Respond to a Submittal Sender

When tracking submittals, you can send a response to the contact who sent you a submittal. Perform the following steps to respond to a submittal sender.

To respond to a submittal sender

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

2.     Select the submittal you are responding to from either the Under Review category or the Overdue category.

3.     Click Close > Respond and Close from the Tasks panel to open the Respond to Submittal and Close dialog box, as shown here. Project Center automatically fills in the information from the original submittal.

If the submittal has files associated with it, the Select Files to Send dialog box will open first. Select the files you want to send with the submittal response.

4.     Click the Action drop-down list and select the decision you made regarding the submittal.

5.     Click the Send Via drop-down list and select the method in which you are sending this submittal.

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

6.     Enter the response in the Response tab.

7.     To include any additional files with the submittal, add them by clicking the Associated Files tab, then click the  icon. Navigate through the folders until you locate the file, then click Open. Repeat as necessary until you have added all the necessary files.

8.     Modify any other information as necessary.

9.     The Save Record Copy  in field (in the Associated Files tab) contains a default location in which a record copy of the submittal will be saved. You can change the location by clicking the  icon.

10.  Click Create at the bottom of the dialog box. The submittal is filed in the All Closed category of the Submittals activity center. The closed category it is filed to is based on the category selected in the Action drop-down list above.

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

The events that occur depend on how the submittal (and its transmittal) is being forwarded, as indicated in the Send Via field.

Via Info Exchange or a drag and drop method

Click to open the Transfer to Info Exchange Options dialog box to edit the settings for the file transfer, including who can access it and reminder settings, and transfer it to your Newforma Info Exchange Server.

1. • 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.

Via email

Click to open an email message in Microsoft Outlook containing information about the submittal and its files. Edit the message, then send it.

If the submittal has files attached to it, the Sending Email dialog box opens, in which you can configure how to attach the files.

• 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.

Via hard copy

Click to file the submittal and a transmittal.

• 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.

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