Submittal Exchange Construction Team User Guide

Oracle Primavera Submittal Exchange Construction Team User Guide

Version 22 February 2022

Contents

About This Guide............................................................................................................................... 9 About Consent Notices ................................................................................................................... 11 Viewing your PI Data in Submittal Exchange ...................................................................................... 11 Submittal Exchange for Outlook ..................................................................................................... 13 Downloading and Installing Submittal Exchange for Outlook............................................................13 Working with the Submittal Exchange for Outlook ............................................................................. 13 Uploading Files to My Library...............................................................................................................16 Uploading Files to a Log ....................................................................................................................... 16 Access/Permissions ....................................................................................................................... 19 How Can I Get Submittal Exchange Pricing? ...................................................................................... 19 User Registration .................................................................................................................................. 19 Adding a New Project to Submittal Exchange.....................................................................................20 How to Upload or Change Your Company's Logo on the Submittal Exchange Website ................... 20 Submittal Exchange User Name..........................................................................................................21 How to Reset a Password .................................................................................................................... 21 Creating New Roles .............................................................................................................................. 21 Editing Roles ......................................................................................................................................... 22 Copying Existing Roles from One Project to Another..........................................................................22 Adding Team Members to a Project as a Project Leader...................................................................22 Adding Team Members to a Project as a General Contractor or Construction Manager ................ 23 Adding Team Members to a Project as a Subcontractor ................................................................... 24 Disabling a User Account ..................................................................................................................... 25 How Does the Clone Setting Feature Work?.......................................................................................25

Cloning a User's Settings ........................................................................................................... 25 How to Fix a User Assigned to an Incorrect Company........................................................................26 How to Download an Item Without a Submittal Exchange Account..................................................26 Preferences/Settings...................................................................................................................... 27 Navigating Submittal Exchange Menus and Tabs..............................................................................27

Help Menu .................................................................................................................................. 28 Account Menu.............................................................................................................................28

Where is My Library? .......................................................................................................... 28

Project Index ............................................................................................................................... 29 Message Center ......................................................................................................................... 30 Reports Menu ............................................................................................................................. 31 Project Logs ................................................................................................................................ 31 Project Team...............................................................................................................................32 Sections & Categories................................................................................................................32

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Submittal Exchange Construction Team User Guide

Preferences ................................................................................................................................ 32 Event History...............................................................................................................................33 Alert Icon ..................................................................................................................................... 34 Log Progress ............................................................................................................................... 34 Savings Calculator Icons............................................................................................................35 Navigating Submittal Exchange Project Logs ..................................................................................... 35 Show Paging ............................................................................................................................... 36 Actions Menu..............................................................................................................................36

Collapse All Action .............................................................................................................. 36 Expand All Action ................................................................................................................ 36 Lock/Unlock Columns Action............................................................................................. 37 Show/Hide Filters Action.................................................................................................... 37 Download Multiple Files Action.......................................................................................... 37 View User Access................................................................................................................ 38

Adding and Managing Related Links ........................................................................................ 38 Viewing Related Links ................................................................................................................ 38 Log Display Options....................................................................................................................38 View Options ............................................................................................................................... 39 Division Options..........................................................................................................................39 Filter Options .............................................................................................................................. 40 Adding a Category or Section to a User's Account.............................................................................. 40 Adding Specifications Sections to a Project ....................................................................................... 41 Changing an Office Location or Address.............................................................................................41 Changing/Editing Office Addresses in Submittal Exchange .............................................................. 42 Controlling Email Notifications ............................................................................................................ 42 Deleting and Renaming Files in My Library ........................................................................................ 43 How to Adjust the Frequency of Email Notifications .......................................................................... 43 How to Set Submittal Turn-Around Time on a Project........................................................................44 How to Update the Displayed Project Number to Your Internal Project Number ............................. 44

How To/Functions........................................................................................................................... 45 What is an Archive?..............................................................................................................................46 What is the Discussion Forum?...........................................................................................................46 What is the Form Editor? ..................................................................................................................... 47 What is the Review Flow for Log Type 3 (RFI Log)?............................................................................47 What is the Review Flow for the Log Type 4 (RFP Log)? .................................................................... 48 What is the Review Flow for Log Type 5 (Posting-Only Logs)?...........................................................48 What is the Review Flow for the Log Type 8? ..................................................................................... 48 Adding Phases to Expected Items ....................................................................................................... 49 Adding Punchlist Comments................................................................................................................49 Can I Upload More Than One File to One Submittal Line Item? ........................................................ 50 Completing a Punchlist Item................................................................................................................51 Deleting a Submittal Item .................................................................................................................... 51 Editing an Item Pending Review in the Punchlist Log ........................................................................ 52

