Submittal Exchange Construction Team User Guide

Oracle Primavera Submittal Exchange Construction Team User Guide

October 2023

Oracle Primavera Submittal Exchange Construction Team User Guide Copyright ? 2023, Oracle and/or its affiliates. Primary Author: Oracle Corporation

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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...................................................................23 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...................................................................................................................... 29 Navigating Submittal Exchange Menus and Tabs..............................................................................29

Help Menu .................................................................................................................................. 30 Account Menu.............................................................................................................................30

Where is My Library? .......................................................................................................... 30 Merging Login IDs............................................................................................................... 31

Project Index ............................................................................................................................... 32 Message Center ......................................................................................................................... 33 Reports Menu ............................................................................................................................. 34 Project Logs ................................................................................................................................ 34 Project Team...............................................................................................................................35

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Construction Team User Guide

Sections & Categories................................................................................................................36 Preferences ................................................................................................................................ 36 Event History...............................................................................................................................37 Alert Icon ..................................................................................................................................... 38 Log Progress ............................................................................................................................... 38 Savings Calculator Icons............................................................................................................39 Navigating Submittal Exchange Project Logs ..................................................................................... 39 Show Paging ............................................................................................................................... 40 Actions Menu..............................................................................................................................40

Collapse All Action .............................................................................................................. 40 Expand All Action ................................................................................................................ 40 Lock/Unlock Columns Action............................................................................................. 41 Show/Hide Filters Action.................................................................................................... 41 Download Multiple Files Action.......................................................................................... 41 View User Access................................................................................................................ 42

Adding and Managing Related Links ........................................................................................ 42 Viewing Related Links ................................................................................................................ 42 Log Display Options....................................................................................................................43 View Options ............................................................................................................................... 43 Division Options..........................................................................................................................44 Filter Options .............................................................................................................................. 44 Adding a Category or Section to a User's Account.............................................................................. 45 Adding Specifications Sections to a Project ....................................................................................... 45 Changing an Office Location or Address.............................................................................................46 Changing/Editing Office Addresses in Submittal Exchange .............................................................. 46 Controlling Email Notifications ............................................................................................................ 46 Deleting and Renaming Files in My Library ........................................................................................ 47 How to Adjust the Frequency of Email Notifications .......................................................................... 47 How to Set Submittal Turn-Around Time on a Project........................................................................48 How to Update the Displayed Project Number to Your Internal Project Number ............................. 48 Uploading Project Specification Manual ............................................................................................. 49

How To/Functions........................................................................................................................... 51 What is an Archive?..............................................................................................................................52 What is the Discussion Forum?...........................................................................................................52 What is the Form Editor? ..................................................................................................................... 53 What is the Review Flow for Log Type 3 (RFI Log)?............................................................................53 What is the Review Flow for the Log Type 4 (RFP Log)? .................................................................... 54 What is the Review Flow for Log Type 5 (Posting-Only Logs)?...........................................................54 What is the Review Flow for the Log Type 8? ..................................................................................... 54 Adding Phases to Expected Items ....................................................................................................... 55 Adding Punchlist Comments................................................................................................................55 Can I Upload More Than One File to One Submittal Line Item? ........................................................ 56 Completing a Punchlist Item................................................................................................................57

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Contents

Deleting a Submittal Item .................................................................................................................... 57 Editing an Item Pending Review in the Punchlist Log ........................................................................ 58 Editing Team Members ........................................................................................................................ 58 Editing Multiple Team Members ......................................................................................................... 59 Emailing a Team Member from the Project Team Tab ...................................................................... 59 Adding a Team Member to Multiple Projects ..................................................................................... 60 Managing Custom Stamps...................................................................................................................60 External Tools ....................................................................................................................................... 61

Using Adobe Acrobat Flattening Tool ........................................................................................ 61 Checking PDF File Security ........................................................................................................ 62 Creating a Zip File ...................................................................................................................... 62 Downloading Dropbox ................................................................................................................ 62 How to Clear Browser History and File Cache .......................................................................... 63 How to Update Java ................................................................................................................... 63 Not Receiving Emails from Submittal Exchange ...................................................................... 64 Uploading a Stamp to Adobe Acrobat ....................................................................................... 64 Uploading Files to My Library from Dropbox.............................................................................65 Uploading to Hightail..................................................................................................................65 What is a PDF Printer/Converter? ............................................................................................. 66

