Submittals

You can use submittals to track items that require approval before they're fabricated and delivered to the designated location. The responsible company can submit information about the item in different formats such as shop drawings, cut sheets on equipment, and material samples.

You create a submittal for an equipment. On the due date, the responsible company provides a document with the equipment details for your approval. After the details are reviewed and approved, you return the document to the responsible company.

Then they deliver the equipment to the job site three days after the scheduled delivery date. After the delivery, you update the submittal with the actual dates.

  • In the project menu, click Records > Submittals.

Create a basic record in the Create panel, or create a record with detailed information in the full form. In the full form, you can add tracking information such as the start date, lead times, due date, and scheduled delivery date. Then you can update the record with the actual dates later.

  • Required fields are marked with an asterisk (*) but aren't enforced for draft records.
  • If autonumbering is off, the Number field is editable until the record is saved with a non-draft status. If autonumbering is on, the number is assigned after the record is saved with a non-draft status.
  1. If the right-side panel is closed in the Submittals module, click info (Information) on the navigation toolbar.
  2. On the navigation toolbar, click add_circle (Create).
  3. In the Create panel, enter the record details.
    • To change the workflow status, select an option from the list.
    • In the Subject field, enter the name of the submittal item.
    • Enter the revision number.
    • From the Spec Section list, select the spec section for the submittal item.
    • Add the submittal to a submittal package.

      • The Submittal Package field is displayed in the panel if the field uses the lookup list. If the field uses submittal package records, you can select a submittal package in the full form.

    • To add a location, click the Location field, select a parent or child location, and then click Apply.
    • In the Responsible Company field, select the name of the company.

      • Users from the selected company have access to the record.

    • 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.
    • In the comments field, enter a comment, and click link (Links) to link items.
  4. Click Save or Save + Add Another.

    5. You can open the full record to enter additional details, link items to it, and share it with other people.

  1. On the navigation toolbar, click add_circle (Create).
  2. To open the full form, click aspect_ratio (Expand).
  3. In the Subject field at the top-left, enter the subject.
  4. In the Information panel, enter the record details.
    • To change the workflow status, select an option from the list.

      • The Closed toggle is turned on automatically in certain cases, such as when you select a locked workflow status.

    • Enter the revision number.
    • From the Spec Section list, select the spec section for the submittal item.
    • Add the submittal to a submittal package.
    • To add a location, click the Location field, select a parent or child location, and then click Apply.
    • In the Responsible Company field, select the name of the company.

      • Users from the selected company have access to the record.

    • 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.
  5. On the Comments tab, enter a description, click link (Links) to link items, and then click Send icon (Send).

    6. When you click Send icon (Send) to add the description, the record is saved and the Documents for Review box appears.

  6. In the Documents for Review box, optionally do the following:
    • Click link to attach files or drawings for the recipients to review.
    • To indicate that this submittal includes physical samples, select Physical Submittal.
  7. On the Tracking tab, enter the following information:
    • Start Date: The date that's used to calculate the due date if lead times are used. The total lead time is subtracted from this date.
    • Lead Times: The number of days required to approve, fabricate, and deliver the item.
    • Due Date: The date that the responsible company will provide the submittal item. The due date in the Information panel is updated at the same time.

      • To automatically set the due date based on the lead times, turn on the Use Lead Times To Set Due Date toggle. The Due Date field becomes read-only.

    • Sch'd Delivery: The date that the responsible company will deliver the item to the designated location.
  8. To set who has access to the record, click group , and then select an option.
  9. To link an item to the record, click link (Links), click Plus icon (Add), and then select the item type.
  10. To save the changes and keep the record open, click save (Save).

    11. —Or—

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

    After the item is reviewed, returned to the responsible company, and delivered to the designated location, you can enter the actual dates on the Tracking tab.

  1. Ensure that the submittal record is saved with a non-draft status.
  2. In the Information panel of the record, click Create Revision.

    3. The record number is copied to the revision, and the revision number is incremented automatically.

    The record number and revision number combination must be unique.

  3. Edit the record details.

You can organize your submittals by grouping them in submittal packages. Depending on whether submittal package records are made available in the record settings, the Submittal Package field uses the submittal package records or the Submittal Package lookup list.

If submittal packages records are available, you can also create a submittal package and add submittals to it.

  1. In the submittal record, open the Information panel.
  2. If the Submittal Package field uses submittal package records, click Search icon (Search), and then select a record.

    3. —Or—

    If the Submittal Package field uses the lookup list, select a submittal package name, or enter a new one in the field.

