Submittal Settings - Users

All users with View permissions to the Submittals module will be able to view the project-level submittal settings. However, only the users with Manage Project Settings permissions will be able to edit and save project-level submittal settings. The Submittal Settings page controls both optional and required settings, all of which will set the framework for the submittal process for a specific project. At a high level, here are some of the factors that you will determine from this page:

  • Assign a submittal coordinator (required)
  • Assign a fixed number of days for reviews to be returned
  • Choose your calendar offset type (calendar days or working days)
  • Determine operational factors for submittal packages
  • Determine operational factors for subcontractor-initiated submittals

A description of the fields and buttons located on this page is provided below:

  • Complete Review Due Date Offset: Enter the maximum number of days allowed for the submittal coordinator to complete the design review of submittal items or submittal packages and return them to the general contractor. The review due date offset is an optional field provided to help contractors meet time-sensitive obligations.

    If a contractual obligation exists for submittal items to be returned within a predetermined time frame, those number of days may be entered in this field to facilitate this initiative.

    Create a weekly reports subscription for submittal items. On a weekly basis you will receive a report via email on the status of each submittal item or package. Note that you can group submittal reports by the Held By field and split the names listed to separate rows by clicking the Return row for each multivalued field value check box on the Select Columns step of the report wizard.

    Review these reports regularly to stay abreast of the status of each submittal item and make inquiries as necessary. Having this insight allows you to take a proactive approach, intercept delays, and ensure the submittal process is aligned with the construction schedule and that contractual obligations are being met.

  • Offset Type: Select whether the Complete Review Due Date Offset will be calculated on calendar days or working days.
  • Specify Default Folder for Attachments:  Optionally, you can specify a folder in which all attachments will be stored. This setting will apply to all submittal process participants.
  • Submittal Coordinator (Required): Click the Select From drop-down list to narrow available names to a single role. In many organizations, the Submittal Coordinator will be the Architect/ Engineer on the project or a project manager within the owner's organization. Although you can identify multiple submittal coordinators for the project, only one submittal coordinator can be assigned to an individual item. A submittal coordinator assigned with items in review cannot be removed from the project's submittal coordinator list. The Submittal Coordinator list must have at least one name assigned. If multiple submittal coordinators exist, they cannot be removed from the list unless they are under “No items in review” heading.

    • Submittal coordinators can act on each others items, so it is a good idea to designate at least two coordinators per project in case a backup is needed.

  • Who to Notify: Select the roles or users that should be notified when any action is taken on a submittal item.

    • Be judicious in assigning this setting because it can generate an extremely large volume of email notifications for recipients.

  • Notify Submittal Coordinator on Review Complete:  This setting is used on projects where each design reviewer uses the Forward and Complete Review action to forward to the next design reviewer (sequential or "daisy chain" reviews). When this box is checked, a notification is sent to the submittal coordinator after the final reviewer clicks Complete Review action. With the box unchecked, the submittal coordinator only receives notifications for the first level of reviews sent via Forward for Review actions. This is usually sufficient for projects using parallel design reviews.

The options in this section affect submittal package options at the project level. Each of these settings are also available at the account level. Administrators, see Submittal Package for more information. Settings at the project level will supersede account settings.

  • Use CSI List: Click the drop-down list to choose whether or not submittal packages should use CSI codes. This is an account level setting that applies to all projects in the account. Whether this feature is set to yes, or no, users can still enter free-form text into this field.

    Yes is the default value. When CSI codes are used, they represent the second set of numbers in the submittal package number.

    No will effectively remove the second Submittal Package setting option: CSI List to Use. While creating a submittal package, the CSI Codes drop-down list will not display on the Submittal Package page if this feature is set to No. However, a space will be provided for users to enter a second set of numbers in the Submittal Package # field. Free-form text entry is allowed, or the field may be left blank for a two digit set submittal package number.

  • CSI List to Use: This option only displays if Yes is selected in the Use CSI List option. Click the drop-down arrow to select a CSI format. Available options include:

    • CSI MasterFormat 1995
    • CSI MasterFormat 2004
    • CSI MasterFormat 2012
    • User Defined List

    • If User Defined List is selected, the package numbering will use the Construction Codes from the Account Setup module, which can be loaded with an imported custom list of CSI codes.

  • Submittal Item Spec Section Populated by CSI Code: This option is displayed only if Yes is selected in the Use CSI List option.

    • If selected, the Spec Section field on the Add/ Edit Submittal Item page will be a drop-down menu of CSI options as opposed to a free-form entry field. This setting would help reduce errors that could be introduced with free-text entry.

    If you track items by spec section, make this a required field to ensure this information is always captured. For instructions, see Manage Required Fields.

  • Auto Numbering Packages:
    Per Code    : Choose this option to automatically number submittal package records in sequential order (1, 2, 3, etc.), by division.

    All submittal packages in division one are numbered in sequential order. All submittal packages in division two are numbered in sequential order, and so forth.

    Per Project: Choose this option to automatically number submittal package records in sequential order (1, 2, 3, etc.), regardless of division.

    Submittal packages are numbered sequentially in the order in which they are created, regardless of division.

  • Honor Auto-Close Status: Select this check box, if the submittal items are to be automatically placed in the 'Closed' status when the item is set to a specific status predefined by the account administrator. This account setting can be overridden at the project level by users with Add/Edit permission or an administrator.
  • Allow Items to be Added After Review Starts: Selecting this box enables the Add Items button on the Submittal Packages Item tab. This applies to open packages after being sent for review to the submittal coordinator. When this is turned on, team members with the following permissions can add items:
    • Create permission for the packages they authored
    • Add/ Edit permission
    • Administrators

  • Allow Revision Items to be Added to Existing Packages: Selecting this box adds a drop-down list for Submittal Package when creating a submittal revision. From the drop-down, you can either create a new package in the same series (same package number and incremented revision), OR you can select an existing open package in the series to attach the revised item to. The revised submittal item cannot be added back into the same package that it currently exists in. For projects with large numbers of resubmittals, this helps consolidate the number of packages in review.
    This setting is independent from the "Allow Items to be Added After Review Starts" setting above. Revisions can be added to any open package within the package number series, even if it has been forwarded for review. For projects with large numbers of resubmittals, this helps consolidate the number of packages in review.

This section is not visible until at least one role has been assigned the Create Submittal permission (typically used for subcontractors).

Submittal options are used on projects where subcontractors will create some or all of the submittal register items, and use the Submit to GC action to kick off the review process. If the subcontractors are not licensed e-Builder users or are not actively participating in the review process, disregard these settings.

  • General Contractors for Submission: Select the role that contains the GC personnel who will receive the submittals from the subcontractor. The subcontractor will select an individual recipient from the list of users in the identified role.

    Only roles that have the Add/ Edit Submittals permission are listed in this drop-down list. If no roles are visible, check with the Account Administrator to verify the role permissions.

  • GC Review Complete Due Date Offset: Enter the number of planned days for the GC to complete an initial review and forward to the submittal coordinator. The offset will calculate a suggested due date in the Submit to GC step, which the subcontractor can modify if necessary.

    The GC Review time frame is separate from the Complete Review time frame (for submittal coordinator and design team).

  • Offset Type: Select whether the GC Review Complete Due Date Offset will be calculated on calendar days or working days.