3.7 Review a Submittal as an Owner

Menu

3.7.1 Background Information

When a Project Team determines that the 'Owner review' feature is appropriate, an additional status called: 'In Owner Review', is used to indicate this step in the workflow. During this status, the Owner or their representative is required to review the submittal.

3.7.2 Work Instructions

3.7.2.1 Navigation

You may choose to navigate directly to the 'Submittals Management' workspace to view just the submittals in your company's court, or you may choose to navigate to the 'Submittal log', and filter for submittals 'In Owner Review'. Both navigation options are shown in this section.

3.7.2.1.1 Navigate from the Submittal Management Workspace

Click the Submittal management (external) workspace.

Click the Submittals for review count tile to view a list of the submittals requiring your review.

Alternatively, click the Submittals for review tabbed list.

Click the Submittal ID hyperlink to see more details for the submittal that requires your review.

3.7.2.1.2 Navigate from the Submittal Log

  1. Click the Modules icon.
  2. Click the Project administration module.
  3. Click the Submittals menu section.
  4. Click the Submittals log menu item.

If viewing the full submittal log, use the following steps to filter and locate records in your court. Alternatively, start from the 'Submittals management (external)' workspace.

  1. In the filter field at the top of the log, enter the status name, In owner review.
  2. The filter dropdown displays all the columns you can search on. Click the Status " In owner review " filter option.

To re-set the full log, clear the text from the filter field and press the 'Enter' key. If the submittals log is large, this may take a few seconds.

  1. Alternatively, filter the list directly in the Status column by clicking the column header to reveal the filter dialog.
  2. Enter the text In owner review.
  3. Click the Apply button.

To clear this filter, re-click the column header and click the 'Clear' button in the filter dialog.

The Submittal log filters to display records in 'In Owner Review'.

Click the Submittal ID hyperlink to see more details for the submittal that requires your review.

Under the Submittal item attachments fasttab, click the Paperclip icon of the submittal item that is marked as 'Current' to download and review the PDF package.

3.7.2.2 Return a Submittal to PCL - No Document Edits

If no additional comments or markups are required on the submittal package, just return the submittal record back to PCL's court.

  1. Click the Change status dropdown in the action pane.
  2. Click In PCL review.

An automated email is sent to the person named in the 'PCL reviewer' field, and a copy of the email is saved in the 'Transmission log'.

A message displays when the transmission was sent successfully.

The Status of the submittal is updated to 'Returned to PCL'.

This moves the submittal back to PCL's court for further handling and distribution. If you filtered the submittal log to records in: 'In Owner review' status, since you moved the submittal out of that status, it will disappear from your view and you will be presented with the next record of that status.

3.7.2.3 Return a Submittal to PCL - with Document Edits

The 'Submittal item attachments' fast tab contains the review package, and earlier versions of the submittal.

The 'Review package' is generated and attached in this fast tab by PCL.

This PDF package contains the submittal, plus cover page and other relevant documents. You have two options for completing your review of the 'Review package':

1. Review and mark-up the package using Egnyte's 'edit-in-place' feature (sometimes called 'WebEdit'). You must have completed your Egnyte onboarding for this feature to work.

2. Download a copy of the review package, save it to a location on your computer, edit, return to the Submittal record and upload the marked up review package.

3.7.2.3.1 Edit the Review Package with 'Edit-in-Place'

With the 'edit-in-place' feature, the document is opened in your default PDF editor. When the review is complete, your edits are saved back to Egnyte, and a new attachment line is created in the 'Submittal item attachments' fast tab for each completed review.

Jump to the section called 'Download, Mark-up Offline, and Upload the Reviewed Package', if you do not want to use the 'edit-in-place' feature.

In the 'Submittal item attachments' fast tab, select or highlight the line with the checkmark. Then click the Edit attachment button.

To allow 'edit-in-place', the document opens in WebEdit using the application you specified as your default PDF editor. Review and markup, as required.

  1. To confirm your edits were saved to the document, click the Paperclip icon of the newly created line. This downloads the edited submittal item attachment.
  2. The item is also marked as Current.

