Submittals

Overview

In the construction industry, submittals refer to the information provided by the responsible party (such as contractors, sub-contractors or suppliers) to the general contractor in the form of shop drawings, cut sheets, material samples, blueprints, etc. Then this information is submitted to the design team or project manager for review and approval of materials and equipment before being delivered to the project site. Typically, submittals are required by the architects and engineers to verify the quality and quantity of products installed in a construction project in compliance with the design specifications and contract documents.

Submittals are usually created by project managers or contractors. When the information is submitted by the responsible party, the project and design teams review the submissions to make sure the information complies with the project drawings and specifications. When approved, the submittals are returned to the contractor. The Submittals screen in Core allows you to track your submittals to stay on top of them. Click to watch this video on creating submittals in Core.

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Submittals are used for construction management in the architecture and engineering industry. This feature is available only if you select Architectural & Engineering industry type when creating your Core company account.

Field Descriptions

Basic Tasks

Create Submittals

Edit Submittals

View Reports

Advanced Tasks

Add Events

Add Documents

Batch Update Submittals

Show/Hide Columns in Grid

Export Submittals

Apply Filters

Mark Screen as Favorite

Field Descriptions

Field Name Field Description
Submittals > Edit Submittal > Details >
Submittal# A reference number to identify the submittal.
Contacts Persons who are associated with the submittal. They are then notified about the progress of the submittal.
Type Type of submittal, for example, shop drawings, material samples, documents, etc.
CSI Code Structure Identifier (CSI) for the submitted drawing or material, which is customizable.
Material

Type of material submitted (e.g., brick or wood).

Date Returned

Date on which the submittal was returned to the responsible party who submitted it for approval. The reason for return could be that it was approved or the reviewer requested some revisions. You should use this field when the person submitting the information is not a general contractor, but could be a sub-contractor or supplier.

Date Returned to GC Date on which the submittal is returned to the General Contractor ( GC). You can also specify the number of copies returned. The submittal is returned because it is either approved or the reviewer requested some revisions to it.
Date Referred Date when a submittal is referred to a second person (e.g., consultant or architect) for review. Example: You might want a structural engineer to look at a shop drawing containing information about welding or bolt sizes, which requires an engineer's confirmation.
Referred To Name of the person (say consultant or architect) selected to review the submitted item. Example: You might want a structural engineer to look at a shop drawing containing information about welding or bolt sizes, which requires an engineer's confirmation.

 

Create Submittals

To create a submittal request:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

submittals_create.png

    1. Click Create New on the top-right.
    2. On the Create Submittal screen, enter required information:
      • Project
      • Submittal #: A reference number to identify the project submittal.
      • Status
      • Type: Type of submittal, for example, shop drawings, material samples, documents, etc.
      • Submitted By
      • CSI: Code Structure Identifier (CSI) number for the submitted drawing or material, which is customizable.
    3. Click the Contacts ( Persons who are associated with the submittal. They are then notified about the progress of the submittal.) field to display the Select Contacts dialog where you can select the people involved with the submittal. Click Done.
    4. Enter the relevant dates. When you have finished, click Save & Done or Save & Add Another.

Edit Submittals

To edit a submittal:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

submittals_edit.png

    1. Select the submittal records on the grid and click Actions > Delete to delete them. You can also delete a single row by clicking dropdown-caret.png and selecting Delete.

    2. To edit a single submittal, click dropdown-caret.png on a row and select View Details.

    3. On the Edit Submittal screen, enter more details or make your changes.

    4. Click Save & Done.

View Reports

To view a report:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

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    1. In the list view, click More > View Reports.

    2. Select a report from the Report List dialog. It opens in the viewer.

    3. Preview the report and then choose to export or print it.

Add Events

To add a new event for a submittal:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

submittals_list.png

    1. In the list view, select a submittal record on the grid and click dropdown-caret.png to select View Details.

    2. On the Edit Submittal > Details screen, click Add Event at the bottom. You can also open it from the list view by selecting multiple submittals and clicking Actions > Add Event.

