Field Definitions: PM Submittal Package Form
The following is a list of field descriptions for the PM Submittal Package form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Project
Enter a project number or press F4 to select a project from a list.
PM Submittals - Overview
PM Submittal Package
Package
This field displays the submittal package code. Submittal packages allow you to group submittals together.
Create a new submittal package
Enter a new submittal package code. The submittal package code can be a combination of letters and/or numbers up to 10 characters long.
You can also enter a '+', 'n', or 'N' in this field and the system will automatically assign the package the next available number. This feature will not work if you have letters and/or special characters in the package number.
Select an existing package
Enter an existing submittal package number or press F4 to select a package from a list.
PM Submittals - Overview
PM Submittal Package
Revision
This field displays the revision code of the submittal package and it allows you to have multiple revisions of a single submittal package. The revision code can be up to five characters long, and it can include numbers and/or letters.
Select an existing revision
Enter the revision number or press F4 to select it from a list.
Create a new revision - Copy an existing revision
Click the Create Package Revision button at the bottom of the form to create a new submittal package revision. This allows you to copy the submittals on an existing revision to a new revision. More
Create a new revision - Create a revision from scratch
Enter a revision number that does not exist yet or enter a '+' and the system will automatically assign the revision the next available number (this only works if the revision code does not include letters).
This field will default to 0 when you are creating a new submittal package.
PM Submittals - Overview
PM Submittal Package
Description
Enter a description of the submittal package revision. The description can be up to 60 characters long.
PM Submittals - Overview
PM Submittal Package
Document Type
Use this field to categorize the submittal package that you are creating. Press F4 to select a document type from a list.
Document types are created and maintained using the PM Document Types form. Click here for more information on document types.
Required when using 'Send with Transmittal'
If you select > Send with
transmittal, a document type must be selected in this field.
Click here for an overview of the Create & Send feature.
PM Submittals - Overview
PM Submittal Package
Specification Section
Enter a specification section or press F4 to select one from a list. There are several options on the lookup form that displays to help you locate a specification section.
PM Submittals - Overview
PM Submittal Package
Status
Enter the status of the submittal package or press F4 to select a status code from a list.
When you change the status of a submittal package, you can also do the following:
- Assign to all submittals - If you change the status of an existing submittal package, the system gives you the option of applying that status to all of the submittals on the package. Submittals that have already been assigned a final status will not be updated.
- Close the package - If you assign the submittal package a final status, the system automatically closes the submittal package and all of the submittals on the package.
Status codes are created and maintained using the PM Status IDs form. You can open this form by pressing F5 in this field.
Click here for an overview on statuses, and opening/closing submittals and submittal packages.
PM Submittals - Overview
PM Submittal Package
Approving Firm
Enter the approving firm of the submittals or press F4 to select one from a list.
This field will default based on the approving firm set up on the project (PM Projects> PM Info> Approving Firm and Approving Firm Contact fields).
If you use the Create and Send feature to generate a submittal package document, the firm and contact in the approved fields will be used as the "To" contact on that document.
Using sort names
You can create an approving firm using the PM Firms form, and you can associate that firm with a project using the Firms tab on the PM Projects form.
PM Submittals - Overview
PM Submittal Package
Approving Contact
Press F4 to select a contact.
You have to select a firm in the Approving Firm field before you can use this field, and the contact must be set up at the selected firm.
Contacts are associated with firms using the PM Firm Contacts form.
This field will default based on the approving firm set up on the project (PM Projects> PM Info> Approving Firm and Approving Firm Contact fields).
If you use the Create and Send feature to generate a submittal package document, the contact in this field will be used as the "To" contact on that document.
PM Submittals - Overview
PM Submittal Package
Responsible Firm / Responsible Contact
Use these fields to enter the responsible firm and contact of the submittal package.
Press F4 in the Firm field to select a firm, and then use the Contact field to select the specific contact.
Sort Name - Firm Field
PM Submittals - Overview
PM Submittal Package
Activity ID
You can use this field to store third-party reference numbers. An activity ID can be added to the submittal package, and to each submittal revision using the Activity ID field on the PM Submittal Register form.
Enter an activity ID or press F4 to select one from a list. There are several options on the lookup form to help you locate the correct activity ID.
PM Submittals - Overview
PM Submittal Package
Activity Date
You can use this field to enter the date of the activity.