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Contents

Editing Team Members ........................................................................................................................ 52 Editing Multiple Team Members ......................................................................................................... 52 Emailing a Team Member from the Project Team Tab ...................................................................... 53 Managing Custom Stamps...................................................................................................................53 External Tools ....................................................................................................................................... 54

Using Adobe Acrobat Flattening Tool ........................................................................................ 54 Checking PDF File Security ........................................................................................................ 55 Creating a Zip File ...................................................................................................................... 55 Downloading Dropbox ................................................................................................................ 56 How to Clear Browser History and File Cache Outside Internet Explorer ............................... 56 How to Update Java ................................................................................................................... 56 Not Receiving Emails from Submittal Exchange ...................................................................... 57 Uploading a Stamp to Adobe Acrobat ....................................................................................... 57 Uploading Files to My Library from Dropbox.............................................................................58 Uploading to Hightail..................................................................................................................58 What is a PDF Printer/Converter? ............................................................................................. 59

How to Download/Install a Free PDF Printer/Converter .................................................. 59 How to Use a PDF Printer/Converter................................................................................. 59

What are the Recommended Browsers for Submittal Exchange? .......................................... 60 What Kinds of Files Can Be Uploaded to Submittal Exchange?..............................................60 Why Won't Files Upload? (Common Reasons)..........................................................................60 Generating Reports - Items Needed....................................................................................................61 Generating Reports - Open Items ........................................................................................................ 61 Generating Reports - Punchlist Log .................................................................................................. 62 Generating Reports - Reviewed Items.................................................................................................62 How to Adjust the Number of Punchlist Items in the Punchlist Log..................................................63 How to Delete a Photo Gallery ............................................................................................................. 64 How to Download Photos ..................................................................................................................... 64 How to Set Turn-Around Time on a Specific Log ................................................................................ 64 How to Use Budget Columns ............................................................................................................... 65 How to Use the Discussion Forum ...................................................................................................... 65 How to Use Sort Options in the Punchlist Log .................................................................................... 66 Managing your Access Settings...........................................................................................................66 Moving Items from One Log to Another .............................................................................................. 66 Rejecting the Final Reviewer's Response ........................................................................................... 67 Reviewing Upload History .................................................................................................................... 67 Seeing the History of Punchlist Notifications...................................................................................... 68 Sending a Submittal via Email.............................................................................................................68 Sending All Updates for Punchlist Items.............................................................................................68 Sending Select Activity for Punchlist Items.........................................................................................69 Uploading a Photo Gallery....................................................................................................................69 Uploading Files to My Library from Your Computer............................................................................70 Uploading to a Design Log ................................................................................................................... 70

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Submittal Exchange Construction Team User Guide

Uploading to the Punchlist Log............................................................................................................71 Using the Form Editor on Submittal Exchange ................................................................................... 71 Who Has Viewed an Item? ................................................................................................................... 72 Who Reviewed an Item? ...................................................................................................................... 72 Who Uploaded an Item?....................................................................................................................... 73 Why Can I Only See PENDING on a Line Item?...................................................................................73

Project Leaders on Submittal Exchange......................................................................................... 75 Adding a Category.................................................................................................................................76 Adding a Category to a Log .................................................................................................................. 76 Adding a Log ......................................................................................................................................... 77 Adding Custom Columns to a Project Log...........................................................................................77 Editing or Deleting Custom Columns .................................................................................................. 78 Adding a New Specification Section....................................................................................................78 Adding Expected Items.........................................................................................................................79 Importing Expected Sections and Items ............................................................................................. 79 Allowing Teams/Companies to Upload to a Posting Only Log ........................................................... 80 Backing Out an Architects Review.......................................................................................................80 Changing a Section Name ................................................................................................................... 81 Changing a Submittal to a Closeout or a Closeout to a Submittal .................................................... 82 Changing an Expected Item from a Submittal to a Closeout or from a Closeout to a Submittal .... 82 Changing Email Notifications...............................................................................................................82 Changing Log Types ............................................................................................................................. 82 Delete a Section ................................................................................................................................... 83 Deleting a Log.......................................................................................................................................83 Reorder Project Roles on the Project Team Page .............................................................................. 84 Deleting Expected Items as a Project Leader.....................................................................................84 Editing Expected Items.........................................................................................................................84 Editing Multiple Expected Items .......................................................................................................... 85 How a Project Leader Can Add a Custom Column ............................................................................. 85 How a Project Leader Can Edit Punchlist Status Options .................................................................. 85 How a Project Leader Can Edit the Reminder Turnaround for a Punchlist Log................................86 How a Project Leader Can Enable or Disable Automatic or Manual Updates for a Punchlist Log .. 86 How to Download an Existing Archive ................................................................................................. 87 How a Project Leader Can Request a New Archive ............................................................................ 87 How to Use Bulk User Import to Add Multiple Users to a Project ...................................................... 88 How Can I Hide Team Members from Other Team Members?..........................................................89 How to Delete a Punchlist Item ........................................................................................................... 89 How to Edit a Milestone in Submittal Exchange for Design as a Project Leader ............................. 90 How to Remove a Team Member from the Project as the Project Leader ....................................... 90 How to Renumber Submittals as the Project Leader.........................................................................90 How to Set a Milestone in Submittal Exchange for Design as a Project Leader .............................. 90 How do I Set Project Milestones for Construction Projects ............................................................... 91

