Respond to Submittal and Close dialog box

Use this dialog box to file a response to the sender of a submittal and close it. You can approve or reject the submittal, or file a  No Exceptions or a Revise and Resubmit response.

To

Click to open the Choose Project Team Members dialog box to select the contacts to send the submittal response to. The contact who sent the original submittal is entered by default. You can also type email addresses directly in this field.

CC

Click to open the Choose Project Team Members dialog box to select anyone else to include in the response. You can also type email addresses directly in this field.

Contacts in the CC field will receive a link to download the files, but will not be sent reminders.

From

Click to open the Choose a Project Team Member dialog box to select the contact the submittal response is from. You can also type email addresses directly in this field. If this submittal was created from an Info Exchange file transfer or an email message, the contact who sent it is automatically entered in this field.

Subject

Project Center enters the subject of the original submittal. You can edit it.

Action

Select the action taken on this submittal.

Hide Recipient List

For Info Exchange transfers only: Mark this checkbox if you want to hide the list of recipients, which allows you to send bid documents to multiple bidders without the bidders being able to identify the other recipients. If this option is not checked, then the email notifications and transmittals will contain the To: and CC: contacts.

Date

Enter the date of the response.

Send Via

Select the method in which you are sending this submittal response from the drop-down list.

If you choose a drag and drop method, you will be required to add files to the submittal.

Log in Document Control

When a file has been added to the this item through the Associated Files/Files to Send tabs using Include Files From > Record Documents, marking this checkbox will log the file’s record document as Issued in the Document Control activity center (the revision’s Revision State changes from Draft to Issued) and the Last Issued date is logged.

Transmittal ID

Enter an ID number for the transmittal being created for the submittal response, or use the default.

Submittal ID

The architect ID number for the submittal.

Response tab

Use the Response section of this tab to enter the response to the submittal. The Summary section contains a summary of the submittal.

Description of Contents tab/Associated Files tab/Email Log tab/Related Items tab/Change Log tab

Refer to the Forward Submittal for Review dialog box for a description of the tabs.

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. the submittal.

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

Print or Email Form After Filing

Mark this checkbox to open the Transmittal form, which you can review and print immediately after filing the submittal, or a transmittal email message in Microsoft Outlook (if you sent it via email) to send to the contacts in the To field to notify them that an action has been taken.

Create Related

Mark this checkbox to create a new contract management or action item that is automatically related to this item, and then select the type of item you want to create from the drop-down list. The corresponding Create Contract Management Item dialog box (or the Identify an Action Item dialog box) will open after you close this item.

Options Tab

Use this tab to edit the settings for the transmittal sent via Info Exchange or via Email. The available options depend on which method is selected.

Create

Click to send and file the response. The events that occur depend on how the submittal and its transmittal are being transferred, as indicated in the Send Via field above.

If you chose to send it via Info Exchange:

The submittal is filed in the All Closed category of the Submittals activity center.

The Responded and Closed action is added to the submittal’s Change Log tab.

The file transfer is logged in the All Outgoing log of the Info Exchange activity center.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you chose to send it via Email:

An email message opens in Microsoft Outlook containing the files and information about the file transfer. Edit the message, then send it.

The submittal is filed in the All Closed category of the Submittals activity center.

The Responded and Closed action is added to the submittal’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

If you choose to send it via hard copy:

The submittal is filed in the All Closed category of the Addendums activity center.

The Responded and Closed action is added to the submittal’s Change Log tab.

The transmittal is filed in the All Sent log of the Project Transmittals activity center.

The contacts are sent an email message notifying them of the action.

If you selected Revise and Resubmit in the Action field, the Create an Expected Resubmission dialog box opens, which gives you the option to file a new expected submittal for the original submittal.

To access this dialog box

You can access this dialog box in the following ways:

• Select a submittal from the Under Review category, then click Close > Respond and Close from the Tasks panel of the Project Submittals activity center.

• Mark the Next Action checkbox and select Respond and Close from the drop-down list in the Record Reviewer Response for Submittal dialog box or the Log a Received Submittal dialog box.

If the selected submittal has files associated with it, the Select Files to Send dialog box will open before this dialog box.