Submittals

User Personas: Admin | Project Management | Field 

Good Submittal management is a vital element of the successful and timely completion of any project. Submittal Items and Packages can be sent out and tracked as needed throughout your project’s life cycle, ensuring that open communication is always at the forefront of your overall project management strategy.

To perform the actions described in this article, a user must have the Submittals - General Permissions, Share, Change Status to Approved, and Change Status to Void permissions.

Use the links below to quickly jump to a topic:

• View and Manage the Submittals Log
  • Log Features
  • Document Statuses, Due Dates, and Flags
• Create and Manage Submittal Items and Packages
  • Create a Submittal Item or Package
  • Submittal Item & Package Features
  • Import Submittal Items
  • Create a Transmittal
  • Manage Submittal Items and Packages
• Manage Submittal Attachments
  • Attach Files to Submittal Item
  • Reorder Attachments on Submittal PDF
• Associate Items to a Package
  • From the Item Level
  • From the Package Level
• Update Submittal Status
• Export Submittal Log
• Submittals Settings

View and Manage the Submittals Log

1. Select Projects on the global navigation menu, then select the desired project from the list
2. Select Submittals from the slide out menu
   • Select the Items or Packages tab depending on the items you wish to manage
3. Use the sort and filter icons on the log to refine the list
4. Select an Item or Package to view it

Log Features

Search, Sort, and Filter the Log

• Use the Search bar at the top of the page to enter your search criteria
• For pages that appear as tables, use the filter buttons on the header to make your desired sorting/filtering selections
• For pages that appear as card lists, use the filter button that appears above the card list (next to the Search bar) to make your desired sorting/filtering selections

See the Navigating through the eSUB Fusion Interface article for more guidance.

Download Documents

1. Select the 3-dot menu in line with the applicable document from the log page, then select View PDF
   
2. Select the desired sections and/or attachments to include in the PDF (if applicable) then select Done
3. If the preview is acceptable, select Download, or select Configure and repeat step 2

See the Document Downloads and Exports article for more guidance.

Export Document Logs

To be able to save your records or for analysis, you can export document logs into CSV. 

Filtering first will save time and make your export cleaner.

Select the Action button and select Export Log. The log file will download into CSV format.

See the Document Downloads and Exports article for more guidance.

Email Documents

1. Select the 3-dot menu from the log page, then select Email
2. Compose the email, then select Send

See the Emailing Documents article for more guidance.

Use the three-dot menu on a document from the log page to quickly access actions for the document, such as Revise or Email.

Document Statuses, Due Dates, and Flags

Documents with an approval process or of a time-sensitive nature have additional features displayed on the log page so that the most pertinent information is available at-a-glance.

Document Statuses

The Status represents the document’s current state. Status options vary by document type.

Due Dates

Documents of a time-sensitive nature may display a due date. Depending on the document type, the due date may represent a date that is pertinent to an internal or an external stakeholder on the project team.

Flags

Some documents can be flagged for urgency while creating or editing the document. Flagging serves as a visual indicator of importance to the user viewing the document log.

Flags are not currently available on the mobile app.

Create and Manage Submittal Items and Packages

Submittal Items can be submitted and tracked on their own or they can be bundled together and tracked as a Package, allowing for your preferred workflow to be accommodated.

Create a Submittal Item or Package

1. Select Projects on the global navigation menu, then select the desired project from the list
2. Select Submittals from the slide out menu
   • Select the Items or Packages tab depending on the items you wish to manage
3. Select the Actions button then Add Submittal Item or Add Package
4. Fill in the fields as desired
5. Select Save when finished

See the sections below for additional information on the various features of Submittal Items and Packages.

Submittal Item & Package Features

General Info

The details of the General Info section appear on the Submittals Log page to give insight into the content and the urgency of the Item or Package and help you to track the progress of the Item or Package.

Correspondence

Select the addressee from your Contacts list and set the sent/returned dates for the Item or Package.

Item Details

Enter the pertinent details of the Item, or select from the pre-existing Items to include them in the Package.

Additional Dates (Submittal Items Only)

Set various dates for the Item to help with tracking the progress of said Item.

Attachments (Submittal Items Only)

Upload any files you would like to associate with the Item.

Internal Notes (Submittal Items Only)

A placeholder for internal notes that may be helpful to you or other project members working on the Item.

