Back to V310: Construction Project Management

Lesson 12: Processing Submittals

A submittal consists of written and physical products, such as equipment and materials, that a responsible party provides to the general contractor. These products are submitted to the appropriate personnel for approval before they are fabricated and delivered. Submittals can be presented in various formats, such as shop drawings, cut sheets on equipment, and material samples. This lesson explains how submittals can be processed for the projects.

Submittals: General Information

The submittal functionality in Acumatica ERP Construction Edition is used to organize the tracking of the approval of the submittals related to documents and materials before they are fabricated and delivered for use in the project. With up-to-the minute knowledge of the progress and status of these approvals, you can ensure that the work on the project site uses approved specifications and materials.

Learning Objectives

In this lesson, you will learn how to do the following:

• Configure submittal types
• Create a submittal in the system
• Define the people that will take part in processing a submittal and their submittal roles
• Process submittal-related activities
• Create a new revision of a submittal
• Close the completed submittal

Applicable Scenarios

You process a submittal when you want to track the process of verifying a document or material that is necessary for a particular construction project.

Submittal Types

If you need to categorize the submittals, you can create submittal types on the Submittals tab on the Project Management Preferences (PJ101000) form. In the Submittal Types table, the Schedules type is predefined. In the table, you add the necessary types of submittals; you can then filter the existing submittals by these types on the Submittals (PM3060PL) form.

Submittal Roles

For each submittal, you can specify the people who perform functions in the processing of this particular submittal. You assign each specified person one of the following submittal roles:

• Owner: A person who enters the submittal.
• Submitter: A person who submits the documents or materials.
• Approver: A person who reviews or needs to approve the submitted documents or materials. You can define multiple approvers for the submittal, if needed.
• Reviewer: A person who reviews the submitted documents or materials for informational purposes. You can define multiple reviewers for the submittal, if needed.  Lesson 12: Processing Submittals | 83

Submittal Processing Workflow

You enter, modify, and process submittals on the Submittals (PJ306000) form. The processing of a submittal in the system includes the following general steps:

1. Entry of the submittal: The owner enters the submittal in the system. The submittal has the New status. If the owner already has the submittal documents or materials, the owner can act as a submitter and then submit the documents for approval.
2. Specification of the people to be involved in this submittal: The owner enters the submitter, approver, and, optionally, reviewer who will work on this submittal.
3. Opening of the submittal: When the submittal is ready, the owner indicates that the processing of the submittal has been started by opening the submittal in the system. The system assigns the submittal the Open status.
4. Requesting that documents or materials be submitted: The owner sends an email to the submitter indicating that this person needs to submit documents or materials.
5. Submitting of documents or materials: The submitter submits the documents or materials to be approved.
6. Approval of documents or materials: The owner sends the submitted documents or materials for approval to the person defined as the reviewer. The approver approves or rejects the submitted documents or materials.
7. Creation of a new submittal revision (optional): If the submittal has been rejected by the approver because a revised or additional version of the submitted documents or materials is needed, the owner closes the rejected submittal revision (that becomes a closed revision with a revision ID of 0) and creates a new revision. The first revision of a particular submittal is assigned a revision ID of 1, and this ID is incremented by 1 for each subsequent revision of this submittal. The new revision has the same submittal ID as the original submittal and the New status. The system also copies details from the original submittal to the Details and Submittal Workflow tabs. For the new revision the process of submitting and approving documents and materials starts from the beginning.
8. Informational review of the documents and materials (optional): Aer the submittal has been approved, the owner sends the submitted documents or materials for review to the reviewer.
9. Closing of the submittal: The owner indicates that the processing of the submittal has been completed by closing the submittal in the system. The submittal has the Closed status.

