Summary
Submittals in Rform lets you track shop drawings and other items in your project. When creating a Submittal, you can choose to attach electronic files such as shop drawings. Then you can choose to print or issue a Transmittal to your project team. A date is automatically generated when a submittal is created, however, after this point, the dates are logged manually.
Shop drawing reviews can be created for each Submittal by the Prime Consultant or Sub Consultant, including attachments and review notes.
Once it is returned to the Contractor, if the Submittal item needs to be resubmitted (based on the review notes selected), RForm will automatically create a revised submittal item in the log and an R1 Revision is only added once the "Date Returned to Contractor" is logged.
Create New Submittal
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 and other items in your project. Drawing reviews can be created and appended to each Submittal by Consultants, including attachments and review notes.
- 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.
- 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 |
|
1B. Notification | Schedule a daily reminder for a submittal review until the review is completed by the team member
|
2A Electronic Submittal Files | Log Files Attach your drawing file and enter a description. Allowable attachments are:
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 |
- 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 |
Remove | Closes and marks the form as Removed status
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.
- 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 Review form fill out the required details.
- Select the status of the item being reviewed,
- Add any additional notes, update any of the default terms & conditions.
- Attach any files that are part of this review by browsing or dropping files onto grey space provided.
- Click the Save as Draft button to save the review for yourself only and not other team members.
- Click the Save and make public button to save the review for all team members.
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