The Submittal document window enables you to add a submittal, record review cycles, specify distribution, establish a schedule, and track the status of the submittal. The Submittal Document Window is categorized into many tabs. You can use these tabs to record related details.
The tab information below is based on Edit mode.
Buttons, drop-down lists, and links:
Edit Submittal
Click to enter Edit mode to edit the submittal package information. This appears if you clicked the document name to display the document. If you clicked edit 
, the document is already in Edit mode.
Spelling 
Click to spell check the document.
This displays when you are in Edit mode.
Print Form 
Click to print a form.
Print Preview 
Click to display the page that will be printed.
Select an action
Click to display the list of actions you can perform on the current window.
Choose Generate Submittal from the Select an action drop-down to open the Generate Submittal Wizard, in which you can create incremental copies of the original submittal.
Transmittals Queue
Click to display the items in the Transmittals Queue. From there you can select the create or remove functions that you want to perform on a transmittal.
User Productivity Kit
Click the User Productivity Kit link to launch the User Productivity Kit (sold separately), which you can use to view context-sensitive tutorials specific to the page you are viewing.
The Applicable Content checkbox will be marked. If specific tutorial content exists, select the appropriate link to display it. If specific tutorial content does not exist, clear the Applicable Content checkbox to choose from the list of available general tutorials.
Submittals Log
Click to return to the log window.
Control Center
Click to return to the Workspace.
Expand All
Click to expand all sections of the window or dialog box.
Collapse All
Click to collapse all sections of the window or dialog box.
General tab:
Package
The submittal package this submittal belongs to. Click to open the Submittal Package document window.
Submittal
Enter a unique code using up to 15 characters to identify this submittal.
Title
The name of the item.
Number
A unique number assigned to this item.
Contract Management automatically assigns a unique number to identify the item. You can change this number only when you create a new document.
Category
Select the category for this submittal from the drop-down list.
Type
Select the type for this submittal from the drop-down list.
Required Start
The date the review or approval process must begin.
Contract Management automatically calculates the required start and required finish based on the Submittal Preparation Start date and the Approval Period Finish date respectively, which are on the Schedule tab. To do this, click the Schedule tab, pick a successor activity, specify the lead times for the two activities, and click Update from Lead Time.
Latest Review Cycle
The number of the latest submittal review cycle.
Held
The number of days the Ball in Court contact has held the submittal. Contract Management calculates this value in the following ways:
Elapsed
The number of days the submittal has been open. Contract Management calculates this value in the following ways:
Overdue
Contract Management automatically calculates the number of days by which the review cycle has exceeded the required finish date.
Status tab:
Ball in Court
The person responsible for this item.
Contract Management automatically fills in this field based on the Review Cycle.
Priority
The priority level for this item, which will appear in the BIC’s Action List.
Status
The status of the most recent review cycle.
Contract Management automatically fills in this field based on the Review Cycle.
Workflow tab:
Multiple Reviewers
Select this option to send a submittal to multiple reviewers. This enables you to create a set of reviewers. This feature is available only when there are no review cycles.
Received From
Click browse 
to open the Select Contact dialog box to select the contact ID and initials of the contact from whom you will receive the submittal.
Submittal Coordinator
Click browse to open the Select Coordinator dialog box, where you can select the contact who is responsible for receiving and reviewing submittals for the project. On the Submittal Coordinator dialog box, you can only select a coordinator from the company that is listed as the project's Submittal Coordinator company. For information on editing this and other project settings, refer to Project Settings Dialog Box.
Sent To
Click browse to open the Select Contact dialog box to select the contact ID and initials of the contact you will send the submittal to.
Returned By
Click browse to open the Select Contact dialog box to select the contact ID and initials of the contact who will return the submittal to you.
Forwarded To
Click browse to open the Select Contact dialog box to select the contact ID and initials of the contact you will forward the submittal to.
Review Cycles tab:
This tab shows the submittal's complete history, starting with the first review cycle.
Add
Click to create a new review cycle.
The revisions will be automatically numbered sequentially, beginning with 001. You can change the sequential number later. Click the review cycle's number to open the review cycle. Each revision is categorized into different tabs to record related details.
General Subordinate tab:
Review Cycle
Contract Management automatically numbers each review cycle sequentially. You can change this number. Click Delete to delete this review cycle.
Description
Enter a description of the submittal to be reviewed.
Received
The date you received the submittal for review.
Sent
The date you sent the submittal for review.
Returned
The date the on which the reviewer returned the reviewed submittal to you.
Status
The status of the submittal returned to you.
Forwarded
The date you forwarded the submittal back to the contact from whom you received it.
Multiple Reviewers Subordinate tab:
This tab only appears if you selected the Multiple Reviewers option on the Workflow tab when you created the new submittal.
Add
Click to open the Revision Set dialog box to add a reviewer to this review cycle.