Entry of a Submittal

When you create a new submittal (acting as the owner), in the Summary area of the Submittals (PJ306000) form, you specify the applicable project and a short description of the submittal; optionally, you can also specify the submittal type and the project task and cost code to which the submittal relates. You can also specify the specification reference number, the related section in the specification, the date by which the submittal process must be finished, and the date when the documents and materials are required on site. On the Description tab, you can provide a more complete description of the submittal. On the Submittal Workflow tab, you add a row for each person that will take part in processing this submittal. For each person, you specify the following details:

• Contact information. You select a contact from the list of existing contacts or click Add Row on the table toolbar of the lookup table (which navigates you to the Contacts (CR302000) form where you can add a new contact.)
• Submittal role (Submitter, Approver, or Reviewer).
• Optionally, the number of days that are scheduled for the review or the provision of the submitted document or materials.  Lesson 12: Processing Submittals | 84
  When you save the new submittal, the system assigns it the New status and automatically specifies 0 in the Revision ID box to indicate that this submittal is newly created and has no revisions. In the Date Created box, the system inserts the current business date by default. The system also inserts your employee name in the Owner box (to indicate that you have created this submission) and in the Ball in Court box to indicate that you are currently responsible for taking action on this submittal. When you have specified the summary settings and defined the people involved in the submittal workflow, you open the submittal by clicking Open on the form toolbar of the Submittals form. The system changes the submittal's status to Open.

Submitting Documents

To notify a person in the workflow about the need to perform a particular action, you send an email to each responsible person in the submittal by selecting the Email To check box on the Submittal Workflow tab and clicking the Email button on the form toolbar. The system opens the Email Activity (CR306015) form in a pop-up window with the email address of this person or these people inserted in the To box. When you send the email, the system adds a row for this email on the Activities tab. Aer you have sent an email to a submitter, in the corresponding row on the Submittal Workflow tab, you select Pending in the Status column. The system automatically changes the contact or employee in the Ball in Court box of the Summary area to the submitter contact; this indicates the party that currently require to perform the next action for the submitted document or material. The system also specifies the due date in the row based on the values in the Start Date and Days for Review columns in this row. Once the person responsible for the submittal replies, the incoming email appears on the Activities tab of the Submittals form. You change the status of the row on the Submittal Workflow tab to Completed and the reason in the Summary area to Submitted (and attach the provided document to the submittal, if applicable).

Approval or Rejection of Submitted Documents

When the necessary documents or materials have been submitted, you send an email to the approver (or multiple approvers) of the submittal; you also attach the submittal to the email if it is in the form of a file. (Physical materials are instead delivered to approvers.) When the approver or approvers have the needed document or material, you specify Pending Approval in the Reason box of the Summary area and change the status of the row of the approver to Pending on the Submittal Workflow tab. The system inserts the name of the approver in the Ball in Court box in the Summary area; if you have changed the status to Pending for multiple approvers on the Submittal Workflow tab, the system uses the name of the first approver listed in the table. For each approver with the Pending status on the Submittal Workflow tab, the system also inserts the date in the Start Date column and calculates the date in the Due Date column if a number of days for review is specified for the applicable approvers. Once an approver replies to the email, the incoming email appears on the Activities tab of the Submittals form. If the approver approves the submitted documents, you change the status of the row on the Submittal Workflow tab to Approved (and attach the provided materials to the submittal, if necessary). If an approver rejects the submitted documents and asks for changes to be made in the submitted documents or materials, you change the status of the row on the Submittal Workflow tab to Rejected, and proceed to closing the submittal and creating a new submittal revision.

Reviewing of Submittal Documents

Aer the submitted documents or materials have been approved, you send an email with the documents to the informational reviewer (or multiple reviewers), and change the status of the corresponding rows on the Submittal Workflow tab to Pending. The system inserts the employee name of the reviewer in the Ball in Court box in the Summary area; if you have changed the status to Pending for multiple reviewers on the Submittal Workflow tab, the system uses the name of the first such person listed in the table. For each reviewer with the Pending status on the Submittal Workflow  Lesson 12: Processing Submittals | 85

tab, the system also inserts the date in the Start Date column and calculates the date in the Due Date column if a number of days for review is specified for the applicable reviewer. Once a reviewer has completed the review and replies to the email, the incoming email appears on the Activities tab of the Submittals form. You change the status of the corresponding row on the Submittal Workflow tab to Completed.