Revisions

Revisions allow you to make corrections or updates to the document while also keeping a record of the previous versions. Document revisions will have R1, R2, R3, etc. appended to the document number field so that they can be easily identified. Older document revisions are uneditable, but they can still be emailed or downloaded as PDF.

Use the Show latest revision only filtering option to hide old revisions from the log.

Activity Log

The Activity Log tab displays a timeline of activity related to the document such as the email activity.

To see the Activity Log tab, a user must have the Mailbox - General Permissions permission.

Import Submittal Items

From the Items tab of the Submittals Log:

1. Select the Actions button then Import Items
2. Download the file template and fill it out with your Items details
   • Item Name field is required for each Item
   • For Document Type (not required), choose from Submittal or Transmittal
   • For Reason for Sending (not required), choose from: As Requested, As-Built, For Approval, For Drafting Only, For Release, For Review and Comment, For Signature, For Your Use, Other (see comments), or Returned for Corrections
   • For Type (not required), choose from: Product Data, Certificates, Shop Drawings, Samples, Attic Stock, O&M Manuals, Warranty, Schedule, Reports, Documentation, LEED, Mockup, Project Documents, or Other
   • For Priority (not required), choose from: Low, Medium, or High
3. Select Choose File and upload the filled-out file template
   • Make changes to the items using the inline fields if desired
4. Select Save when finished

Create a Transmittal

From the Items tab of the Submittals Log:

1. Select the Actions button then Add Submittal Item
2. Select the Document Type field and choose Transmittal
3. Fill in the other fields as desired
4. Select Save when finished

Manage Submittal Items and Packages

Revise Submittal Item

From the Items tab of the Submittals Log:

1. Select an Item to view, then select Revise
2. Make corrections as desired
3. Select Save when finished

Edit Submittal Item or Package

From the Submittals Log:

1. Select an Item or Package to view, then select Edit
2. Make changes as desired
3. Select Save when finished

Copy Submittal Item

When copying a Submittal Item, the following information is carried over:

• All Item details, including attachments
• The Project and Item Number fields may be changed before saving the copied Item

From the Items tab of the Submittals Log:

1. Select the Item to view, then select Copy

Save time on re-creating the same Items in each project by copying an existing Item and updating the Project field to reflect your desired project.

Delete Submittal Item

Previous revisions of an Item cannot be deleted, but they can be hidden from the log using a filter.

From the Items tab of the Submittals Log:

1. Select an Item to view, then select Delete

Manage Submittal Attachments

Attachments that can be converted to PDF are automatically appended to the Submittal PDF. Any attachments that cannot be converted will appear as a download link on the Submittal PDF.

Attach Files to Submittal Item

While creating or editing a Submittal Item:

1. Select the + Upload button under the Attachments section
2. Select the files from the file picker window, then select Open to attach the files

You can also drag and drop files into the upload box to attach them.

Reorder Attachments on Submittal PDF

From the Item level

While creating or editing a Submittal Item:

1. Click/hold and drag the reorder icon on the attachments to reorder them

From the Package level

When emailing or generating the Package PDF:

1. Click/hold and drag the reorder icon on Items to reorder them
   • Any Items with attachments linked to them will have their attachments sorted in the order they appear at the Item level

An example of the reorder icon on attachments

Associate Items to a Package

Unlinked Items that are in Draft status are available to be linked to Packages on the same project. Items that are linked to a Package will inherit certain details from the Package it is linked to:

• Package Number and Name
• Package Status
• Package Dates

From the Item Level

While creating or editing a Submittal Item:

1. Select the Add to Package field and choose the desired Package

From the Package Level

While creating or editing a Submittal Package:

1. Use the field under the Items section to search for and select an Item
2. Select + Add Item to add additional Items to the Package as needed

Update Submittal Status

Submittal Item status indicators that appear on the Log page are dynamically updated based upon a combination of the user-selected status and the Submit By or Return By dates on the Item.

While creating or editing a Submittal Item:

1. Select the Status field under General Info and choose the desired status

Export Submittals Log

The Submittals log can be exported as an CSV file and includes all the info displayed in the Item Info tab of the log.

From the Submittals Log in either the Global or Project View:

1. Select Actions then Export log
   
   • The file will be downloaded to your default downloads folder

Submittals Settings

Project-specific Submittals settings can be toggled by a project manager or administrator.

See the Project Settings article for more guidance.