Search TipsCMiC Field - Subcontractor (Collaborator) Submittal
Automatic Submittal Update via CMiC Collaborate
Automatic update of the Submittal Status, Action Date, and Responsibility back to the General Contractor occurs when the Architect/Subcontractor responds to an I/O email or updates the submittal record via the Subcontractor Submittal screen in CMiC Collaborate.
These changes fully automate the Submittal review cycle for all stages: Received, Sent, Returned, and Forwarded.
Whether an inbound I/O is received from subcontractor or architect (as exists in the Submittal History screen) or an outbound I/O is sent to an architect or subcontractor (also according to Submittal History), the system recognizes the action and updates the corresponding history record (Action Date and Status) as well as the Submittal header record (Status, Responsibility). The system also expects that the submittal documents will be sent as attachments to the I/Os, otherwise the updates might not occur.
[Edit History] – Button
Collaborators will also need to be given security access to the PM History program:
When collaborators have this privilege, they can click on the [Edit History] button in CMiC Collaborate to open the Submittal History pop-up window where the submittal history is displayed but locked from editing. The collaborator can edit the status and use the [Add Reviewer] button to add a reviewer and set the Due Date, From, and To fields. Even with the privilege though, they are not allowed to edit the Due Date field of any other row.
[Complete Review] – Button
The [Complete Review] button is used by collaborators in CMiC Collaborate when they have completed their review of a submittal. Clicking on this button will mark their action completed, which auto-populates the Action Date field in the submittal history and moves the current responsibility to the next reviewer in the list.
Additional reviewer lines default the From Contact field from the previous action to be the TO contact in the current action.
The [Complete Review] and [Submit] buttons are only available to the Responsible collaborator user. Field security can be applied to both of these buttons (standard Treeview path: CMiC Field > Security > Role Maintenance – Programs/Submittal). The possible values are “Unrestricted” and “Hidden”.
Importing Submittals
Importation of Submittals is subject to the same ‘Create’ privilege as the [Add Submittals] button. Therefore, unless the user has the ‘CreateAll’ privilege on submittals, they will not be able to import submittals.
To import submittals, from the Submittal log of the appropriate company and project, clicking the [Import] button will open the file selection form.
Once the file is selected, press the [Upload] button to bring the data in prior to validation. Checking the ‘Delete existing imported records’ checkbox (shown below) removes any records that may reside in the temporary import table, so that it only contains the current records to import. The import table will also be cleared out when you click on the [Accept] button on the import interface.
Note, the temporary table will not be cleared out and can grow to huge proportions if: 1) the ‘Delete existing imported records’ box is left unchecked 2) if a user closes the browser using the Close icon (
) as opposed to pressing the [Cancel] button on the import interface.
Edit the data by clicking on the Edit icon; this shows additional fields being imported. All fields shown with a non-white background include an error and must be corrected to be imported. Placing the mouse-pointer over the colored area will give details of the error. Individual records may be deleted from the ‘Import by checking the Delete’ checkbox on the left side of the display.
Use the [Re-Validate] button to update changes and review any further errors. Once all records are corrected, click the [Accept] button. Existing submittal records are updated, and new ones are created by the import, if they do not already exist.
If a non-existent submittal package code is specified in the import file, a submittal package record will be created for it which appears in the error log.
Validation rules for Activity Codes
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If an activity code is specified in the import the Activity Start Date field is ignored.
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If the activity code is null in the import, the import will not update the submittal activity if the submittal already has an activity code.
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If the activity code in the import is different than the activity code on the submittal, the system will re-link and recalculate the schedule as per the new activity code.
The import file for submittals can be a .txt or.csv file and should include the following fields in the given order:
| Field Name | Description | Attribute |
|---|---|---|
| PMFSMI_COMP_CODE | (required and must pre-exist) | VARCHAR2(2) |
| PMFSMI_PROJ_CODE | (required and must pre-exist) | VARCHAR2(10) |
| PMFSMI_SBMT_ID | VARCHAR2(16) | |
| PMFSMI_SBMT_NAME | VARCHAR2(200) | |
| PMFSMI_PKG_CODE | VARCHAR2(10) | |
| PMFSMI_REC_FROM_PARTN_ABBREV | VARCHAR2(8) | |
| PMFSMI_REC_FROM_CONTACT_COD | VARCHAR2(10) | |
| PMFSMI_RET_BY_PARTN_ABBREV | VARCHAR2(8) | |
| PMFSMI_RET_BY_CONTACT_COD | VARCHAR2(10) | |
| PMFSMI_SENT_TO_PARTN_ABBREV | VARCHAR2(8) | |
| PMFSMI_SENT_TO_CONTACT_COD | VARCHAR2(10) | |
| PMFSMI_FWD_TO_PARTN_ABBREV | VARCHAR2(8) | |
| PMFSMI_FWD_TO_CONTACT_COD | VARCHAR2(8) | |
| PMFSMI_REQUIRED_START_DATE | Formatted as: 'DD-MON-RRRR' | |
| PMFSMI_REQUIRED_END_DATE | Formatted as: 'DD-MON-RRRR' | |
| PMFSMI_CLV_VALUE_CODE1 | VARCHAR2(16) | |
| PMFSMI_CLV_VALUE_CODE2 | VARCHAR2(16) | |
| PMFSMI_CLV_VALUE_CODE3 | VARCHAR2(16) | |
| PMFSMI_CLV_VALUE_CODE4 | VARCHAR2(16) | |
| PMFSMI_CLV_VALUE_CODE5 | VARCHAR2(16) | |
| PMFSMI_CLV_VALUE_CODE6 | VARCHAR2(16) | |
| PMFSMI_SBMT_STATUS_CODE | VARCHAR2(10) | |
| PMFSMI_ACTIVITY_START_DATE | Formatted as: 'DD-MON-RRRR' | |
| PMFSMI_DATE_CHANGE_CODE | VARCHAR2(12) | |
| PMFSMI_COPIES_NUM | NUMBER(11) | |
| PMFSMI_CM_CODE | VARCHAR2(11) | |
| PMFSMI_LEAD_TIME_STAGE6 | NUMBER | |
| PMFSMI_LEAD_TIME_STAGE5 | NUMBER | |
| PMFSMI_LEAD_TIME_STAGE4 | NUMBER | |
| PMFSMI_LEAD_TIME_STAGE3 | NUMBER | |
| PMFSMI_LEAD_TIME_STAGE2 | NUMBER | |
| PMFSMI_LEAD_TIME_STAGE1 | NUMBER | |
| PMFSMI_SPEC_SEC_CODE | this is the spec. code of the submittal entry | VARCHAR2(30) |
| PMFSMI_SORT_ORDER_NUMBER | NUMBER | |
| PMFSMI_CLOSED_DATE | Formatted as 'DD-MON-RRRR' | |
| PMFSMI_TYPE_CODE | Indicates type of submittal | VARCHAR2(10) |
| PMFSMI_SPEC_SUBSEC_CODE | Indicates Spec Sub-Section for submittal | VARCHAR2(30) |
| PMFSMI_PROCUREMENT_FLAG | Default is ‘N’ | VARCHAR2(1) |
| PMFSMI_ACTIVITY_CODE | VARCHAR2(10) | |
| PMFSMI_QC_REQUIREMENT_FLAG Default is ‘N’ | VARCHAR2(1) | |
|
PMFSMI_PKG_NAME |
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|
PMFSMI_COMMENT |