Create - Edit - Log Submittals

Modified on Mon, 26 May at 6:57 PM

In this article you will learn how to Create a new Submittal item, Review a submittal and use the Log Submittal features. Submittals in RForm let you track shop drawings uploaded and other items in your project. Submittal reviews can be created by Consultants, including attachments and review notes.

The General Contractor usually uploads the Submittal and the date and time is automatically logged by RForm. Afterwards the Prime Consultant can review, add comments, and send notifications.

Select the project where you want to create a new submittal.
Select the main Submittals tab and ensure the lower SUBMITTALS tab is selected as well.
Click the New Submittal button to create a new submittal.
The Log Submittal Item window is then opened with all fields displayed for the Contractor.
Complete all the fields then click the Save button.

Field	Instructions
Date received from Contractor	Populated with today’s date - edit if required
Submittal Item Description	Enter a discipl. of your item Input a spec number Enter a description of your item Date Required by
1B. Notification	(Prime Consultant Only) Schedule a daily reminder for a submittal review until the review is completed by the team member Select team member Start reminders date on Set send frequency
2A Electronic Submittal Files	Log Files Attach your drawing file and enter a description. Allowable attachments are: PDF, DWG, JPG, GIF, PNG, DOC, PPT, XLS Files must be less than 50 MB & no special characters in file names
2B Physical Submittal Files	Log Physical Items Enter quantity and description of each

Upon Saving the Submittal you will be given the option to Notify specific members on your team. This is where the Submittal Review process can begin. Typically the contractor is uploading the Submittal initially and they would notify the Prime Consultant.
The Submittal is then displayed in full and with all the options available to you displayed on the top right collection of buttons.
List of button Submittal button functions:

Button	Function
Edit	Allows you to edit/modify any of the fields of an existing submittal Upon saving an Edit the window to notify the team is displayed so that a team member such as a Consultant can be notif
Remove	Closes and marks the form as Removed status Team members can be notified Comments can also be added After removing the Delete option becomes available and the Reopen option.
Log Dates	Add the date you receive a submittal via RForm or offline such as when sent by a courier. Logging dates will update the date columns on the submittal log.
Issue Transmittal	Issue Transmittal to send your submittal electronically through RForm or to print your transmittal to send as a hard copy via a courier for example.
Create Review	If you’re a Consultant you can create a review of the submittal item which will be added to the form and issued to the contractor and copied to the rest of your team.

To Edit a Submittal, click the Edit button and make your edits directly on the form.

Click the Save button at the bottom of the form after completing your edits. You will again be presented with the Notification Window to notify any team members of the edit or to send further comments to your Project Team members.
To Remove a submittal, click the Remove button.

Select to Notify others on the team (Optional) and Enter your comments in the field (Optional), then click the Remove button to complete.
After the submittal has been removed, two new options become available on the form. To Delete the submittal permanently click the ‘click here’ text link or click the Reopen button to make the submittal active again.

To Log Dates that the submittal was either sent, received, or returned via RForm or physically.

click the Log Dates button.
Specify the respective dates and then click the save button. The dates will be logged on the submittal form and list of submittals

.

Issue a Submittal

Once you have created your Submittal(s) you can issue them via a transmittal to your team. You can issue them through RForm electronically or you can print them out and send them via courier.

To Issue a Submittal click the Issue button from the submittal form.
The Create Transmittal form then opens and the 4 sections must be completed.
Section 1- Recipient’s Information

Select a date the transmittal will be sent, select who you are sending the transmittal to and select who you would like to CC on this transmittal.
Section 2 - Transmittal Type

Enter how the transmittal will be sent, for example by courier, hand, fax, etc. If you are sending this through RForm, please leave this section blank.
Section 3 Submittals From the list of Submittals select which are to be transmitted via RForm with a check box and enter the quantity.

If you are sending physical items, you can log the quantity and description in the lower part of section 3.
Section 4 Notes Add any additional notes in the comment field provided.

Click the Save button to complete the transmittal.

Create Review of a Submittal If you’re the Consultant or Prime Consultant you can create a review of the submittal item which will be added to the document and issued to the Contractor and/or CC’d to the rest of your team.

Click the Create Review button on the submittal form.
On the Create a Reviewform fill out the required details.
1. Select the status of the item being reviewed,
2. Add any additional notes, update any of the default terms & conditions.
3. Attach any files that are part of this review by browsing or dropping files onto grey space provided.
4. Click the Save as Draft button to save the review for yourself only and not other team members.
5. Click the Save and make public button to save the review for all team members.