Closing of a Submittal

Based on the replies received from approvers and reviewers, you close the submittal by clicking Close on the form toolbar of the Submittals (PJ306000) form. In the Details dialog box, which opens, you specify the closure date in the Date Closed box, and one of the following closure reasons in the Reason box:

• Approved: The submittal was approved with no concerns.
• Approved as Noted: The submittal was approved with some concerns.
• Rejected: The submittal did not fit the requirements.
• Revise and Resubmit: The submittal was rejected with some comments that should be taken into consideration. Aer the needed changes are made, the new revision of this submittal could be approved. Aer you click OK in the dialog box, the system inserts the specified reason in the Reason box and assigns the submittal revision the Closed status. If the submittal processing has not yet been completed, you create a new revision of this submittal by clicking the Create Revision button on the More menu, and proceed with submittal process for the new revision.

Submittals: Implementation Activity

This activity will walk you through the process of creating submittal types, which are used to categorize submittals in the system.

Story

Suppose that the ToadGreen company needs to track submittals. Also, the construction project manager wants to be able to categorize the submittals for which photos have been provided, and those for which product samples have been provided. Thus, you need to create these types of submittals in the system. Acting as a system administrator, you need to configure the submittal types to be used for the categorization of submittals in the system.

Configuration Overview

For the purposes of this activity, the Construction and Construction Project Management features have been enabled on the Enable/Disable Features (CS100000) form.

Process Overview

You will configure a list of types to be used for the submittals on the Project Management Preferences (PJ101000) form.

System Preparation

To prepare to perform the instructions of this activity, sign in to the system as an administrator by using the gibbs username and the 123 password.  Lesson 12: Processing Submittals | 86

Step: Creating Submittal Types To create submittal types, do the following:

1. Open the Project Management Preferences (PJ101000) form.
2. On the Submittals tab, on the table toolbar of the Submittal Types table, click Add Row. In the row, specify the following settings:

• Submittal Type: Photos
• Description: Photos

3. Again click Add Row, and specify the following settings in the new row:

• Submittal Type: Product Samples
• Description: Product Samples

4. On the form toolbar, click Save.
   You have configured the types of submittals that can be created and processed in the system.

Submittals: Process Activity

This activity will walk you through the processing of a submittal.

Story

Suppose that the ToadGreen Building Group company is building an Italian restaurant for the Equity Group Investors customer. The company needs to confirm that the customer wants to use the carpet being proposed for the dining area of the restaurant. Ellen Watson, as the construction project manager, is managing the submittal process. Jonathan Stone, the customer’s designer, needs to approve a sample of the carpet. Teresa Willis—a new sales manager of Karn Design Inc., for which the construction project manager needs to add a contact in the system—needs to send the carpet sample to Jonathan Stone, who should approve the color and the material of the carpet. Also, the construction project manager needs to send the approved sample for an informational review to Larry Robinson, a purchase manager of the ToadGreen company. Also suppose that aer reviewing the sample, the designer rejects the submittal because a part of the carpet's pattern was cut off; the designer requests a larger sample. Acting as the construction project manager, you need to create a new contact to be used in the submittal, enter the submittal in the system, open it, and add the necessary information during the processing of the submittal. Then you need to close the submittal and create a new revision for it.

          For simplicity, in this activity, you will perform all actions while remaining signed in as Ellen Watson.
          In a production system, all actions would be performed by the responsible persons.

Configuration Overview

In the U100 dataset, the following tasks have been performed to support this activity:

• On the Enable/Disable Features (CS100000) form, the Construction and Construction Project Management features have been enabled.
• On the Contacts (CR302000) form, a contact record for Jonathan Stone has been created, and on the Employees (EP203000) form, employee accounts for Larry Robinson and Ellen Watson have been created.  Lesson 12: Processing Submittals | 87
• On the Projects (PM301000) form, the ITALIAN project with the 12 - FURNISHINGS project task has been created. Also, on the Cost Codes (PM209500) form, the 12-460 - Furnishings- Misc Accessories cost code has been added.

