1   Project Center administrators can set which tasks appear here using the Remove Contract Management Item Tasks dialog box.

Submittals

●      New Submittal > Create Submittal

Click to open the Create Submittal dialog box to create a new submittal or to file an expected one.

●      New Submittal > Log a Received Submittal

Click to open the Log a Received Submittal dialog box to log a received submittal.

●      Create a Report

Click to open the Create Report dialog box to select the type of submittal report to create. The report contains the contents of this log.

1   You can customize which columns appear in reports simply by selecting which columns to show and hide in the activity center. Simply right-click on column headers to add or remove columns. A checkmark indicates the column will appear in the activity center and the report.

●      Import Spreadsheet

Click to open the Select Spreadsheet dialog box to select a Microsoft Excel spreadsheet containing submittal data that you can import. The imported submittals are placed in the appropriate submittal log based on the type imported.

●      View Pending Items

1   This task appears when there are Pending Incoming submittal transfers.

Click to list only Pending submittals.

Selected Submittal

The following list shows all available tasks for all submittal categories, in alphabetical order. The tasks that appear depend on which category you select from.

●      Close > Close

Click to open the Close Submittal dialog box to close the selected submittal without providing a response.

●      Close > Respond and Close

Click to open the Respond to Submittal and Close dialog box to file the response to the sender of the submittal and close it. If the submittal has files associated with it, the Select Files to Send dialog box will open first.

●      Close > Send and Close

Click to open the Send and Close Submittal dialog box to send the selected submittal to other contacts and close it.

●      Create Similar Submittal

Click to create a new submittal based on the one selected. The new one contains most of the information from the original, except for unique identifiers such as the ID. The new one is also automatically related to the original. Supporting documents from the original are included.
If the original has no received actions (such as those is a draft/expected state), the Create Submittal dialog box opens. If the original has at least one receive action, the new one will be created using the Log a Received Submittal dialog box.

1   If the original contains a receive action with files and/or description of contents entries, the Select Files and Description of Contents dialog box opens first, enabling you to select the items to include in the new copy.

●      Delete

Click to delete the submittal from Project Center.

1   You must be a Project Center administrator and have a contract management role to delete submittals.

●      Forward for Review

Click to open the Forward Submittal for Review dialog box to forward the submittal to any contacts who are responsible for reviewing the submittal and to create a transmittal. If the submittal has received files or supporting documents associated with it, the Select Files to Forward for Review dialog box will open first so you can select the files to forward.

●      Modify

Click to open the Modify Submittal dialog box to edit the selected submittal, including due dates, email message reminder settings, and the description.

●      Receive

Click to open the Receive Submittal dialog box to file an expected submittal that has arrived. The data from the selected expected submittal will appear in the new submittal.

●      Receive Pending Submittal

Click to open the Log a Submittal dialog box to choose whether to log a new submittal that you received or an expected one. The Log a Received Submittal dialog box then opens.

●      Record Reviewer Response

Click to open the Record Reviewer Response for Submittal dialog box to record a response received about a submittal that you forwarded to other contacts. When you receive a response back from a contact, record it using this feature to track its progress.

●      Related Items >

See the Related Items Tasks topic for information.

●      Reopen

Click to open the Re-Open Submittal dialog box to re-open a closed submittal.

●      Review Related Action Items

Click to open the Related Action Items activity center to view action items related to the selected item.

●      Review Related Markup Sessions

1   This task is available only when you select a submittal that has related markup sessions.

Click to open the Related Markup Sessions activity center to view information about and preview the related markup sessions.

●      Schedule an Expected Resubmission

Click to open the Create an Expected Resubmission dialog box to schedule an expected resubmittal for a rejected submittal.

●      Send

Click to open the Send Submittal dialog box to send the submittal to other contacts to review, and create a new outgoing transmittal for the submittal.

●      Send Email About Submittal > To the Sender

Click to open an email message in Microsoft Outlook to send to the contact who originally sent the submittal. The email message includes information about the submittal.

●      Send Email About Submittal > To the Recipients

Click to open an email message in Microsoft Outlook to send to the original submittal recipients as a reminder or with additional information. The email message includes information about the submittal.

●      Send Email About Submittal > To All Reviewers

Click to open an email message in Microsoft Outlook  to send to the contacts who are currently reviewing the submittal, as a reminder or with additional information. The email message includes information about the submittal.

●      Send Email About Submittal > To All Participants

Click to open an email message in Microsoft Outlook to send to all submittal participants, including the sender, recipients, and reviewers as a reminder or with additional information. The email message includes information about the submittal.

