Submittal packages

You can create submittal packages to compile and track groups of items that must be submitted for approval. These packages might include shop drawings, installation drawings, material samples, concrete mix designs, material specification sheets, or design sketches.

Several concrete mix designs need a review and have a common .pdf file. You create a submittal package and add a submittal for each design. Then you upload and link the .pdf file to the submittal package.

  • In the project menu, click Records > Submittal Packages.
  1. In the Submittal Packages module, click the submittal package.
  2. To open the submittal in the same tab, click chevron_right (Open) on the submittal row.

    3. —Or—

    To open the submittal in a new tab, click open_in_new (Open) on the submittal row.

You can create a submittal package and add submittals to it.

The Number, Spec Section and Revision combination must be unique.

  1. On the navigation toolbar, click add_circle (Create).
  2. Select the spec section.
  3. Enter the revision number and description.
  4. Click Create.
  5. In the Subject field at the top-left, enter the subject.
  6. In the Information panel, enter the record details.
    • To change the workflow status, select an option from the list.
    • To add a location, click the Location field, select a parent or child location, and then click Apply.
    • To add an assignment, click Add in the Assigned To section, select the name, and then set a due date.
    • To add a courtesy copy, click Add in the Courtesy Copies section, and then select the name.
  7. On the Submittals tab, add submittals.
  8. On the Comments tab, enter a description, click link (Links) to link items, and then click Send icon (Send).
  9. To set who has access to the record, click group , and then select an option.
  10. To link an item to the record, click link (Links), click add (Add), and then select the item type.
  11. To save the changes and keep the record open, click save (Save).

    12. —Or—

    To save the changes and close the record, click arrow_back Done.

You can add existing submittal records to the submittal package or create and add them in the submittal package. Only non-draft submittals can be added to or created in submittal packages.

  • If you remove the submittal from the grid in the submittal package, the submittal record remains in the database.
  • If you delete the submittal package, its submittal records remain in the database.

Each submittal row contains icons that indicate if there are documents to be reviewed (attachment), assignments (person), and comments or attached files that are quick uploads or selected from the File Library or Trimble Connect (chat_bubble).

If you don't have permission for the attached files, the comments icon (chat_bubble) is still blue, but the attached files aren't available when you open the submittal.

  1. On the Submittals tab, click Add Submittals.
  2. In the Submittal Search dialog, select the submittal, and then click Select.
  3. On the navigation toolbar, click save (Save).
  1. On the Submittals tab, click Add.
  2. In the new row, enter the submittal information.
    • If autonumbering is off for submittals, enter the record number in the Number cell.
    • In the Description cell, click Search button or type directly in the cell. To add another line in the cell, press Alt + Enter.
    • In the Responsible Company cell, select a company.
  3. On the navigation toolbar, click save (Save).

When you create a revision of a submittal package, you can select which submittals are carried over to the new revision. The selected submittals are closed, and a new revision is created automatically for them.

You can create a revision from any submittal package in a series. The next revision number is assigned to the new revision.

A submittal package has three revisions. You open the second revision (02) and create a new revision, which becomes the fourth revision (04) in the series.

  1. In the Information panel of the record, click Create Package Revision.
  2. In the Create Package Revision dialog, select the submittals that you want to include in the revision.

    3. Non-closed submittals are selected automatically.

  3. Click Create.
  4. Edit the submittal package details.

In the submittal package, you can download a ZIP folder that contains:

  • Files that are linked to the submittals in the submittal package.
  • Files that are linked directly to the submittal package in the comments or the Links panel.

PDFs are only included if they were uploaded in the File Library or the Links panel.

  1. Save the submittal package.
  2. On the Submittals tab, click Get Files.

You can turn on the Closed toggle in the Information panel to indicate that the submittal package is no longer under review.

Closed toggle

The toggle is turned on automatically when you save the submittal package with a locked workflow status. If you change the submittal package back to a non-locked workflow status, you must manually turn off the Closed toggle.

  1. Open the submittal package in the full form.
  2. If the submittal package is locked, unlock it.
  3. In the Information panel, click the Closed toggle.

You can export submittal packages to an Excel file where you can edit them and create new ones. Then you can import the file, which can only be used once, back into ProjectSight. If there are any errors, you can review and fix them in a new Excel file.

When you import the Excel file back into ProjectSight:

  • Blank rows and fields are ignored.
  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • If a new submittal package is missing a required field and the error is flagged, the record may not be created.
  1. In the Submittal Packages module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific submittal packages, select their checkboxes. If none are selected, all the submittal packages are exported.
  2. In the list view, add and rearrange the columns, and then save the custom view.

    3. The Excel file will display the columns for the fields in the list view followed by the remaining fields.

  3. On the navigation toolbar, click Project export toolbar button (Import/Export) > Export to Excel.

    4. The Excel file contains the required fields and the fields that you have permission to view.

  4. Open the Excel file.
  5. On the Submittal Packages tab, enter the submittal package details in a new row.
    • If autonumbering is on, a temporary number is assigned to the new record.
    • If autonumbering is off, fix any duplicate numbers on the Submittal Packages tab before you add submittals to the new record.
  6. Edit any existing submittal packages.

    7. You can copy and paste unlocked cells.

  7. On the Submittals tab, select a record in the Submittal Package column, and then enter the submittal details in the row.

    8. The new submittal record is created in ProjectSight when the Excel file is imported. If autonumbering is off for submittals, a record number is assigned automatically to it.

  8. Save the Excel file.
  9. In ProjectSight, open the Submittal Packages module.
  10. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  11. Select the Excel file to import.
  1. In the import error message, click Review Errors.

    2. The submittal packages with errors are exported to a new Excel file.

  2. Review the Feedback column and fix the associated errors.
  3. Save the Excel file.
  4. In ProjectSight, open the Submittal Packages module.
  5. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.