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.

  1. On the navigation toolbar, click menu (Navigation).

    2. —Or—

    Open the project home page.

  2. Click Document Control > 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 records that use the Draft workflow status.
  • For draft records, you can't edit the Number field. For non-draft records, the field is editable, or it's automatically completed after you sync your data.
  • Duplicate numbers aren't checked until after synchronization. You can edit the number in the iPad record and then sync your data again.
  1. If the right-side panel is closed in the Submittals view, click info (Information) on the navigation toolbar.
  2. On the navigation toolbar, click add_circle (Create).
    3. A draft record is saved immediately in the record view.
  3. In the Create panel, enter the record details.
    • To change the workflow status, select an option from the list.
      • Workflow state field
    • In the Subject field, enter the name of the submittal item.
    • Enter the revision number.

      • If you use an alphanumeric combination, the revision number isn't incremented automatically when you copy the record.

    • From the Spec Section list, select the spec section for the submittal item.
    • In the Submittal Package field, select a submittal package.

      • The field is displayed only when it uses the lookup list.

    • 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, click link (Links) to link items, and then click Send icon (Send).
  4. Click save (Save).

    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.
      • Workflow state field

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

    • Enter the revision number.

      • If you use an alphanumeric combination, the revision number isn't incremented automatically when you copy the record.

    • From the Spec Section list, select the spec section for the submittal item.
    • In the Submittal Package field, select a submittal package.

      • The field is displayed only when it uses the lookup list.

    • 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. 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.
  7. To set who has access to the record, click group , and then select an option.
  8. To link an item to the record, click link (Links), click add (Add), and then select the item type.
  9. To save the changes and keep the record open, click save (Save).

    10. —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 synced to the database.
  2. In the tile or list view, on the submittal record, click more_horiz (More) > Copy.

    3. —Or—

    Open the submittal record, and then click content_copy (Copy) on the navigation toolbar.

    The record number is copied to the revision, and the revision number is incremented automatically. However, alphanumeric revision numbers aren't incremented.

    • If autonumbering is off, the Number field is editable until the record is synced.
    • The record number and revision number combination must be unique.
    • The description is copied to the comments field, so you can edit it.
  3. Edit the record details.

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.

  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.