●      View Form

Click to open the Submittal form to view or print the selected submittal's history and details.

Selected Action

See Selected Action panel. Access the actions by clicking the expand icon in the first column next to each submittal.

The file tasks apply to files in the Supporting Documents tab. See File Tasks panel.

See Email Tasks panel.

See Related Item Tasks panel.

Project Submittals

Category drop-down list

The category drop-down list contains filters to display the submittals in particular categories. For example, if you want to view overdue submittals, select Overdue from the list. Only overdue submittals will appear in the log. You can also choose to display submittals for all project users or only submittals on which you are listed as the sender or recipient. Each category is explained below.

Click to toggle between showing submittals for all users or only submittals you are involved with.

All

Click to display all submittals that have been entered for this project.

Pending Incoming

Click to display all submittals sent via Info Exchange that need to be received. When a submittal or submittal response is logged by a project team member on Info Exchange, it will show up in this category.

Draft

Click to display all submittals that have been logged as a draft and have not been sent.

Under Review

Click to display submittals that have been received, but responses have not been sent to the submittal senders.

1   When a non-expected submittal is first filed, it is placed in the Under Review category.

Awaiting Action

Click to display submittals that have been received, but they:

• Have not been forwarded for review, or

• Have been forwarded for review, but a response has not been received, or

• Have been forwarded for review and all responses have been received, but there has been no response sent to the submittal sender.

Forwarded for Review

Click to display submittals that have been forwarded with a due date for another contact to review that have not been received back yet.

Response Overdue

Click to display submittals that have been forwarded but the responses back from the reviewers are overdue.

Overdue

Click to display submittals that have not had a response sent to the submittal sender by the due date (the due date was filled in when the submittal was entered).

Expected

Click to display all submittals filed as expected.

Expected Resubmission

Click to display expected submittals that were created for submittals that require the sender to resubmit the submittal (the action taken on the submittal was Rejected or Revise and Resubmit).

Late

Click to display expected submittals that are late.

All Closed

Click to display submittals that have had a response sent to the submittal sender and have been closed.

No Action Taken

Click to display the submittals that had a response sent to the submittal sender, and the action selected was No Action Taken.

Approved

Click to display the submittals that had a response sent to the submittal sender, and the action selected was Approved or Approved as Noted.

Rejected

Click to display the submittals that had a response sent to the submittal sender, and the action selected was Rejected or Revise and Resubmit.

Filter All Columns

You can filter by any text that appears in any of the columns in the log. For example, if you know the subject (or part of the subject) of the submittal that you are searching for (or the ID, status, due date, etc.), enter at least part of the text in this field. The submittals list updates automatically as you type. For example, if the submittal you are searching for has the number 30 somewhere in one of the columns, enter 30 in this field. The list will be narrowed down to only submittals that have the number 30 somewhere in one of the columns.

Click to toggle between showing and hiding the column filter fields.

Clear

Click to clear all filters.

Submittal log

The submittal log displays the submittals for the category selected above. Click a submittal for a list of tasks you can perform, which appear in the Tasks panel. Double-click a submittal to open the Modify Submittal dialog box to view the submittal's information and settings.

1   Submittals (and actions) are listed in red if the submittal is overdue or if a review response is overdue.

1   You can drag and drop or copy and paste email messages from Microsoft Outlook and files from Windows Explorer into the Submittal log to create a new submittal. This also prevents Microsoft Outlook from opening multiple instances of Project Center.

Columns

Column headers are different for each category. The following list includes all column headers for all submittal categories. Some categories may not include all headers, and they may not be in the order listed here. If you move and resize columns, they are saved in that position for each category. Column settings are reflected in submittal reports. Right-click on any column header to list and de-list columns. Click the icons for more filtering options.

ID

The submittal ID number. The submittal ID can contain the submittal's specification section if it's configured to do so in the Edit Project Settings dialog box.

Sender ID

The number the contractor gave to the submittal.

Package ID

The ID number of the submittal package. The package ID provides the ability to identify submittals that are entered into Project Center individually for tracking purposes, but have been sent (or received) under one identifying ID. By entering the package ID, you can easily sort the submittal log to view the status of the submittals that were sent in the package.

Spec Section

The specification section of the submittal.

Subject

The subject of the submittal.

Status

The status of the submittal (For Review, Expected, Approved, Rejected, Revise and Resubmit, etc.).

Discipline

Any disciplines applied to the submittal.

From

The contact who sent the submittal.