You may need to change the 'Stamp' field, depending on what your project team has agreed to. In some cases the stamp name 'Reviewed by Consultant' is sufficient. In other cases, you may choose the stamp that most closely matches the result of your review (e.g. Reviewed as noted, Revise & Resubmit). The list of stamp names is configurable so your view of the available stamp names may differ.

Note: this feature does not do any stamping on the document. It is used as an indicator in the Submittal log to display the most recently applied stamp name, or which party completed the most recent review.

  1. Click the Update stamp dropdown.
  2. Select the appropriate Stamp option.
  3. Click the Select button.

This completes your review of the submittal. If you are ready to return the submittal to PCL, jump to the section called 'Return a Submittal to PCL'.

3.7.2.3.2 Download, Mark-up Offline, and Upload the Reviewed Package

If you want to complete your review offline, you can download the package and review the submittal in your own time.

Within the Submittal item attachments fast tab, click the Paperclip icon next to the line marked as 'Current', to download the attached document.

Depending on the browser you are using, the submittal document will be downloaded to your Downloads folder (in Chrome); or you will be prompted to open or save the file (in Edge).

3.7.2.3.2.1 Upload Reviewed Document

When you have completed your review of the submittal document, return to PM4+, access the relevant submittal record and within click the Add button to upload your reviewed document.

    The 'Attach a submittal document' dialog opens.

  1. The Received date field is the date that you finish uploading your reviewed document to PM4+.
  2. Click the File to upload button to locate the file you are uploading.

    You may also use the drag and drop feature.
  3. When the upload is complete, click the Attachment notes field and enter any pertinent notes about the submittal. These will be visible on the line in the 'Submittal item attachments' fast tab.
  1. The Stamp name field is auto-populated. Click the dropdown and select a different stamp, if relevant.
  2. Click the Stamp name field.

Alternatively, choose the stamp that most closely matches the result of your review (e.g. Reviewed as noted, Revise & Resubmit). The list of stamp names is configurable so your view of the available stamp names may differ.

Note: this feature does not do any stamping on the document. It is used as an indicator in the Submittal log to display the most recently applied stamp name, or which party completed the most recent review.

Click the OK button to add your reviewed document to the list of submittal line attachments. This document will be marked as Current.

3.7.2.3.2.1.1 Upload Multiple Files (Optional)

If required, you can upload multiple files to your submittal document. 
 
Note: This can only be performed if the PCL Project team has turned on this function for the project.

  1. Click the File to upload button to attach the desired files.
     
    You may also drag and drop the files.
  2. Click the OK button.

A confirmation message displays. Ensure all attached documents are relevant to the selected submittal. The attachments may be rejected by the Project team if unrelated documents are included. 

Click the OK button.

  1. The Arrange files dialog displays.
     
    The files listed will be merged into a single file.  Ensure that the documents are arranged in the correct order you would like them merged together.
  2. You can rearrange the files by using the Up or Down buttons. To remove a file click the Remove button.
  3. Enter a new File name to be applied to the merged file.
  4. Click the OK button to add your reviewed document to the list of submittal line attachments. The row created for this version of the document will be marked as Current.

3.7.2.3.2.1.2 Return a Submittal to PCL

When your Owner review is complete, return the submittal to PCL.

Click the Change status dropdown in the action pane.

Click In PCL review.

An automated email is sent to the person named in the 'PCL reviewer' field, and a copy of it is saved in the 'Transmission log'.

A message displays when the transmission was sent successfully.

The status of the submittal is now 'Returned to PCL'.
 
This moves the submittal back to PCL's court for further handling and distribution.

3.7.2.3.2.2 View Submittal History

Click the History tab. This fast tab contains the status change actions taken on the submittal.

  1. The From status column displays the previous status that the submittal was in. In this example, the submittal was in: 'In Owner Review' status.
  2. The To status column displays the status the submittal was moved to. In this example, the submittal is in 'Returned to PCL'.
  3. The By column displays the person who executed the status change.
  4. The Date and time column displays when the status change action was completed.

3.7.3 Related Resources