    • New submittal packages are added to the lookup list settings at the portfolio and project levels. If this setting is unlocked at the project level, the new submittal package is only added at the project level.
    • If you edit the name of the submittal package in the record, the previously named submittal package is retained as a separate lookup list item.

In a submittal, you can set the due date and scheduled delivery date for a submittal item. Then you can enter the actual dates for the submittal item.

You can also edit submittals by using the Excel import sheet.

  1. Click the Tracking tab.
  2. In the Submittal Tracking section, enter the following information:
    • Actual Date: The date that the responsible company provided the submittal item.

      • The +/- field displays the number of days between the due date and the actual date.

      The due date was March 1, but the item was actually submitted on March 3 (two days late). Therefore, this field displays +2.

    • Returned: The date that the item was returned to the responsible company after it was reviewed.
    • Actual Delivery: The date that the responsible company delivered the item to the designated location.

      • The +/- field displays the number of days between the scheduled delivery date and the actual delivery date.

      The scheduled delivery date was March 1, but the actual delivery date was March 3 (two days late). Therefore, this field displays +2.

  1. Click the Comments tab.
  2. In the Documents for Review box, optionally do the following:
    • Click link to attach files or drawings for the recipients to review.
    • To indicate that this submittal includes physical samples, select Physical Submittal.

Documents that are listed in the Documents for Review box will be shared with ProjectSight recipients.

You can export submittals 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.

  • Record permissions, field permissions, and workflow status permissions are checked when you export submittals to an Excel file and when you import the file into ProjectSight.

    • You have the following permissions:

    • Modify permission for submittals
    • Modify permission for the Spec Section field

    In the Excel file, you:

    • Add a row and enter information for a new submittal.
    • Change the Spec Section field for each submittal.

    After you import the file back into ProjectSight:

    • The new row is ignored because you don't have the Create permission for submittals.
    • The Spec Section field is updated for each submittal.
  • New submittal packages can't be created using the Excel file, and you can only select an existing submittal package.
  • To avoid an import error, make sure you enter information in the Resolution field if the Date Resolved and Resolved By fields contain information.
  • The Excel file can only be imported into the project that it was exported from.

In the Excel file, required fields are light red, and read-only fields are light blue. A row or cell is read-only if:

  • The record or field is locked at the time of the export. Records and fields can't be unlocked in the Excel file.
  • You don't have the Modify or View permission for the field. If you don't have the View permission for a required field, the content is hidden for non-draft records.

    • For submittals, you don't have the View permission for the Subject field.

    • In the first row, the Subject field is editable because the record is a draft.
    • In the second row, the Subject field is read-only with hidden content because the record isn't a draft.
    Locked rows and fields

When you import the Excel file back into ProjectSight:

  • If new values were entered after this spreadsheet was exported, your edits are flagged.
  • Blank rows and fields are ignored.
  • If a non-draft workflow status is selected, and a required field is invalid or empty, the new record remains a draft.
  • If a record or field is locked, or a list option is deleted before the import, changes to that record or field are ignored.
  • The resolution is only added if the record has a description.
  • The Resolution, Date Resolved, and Resolved By fields are updated in the record. If the Date Resolved and Resolved By fields are empty in the Excel file and in the record, the current user and time stamp are used.

For exported submittals:

  • If the Draft workflow status is selected for a non-draft record, the original workflow status is retained.
  • If the content in the Description field is deleted but not replaced, the original description is retained.
  • If a record is deleted before the import, that record isn't restored after the import.
  1. In the Submittals module, filter the records that will be exported to Excel.
    • In the Search panel, set the filters.
    • To export specific submittals, select their checkboxes. If none are selected, all the submittals 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 Submittals tab, enter the submittal details in a new row.
  6. Edit any existing submittals.

    7. You can copy and paste unlocked cells.

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

    2. The submittals 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 Submittals module.
  5. On the navigation toolbar, click Project export toolbar button (Import/Export) > Update from Excel.
  6. Select the Excel file to import.

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

Closed toggle

The toggle is turned on automatically for the submittal when:

  • You save the submittal with a locked workflow status. If you change the submittal back to a non-locked workflow status, you must manually turn off the Closed toggle.
  • You select the Closed checkbox for the submittal in a submittal package.
  • The submittal is part of a submittal package when you create a revision of that submittal package.
  1. Open the submittal in the full form.
  2. If the submittal is locked, unlock it.
  3. In the Information panel, click the Closed toggle.