How to Download/Install a Free PDF Printer/Converter .................................................. 66 How to Use a PDF Printer/Converter................................................................................. 66

What are the Recommended Browsers for Submittal Exchange? .......................................... 66 What Kinds of Files Can Be Uploaded to Submittal Exchange?..............................................67 Why Won't Files Upload? (Common Reasons)..........................................................................67 Generating Reports - Items Needed....................................................................................................68 Generating Reports - Open Items ........................................................................................................ 68 Generating Reports - Punchlist Log .................................................................................................. 69 Generating Reports - Reviewed Items.................................................................................................69 How to Adjust the Number of Punchlist Items in the Punchlist Log..................................................70 How to Delete a Photo Gallery ............................................................................................................. 70 How to Download Photos ..................................................................................................................... 71 How to Set Turn-Around Time on a Specific Log ................................................................................ 71 How to Use Budget Columns ............................................................................................................... 72 How to Use the Discussion Forum ...................................................................................................... 72 How to Use Sort Options in the Punchlist Log .................................................................................... 73 Managing your Access Settings...........................................................................................................73 Moving Items from One Log to Another .............................................................................................. 73 Rejecting the Final Reviewer's Response ........................................................................................... 74 Reviewing Upload History .................................................................................................................... 74 Seeing the History of Punchlist Notifications...................................................................................... 75 Sending a Submittal via Email.............................................................................................................75 Sending All Updates for Punchlist Items.............................................................................................75 Sending Select Activity for Punchlist Items.........................................................................................76

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Construction Team User Guide

Uploading a Photo Gallery....................................................................................................................76 Uploading Files to My Library from Your Computer............................................................................77 Uploading to a Design Log ................................................................................................................... 77 Uploading to the Punchlist Log............................................................................................................78 Using the Form Editor on Submittal Exchange ................................................................................... 78 Who Has Viewed an Item? ................................................................................................................... 79 Who Reviewed an Item? ...................................................................................................................... 79 Who Uploaded an Item?....................................................................................................................... 80 Why Can I Only See PENDING on a Line Item?...................................................................................80

Project Leaders on Submittal Exchange......................................................................................... 81 Adding a Category.................................................................................................................................82 Adding a Category to a Log .................................................................................................................. 82 Adding a Log ......................................................................................................................................... 83 Adding Custom Columns to a Project Log...........................................................................................83 Editing or Deleting Custom Columns .................................................................................................. 84 Adding a New Specification Section....................................................................................................84 Adding Expected Items.........................................................................................................................85 Importing Expected Sections and Items ............................................................................................. 85 Allowing Teams/Companies to Upload to a Posting Only Log ........................................................... 86 Backing Out an Architects Review.......................................................................................................86 Changing a Section Name ................................................................................................................... 87 Changing a Submittal to a Closeout or a Closeout to a Submittal .................................................... 88 Changing an Expected Item from a Submittal to a Closeout or from a Closeout to a Submittal .... 88 Changing Email Notifications...............................................................................................................88 Changing Log Types ............................................................................................................................. 88 Delete a Section ................................................................................................................................... 89 Deleting a Log.......................................................................................................................................89 Reorder Project Roles on the Project Team Page .............................................................................. 90 Deleting Expected Items as a Project Leader.....................................................................................90 Editing Expected Items.........................................................................................................................90 Editing Multiple Expected Items .......................................................................................................... 91 Exporting Log Data ............................................................................................................................... 91 How a Project Leader Can Add a Custom Column ............................................................................. 91 How a Project Leader Can Edit Punchlist Status Options .................................................................. 92 How a Project Leader Can Edit the Reminder Turnaround for a Punchlist Log................................92 How a Project Leader Can Enable or Disable Automatic or Manual Updates for a Punchlist Log .. 92 How to Download an Existing Archive ................................................................................................. 93 How a Project Leader Can Request a New Archive ............................................................................ 93 How to Use Bulk User Import to Add Multiple Users to a Project ...................................................... 94 How Can I Hide Team Members from Other Team Members?..........................................................95 How to Delete a Punchlist Item ........................................................................................................... 95 How to Edit a Milestone in Submittal Exchange for Design as a Project Leader ............................. 96

