Field Definitions: PM Submittals-65 Form
The following is a list of field descriptions for the PM Submittals-65 form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.
Project
Specify the project for which you are setting up this submittal.
Submittal Type
Enter a document type or press F4 to select one from a list.
Submittal types are created and maintained using the PM Document Types form. Only document types associated with Submittals - 6.5 selected in the Document Category field can be selected.
Submittal
Create a new submittal
When creating a new submittal, you are creating a new submittal number for the type selected in the Submittal Type field.
There are several ways to create a new submittal using this field:
- Enter a '+' and press TAB. The system will create the submittal and assign it the next available number.
- Click the New Record icon (
) at the top of the form. Once you select a submittal type the system will populate this field with the next available number. Press TAB to move through this field and create the new submittal.
- Enter a number that has not already been used for the selected submittal type. The submittal number can be up to 10 characters long.
- The system will ignore alphanumeric numbers when determining the next number to assign.
- The system chooses the number in a slightly different way than
other documents (RFIs, drawing logs, etc.). Numbers will be generated based on the
Auto-Generate
Submittal Numbers using option designated in PM Projects (Project or
Project/Type). If the option is set to Project, the system will generate the next
sequential number based on all submittals for the project. If the option is set to
Project and Type, the system will generate the next sequential number based on all
submittals having the same document type (e.g. all submittals for the project with a
document type of ‘SPECS’).
Select an existing submittal
Enter an existing submittal number or press F4 to select on from a list.
Revision
Enter the revision number for this submittal (0-255).
If a previous revision exists for this submittal, all header and item information (except tracking dates) will default from the previous revision.
Description
Enter a description of the submittal. The description can be up to 60 characters long.
Phase
Specify the phase (from PM Submittal Phase, PM Project Phases, or JC Phases) to which this submittal applies.
Allows entry of phases that exist for the project (in PM Project Phases), but do not exist in JC Phases (e.g. phase is deleted from JC Phases after it has already been assigned to the submittal). Phase must meet ‘valid part of phase’ requirements.
Status
Enter the status of this submittal or press F4 to select it from a list.
This field defaults to the status set up using the Default Beginning Status field on the Info tab of the PM Company Parameters form, or from the previous revision if one exists.
Sequence
Optional.
Enter a sequence (1-999999) for this submittal. You can use this number to identify the order in which you sent this submittal for approval or the order in which you logged the submittal. For example, your submittal number might indicate that it was the fifth one created, but assigning a sequence of ‘1’ indicates it was the first one you sent for approval.
Spec #
Enter the specification number for this submittal, if applicable, up to 20 characters.
If there is a previous revision, this field will default the value from the previous revision. Default may be overridden.
Resp Person
Enter the person responsible for this submittal. Must be a valid contact defined for the 'Project Our Firm' in PM Projects or, if no ‘our firm’ specified for the project, the ‘Our Firm’ specified in PM Company Parameters.
If there is a previous revision, this field will default the value from the previous revision; otherwise, defaults as null.
Sub/Supplier Firm
Enter the subcontractor/supplier firm who is submitting this item.
If there is a previous revision, this field will default the value from the previous revision; otherwise, defaults as null.
Sub/Supplier Contact
Enter the subcontractor/supplier contact for this submittal.
If there is a previous revision, this field will default the value from the previous revision; otherwise, defaults as null.
Architect/Engineer Firm
Enter the architect/engineer firm to whom this submittal will be sent.
If there is a previous revision, this field will default the value from the previous revision. If there is no previous revision (revision number is 0 or a new submittal), this field will the value defined for F3, or if none, will default the architect/engineer specified for the project (PM Projects). Defaults may be overridden.
Architect/Engineer Contact
Enter the architect/engineer contact for this submittal.
If there is a previous revision, this field will default the value from the previous revision; otherwise, defaults as null.
Date Due From
Specify the date this submittal is due from the subcontractor/supplier.
Copies Required
Specify the number of copies (0-255) of the submittal required from the subcontractor/supplier.
Date Received
Specify the date you received the submittal back from the subcontractor/supplier.