Process Overview

To process the submittal in the system, you will create and open it on the Submittals (PJ306000) form. During the entry of the submittal, you will add a new contact for the submitter on the Contacts (CR302000) form. You will send the emails to the submitter and then the approver by using the Email Activity (CR306015) form, and will change the status of the corresponding rows on the Submittal Workflow tab to indicate that a response from the responsible person is pending. Aer the response is received, you will indicate this in the submittal document. Aer the approver rejects the submittal, you will close the submittal and prepare a new submittal revision.

System Preparation

To prepare to perform the instructions of this activity, do the following:

1. Sign in to the system as Ellen Watson, the construction project manager, by using the ewatson username and the 123 password.
2. In the info area, in the upper-right corner of the top pane of the Acumatica ERP screen, make sure that the business date in your system is set to today's date.

Step 1: Entering and Opening a Submittal To enter a submittal for the carpet sample, including the employees with roles in the submittal, and then open the submittal, do the following (acting as Ellen Watson):

1. On the Submittals (PJ306000) form, add a new record.
2. In the Summary area, specify the following settings:

• Submittal Type: Product Samples
• Summary: Carpet for the dining area
• Project: ITALIAN
• Project Task: 12 - FURNISHINGS
• Cost Code: 12-460
• Owner: Ellen Watson (inserted automatically) In the Summary area, notice that the status and the reason of the submittal are both set to New.

3. On the Description tab, type Sample of the carpet to be laid in the dining area.
4. On the form toolbar, click Save.
5. On the table toolbar of the Submittal Workflow tab, click Add Row. In this row, you will add Teresa Willis as the submitter, but you need to create a contact in the system for her.
6. In the added row, click in the Contact column, and then click the magnifier icon to open the lookup table with the list of existing contacts.
7. On the table toolbar of the lookup table, click Add Row. The system opens the Contacts (CR302000) form.
8. In the Summary area, select KADESIGN as the Business Account.
9. On the Details tab of the form, specify the following settings:

• First Name: Teresa
• Last Name: Willis
• Job Title: Sales Manager
• Email: twillis@kadesign.example.com  Lesson 12: Processing Submittals | 88
• Business 1: +1 (212) 209-0982 10.On the form toolbar, click Save & Close to save the record, close the form, and return to the Submittal Workflow tab of the Submittals form. The system has inserted the newly created contact in the Contact column of the row you added. 11.In the row, specify the following settings:
• Role: Submitter
• Status: Planned This is the status of this contact's work on the submittal.
• Days for Review: 10 12.To add the designer approving the submittal, on the table toolbar, click Add Row, and specify the following settings in the row:
• Contact: Jonathan Stone
• Role: Approver
• Status: Planned
• Days for Review: 3 13.To add the purchase manager performing an informational review, on the table toolbar, click Add Row, and specify the following settings in the row:
• Contact: Larry Robinson
• Role: Reviewer
• Status: Planned
• Days for Review: 3 14.On the form toolbar, click Save. 15.On the form toolbar, click Open. In the Details dialog box, which is opened, leave Issued as the reason, and click OK. In the Summary area, notice that the system has changed the status of the submittal to Open and the reason to Issued.

Step 2: Sending an Email to the Submitter In this step, you will continue managing the submittal, acting as Ellen Watson. To send an email to the sales manager of Karn Design Inc., proceed as follows:

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row with the Teresa Willis contact, and click Email on the form toolbar. The Email Activity (CR306015) form opens with the email address of Teresa Willis inserted in the To box.
2. On the Message tab, type the following text: Dear Teresa, Please provide a sample of the carpet that you proposed for the dining area. Best regards, Ellen Watson

                 In a production system, you would also attach any needed documents to the email. In this
                 activity, for simplicity, you are skipping this step for all emails you sent.
   

3. On the form toolbar, click Send to send the email, close the form, and return to the submittal on the Submittals form.  Lesson 12: Processing Submittals | 89
4. On the Activities tab, make sure that the email you sent is now listed.
5. On the Submittal Workflow tab, in the Status column of the row for Teresa Willis, select Pending to indicate that you are waiting on a response from the submitter.
6. Click Save on the form toolbar. In the Ball in Court box in the Summary area, notice that the system has specified Teresa Willis to reflect the person who currently has to perform an action for the submittal. Also, on the Submittal Workflow tab, in the row for Teresa Willis, the system has set the Start Date to the current business date and calculated the Due Date based on the start date and the days for review that you specified earlier in this row.