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Contents

How to Remove a Team Member from the Project as the Project Leader ....................................... 96 How to Renumber Submittals as the Project Leader.........................................................................96 How to Set a Milestone in Submittal Exchange for Design as a Project Leader .............................. 97 How do I Set Project Milestones for Construction Projects ............................................................... 97 How to Switch Roles on a Project........................................................................................................98 How to Undelete an Item ..................................................................................................................... 98 How to Undelete Multiple Items .......................................................................................................... 98 Manage Drawings.................................................................................................................................99 Moving a Submittal to Another Section .............................................................................................. 99 Rejecting Submittals Back to Subcontractors as a General Contractor or Construction Manager100 Removing a Category from a Log ......................................................................................................100 Reordering Categories .......................................................................................................................101 Reordering Logs..................................................................................................................................101 Restrict Log Access ............................................................................................................................101 Uploading Photos to an Existing Gallery as a Project Leader or Gallery Owner .............................102 Editing a Photo Gallery.......................................................................................................................102 Downloading Photos...........................................................................................................................102 Uploading Previous Files....................................................................................................................103 Using the Event History as a Project Leader, Filtering by Event Type .............................................103 Using the Event History as a Project Leader, Filtering by User........................................................104 What are the Automatic Updates Options ........................................................................................104 Subcontractors on Submittal Exchange ....................................................................................... 105 Adding Additional Submittal Items as a Subcontractor ...................................................................105 How to Combine Expected Items as a Subcontractor......................................................................105 Removing Users from a Project as a Subcontractor ........................................................................106 Uploading a RFI to Multiple Categories as a Subcontractor............................................................106 Uploading a Submittal Item as a Subcontractor/Contractor...........................................................106 What Email Notification Options are Available to Subcontractors? ................................................107 General Contractors/Construction Managers on Submittal Exchange ........................................ 109 Adding Expected Dates and Additional Information to Expected Items .........................................109 Adding Expected Items.......................................................................................................................110 Backing Out a General Contractor or Construction Manager Submittal Upload ............................110 Changing an Expected Item from a Submittal to a Closeout or from a Closeout to a Submittal ..111 Combining Multiple Expected Items into One Submittal Line Item When Uploading ....................111 Deleting Expected Items ....................................................................................................................112 Deleting Expected Dates....................................................................................................................112 Initial Uploading of a Submittal as a General Contractor or Construction Manager......................113 Initial Uploading of a Submittal as a General Contractor or Construction Manager using the Form Editor ...................................................................................................................................................113 Logging a Hardcopy Submittal from a Subcontractor and Uploading the Scanned File as a General Contractor or Construction Manager.................................................................................................114

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Construction Team User Guide Logging Hardcopy Submittals Received from a Subcontractor and Sent as a Hardcopy to a General Contractor or Construction Manager.................................................................................................114 Removing Someone from a Project as a General Contractor..........................................................115 Renumbering Submittals as a General Contractor ..........................................................................115 Returning Submittals to Subcontractors ..........................................................................................116 Reviewing and Releasing a Subcontractor's file as a General Contractor or Construction Manager116 Reviewing and Releasing a Submittal as a General Contractor or Construction Manager Using Submittal Exchange's PDF Editing Tool.............................................................................................117 Reviewing and Releasing a Submittal as a General Contractor or Construction Manager Using the Form Editor and Integrated PDF Editor.............................................................................................117 Reviewing and Releasing a Submittal as a General Contractor or Construction Manager Using Your Personal Editing Tools........................................................................................................................118 Reviewing and Releasing a Submittal Using the Form Editor as a General Contractor or Construction Manager ..............................................................................................................................................118 Uploading a Hard Copy Submittal as a General Contractor or Construction Manager for a Subcontractor, Utilizing the Form Editor ...........................................................................................119 Uploading an RFI to multiple categories as a General Contractor or Construction Manager .......119 What Email Notification Options Are Available to General Contractors or Construction Managers?119

Changing Email Notifications as a General Contractor or Construction Manager...............120

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