Reviewer
The name of the contact who reviewed the submittal.
The reviewer who is the ball in court is indicated by BIC (the last reviewer entered).
Sent
The date you sent the submittal to this reviewer.
Returned
The date the reviewer returned the reviewed material to you.
Status
The status assigned by the reviewer.
Number
The number assigned to the reviewer.
Held
The days held is the difference between the current system date and the last status date.
It is zero if none of the dates have been entered or if the review cycle has been approved or the Forwarded Date is entered.
Elapsed
The elapsed value is the difference between the current system date and the first status date if the Forwarded Date is blank and the review cycle is not approved.
If the review cycle is approved, the value is the difference between the last and first date. Contract Management sets the value to zero if no review cycle dates are filled in.
Details Subordinate tab:
Sepias
Enter the number of reproducible sepia copies sent.
Prints
Enter the number of prints sent.
Drawing Date
The latest revised date of the drawing.
Held
The days held is the difference between the current system date and the last status date.
If none of the dates have been entered, the review cycle has been approved, or the Forwarded Date is entered, the value is zero.
Elapsed
The difference between the current system date and the first status date if the Forwarded Date is blank and the review cycle is not approved. If the review cycle is approved, the value is the difference between the last and first date.
Contract Management sets the value to zero if no review cycle dates are filled in.
Remarks
Additional comments or instructions.
Distributions Subordinate tab:
Use this tab to record the names of contacts who should receive a copy of the submittal review cycle.
Add
Click to open the Distribute Submittal dialog box, and then click Select to open the Select Contacts dialog box to add contacts to the Distribution section.
Distributed To
The name of the contact to whom you sent the submittal in this review cycle.
Date
The date on which the item was created or issued.
Copies
The number of copies sent to this contact.
Remarks
Additional comments or instructions.
Transmit
A check indicates that Contract Management will create a transmittal queue entry for this contact.
Issues Subordinate tab:
Link
Click this to open the Select Issue dialog box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue document window.
Attachments Subordinate tab:
Attach File
Click this to open the Attach File dialog box to add an attachment to this invoice.
Attach from Repository
Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using the Firefox Internet browser, you cannot attach files when in File Server mode.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Schedule tab:
If you are using P6 EPPM, you can use the Schedule tab to reference and update the activities associated with your submittals with early/actual start and finish dates of P6 EPPM schedule activities. You can also enter schedule dates and lead times manually if you are not using a P6 EPPM schedule.
Update from Schedule
Click this if you are using P6 EPPM activities to schedule update submittal activity dates.
This only displays when Contract Management is connected to a P6 EPPM project.
Update from Lead Time
If you are not using schedule activities to update submittal activity dates, you can manually enter the number of days of lead time necessary for each submittal activity to complete in the Lead Time fields. You must first supply the Successor Activity and its corresponding dates, then enter the Lead Time for the remaining submittal activities.
To update the date for these activities based on the Successor Activity dates and the lead times entered, click Update From Lead Time. Also click Update From Lead Time if you change any of the dates later; Contract Management overwrites the original dates with dates calculated from the lead times. Text will appear to notify you that These dates were calculated in Contract Management.
Note: Contract Management assumes you are using activities with conventional finish to start relationships, and calculates dates based on a 7-day work calendar.
Details (if Update from Schedule is used)
Click 
to open the Purchase Order document window to view early/actual start and finish dates, original and remaining durations, percent complete, and total float for a document linked to a P6 EPPM activity.
Description
The names of the fields described below.
Lead Time
The number of days to deduct from the Finish date of an activity to calculate the Start date for the activity.
If you change the number in this field or change an activity after dates have been calculated, Contract Management updates the dates automatically.
For example, if you enter 30 days for the Lead Time for an activity with a Finish date of December 29, 2002, the Start date for that activity becomes November 30, 2002. If you use P6 EPPM activities to update submittal activity dates, the Lead Time comes from the P6 EPPM schedule.
If you are not using schedule activities to update submittal activity dates, you can manually enter the number of days of lead time necessary for each submittal activity to complete in the Lead Time fields. You must first supply the Successor Activity and its corresponding dates, then enter the Lead Time for the remaining submittal activities. To update the date for these activities based on the Successor Activity dates and the lead times entered, click Update from Lead Time. If you change any of the dates later, click Update from Lead Time again; Contract Management overwrites the original dates with dates calculated from the lead times. The text below the button notifies you that These dates were calculated in Contract Management.
Use the Update Submittals Schedule object in the Workspace along with this feature.
Activity ID
If you use P6 EPPM activities to update submittal activity dates, click Select to open the Select Activity dialog box to select the P6 EPPM activity.
Click Update from Schedule to update the submittal actual Start and Finish dates for the Contract Management activity type (Delivery Time, Fabrication Time, Release To Manufacturer, Resubmit, Approval Period, or Submittal Preparation).