Received

The date the submittal was received.

Last Action

The last action taken on the submittal. It displays the action and the purpose or type for that item. For example, if a submittal was received and there was no action required selected for the Action field, the Last Action column would display Received – No Action Required. If you were looking at an entry in the Under Review category that had a Last Action of Received – No Action Required, that indicates that the item needs to be closed using the Close task.

Contract

The contract the submittal is associated with.

Forwarded To

Any contacts you forwarded the submittal to.

Review Due Back

The date the submittal is due back from the contacts reviewing it if it is not yet received. It is based on the oldest Forward for Review date.

Due Back From

Any contacts a response to the submittal is due back from.

Current Reviewer

The contact currently reviewing the submittal.

Due Date

The date a response is due back to the contact who sent the submittal.

Response Date

The date you responded to the submittal with an Approved, Rejected, or No Action Taken action (for Closed submittals only).

Total Days

The number of days to process the submittal. The count starts from the start date, which is either when the item was created or the received date, and ends either now or when it was closed if a closed date was entered. If it is re-opened, it displays the count from when the submittal was created. It's based on calendar days (not business days) and does not consider holidays in its calculations.

Remaining Days

The number of days remaining until the Due Date. This number will be negative for overdue items.

Keywords

Any keywordsIn Project Center, keywords are words you can add to items to use for filtering. When you add keywords, they appear in the Keywords column of the corresponding Project Center activity centers. You can then filter the list of items using the keywords to quickly find the items you are looking for. applied to the submittal.

Related Items

If the submittal has any related items, the icons appear here.

Related Project Items

This column is a text version of the icons in the Related Items column. The text will appear in reports.

To

To contact the submittal was sent to.

Last Forwarded

The date the submittal was last forwarded.

Last Reviewed

The date the most recent reviewer returned the submittal. (The most recent review response date.)

Review Days

The total number of days the submittal has been in the review cycle for all reviewers. The minimum value is 1.

Internal Notes

Any personal notes added to the submittal. These are also added to the Remarks Summary tab.

Supporting Documents

Any files attached to the submittal.

Originated By

The contact the submittal came from.

Lead Time

The amount of time that it will take to get the materials from the manufacturer.

Need Onsite By

The date that the submittal materials are needed at the site.

Expected

The date an expected submittal or a resubmitted submittal is expected (for Expected submittals only).

Closed Date

The date the submittal was closed.

Actions

The actions drop-down displays a history of the actions taken on the selected submittal, including when it was received, responded to, forwarded, approved, rejected, etc. Every action represents a communication between a sender and recipients and is linked to a transmittal, which you can print out. You can undo individual actions to revert the submittal to its prior state. Selecting an action displays tasks you can perform on it, including displaying its transmittal form, modifying the action, or deleting the action. Double-click an action to open the Transmittal form to view the transmittal form for the submittal action. An example of the action history is shown here:

Type

The type of action performed. Each type can have multiple actions, which you can add, as described next.

Action

The action taken. To add new action types, refer to Add a Submittal Action.

Date

The date of the action.

From

Who performed the action.

To

The recipient of the action taken.

Due Date

The due date is either the submittal due date or the forward for review due date – depending on the action taken.

Remarks

Any remarks entered about the action taken.

Via

How the action was sent.

1   To delete a transmittal that is associated with a submittal action, select the submittal, then delete the corresponding submittal action.

1   Actions are listed in red if the submittal is overdue or if a review response is overdue.

1   See Modify Action in the Selected Action panel topic for an explanation of how modifying an action works.

1   You can customize the actions in the Project Center Administration Activity Center Keywords tab.

Files related to the action

The Files Sent tab contains any electronic files that were included with the selected submittal action. Select a file to display file tasks you can perform, including opening, comparing, sending, and publishing the file.

Remarks Summary tab

Any messages and internal notes included with the submittal appear here. If the submittal originated from an email message, the contents of the email is added here.

Description of Contents tab

A description of the contents of each action taken in the submittal workflow appears here. This information is used to fill in the Contents section of the Transmittal form. You can edit the contents as you move through the submittal workflow by clicking Modify from the Tasks panel to accurately reflect what is being sent.

In each step (action) of the workflow (Forwarded for Review, Review Response, and Responded and Close), you can fill in the Description of Contents tab with what is sent or received, as shown in the following example.

Workflow

The task that was selected from the Tasks panel (Forwarded - For Review, Received - For Review, etc.).  

From

The originator of the action.

Qty

The quantity of each item received with the submittal.