Date Field Shortcuts
| T or t | Set the date to the current date. |
| MMDD Four digit month and day |
Enter a four digit month and date (MMDD) and the system will automatically add the current year. |
| + | The system will automatically set the date to tomorrow. |
| +5 | The system
will automatically set the date to 5 days in the future. You can actually enter any value after the +, for example you can enter +7 to set the date to next week. |
| - | The system will automatically set the date to the previous day. |
| -5 | The system
will automatically set the date to 5 days in the past. Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week. |
PM Submittals - Overview
PM Submittal Package
Activity Description
You can use this field to enter a description of the activity. The description can be up to 60 characters long.
You can also use this field in conjunction with the Activity ID field. For example if you press F4 in the Activity ID field and then select an existing activity ID, this field will populate with the description of the selected activity.
PM Submittals - Overview
PM Submittal Package
Our Firm Contact
Enter the contact at your firm that is responsible for the submittal package or press F4 to select the contact from a list.
You can only select a contact that is associated with the PM Firm set up as your organization using the Our Firm field on the Info tab of the PM Company Parameters form.
You can add contacts to a firm using the Contacts tab on the PM Firms form.
If you use the Create and Send feature to generate a submittal package document, the contact selected in this field will be used as the "From" contact.
PM Submittals - Overview
PM Submittal Package
Create Date / Sent Date / Due Date / Received Date / Returned Date
Use these fields to enter the date information about the submittal package.
These fields do not relate to the sent, due, received, and returned dates on the submittals in the package - for example entering a value in the Due Date field does not populate any information on the submittals in the package.
These fields will also not populate based on the submittal schedule set up on the project. More
Create Date field default value
By default the Create Date field will populate with the current date when you create a new submittal package.
Due Date field default value
By default the Due Date field will populate with the Sent Date plus the default due date set up using the Default Standard Days Due field on the PM Info tab in PM Projects.
Date Field Shortcuts
The table below lists some shortcuts for entering dates.
| T or t | Set the date to the current date. |
| MMDD Four digit month and day |
Enter a four digit month and date (MMDD) and the system will automatically add the current year. |
| + | The system will automatically set the date to tomorrow. |
| +5 | The system
will automatically set the date to 5 days in the future. You can actually enter any value after the +, for example you can enter +7 to set the date to next week. |
| - | The system will automatically set the date to the previous day. |
| -5 | The system
will automatically set the date to 5 days in the past. Just like with +, you can enter any value after the -, for example you can enter -7 to set the date to the previous week. |
PM Submittals - Overview
PM Submittal Package
Notes
Use this field to enter notes on the submittal package.
You can also use the Notes tab in the lower portion of the form to enter notes on a specific submittal in the package.
Spelling Check
Click the Spelling icon on the toolbar or select to spell check the text in this field.
Add a Standard Note
Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.
To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.
PM Submittals - Overview
PM Submittal Package
Sequence
The sequence identifies each unique submittal revision. This field also displays on the PM Submittal Register form (Sequence field).
You can use this field to:
Select a submittal that has been entered on the register (PM Submittal Register). This will add the submittal to the package.
Create a new submittal revision. This will create a new submittal revision on the package and a new entry on the submittal register. Generally, it's easier to create submittals using the register (PM Submittal Register) and then add them to a submittal package using this form.
Add multiple submittals already entered on the register
Click the Add Submittals button at the bottom of the form to add multiple submittals on a register to the package. More
Add a single submittal already entered on the register
There are several ways to select a submittal that has already been created using the PM Submittal Register form.
Click the Add Submittals button to add a submittal that has already been entered on a register using the PM Submittal Register form. More
Create a new record in the lower portion of the form, press F4 in the Sequencefield and select an existing submittal from the list.
Open the Grid tab in the lower portion of the form, press F4 in the Submittal Number field in a new record in the grid, and select a submittal from a list.
In an existing record, press F4 in the Submittal Number field and select an existing submittal from the list. This will create a new record in the lower portion of the form, it will not change the submittal and revision associated with the selected record.
An error message will display if you select a submittal that has already been assigned to a different submittal package. Click here for information about changing the package associated with a submittal.
Create a new submittal revision
Enter a '+' or 'n' in this field and the system will automatically create a new sequence and assign it the next available number. This will create a new entry in the submittal register (PM Submittal Register).
PM Submittals - Overview
PM Submittal Package
Display submittals due in
Use this field to highlight the submittals on the Grid tab that have an approaching due date. For example enter a "2" in this field and any submittal with a Due to Responsible Firmdate within the next 2 days and no Sent to Responsible Firm date will be highlighted.