If you are not using schedule activities to update submittal activity dates, you can manually enter activities.
Start/Finish
If you use P6 EPPM activities to update submittal activity dates, the Start dates are calculated based on the previous activity’s Finish date, and the Finish dates are based on the Lead Time for each schedule activity. A check indicates that the activity has started or finished.
If you are not using schedule activities to update submittal activity dates, you can manually enter the dates for each submittal activity in the Start and Finish fields. Select the options if each activity has started or finished.
Rows:
Successor Activity
The activity that cannot begin until the submittal review is finished.
Click Select to open the Select Activity dialog box to select the activity that you want Contract Management to use as the basis for calculating the dates of the succeeding activity.
For example, if the Finish date of the Delivery Time for the current activity is one day before the Start date for the Successor activity. If the Start date for the Successor activity is December 30, 2002, the Finish date of the Delivery Time activity would be December 29, 2002. This ensures that the materials needed to perform the successor activity are delivered in time for construction to begin.
Delivery Time
The time and dates needed for delivery.
Fabrication Time
The time and dates needed to manufacture the item.
Release To Manufacturer
The time and dates needed to get the requirements to the manufacturer.
Resubmit
The time and dates allowed for resubmitting the submittal.
Approval Period
The time and dates needed to approve the submittal.
Submittal Preparation
The time and dates needed to prepare the submittal.
Details tab:
Use this tab to enter the number of items attached to the submittal, the company and initials of the contact who produced the submittal items, a drawing number, and to specify who approved the submittal and the date.
Items In Submittal
Enter the number of items attached to the submittal.
Source
Click Select Source open the Select Contact dialog box to select the contact who produced the submittal items.
Filed By
Click Select Filed By to open the Select Contact dialog box to identify the person who filed the submittal.
Filed Date
The date the submittal was filed.
Drawing
Enter the drawing number associated with this submittal.
Code
Optionally enter your own personal code for this submittal.
Approved By/Date
Click Select Approved By to open the Select Contact dialog box to specify the contacts who approved the submittal. Click Select Date 
to select a date.
Contract
Click Select Contract to open the Select Contract dialog box to link a contract to this submittal.
Generated From Drawing
The drawing used to create this submittal (if applicable).
Custom Fields tab:
This tab only displays when one or more custom fields have been defined for the module. Each custom field assigned to this module is shown with applicable values. Custom fields enable you to define additional information about a project. Define the custom fields by right-clicking on the top-level folder (All Projects), and clicking Custom Fields. Custom fields cannot be defined when any users other than the Contract Management administrator are logged onto the system. For more information, see Custom Fields Overview and Add Custom Fields.
Issues tab:
Link
Click this to open the Select Issue Dialog Box to link an issue to this item.
Issue Title and Name
The names and titles of issues linked to this item. Click to open the Issue Document Window.
Attachments tab:
Attach File
Click this to open the Attach File Dialog Box to add an attachment to this invoice.
Attach from Repository
Click to attach a document from the content repository. These documents are external to Contract Management, and are not part of the documents created in Contract Management. This link will not display unless the Contract Management administrator set the project content management properties to use the repository. See Configure the Content Management Version Document and Attachment Feature for more information.
Attach URL
Click this to attach a web address to the document. You can also launch an attached document or URL in its native application or delete an attachment.
Note: If you are using Firefox, and if the Attachment Storage Type for the project is set to File Server in the Contract Management Administration application, then you cannot attach files while the I am currently connected to the file server option in the User Settings dialog is selected. To open the User Settings dialog, navigate to the Control Center, right click All Projects, and then click User Settings.
Attachment
The name of the attachment associated with this item. Click to open the attachment.
Subject
A brief description of the item.
Location
The location to which the file is uploaded.
Note: If you get an error message indicating file not found, make sure the virtual directory specified in the Contract Management Administration Application is mapped correctly.
Path
The full path to the file.
File Size
The size of the attached file.
Date Attached
The date the file or link was attached.
Attached By
The user who attached the file or link.
Versions tab:
Use the Versions tab to maintain a history of your document changes. This tab only displays when you open the document in View mode, not in Edit mode (open the document by clicking the document name, not the Edit icon beside the document name). On the Versions tab, you can view and access previous versions of the selected document and identify who created the versions and when the versions were created. You can create and preserve a new version of the document at any stage during a project. To create a new version of the current document, choose Version Document from the Select an action drop-down list. You can use the Contract Management Administration Application to configure the Version Document feature to automatically create a new version of your document each time you save the document (see Configure the Content Management Version Document and Attachment Feature for more information).
Version
Lists different versions of the current document in reverse chronological order.
Click view 
to open each version. Each version shows the information available in the document when the version was created.
User Account
Shows the name of the user who created the corresponding version.
Date
The date on which the item was created or issued.
How to access this document window:
to add a new submittal document.
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Last Published Wednesday, June 17, 2015