Step 3: Receiving an Answer from the Submitter In this step, you will prepare and send an email response from the submitter (which the submitter would instead do in a production environment) and indicate that the requested sample has been provided. Do the following:

1. In the info area, in the upper-right corner of the top pane, change the business date to eight days aer the previously specified date.
2. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Activities tab, click Create Email.
3. In the To box on the Email Activity (CR306015) form that opens, specify Ellen Watson.
4. In the From box, enter twillis@kadesign.example.com.
5. On the Message tab, type the following text: Dear Ellen, The sample of the carpet has been sent to you by delivery service. Best regards, Teresa Willis
6. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, notice that the email from Teresa is listed. Suppose that the sample from the delivery service has arrived.
7. On the Submittal Workflow tab, in the Status column of the row for Teresa Willis, select Completed to indicate that she has submitted the needed sample. Notice that in the Completion Date column, the system inserts the current business date (that is, the date you specified at the beginning of this step).
8. Click Save on the form toolbar to save your changes. In the Summary area, notice that the system has changed the name in the Ball in Court box to Ellen Watson because currently there are no rows with the Pending status on the Submittal Workflow tab.

Step 4: Requesting the Approval of the Submitted Sample To request approval from the designer for the documents, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row with the Jonathan Stone contact, and on the form toolbar, click Email. The Email Activity (CR306015) form opens with the email address of Jonathan Stone automatically specified in the To box.
2. On the Message tab, type the following text: Dear Jonathan,  Lesson 12: Processing Submittals | 90

      I have sent you the sample of the carpet that Karn Design Inc. provided
      us. Please let me know if this is what you want to see in the dining area
      of the restaurant.
      Best regards,
      Ellen Watson
   

3. On the form toolbar, click Send to send the email and close the form to return to the submittal on the Submittals form. Refresh the form, and on the Activities tab, notice that the email to Jonathan is now listed.
4. On the Submittal Workflow tab, in the Status box of the row for Jonathan Stone, select Pending to indicate that you are waiting on a response from the approver.
5. Click Save on the form toolbar. In the Summary area, notice that the system has changed the name in the Ball in Court box to Jonathan Stone because you changed the status in his row. Also, on the Submittal Workflow tab, the system has set the Start Date to the current business date (which you set in Step 3) and calculated the Due Date accordingly.

Step 5: Rejecting the Submitted Documents To prepare and send an email from the designer (which Jonathan Stone himself would do in a production environment) and indicate that the provided sample has been rejected, do the following:

         For simplicity, in this step, you will perform the actions while remaining signed in as Ellen Watson. In a
         production system, all actions would be performed by the responsible persons.

1. In the info area, in the upper-right corner of the top pane, change the business date to three days aer the previously specified date.
2. While you are still viewing the submittal on the Submittals (PJ306000), on the Activities tab, click Create Email.
3. In the To box of the Email Activity (CR306015) form that opens, specify Ellen Watson.
4. In the From box, specify jstone@italian.example.com.
5. On the Message tab, type the following text: Dear Ellen, I like the color and material. But the sample is too small, and part of the pattern was cut off from the sample. Could you please provide a larger sample? Best regards, Jonathan Stone
6. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, notice that the new email from Jonathan is listed.
7. On the Submittal Workflow tab, in the Status box of the row for Jonathan Stone, select Rejected to indicate that the approver rejected the submittal.

Step 6: Creating and Opening a New Revision of the Submittal To close the submittal and prepare a new submittal revision, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, in the Status column of the row for Larry Robinson, select Canceled.
2. Click Save on the form toolbar, and then click Close on the form toolbar.
3. In the Details dialog box, which opens, select Revise and Resubmit in the Reason box, and click OK.  Lesson 12: Processing Submittals | 91

   In the Summary area, notice that the system has changed the status of the submittal to Closed and the
   reason to Revise and Resubmit, as shown in the following screenshot.
   