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    1. On the Add Event dialog, enter the required information:

      • Date for Review

      • Reviewer

    2. Click Add and then Save & Done.

Add Documents

To add a document to a submittal:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

submittals_list.png

    1. In the list view, select a submittal record on the grid and click dropdown-caret.png to select View Details.

    2. On the Edit Submittal > Documents screen, click Add.

    1. submittals_documents.png

    1. On the Add Documents dialog, select the relevant tab, depending on the type of attachment .

      • Computer: To attach files stored on your computer, enter its Description and drag your file or click to browse to that location.

      • Hyperlink: To attach an external link, enter its Description and then insert the hyperlink.

      • Dropbox: To link files stored in your Dropbox account, enter its Description and then browse for it.

      • Google Drive: To link files stored in your Google Drive account, enter its Description and then browse for it.

      • OneDrive: To link files stored in your Microsoft OneDrive account, enter its Description and then browse for it.

      • Box: To link files stored in your Box account, enter its Description and then browse for it.

      • Resource Library: To link company resources, select the resource from the library. This option is available only with Core CRM.

    2. Click Add.

  1. Core pre-fills some of the information about the attached documents in the grid. You can send the documents to your clients, employees or other contacts for getting their digital or electronic signatures (eSignature via DocuSign) using the eSign option from the dropdown-caret.png row-action menu. Core automatically adds the signed documents to the Documents folder of the entity (record) as separate attachments. It displays the status of the document, whether it has been delivered via DocuSign, viewed by the recipients, declined or completed by the recipients, etc. This column does not show up if you are not connected via the DocuSign integration.

Batch Update Submittals

Batch update allows you to edit multiple attributes of multiple submittals at a time and reset the values to none if the field is not required. This process is irreversible.

To update submittals in a batch mode:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

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    1. Select the submittals on the grid that you want to update and click Actions > Batch Update.

    2. On the Batch Update dialog, select the relevant fields and then enter new values for them.

    3. Check the disclaimer at the bottom and click Update.

All the selected records are updated with the changes.

Show/Hide Columns in Grid

You can configure the fields or columns that appear on the grid in the list view. You can hide or show columns, and sort the order of columns according to your requirements.

To do so, watch this video or follow these steps:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

submittals_columns.png

    1. In the list view, click More > Show/Hide Columns on the action bar.
    2. Select or un-select the column names in the drop-down list, say Status.
    3. Next, click the column name you want to sort the data by, say Date Received.
    4. Click once for ascending order ( A-Z) and twice for descending order ( Z-A).

Note: You can resize the column widths on the grid and then reset them, if needed (More > Reset Column Widths).

Export Submittals

In Core, you can export submittals to the Comma Separated Values file format. Core exports data from all available columns and not just the columns visible in the grid.

To export submittals to a .CSV file, watch this video or follow these steps:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

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    1. In the list view, click More > Export as CSV.

    2. A .csv export file is created and saved on your system at the default download location, say your desktop. Click to open the spreadsheet.

Apply Filters

To view selective data on the grid, watch this video or follow these steps:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

submittals_filters.png

    1. In the list view, click filters-01.png on the right.

    2. On the Filters panel, select a filter from the drop-down and specify individual records or range.

    3. Click Add Filters to specify more filters.

    4. When you have finished, click Apply Filter . You can see selective data now.

    5. In the list view, you can remove the individual filters by clicking remove-01.png on each. To disable applied filters temporarily or remove all filters, click filter_icon.pngnext to the Filters icon and select Disable Filters or Clear All, respectively.

Mark Screen as Favorite

You can mark or flag the most-often used and important screens in Core as your favorites up to a maximum of ten. These favorite screens then display separately on the side menu under the Favorites list. You can manage all your favorite screens in Core from User Preferences.

To mark this screen as your favorite, watch this video or follow these steps:

    1. Open the Submittals screen from the side menu > Projects > Submittals.

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    1. In the list view, click favorites.png on the top-right.

    2. You can access this screen from the side menu under Favorites.

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