File a Submittal

4 minutes
12 months ago
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File a Submittal

Perform the following steps to file a submittal you have received to track its status and history of actions. You can file a submittal from within Project Center or from an Outlook itemOutlook items include email messages, calendar items, tasks, and posts. in Microsoft Outlook.

To file a submittal from Project Center

If you are not already there, open the Submittals activity center by clicking Submittals from the Project Home activity center or from the Activities list.

Click New Submittal > Log a Received Submittal from the Tasks panel to open the Log a Received Submittal dialog box, as shown here:

Your name is entered in the To field, and today’s date is entered in the Received field. You can edit these fields.

Click From to open the Choose a Project Team Member dialog box to choose the project team member who sent the submittal.

Enter a subject in the Subject field.

Mark the Due Date checkbox and enter the date a response is due back to the contact who sent you the submittal.

Select the action required on the submittal from the Action drop-down list.

Click Spec Section to open the Choose Spec Section dialog box to select a specification section.

Enter the architect ID number in the ID field, and the contractor ID number in the Sender ID field.

Select the method in which you received this submittal from the Received Via drop-down list.

Click Originated By to select the contact who originated the submittal.

Enter any additional messages in the Remarks tab.

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.

Add any electronic files that were sent with the submittal in the Received Files tab. The files may be on a CD, DVD, or other media. You can also use this information to populate the Description of Contents tab.

The Email Log tab lists all email messages associated with the selected submittal. When a user clicks File as or File in Project (then chooses Submittal as the option) from the legacy Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here. You can also add email messages by clicking Add or dragging and dropping from Microsoft Outlook.

To include any additional files that may be related to 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.

Mark the Next Action checkbox if you want to forward the submittal to another contact, respond to the submittal sender and close it, or just close it after filing the submittal.

Click OK at the bottom of the dialog box. Project Center files the submittal in the Under Review category of the Submittals activity center.

Other methods of filing submittals

To file a submittal from a Microsoft Outlook email message

See Log a Contract Management Item from Microsoft Outlook.

 

To file a submittal from an Info Exchange file transfer

See Download Files from Info Exchange and Track Them with a Submittal.

 

To file multiple attachments received in one email message as submittals

See File Multiple Attachments Received in an Email Message as Contract Management Items.

 

Next steps in the submittal workflow

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