This feature applies to the Due to Responsible Firm, Due from Responsible Firm, Due to Approving Firm, Due from Approving Firm fields on this form.
You can leave this field blank if you do not want to use this feature.
There is a similar field on the PM Submittal Register form.
PM Submittals - Overview
PM Submittal Package
Submittal Number
The submittal number identifies each unique submittal. It can be up to 10 characters long and it can include numbers and/or letters.
Select an existing submittal
There are several ways to select a submittal that has already been created using the PM Submittal Register form.
Click the Add Submittals button to add a submittal that has already been entered on a register using the PM Submittal Register form. More
Create a new record in the lower portion of the form, press F4 in the Sequence field and select an existing submittal from the list.
Open the Grid tab in the lower portion of the form, press F4 in the Submittal Number field in a new record in the grid, and select a submittal from a list.
In an existing record, press F4 in the Submittal Number field and select an existing submittal from the list. This will create a new record in the lower portion of the form, it will not change the submittal and revision associated with the selected record.
An error message will display if you select a submittal that has already been assigned to a different submittal package. Click here for information about changing the package associated with a submittal.
Create a new submittal
You can also use this field to create a new submittal. Enter a submittal number that has not already been used on the project. The new submittal that you create will be added to the submittal register on the PM Submittal Register form.
PM Submittals - Overview
PM Submittal Package
Revision
Once a submittal has been selected using the Submittal Number field, use this field to either select a specific revision that has already been entered, or create a new revision.
The revision number can be up to five characters long and can include numbers and/or letters.
Select a submittal on a register
Click the Add Submittals button to add a submittal that has already been entered on a register using the PM Submittal Register form. More
Create a new revision
Enter a revision number that does not already exist on the select submittal. This will create a new revision on the submittal, which will now display on the PM Submittal Register form.
A submittal revision cannot be added twice
A submittal revision cannot be added to a submittal package twice. For example an error message will display if you try to add submittal #100, revision #1 to the submittal package twice.
PM Submittals - Overview
PM Submittal Package
Description
Enter a description of the submittal revision. The description can be up to 60 characters long.
PM Submittals - Overview
PM Submittal Package
Details
Use this field to enter detail information about the submittal.
PM Submittals - Overview
PM Submittal Package
Document Type
Enter a document type or press F4 to select one from a list.
Document types are created and maintained using the PM Document Types form.
PM Submittals - Overview
PM Submittal Package
Status
Enter the status of the submittal or press F4 to select a status from a list.
Statuses are created and maintained using the PM Status IDs form. You can open that form by pressing F5 in this field.
Closing a submittal package item
When a submittal is closed, all of the fields are disabled except the Status field. Click here for an overview on statuses, and closing/opening submittals and submittal packages.
How do you change the status of all submittals on the package?
If you change the status of a package using the Status field in the upper portion of the form, the system gives you the option of applying that status to all of the submittals on the package.
PM Submittals - Overview
PM Submittal Package
Specification Section
Enter the specification section in this field, or press F4 to select one from a list of spec sections that have already been added to a submittal on the register.
PM Submittals - Overview
PM Submittal Package
Copies
Enter the number of copies of the submittal.
PM Submittals - Overview
PM Submittal Package
Activity ID
You can use this field to store third-party reference numbers. An activity ID can also be added to submittal packages using the Activity ID field on the PM Submittal Package form.
Enter an activity ID or press F4 to select one from a list. All Activity IDs that have already been entered using this form will display in the list.
PM Submittals - Overview
PM Submittal Package
Activity Date
Enter the date that the activity on the submittal should be performed.
If the Auto Calculate Submittal Due Dates box on the PM Info tab in the PM Projects form is checked, the system will automatically populate the following fields based on the submittal schedule set up on the project: Due to Responsible Firm, Due from Responsible Firm, Due to Approving Firm, and Due from Approving Firm. More
PM Submittals - Overview
PM Submittal Package
Activity Description
Enter a description of the activity.
If you selected an existing activity in the Activity ID field, this field will default with the description of that activity.
PM Submittals - Overview
PM Submittal Package
Subcontract
Enter a subcontract number or press F4 to select a subcontract from a list.
This field is only for informational purposes. Adding a subcontract to the submittal revision will not link them using the Related Items feature.
PM Submittals - Overview
PM Submittal Package
Purchase Order
Enter a purchase order or press F4 to select one from a list.