   
   Figure: Closed submittal revision
   

4. On the More menu, click Create Revision. The system creates a new revision of the submittal with the same submittal ID, a new revision ID (1), and the New status. Other settings in the Summary area have been copied from the previous submittal revision.
5. Review the Submittal Workflow tab, and make sure that the new revision contains all the rows from the original submittal.
6. On the form toolbar, click Open.
7. In the Details dialog box, which is opened, leave Issued as the reason, and click OK.

You have finished working with the first submittal and created a new revision.  Additional Materials | 92

Additional Materials

This part provides supplemental information related to the processes and examples in the course.

Project Issue: Mass Processing

The following section explains how to mass-assign owners to project issues.

Mass-Assigning Owners to Project Issues You use the Assign Project Issue (PJ502000) form to assign owners to project issues. To do this, you select the check boxes in the unlabeled column for the project issues that you want to assign to owners and then click Process on the form toolbar. If you want to assign owners to all project issues, click Process All. The system assigns owners according to the assignment map selected in the Project Issue Assignment Map box on the Project Issues tab of the Project Management Preferences (PJ101000) form.

Project Cost Projections: Related Forms, Reports, and Inquiry Forms

In the following sections, you can find details about the reports and inquiry forms you may want to review to gather information about the projected costs of a project.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing the Projected Costs of a Project

You can view a report of the work in progress for a project with the cost projection details. To do this, on the Construction Bonding Report (PM650500) report form, you select the project, specify By Cost Projection in the Planned Cost Estimation box, and run the report. The prepared report shows columns with the projected costs to complete and the projected costs at completion.

Reviewing the Work-in-Process Information You can view a report of the work in progress for a project with the cost projection data. To do this, on the Cost Projection (PM305000) form, you open the needed cost projection revision and click Project WIP Detail on the More menu. The system generates and opens the Project WIP Detail (PM652500) report, which includes columns with the projected costs from the last cost projection revision or date-sensitive cost projection that has been released for the project. The report also shows the impact of the projected amounts on the current project and helps you to analyze whether particular project tasks are overbilled or underbilled in relation to the current progress of completion of these project tasks.

Reviewing the Latest Cost Projections for a Particular Date

On the Cost Projections by Date Report (PMGI3055) inquiry form, you can review the last cost projection for the specified date. The table contains a row for each project. In the row, you can see the released date-sensitive cost  Additional Materials | 93

projection with the latest projection date that is earlier than the date that you have specified in the Actual to Date box.

Viewing Enhanced Project Analytics

To get detailed information about the costs and revenues of a particular project for a period, you select the project on the Project Financial Vision (PM405000) form. The form shows aggregated project transactions for the selected period that are grouped by the criteria that you define in the Selection area. You can do any of the following to align the analysis with your needs for information:

• Change the selection criteria, such as the period for which the data is gathered
• Group the data by project task, account group, inventory ID, and cost code to investigate cost anomalies
• View a project dynamics chart for the selected period by clicking Show Chart on the form toolbar

Requests for Information: Mass-Processing of Documents

The following section explains how to mass-assign owners to requests for information.

Mass-Assigning Owners to Requests for Information You use the Assign Request for Information (PJ501000) form to assign owners to requests for information. To do this, you select the check boxes in the unlabeled column for the requests for information that you want to assign to owners and then click Process on the form toolbar. If you want to assign owners to all requests for information, click Process All. The system assigns owners according to the assignment map selected in the RFI Assignment Map box on the RFI tab of the Project Management Preferences (PJ101000) form.

Requests for Information: Related Reports

In the following sections, you can find details about the reports you may want to review to gather information about requests for information.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Finding Requests for Information

You can find particular outstanding requests for information by using the RFIs Outstanding (PJ664000) report. You can run this report for a particular request for information, for all requests for information, or for requests for information that are filtered by status and reason.

Printing RFI Reports

To prepare a printable form of a request for information, you use the RFI Question and Answer Form (PJ661000) form. You can open this report by clicking the Print button on the form toolbar of the Request for Information (PJ301000) form when a particular request for information is open on the form.  Additional Materials | 94

Drawing Logs: Mass Processing

This topic explains how to download files from multiple drawing logs at once.