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Contents

How to Switch Roles on a Project........................................................................................................91 How to Undelete an Item ..................................................................................................................... 92 How to Undelete Multiple Items .......................................................................................................... 92 Manage Drawings.................................................................................................................................92 Moving a Submittal to Another Section .............................................................................................. 93 Rejecting Submittals Back to Subcontractors as a General Contractor or Construction Manager 93 Removing a Category from a Log ........................................................................................................ 94 Reordering Categories ......................................................................................................................... 94 Reordering Logs.................................................................................................................................... 95 Restrict Log Access .............................................................................................................................. 95 Uploading Photos to an Existing Gallery as a Project Leader or Gallery Owner ............................... 95 Editing a Photo Gallery ......................................................................................................................... 96 Downloading Photos............................................................................................................................. 96 Uploading Previous Files......................................................................................................................96 Using the Event History as a Project Leader, Filtering by Event Type ............................................... 97 Using the Event History as a Project Leader, Filtering by User..........................................................97 What are the Automatic Updates Options .......................................................................................... 98 Subcontractors on Submittal Exchange ......................................................................................... 99 Adding Additional Submittal Items as a Subcontractor ..................................................................... 99 How to Combine Expected Items as a Subcontractor........................................................................99 Removing Users from a Project as a Subcontractor ........................................................................100 Uploading a RFI to Multiple Categories as a Subcontractor............................................................100 Uploading a Submittal Item as a Subcontractor/Contractor...........................................................100 What Email Notification Options are Available to Subcontractors? ................................................101 General Contractors/Construction Managers on Submittal Exchange ........................................ 103 Adding Expected Dates and Additional Information to Expected Items .........................................103 Adding Expected Items.......................................................................................................................104 Backing Out a General Contractor or Construction Manager Submittal Upload ............................104 Changing an Expected Item from a Submittal to a Closeout or from a Closeout to a Submittal ..105 Combining Multiple Expected Items into One Submittal Line Item When Uploading ....................105 Deleting Expected Items ....................................................................................................................106 Deleting Expected Dates....................................................................................................................106 Initial Uploading of a Submittal as a General Contractor or Construction Manager......................107 Initial Uploading of a Submittal as a General Contractor or Construction Manager using the Form Editor ...................................................................................................................................................107 Logging a Hardcopy Submittal from a Subcontractor and Uploading the Scanned File as a General Contractor or Construction Manager.................................................................................................108 Logging Hardcopy Submittals Received from a Subcontractor and Sent as a Hardcopy to a General Contractor or Construction Manager.................................................................................................108 Removing Someone from a Project as a General Contractor..........................................................109 Renumbering Submittals as a General Contractor ..........................................................................109 Returning Submittals to Subcontractors ..........................................................................................110

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Submittal Exchange Construction Team User Guide Reviewing and Releasing a Subcontractor's file as a General Contractor or Construction Manager110 Reviewing and Releasing a Submittal as a General Contractor or Construction Manager Using Submittal Exchange's PDF Editing Tool.............................................................................................111 Reviewing and Releasing a Submittal as a General Contractor or Construction Manager Using the Form Editor and Integrated PDF Editor.............................................................................................111 Reviewing and Releasing a Submittal as a General Contractor or Construction Manager Using Your Personal Editing Tools........................................................................................................................112 Reviewing and Releasing a Submittal Using the Form Editor as a General Contractor or Construction Manager ..............................................................................................................................................112 Uploading a Hard Copy Submittal as a General Contractor or Construction Manager for a Subcontractor, Utilizing the Form Editor ...........................................................................................113 Uploading an RFI to multiple categories as a General Contractor or Construction Manager .......113 What Email Notification Options Are Available to General Contractors or Construction Managers?113

Changing Email Notifications as a General Contractor or Construction Manager...............114 Copyright....................................................................................................................................... 115

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