs

The Graphs section provides a graphical view of submittals received and returned.

 

Main Panel – Log View

The following items appear in the main panel of the Submittals module when a specific log is selected:

Log Table

Displays the status icon, number, title, issued date, due date, returned date, and status for all submittals that meet the log criteria. Click on a column header to sort by that value. Overdue items appear in red italic text.

For an explanation of submittal status icons, please see Status Icons for RFIs and Submittals.

Print Simple Log

Select Print Simple Log to print the contents of the currently displayed log as they appear on screen.

 View Full Log

Select View Full Log to perform more advanced sorting and filtering of the log data before printing.

Export Full Log

Select Export Full Log to export the full log contents to Excel. This option allows you to export the log data without requiring you to view it first.

Additional Submittal Actions

Returned and closed submittals can only be viewed by selecting the appropriate log – they are not included on the summary page.

The following actions are available for returned submittals:

 View opens the View Submittal page.

Close closes the submittal.

This option is only available to Contractors and construction team Project Administrators. A returned submittal must be closed before it is visible to subcontractors.

Print prints the submittal.

The print option does not print any attachments.

 

The following actions are available for closed submittals:

 View opens the View Submittal page.

Print prints the submittal.

The print option does not print any attachments.

Navigation Panel

The following options are available in the navigation panel:

Add Submittal

Click to add a new submittal.

Submittal Logs

Select any of the logs listed in this section to view it in the main panel.

To Review

All items in an Open status where the user is the Author or Reviewer, that the user has not edited and saved. Only visible to Project Admin – Design and Architects.

Overdue and Next 7 Days

All items in an Open status where the Requested Due Date from Contractor is overdue or due in the next 7 days. Not visible to design team reviewers, owner reviewers or owner (read-only) users.

All Overdue Expected Submittals

All items where the Submittal Register Date Expected is past due and no drafts or no submittals exist. Not visible to design team reviewers, owner reviewers or owner (read-only) users.

My Drafts

All drafts created by the user. Only visible to the construction team.

My Open

All open submittals assigned to the user. Not visible to design team Project Administrators.

My Reviewed

All submittals reviewed by the design team reviewer that have not yet been returned to the construction team. Only visible to design team reviewers.

My Returned

All returned submittals assigned to the user. Only visible to construction team Project Administrators.

My Closed

All closed submittals assigned to the user. Only visible to the construction team.

All Drafts

All draft submittals. Only visible to the construction team.

All Returned

All returned submittals. Not visible to subcontractors.

All Open

All open submittals.

All Closed

All closed submittals. Only visible to the construction team.

All Submittals

Single list of all received submittals.

All+Expected

Single list of all expected and received submittals. See View a Comprehensive Submittals Log for more information.

Requires Resubmittal

All submittals with a Review Status of Revise and Resubmit.

Submittal Register

View Open List

Lists all submittals in the submittal register with a status of incomplete.

View Completed List

Lists all submittals in the submittal register with a status of completed.

View All

Lists all submittals in the submittal register.

View Register

Opens the submittal register for viewing.

Add Item to Register

Opens the Add Submittal Register Item page so a Project Administrator can add a submittal register item.

View/Edit Register

Opens the submittal register for viewing or editing. Only available to Project Administrators.

Import Submittal Register

Opens the Import Submittal Register page so a Project Administrator can import an existing register. Contact support via the Customer Community for information.

Administration

This option is available only to administrators.

Module Configuration

Opens the Module Configuration page, where Project Administrators can manage how the module functions, including adding trades/disciplines, categories, etc.

Add Submittal Manually

Opens the Add a New Submittal page but allows the Project Administrator to add already completed submittals into the system so the project data is in a single location.

 

 

To access this module

Select Construction Administration > Submittals.