Field Definitions: PM Submittal Register Form

The following is a list of field descriptions for the PM Submittal Register 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 Register

Display submittals due in

Use this field to highlight the submittals 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 in the lower portion of the PM Submittal Package form.

Note: The selection in this field is saved in your user account - for example if you enter a "5" in this field and then close the form, this field will display a "5" the next time that you open the form.

PM Submittals - Overview

PM Submittal Register

Display most current revision

Check this box if only the most recent revision of each submittal should display in the form. For example if a submittal has multiple revisions, only the submittal with the highest revision number will display.

Note:

Generally this filter will work even if your revision numbers include letters, dashes(1-4), or periods (1.1). This filter may not work if your revision numbers include special characters.

The selection in this box is saved in your user account - for example if you check this box and then close the form, this box will be checked the next time that you open the form.

 

PM Submittals - Overview

PM Submittal Register

Display if no package is assigned

Check this box if only submittals that are not associated with a submittal package should display in the form.

Click here for information on assigning a submittal to a package.

The selection in this box is saved in your user account - for example if you check this box and then close the form, this box will be checked the next time that you open the form.

 

PM Submittals - Overview

PM Submittal Register

Display only open submittals

Check this box if closed submittals should not display in this form.

Click here for an overview on submittals statuses, and closing/opening submittals.

The selection in this box is saved in your user account - for example if you check this box and then close the form, this box will be checked the next time that you open the form.

PM Submittals - Overview

PM Submittal Register

Sequence

Use this field to identify each unique item on the submittal register.

This field automatically populates with the next available number when you create a new item using the New Record () icon.

 

PM Submittals - Overview

PM Submittal Register

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.

 

 

PM Submittals - Overview

PM Submittal Register

Submittal Revision

Use this field to enter the revision number of the submittal. The revision number must be unique.

There are two ways to create a new revision in the submittal register:

  • Manually - Manually enter the new revision into the register.
  • Copy Existing- Click the Create Revision button at the bottom of the form to copy an existing revision. More

PM Submittals - Overview

PM Submittal Register

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.

The document type selected in this field determines which distribution defaults are pulled into the emails generated using the Create and Send feature.

Package

This field will display the package associated with the submittal.

You can associate a submittal with a package using the Add Submittals button on the PM Submittal Package form.

This field is always disabled.

PM Submittals - Overview

PM Submittal Register

Package Revision

This field will display the package revision associated with the submittal.

You can associate a submittal with a package revision using the Add Submittals button on the PM Submittal Package form.

This field is always disabled.

PM Submittals - Overview

PM Submittal Register

Description

Enter a description of the submittal revision. The description can be up to 60 characters long.

PM Submittals - Overview

PM Submittal Register

Details

Use this field to enter detailed information about the submittal item.

If you need to enter a lot of text, double click in the field. This will open the Grid Notes form.

 

PM Submittals - Overview

PM Submittal Register

Status

Enter the status of the submittal or press F4 to select one from a list.

If you select a final status, the system will automatically close the submittal, which will do the following:

  • Check the Closed box

  • Disable all of the fields on the submittal so that no more changes can be made

    Click here for an overview on statuses, and closing/opening submittals and submittal packages.

    Statuses are created and maintained using the PM Status IDs form. You can open that form by pressing F5 in this field.

PM Submittals - Overview

PM Submittal Register

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 Register

Copies

Enter the number of copies of the submittal.

PM Submittals - Overview

PM Submittal Register

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).

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

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 Register

Approving Firm 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).

PM Submittals - Overview

PM Submittal Register

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 Register

Responsible Firm

Press F4 to 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.

Tip: The sort name can be used instead of the firm number when selecting firms in PM module forms. Generally the sort name is the first several letters of the firm name. 
For example when creating a subcontract in the PM Subcontracts form for 'Bryan Electrical', you can enter the sort name 'bryan' in the Vendor field instead of the firm number '10042'. The sort name of a firm is set up using the Sort Name field on the PM Firms form.

Firms are associated with projects using the Firms tab on the PM Projects form.

PM Submittals - Overview

PM Submittal Register

Responsible Firm Contact

Press F4 to 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 Register

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 Register

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 Register

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.

Note: The activity IDs entered on submittals are not stored in the same place as the activity IDs entered on submittal packages. This means that when you press F4, the activity IDs that you have entered on submittal packages will not display in the list.

PM Submittals - Overview

PM Submittal Register

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 Register

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 Register

Due to Responsible Firm

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 Register

Sent to Responsible Firm

Enter the date that the submittal was sent to the responsible firm.

 

PM Submittals - Overview

PM Submittal Register

Due from Responsible Firm

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 Register

Received from Responsible Firm

Enter the date that the submittal was received from the responsible firm.

 

PM Submittals - Overview

PM Submittal Register

Returned to Responsible Firm

Enter the date that the submittal was returned to the responsible firm.

 

PM Submittals - Overview

PM Submittal Register

Due to Approving Firm

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 Register

Sent to Approving Firm

Enter the date the submittal was sent to the approving firm.

 

PM Submittals - Overview

PM Submittal Register

Due from Approving Firm

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 Register

Received from Approving Firm

Enter the date that the submittal was received from the approving firm.

PM Submittals - Overview

PM Submittal Register

Lead Days 1-3

Enter the number of lead days associated with the submittal.

PM Submittals - Overview

PM Submittal Register

Closed

This box is always disabled and it will be checked if the submittal revision has been closed.

Click here for an overview on statuses, and opening/closing submittals and submittal packages.

PM Submittals - Overview

PM Submittal Register

Notes

Use this field to enter notes on the submittal item, or double click in the field to enter more text. This will open the Grid Notes form.

Spelling Check

Click the Spelling icon on the toolbar or select Tools > Spelling 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 Register