This field is only for informational purposes. Adding a PO to the submittal revision will not link them using the Related Items feature.
PM Submittals - Overview
PM Submittal Package
Responsible Party - Firm
Press F4to select the responsible firm from a list. If the Project Firms option is selected in the lookup form, only firms that are associated with the project will display in the list.
Firms are associated with projects using the Firms tab on the PM Projects form.
PM Submittals - Overview
PM Submittal Package
Responsible Party - Contact
Press F4to select a contact at the responsible firm. Only contacts associated with the firm selected in the Responsible Firm field will display in the list.
Contacts are associated with firms using the PM Firm Contacts form.
PM Submittals - Overview
PM Submittal Package
Responsible Party - Due To
Enter the date the submittal is due to the responsible firm.
If the Auto Calculate Submittal Due Dates box on the PM Info tab in the PM Projects form is checked, and there is a date in the Activity Date field, this field will populate based on the submittal schedule set up on the project. More
PM Submittals - Overview
PM Submittal Package
Responsible Party - Sent To
Enter the date that the submittal was sent to the responsible firm.
PM Submittals - Overview
PM Submittal Package
Responsible Party - Due From
Enter the date that the submittal is due from the responsible firm.
If the Auto Calculate Submittal Due Dates box on the PM Info tab in the PM Projects form is checked, and there is a date in the Activity Date field, this field will populate based on the submittal schedule set up on the project. More
PM Submittals - Overview
PM Submittal Package
Responsible Party - Received From
Enter the date that the submittal was received from the responsible firm.
PM Submittals - Overview
PM Submittal Package
Responsible Party - Returned To
Enter the date that the submittal was returned to the responsible firm.
PM Submittals - Overview
PM Submittal Package
Approving Firm
Enter the vendor number or sort name of the approving firm or press F4 to select a firm from a list.
This field will default based on the approving firm set up on the project (PM Projects> PM Info> Approving Firm and Approving Firm Contact fields).
Using sort names
Project firms
When the Project Firms option is selected on the lookup form, only firms associated with the project using the Firms tab on the PM Projects form will display in the list.
Firms are created and maintained using the PM Firms form.
PM Submittals - Overview
PM Submittal Package
Approving Contact
Press F4 to select a contact.
You have to select a firm in the Approving Firm field before you can use this field, and the contact must be set up at the selected firm.
Contacts are associated with firms using the PM Firm Contacts form.
PM Submittals - Overview
PM Submittal Package
Approving Party - Due To
Enter the date that the submittal is due to the approving firm.
If the Auto Calculate Submittal Due Dates box on the PM Info tab in the PM Projects form is checked, and there is a date in the Activity Date field, this field will populate based on the submittal schedule set up on the project. More
PM Submittals -
Overview
PM Submittal Package
Approving Party - Sent To
Enter the date the submittal was sent to the approving firm.
PM Submittals - Overview
PM Submittal Package
Approving Party - Due From
Enter the date that the submittal is due from the approving firm.
If the Auto Calculate Submittal Due Dates box on the PM Info tab in the PM Projects form is checked, and there is a date in the Activity Date field, this field will populate based on the submittal schedule set up on the project. More
PM Submittals - Overview
PM Submittal Package
Approving Party - Received From
Enter the date that the submittal was received from the approving firm.
PM Submittals - Overview
PM Submittal Package
Our Firm - Contact
Enter a contact number or press F4 to select a contact from a list. Only contacts associated with the firm that is set up as your firm will display in the list.
You define your firm using the Our Firm field on the Info tab of the PM Company Parameters form. Contacts are associated with firms using the PM Firm Contacts form.
PM Submittals - Overview
PM Submittal Package
Lead Days 1 - 3
Enter the number of lead days associated with the submittal.
PM Submittals - Overview
PM Submittal Package
Notes
Use this field to enter notes on a specific submittal in the package.
You can also use the Notes tab in the upper portion of the form to enter notes on the submittal package.
Spelling Check
Click the Spelling icon on the toolbar or select to spell check the text in this field.
Add a Standard Note
Standard notes allow you to insert frequently used text into some fields in the application. This text is created and maintained using the HQ Standard Note form.
To insert a standard note into the field, right click the mouse while focus is in the field and select Standard Notes from the shortcut menu, which opens the Standard Note Copy window. Then enter the standard note to copy (or select from F4 lookup) and click OK. The system inserts the selected note into the field.
PM Submittals - Overview
PM Submittal Package
