Download Files from Info Exchange and Track Them with a Submittal

Perform the following steps to:

• Create a new submittal from the file transfer;

• Add the files to an expected submittal;

• Log the files as a reviewer response to an existing submittal;

• Add the files as supporting documents to an existing submittal.

To download and save an incoming file transfer and track it with a submittal

1.     If you are not already there, open the Info Exchange activity center (shown below) by clicking Info Exchange from the Project Home activity center or from the Activities list.

2.     Select All Incoming from the category drop-down list.

3.     Select the Pending Incoming Transfer file transfer you want to download.

4.     Click Receive Pending File Transfer from the Tasks panel to open the Receive Pending Transfer dialog box, as shown here:

If the Automatically Download Incoming Transfers option is selected in the Info Exchange tab of the Edit Project settings dialog box, the Acknowledge Receipt task appears instead of the Receive Pending File Transfer task. Click it to acknowledge the transfer.

If the file transfer was sent from an internal project team member via the web, a message appears asking if you want to record the transfer as an outgoing file transfer. Click No to be able to create a submittal for the transfer.

5.     In the A Record Copy (ZIP File Format) Will be Saved in the Following Project Folder field, click if you want to change the location where the record copy of the file transfer will be saved. (The default location is defined in the Edit Project Settings dialog box.)

6.     Choose the Transfer Right Now Using this Project Center Client option.

7.     Choose the Record this File Transfer as a... from the Next Action drop-down list and click OK. The File as dialog box opens:

8.     Select whether you filing the transfer as a New Item or a Reviewer Response, then select Submittal from the list. Click OK. The Log a New Submittal dialog box opens.

If you select Reviewer Response, you will be prompted to select the submittal. Selecting this option files the transfer as a reviewer response to an existing submittal. Once the file transfer is downloaded, it is listed as a Received Submittal Review Response under All Incoming of the Info Exchange activity center. The reviewer response and files are added to the File Summary, Description of Contents, and the Change Log tabs of the selected submittal. The record copy is saved to the designated folder.

9.     Choose one of the following options:

• Choose Log a Received Submittal to create a new submittal for the file transfer, then click OK. The Log a Received Submittal dialog box opens. Fill in the required information, then click OK to create and file a submittal for the transfer. Once the file transfer is downloaded, it is listed as a Received Submittal in the All Incoming log of the Info Exchange activity center. The files are added to the Received Files tab of the selected submittal, and the submittal is filed in the Under Review category of the Project Submittals activity center. The record copy is saved to the designated folder.

• Choose Select from a List of Expected Submittals to add the files to an expected submittal. Select the expected submittal to add the files to, then click OK.
  The Log a Received Submittal dialog box opens. Fill in the required information, then click OK to file the submittal. Once the file transfer is downloaded, it is listed as a Received Submittal in the All Incoming log of the Info Exchange activity center. The files are added to the File Summary tab of the selected submittal, and the submittal is filed in the Under Review category of the Project Submittals activity center. The record copy is saved to the designated folder.

• Choose Add as Supporting Documents to an Existing Submittal to add the transferred files to an existing submittal. Select the submittal to add the files to, then click OK.
  Once the file transfer is downloaded, it is listed as a Received Submittal in the All Incoming log of the Info Exchange activity center. The files are added to the Supporting Documents tab of the selected submittal in a .ZIP file. The .ZIP file is given the file transfer's subject as its filename. The record copy is saved to the designated folder.

You can also file a Received Transfer as a contract management item by clicking File As from the Tasks panel.