Newforma®Submittals Quick Reference Guide

Submittals

Purpose:The Submittals activity center in Newforma Contract Management enables you to effectively log submittals and track them through their approval process. You can log and track electronic file transfers (whether done via Info Exchange, email, or a drag and drop site) or physical transfers of information (such as product samples and paper drawings) for each project.

Audience:Architects, engineers, construction professionals, and owners.

Key Features:

  • Streamline submittal management.
  • Manage construction-related project information.
  • Capture and connect interrelated contract management work processes.

Received Submittal Workflow

The following workflow options are available for tracking Submittals in the project. Not all steps have to be used for each submittal.

Import Expected Submittals

You can import a schedule of expected submittals and then match them up as they are received. This allows you to easily identify what submittals are still outstanding.

  1. Use the import template that is found at the following Templates directory on any computer where Newforma Project Center is installed.

Note: Set the Status value of each line item submittal to Expected in the spreadsheet.

  1. Go to the Submittal activity center and select Import Spreadsheet from the tasks pane.
  1. Browse to the saved spreadsheet and import.
  2. These submittals will be listed under Expected in the Submittals activity center.

Log a Received Submittal from Email

You can log a received submittal directly from Outlook.

  1. Highlight the email, select the drop down arrow by File in Project and then select File As.
  1. Double click on the corresponding project.
  2. Select to Log a new submittal or pick from the list of expected submittals.
  3. Complete the log a submittal form.

Log a Received Submittal from Info Exchange

External users can be given access to your Info Exchange site so they can send you Submittals directly from the site.

Note: See Project Team for more information on giving access to Info Exchange.

  1. You will receive an email notification that a submittal has been sent to you through Info Exchange. Follow the link in the email to the Submittals activity center.
  1. From the Tasks pane, select Receive Pending Submittal.

  1. Complete the Log a Received Submittal form.

Log a Received Submittal from the Submittals Activity Center

You can also log a received submittal directly through the activity center. This would be how you would log in documents received in hard copy or physical samples.

Note: Please download or scan files needed in the submittal before logging.

  1. In the Submittal activity center, select New Submittal, Log a received submittal.
  1. Complete the Log a Received Submittal form.
  2. You can use the Description of Contents tab to track physical samples and items.
  1. You can add scanned files or files downloaded from another site to the Received Files tab.

Forward Submittal for Review

Submittals can be forwarded for review to multiple reviewers that are both internal or external to your organization.

  1. In the Submittals activity center, highlight the submittal and select Forward for Review from the Tasks pane.

  1. Select if you will be sending files to the reviewers.

Note: Internal reviewers will see all the associated files when they view the submittal through the submittals activity center so forwarding files may not be necessary.

  1. Complete the Forward for Review form.

Note: if you select to send via email, Newforma will prepare a notification email to be sent. Look for the Microsoft Outlook icon to be flashing in your bottom toolbar indicating the email is ready to send.

Record a Reviewer Response in the Submittals Activity Center

Reviewers' responses can be recorded in the submitals activity center, from email or from a response sent through Info Exchange.

  1. In the Submittalsactivity center, highlight the submittal and select Record Reviewer Response from the Taskspane.
  1. Record your comments in the Response box.

  1. Add any files in the Associated Files tab.

Record a Reviewer Response from Email

When a reviewer responds to a submittal via email, you can record the response directly from Outlook.

  1. Highlight the email message and select the drop down next to File in Project, then select File As.

  1. Select the project, then selectReviewer Response, Submittal.
  2. Complete the Record Reviewer Response form.

Record a Reviewer Response from Info Exchange

Reviewers can respond to a submittal through Info Exchange. You will receive an email notifying you of the sent response.

  1. In the submittals activity center, group by Pending Incoming, highlight the item and select Receive Pending Review Response.
  1. Complete the Record Reviewer Response form.

Respond and Close

This allows you to track your response to the submittal and close it within Newforma.

  1. In the Submittals activity center, highlight the submittal and select Close, Respond and Close from the Tasks pane.
  1. Select files to send with response. The files involved in a reviewer response will be selected by default.

3. Complete the Respond and Close transmittal. You can use the response widget to copy a full summary of the submittal activity or just a summary of the reviewer responses in the Response field.

Submittals on Info Exchange

Internal and external users can see the submittal activity log on the Info Exchange website. By default, external users only see items in the workflow that they sent or recieved.

  1. Log into the Info Exchange website and select the project, then select View, Submittals.
  1. You can use the main filter window to view submittals with different status.
  1. You can view the workflow for any submittal item.
  1. You can easily respond to items from the Info Exchange website.
  1. When you need to access the data in different formats you can export to a variety of file formats.

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