Copies Received
Indicate the number of copies (0-255) of the submittal received from the subcontractor/supplier.
Date Sent To
Specify the date this submittal was sent to the architect/engineer.
Copies Sent
Indicate the number of copies (0-255) of this submittal sent to the architect/engineer.
Date Due Back
Specify the date this submittal is due back from the architect/engineer. Initially defaults a due date based on the Date Sent To and the Default Standard Days Due specified in PM Projects.
Changing the Date Sent To will automatically recalculate this date, even if you overrode the original default date.
Date Received Back
Specify the date you received the submittal back from the architect/engineer.
Copies Received Back
Indicate the number of copies (0-255) of the submittal received back from the architect/engineer.
Date Ret'd To (Date Returned To)
Specify the date this submittal was returned to the subcontractor/supplier.
Copies Ret'd (Copies Returned)
Indicate the number of copies (0-255) of the submittal sent back to the subcontractor/supplier.
Activity Date
Enter the date that the activity on the submittal is scheduled to begin.
You can also enter an activity date on submittal items using the Submittal Items tab.
Submittal Items: Item
Enter the submittal item number (1-32,767) or enter ‘N’, ‘New’, or ‘+’ to have the system auto-assign the next sequential item number.
Items copied from an existing submittal will default a number as defined during the copy process, which cannot be changed.
Submittal Items: Description
Enter a description of this submittal item, up to 60 characters. Initially defaults the description from the submittal header. Items copied from an existing submittal will default the description as previously defined.
TIP: Using the Down Arrow in this field will save the current description and advance you to the next line. This can be useful for quick modification of item descriptions when adding revisions to a submittal.
Submittal Items: Status
Specify the status (from PM Status IDs) of this submittal item. Initially defaults the status from the submittal header.
Items copied from an existing submittal will default the status from the current submittal header rather than the source submittal.
Submittal Items: Spec #
Enter the specification number for this submittal, up to 20 characters. Initially defaults the specification number specified in the submittal header.
Submittal Items: Send
Check this box if this submittal item is ready to be sent to the subcontractor/supplier or architect/engineer. This box must be checked in order for this item to be included when generating the submittal document using the ‘Create with Template’ feature. Who the submittal document is sent to is determined by the 'tracking dates' in the submittal header.
Leave this box unchecked if this submittal item is not ready to be sent to the subcontractor/supplier or architect/engineer. Item will be excluded when generating the submittal document using the ‘Create with Template’ feature.
Items copied from an existing submittal will default this flag from the source submittal item. May be overridden.
Submittal Items: Date Due
Specify the date this submittal item is due back from the subcontractor. Defaults the ‘Date Due From’ (for subcontractor/supplier) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Req'd
Specify the number of copies (0-255) of this submittal item requested from the subcontractor/supplier. Defaults the ‘Copies Required’ (for subcontractor/supplier) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Date Rec'd
Specify the date you actually received this submittal item back from the subcontractor. Defaults the ‘Date Received’ (for the subcontractor/supplier) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Rec'd
Indicate the number of copies (0-255) received of this submittal item from the subcontractor/supplier. Defaults the ‘Copies Received’ (for the subcontractor/supplier) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: To Arch/Eng
Specify the date this submittal item was sent to the architect/engineer. Defaults the ‘Date Sent To’ (for the architect/engineer) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Sent Arch
Indicate the number of copies (0-255) of this submittal item you sent to the architect/engineer. Defaults the ‘Copies Sent’ (for the architect/engineer) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Date Due Back
Enter the date this submittal item is due back from the architect/engineer.
This field defaults the ‘Date Due Back’ (for the architect/engineer) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item. If that date is not present, the field defaults from the PM Projects (Default Standard Days Due field, PM Info).
