Submittal Packages

Overview

Screenshot of Submittal Packages

Standard Treeview path: CMiC Field > Document Management > Submittal Packages – Submittal Package tab

Packages of submittals allow you to control and update multiple submittal items at one time. They are like a file folder of like/related information.

All submittal items can be created directly in the submittal package screen or selected from the log of existing submittals by a List of Values (LOV) which is accessed by clicking on the [Add Submittal] in the lower block of the Submittal Package screen. To facilitate the selection process, the Prepared By column in the pop-up window can be used to sort submittals according to the partner who prepared the submittal.

Screenshot of Submittal LOV

The lead time functionality is available by accessing the submittal detail.

A package of submittals can be sent or forwarded to multiple recipients:

Enter a unique submittal package code (if not using automatic numbering) and a name for the package.
Enter the review cycle parties.
Enter the status of the package.
Apply the already setup submittal items by moving to the detail section and using the List of Values in the Submittal ID field to select the required submittal items.

The responsibility will automatically be set to the user who creates the package.

Creating Submittal Items Directly in the Package

If submittal items are not created beforehand, they can be created in the Detail section of this screen.

NOTE: The Project Maintenance - Defaults tab contains a Submittal Approver (Partner and Contact Code) that, if entered, will be used in the Submittal to default in the Approved By and Returned By fields. The Submittal Package screen will also populate the specified default Approver in the Approved By and Returned By fields.

Enter the submittal number if you are not using automatic numbering.
Enter the submittal name.
Enter the Specification Section, Specification Sub-Section, and Sort Order number – remember these are only used for ordering on the submittal report log. There is an LOV available which lists all previously used values in the Spec Section field, and users can simply type in a new value if it had not been previously used. The Spec Sub-Section does not store previous values and has no interaction or dependency on the Spec Section.
The stages of received, sent, returned, and forwarded will be defaulted from the data entered on the package header but may be changed if necessary.

If you choose to select pre-existing submittals, click on [Add Submittal] and make your selection from the List of Values that is displayed. All the data from the submittal will default into the screen fields upon selection.

Updating the Submittal Package

Example of pop-up launched from [Update Package] button on the Submittal Packages screen

When updating a submittal package, all related submittals are updated by default. To update the package, press the [Update Package] button.

Enter the appropriate action by selecting from the drop-down list.
Enter the date of the action.
Modify the partner and contact.
Set the new document status if it has changed.
Set a new review cycle.

All submittal items in this package will be updated with this information unless you manually override a specific item.

The ‘Create Transmittals’, ‘Queue Transmittals’, and ‘Ignore Multiple Senders when Grouping’ checkboxes are enabled when the Action on the Update Package is ‘Sent’ or ‘Forward’.

NOTE: A transmittal can only be returned, the creation and linking of another transmittal, once. A transmittal can’t be returned multiple times.

To view or update the history of the submittal package, press the [View History] button after selecting the submittal package.

Deleting/Removing Multiple Lines in a Submittal Package

Screenshot of Submittal Packages tab with boxes highlighted

Users can delete multiple detail lines in a Submittal Package using the ‘Delete’ and ‘Remove’ checkboxes, which become available in Edit mode.

The ‘Delete/Remove multiple submittals in Submittal Package’ role privilege needs to be set for the user’s PM Role. This privilege is located on the PM Roles screen under the Other section.

Use the ‘D’ checkbox at the detail title level to ‘Delete ALL’ detail lines or select individual lines to delete using the checkboxes in the left-hand column beside each submittal, as highlighted in the screenshot above. If the Delete ALL checkbox is checked, the user will be prompted if they would like to delete all detail lines on the current page or all detail lines on all pages if paging is implemented.

Use the ‘R’ checkbox at the detail title level to ‘Remove ALL’ detail lines or select individual lines to remove using the checkboxes in the right-hand column beside each submittal, as highlighted in the screenshot above. If the ‘Remove ALL’ checkbox is checked, the user will be prompted if they would like to remove all detail lines on the current page or remove all detail lines on all pages if paging is implemented.

The detail lines are deleted after pressing the [Save] button.