Mass-Downloading Files from Drawing Logs On the Drawing Logs (PJ403000) form, you can mass-download the files of multiple drawing logs. To do this, select the Included check box for the drawing logs whose files you want to download, and click Export Drawings on the form toolbar. You can also download all the files of a particular drawing log by clicking Export Drawings on the form toolbar of the Drawing Log (PJ303000) form.

Drawing Logs: Related Report

In the following section, you can find details about a report you may want to review to gather information about drawing logs.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Printing Reports

To prepare a report with details on drawing logs, you use the Drawing Log Details (PJ653000) report. On this report, you can view the details of all drawing logs or filter them by project, project manager, and discipline. You can also select the Current Only check box on the Report Parameters tab of the report form to display only up-to-date drawing logs in the report.

Photo Logs: Mass-Processing of Documents

The following sections explain how to download photos from multiple photo logs at once and how to send them by email.

Mass-Downloading Photos and Files from Photo Logs On the Photo Logs (PJ405000) form, you can mass-download the files of multiple photo logs. To do this, select the Included check box for the photo logs whose files you want to download, and click Export Photos on the form toolbar. You can also download all the files of a particular photo log by clicking the Export Photos button on the form toolbar of the Photo Log (PJ305000) form.

Mass-Sending Photos and Files from Photo Logs On the Photo Logs (PJ405000) form, you can send the files of multiple photo logs by email. To do this, select the Included check box for the photo logs whose files you want to send, and click Email on the form toolbar. The  Additional Materials | 95

system opens the Email Activity (CR306015) form with a single ZIP file attached that contains all the photos and files associated with the selected photo log. You can also send all the files of a particular photo log by clicking Email on the form toolbar of the Photo Log (PJ305000) form.

Daily Field Reports: Related Reports and Inquiry Forms

In the following sections, you can find details about the reports and inquiry form you may want to review to gather information related to daily field reports.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing the History of Requests to a Weather Service

If integration with a weather service has been configured on the Daily Field Reports tab of the Project Management Preferences (PJ101000) form, you can find a list of all requests sent to the weather service on the Weather Log Details (PJ404000) inquiry form. On this form, you can narrow the list of records by the project, weather service, and dates. You can also set up the form to display only the requests that have failed, along with a description of the error.

Printing Daily Field Reports

To prepare a printable form of a particular daily field report, you open the daily field report on the Daily Field Report (PJ304000) form and click Print Daily Field Report on the form toolbar. The system opens the printable version of the report on the Daily Field Report Form (PJ644000) report. You can print this report or send it by email. To prepare a printable form of the list of the daily field reports for a particular project of a particular day, you use the Daily Field Report by Project Form (PJ644050) report. You can also display only completed daily field reports in this report.

Unit Tracking in Projects: Related Reports

In the following sections, you can find details about the reports you may want to review to gather information about the progress of a project.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Reviewing the Progress of a Project

You can view a report showing the work in progress for a project with details on units that have been installed or used during the specified period. To do this, on the Project Progress Report (PM657000) report form, you select the project, select the start date and end date of the period for which you want to analyze the progress, and run the report. The prepared report shows columns with budgeted and completed quantities for the period.  Additional Materials | 96

Printing Daily Field Reports Related to Progress Worksheets

To prepare a printable form of a particular daily field report that relates to a progress worksheet, you generate the Daily Field Report Form (PJ644000) report. The printable report form includes information about progress worksheet lines that have been recorded with this daily field report. You can print this report or send it by email.

Submittals: Related Report

In the following section, you can find details about a report about a particular submittal process; you may want to print this report or send it in an email.

          If you do not see a particular report or form that is described, you may have signed in to the system
          with a user account that does not have access rights to the report or form. Contact your system
          administrator to obtain access to any needed reports or forms.

Generating a Print-Friendly Submittal To prepare a printable submittal as part of its processing, you open the needed revision of the submittal on the Submittals (PJ306000) form and click Print on the form toolbar. The system opens the printable version of the submittal on the Submittal Form (PJ663000) report. You can then print the generated submittal or send it via email.