Date

The dates individual items were received with the submittal.  For example, if you have six shop drawings, it may help to track dates on each individual sheet.

Number

The number for each item.

Description

The description of each item.

Action

The action that was selected for the item from the Action drop-down list in the submittal's Description of Contents tab.

Remarks

Any remarks about each item.

Revision

The revision number, if applicable.

Scale

The drawing scale, if applicable.

Size

The drawing size, if applicable.

File Summary tab

This tab contains any electronic files that were included with the submittal. Select a file to display file tasks you can perform, including opening, comparing, sending, and publishing the file. These files are stored in a compressed .ZIP file that is referenced by the submittal. Each column in this tab is described here.

Name

The name of the file.

1   If the file is an email message, Project Center creates the file name with the date, a system generated ID, and the subject of the email.

Type

The file's type.

Workflow

The workflow step (Forwarded, Review Response, etc.) for the file.

Size

The file's size.

Modified

The date the file was last modified.

ZIP Folder

The full path to the location of the .ZIP file.

Related Items

Any Project center items related to the file.

Email Log tab

This tab lists all email messages associated with the selected submittal. When you click File as or File in Project (then choose the Submittal option) from the Project Center Add-in for Microsoft Outlook Toolbar, the email message appears here.

1   You can copy and paste and drag and drop email messages from Microsoft Outlook and Windows Explorer into this tab.

1   To file a reviewer response, you can drag and drop an email message into this tab, then select the email message and click Log as from the Email Tasks panel and select the Reviewer Response option.

Double-click an email message to open it in Microsoft Outlook. From there, you can reply to or forward the message.

1   The number in parentheses indicates the number of email messages filed to the submittal.

Supporting Documents tab

Use this tab to attach files to the selected submittal, and to view attached files. For example, if you receive a submittal and a particular drawing is related to it, you can use this tab to attach the drawing file to the submittal. Another example is if you receive a file with a submittal, mark it up, and want to send the marked up file to a reviewer. Also, files sent using the Add to > Submittal task are added to this tab.

1   The number in parentheses indicates the number of files that are attached to the submittal.

1   You can copy and paste and drag and drop files from Windows Explorer into this tab.

Preview tab

A preview of the selected file appears here.

Related Items tab

This tab lists all related Project Center items for the selected file.

Related Items tab

This tab lists all related Project Center items for the selected submittal.

Create Related > Action Item

Click to open the Identify an Action Item dialog box to create a new action item and link it to the current submittal.

Create Related > Transfer > Via Email

Click to open the Send Files to Email Recipients dialog box to send project files via email. Nothing is logged in this tab.

Create Related > Transfer > Via Info Exchange

Click to open the Transfer Files to a Newforma Info Exchange Server dialog box to transfer project files via your Newforma Info Exchange Server and link the transfer to the current submittal.

Create Related > Transmittal > Via Email

Click to open the Send Files and Create an Outgoing Transmittal dialog box to send project files via email, file an outgoing transmittal for a file transfer, and link the transfer to the current submittal.

Create Related > Transmittal > Via Info Exchange

Click to open the Transfer Files and Create an Outgoing Transmittal dialog box to transfer project files via your Newforma Info Exchange Server, create a new outgoing transmittal for the file transfer, and link the transfer to the current submittal.

Create Related > Contract Management > Contract Management Item

Click to open the Create Contract Management Item dialog box for the type of contract management item you selected to create a new CM item and link it to the current submittal.

Create Related > Web Link

Click to open the Create Web Link dialog box to enter a web link and automatically relate it to the selected Project Center item. After it is created, the Relation Type column will indicate Web Link, and users can double-click on it to open the website.

Relate to >

Click to select an existing project item and establish a relationship between it and the currently selected submittal. This gives you the ability to link two items that are related together. (For example, a markup session that is related to a submittal.) Select Another Project Item to open the Select Project Item dialog box to locate an item that is not in the list. When you create a relationship between two items, each item's icon is added to the other item's Related Items column and tab.

Remove

Click to unlink and remove the selected project item from the Related Items tab.

1   Removing a related item from the Related Items tab does not remove it from the database.

The Relation Type column  has two icons to indicate the relationship type:

●        The icon indicates that the relationship was created by a user and can be deleted (such as an action item related to a submittal).

●        The icon indicates that the relationship was created by Project Center and cannot be deleted (such as a transmittal or record copy related to a submittal).

Change Log tab

This tab displays a history of the actions taken on the submittal, including when it was created, modified, who was involved, and any details.