Create Submittal dialog box

Use this dialog box to file a draft of a submittal or an expected submittal to track its status, when it’s due, and history of actions.

Subject

Enter the subject of the submittal.

Due Date

Mark the checkbox and enter the date the submittal needs to be completed by. The defaults are 10 and 3 business days, but you can enter a different value in the second drop-down list.

Remind

Mark the checkbox to add this item to the email notification message sent out by Project Center reminding you to respond back to the contact who sent the submittal. Select the number of business days before a response is due, which appears in the email message and in the Open Items tab of the My Project Center activity center.

Reminders can be sent to both internal and external project team members. The frequency at which reminders are sent is set in the General tab of the Project Center Administration activity center Servers tab. Reminders can disabled per project in the Edit Project Settings dialog box.

Remind is not available if the option is disabled for the project or in the Project Center Administration activity center.

Spec Section

Click to open the Choose Spec Section dialog box to select a specification section. You can edit it the codes in this field.

ID

Enter an ID number for the submittal.

Package ID

Enter 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.

Delivery

Need Onsite By

Select the date that the submittal materials are needed at the site.

Lead Time

Enter the amount of time that it will take to get the materials from the manufacturer.

Originated By

Click to open the Choose a Project Team Member dialog box to select the contact who the submittal came from.

Status

Select the submittal’s status from the drop-down list:

• If you select Draft, the item appears in the Draft and All categories. Once you select a step in the workflow (for example, Forward for Review), the item is no longer in draft state.

• If you select Expected, the item appears in the Expected and All categories and the Expected button becomes available so that you can add optional information such as date expected, who the item is expected from, and who it will be sent to.

Expected

If applicable, click to open the Expected Submittal dialog box to select the date the submittal is expected.

Discipline

Click to open the Choose Disciplines dialog box to select disciplines for the submittal.

Contract

Click to open the Choose Contract dialog box to select the contract the submittal is associated with.

Description tab

Enter a detailed description in this field.

Internal Notes

Enter any internal notes in this field.

Internal notes are not sent in email notifications, and do not appear in forms or on Info Exchange, but they are tracked in the Remarks Summary tab of the Submittals activity center.

Description of Contents tab

Describe the contents of the submittal. Add one line for each item. This information is used to fill in the Contents section of the Transmittal form.

Import

Click to open the Select Spreadsheet dialog box to locate and open a Microsoft Excel spreadsheet from which to import data into this tab.

Edit in Spreadsheet

Click to open the Save Spreadsheet dialog box to export the contents to a Microsoft Excel spreadsheet that you can then edit and re-import. The spreadsheet opens automatically and prompts you to re-import when you are done editing it.

Populate from Files to Send

Click to add a row for each file from the Files to Send tab. If there are no new files, it is disabled.

This button is only available in the submittal dialog boxes that have a Files to Send tab.

When you click the Populate from Files to Send button, the contents of this tab, as well as the associated Transmittal form, will match the sort order and filters applied to the file list of the Files to Send tab.

Add Item

Click to add new item rows.

Delete

Mark the checkboxes of items you want to remove, then click Delete to remove them.

Clear

Click to remove all items from the list.

Qty

Enter the quantity of each item.

Date

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

Number

Enter a number for each item.

Description

Enter a description of the item.

Action

Select the action required for each item.

Remarks

Enter any additional remarks about each item.

Revision

Enter the revision number for each item, if applicable.

Scale

Enter the drawing scale of each item.

Size

Enter the size of each drawing sheet.

Use the Tab key to move to the next cell and to add cells. Press Alt-Enter to add a new line within a Description cell.

Email Log tab

This tab lists all email messages associated with this submittal. When a user clicks File in Project (then chooses the Submittal option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

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

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

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

To preview email messages, right-click in the list and select Preview >.

Supporting Documents

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.

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.

Preview 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.

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.

Share with External > Yes

Click to allow the selected items to be shared with external project team members through Info Exchange.

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 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 this submittal, including when it was created, modified, who was involved, and any details.

Review Order

Click to open the Set Review Order dialog box to set the order in which the project team members review the submittal.

Keywords

Click to open the Choose Keywords dialog box to apply 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.  to the submittal.

 Click to spell check the fields in this window. If any mistakes are found, the Spelling Check dialog box opens with spelling suggestions.

Next Action

Mark this checkbox to choose whether to forward the submittal to another contact, close it, or to send it to another contact and close it after it is filed.

• Choosing Forward for Review opens the Forward Submittal for Review dialog box.

• Choosing Close opens the Close Submittal dialog box.

• Choosing Send and Close opens the Send and Close Submittal dialog box.

OK

Click to save the changes to the submittal.

To access this dialog box

You can access this dialog box in the following ways:

• Click New Submittal > Create Submittal from the Tasks panel of the Submittals activity center.

• Choose the Schedule an Expected Submittal option from the Log a Submittal dialog box.