Submittal Items: Date Rec'd Back
Specify the date you received the submittal item back from the architect/engineer. Defaults the ‘Date Rec’d Back’ (for the architect/engineer) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Rec'd Arch
Indicate the number of copies (0-255) of this submittal item received back from the architect/engineer. Defaults the ‘Copies Rec’d Back’ (for the architect/engineer) as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Date Ret'd
Specify the date this submittal item was returned to the subcontractor. Defaults the ‘Date Ret’d’ as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Copies Ret'd
Indicate the number of copies (0-255) of the submittal item that were returned to the subcontractor/supplier. Defaults the ‘Copies Ret’d’ as specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Submittal Items: Activity Date
Specify the date that the activity defined on this submittal is scheduled to begin. Defaults the ‘Activity Date’ specified in the header of the current submittal, regardless of whether item was copied from an existing submittal item.
Notes
Enter any notes that apply to the submittal item.
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.
Spelling Check
Click the Spelling icon on the toolbar or select to spell check the text in this field.
Sent To Firm
Enter the firm that should receive the document(s) generated using the Create and Send feature or press F4 to select a firm from a list.
Click here for an overview of the Create and Send feature.
Drag and Drop
To drag and drop firms/contacts to the distribution grid, double-click the Distribution tab (label) or select . This displays the Project Firm Contacts list. You can then select a firm/contact and drag it to the grid.
If you manually add a firm/contact to the grid that is not set up for the project, upon saving the record, the system displays a message indicating the firm/contact does not exist in PM Firms and gives you the option to add the firm/contact. Select Yes to add the firm/contact to the distribution list and to PM Firms. Select No to add the firm/contact to the distribution grid only.
Distribution defaults
When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.
For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.
Click here for more information on distribution defaults.
Using the sort name
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
Sent To Contact
Enter the contact that should receive the document(s) generated using the Create and Send feature, or press F4 to select one from a list. Only contacts associated with the firm selected in the Sent To Firm field can be selected.
Contacts are associated with firms using PM Firm Contacts .
Distribution defaults
When creating a new record, the Distribution tab will automatically populate with any PM firm contact set up as a distribution default.
For example, if a contact at an architecture firm should receive a copy of all drawing logs of document type 'ARCH', you can use the distribution default feature to set up that contact as a default for 'ARCH' documents. When drawing logs of that type are created, that contact will automatically populate on the Distribution tab.
Click here for more information on distribution defaults.
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
Send
Check this box if the contact should receive communications generated using the Create and Send feature.
When this box is not checked, the contact can be manually added to a Create and Send email but they will not automatically populate in the To, Cc, or Bcc fields on the Message tab of the PM Send Documents form.
Click here for an overview of the Create and Send feature.
If a communication has already been sent
If this contact was added to an email generated using the Create and Send feature, this box will be checked.
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
Preferred Method
Use this field to select which type of communication should be sent to the contact when using the Create and Send feature. This field defaults based on the preferred method set up using PM Firm Contacts.
- M - Print — Print a hard copy of the generated PDF document(s). When this option is selected, the contact will not receive a copy of the email body text.
- E - Email — Send the generated PDF document(s) using email. The
email address of the contact is pulled from the Email field on the Info tab of the PM
Firm Contacts form. F -Fax — Send the generated PDF document(s) suing fax. The system
will use the fax number set up on the PM Firm Contacts form. Note: This option requires that you have a fax server set up in the Fax Server Name field on the Info tab of PM Company Parameters .
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
Send Type
Select how the contact should be added to the communication generated from the Create and Send feature: To, Cc, Bcc.
When a communication is created using the Create and Send feature (), the contact will automatically be added using the selection in this field.
Click here for an overview of the Create and Send feature.
If a communication has already been sent
If an email generated using the Create and Send feature has already been sent to the contact, this field will display how the contact was included on the last communication.
For example if the contact was added to an email in the To field on the PM Send Documents form, To will display in this field. When a new email is created using the Create and Send form, the contact will automatically populate in the To field.
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
Date Sent
Enter the date the submittal was sent to this firm/contact.
This field initially populates a date based on the following:
The current date
Or the date is entered in the Date Sent To field on the Info tab if one is entered.
Date Signed
Enter the date the contact signed the document.
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. |
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
Notes
Enter any notes that relate to this contact. You can double click in the field if you need more space to enter information.
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.
Spelling Check
Click the Spelling icon on the toolbar or select to spell check the text in this field.
Create and Send - Overview
PM Submittals - Overview
PM Submittal Package
