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Distribute the Submittals in a Package

Objective

To distribute the individual submittals in a submittal package using the project's Submittals tool.

Background

When the submittal workflow option is enabled (this is the default setting for the Submittals tool), users who have been assigned 'Admin' level permissions to the Submittals tool have the ability to view submittal packages. After the submittals in the package are reviewed, you must distribute the submittal items in the package individually. Distributing the submittals in a package keeps the responsible contractor and key team members (who may or may not be an approver on the individual submittal's workflow) with communications that enable them to move forward.

Things to Consider

  • Required User Permission:
    • 'Admin' on the Submittals tab.
  • Limitation:
    • After all approvals are submitted, the submittals in a package must be distributed individually. 
  • Prerequisites:
    Before you can individually distribute the submittals, each submittal must be approved a follows:
    • If your project is using sequential approval, the submittals in the submittal package that you want to distribute must:
      • Not be in the Recycle Bin.
      • Have a minimum of one (1) approver added to the Submittal Workflow list.
      • Have a response other than 'Pending' from all workflow members OR at least one (1) approver response (other than Pending or Approved) of For Record Only, Revised and Resubmit, Void, or Rejected, or Forwarded for Review
    • If your project is using parallel approval, the submittals in the submittal package that you want to distribute must:
      • Not be in the Recycle Bin.
      • Have a minimum of one (1) approver added to the Submittal Workflow list. 
      • Have at least one (1) approver response other than 'Pending' (i.e., Approved, Approved as Noted, Revise and Resubmit, Rejected, Void, For Record Only, or Forwarded for Review).

Steps

  1. Navigate to the project's Submittals tool.
  2. In 'Views', click Packages.
  3. Next to the submittal package to distribute, click View.
  4. Scroll to the '[#] Submittal Items' area.
    (Note: The 'Approvers' and 'Responses' columns display a list of the approvers on the workflow and the responses submitted for each item). 
  5. Click View next to the desired submittal item. 
  6. Continue by following the steps in Distribute a Submittal
  7. Repeat the steps above for each submittal to be distributed. 
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Last modified
15:02, 10 Oct 2016

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