Submittals (Manager)

Submittals (Manager)

Introduction

A project manager has a global view of all requests. 

They oversee the sections comprising the following cards necessary to create a document request:

  • Application Overview
  • Transmittal document
  • Document Provider Management
  • Management of the approval process
  • Documents
We are sorry, for the moment being, this video training is only available in French. We will provide shorty an English version.











Access and features available by permission


Limited Permission
  1. Allows a user to access the Submittals section from the contractor's point of view, but not to view or access a submittal. 
    1. To give access to a submittal, a user must be added as an observer to the approval process. 


Admin Permission

Allows a user to : 
  1. View all submittals
  2. Create, import, edit, manage, publish, cancel and delete submittals. 
  3. Invite providers and approvers to submittals. 
  4. Respond as a provider or approver.
  5. Use batch actions from the general contractor table. 
  6. Receive notifications as a manager for all submittals (configuration option). 
  7. Access Communication history


Good to know...
Collaborators do not need permission to access the Submittals section. As soon as a provider or reviewer is assigned, he or she accesses this request from the appropriate tab, either Document to provide or Approvals.












Column description of Project Managers table


Identifier :  Represents the identifier that is generated by the platform according to specific business rules. This is because the numbers are determined sequentially and cannot be changed. This identifier is a link to access the request for documents.

Provider Company : Corresponds to the subcontracted company from which you are requesting shop drawings. Drawing #:  Represents the drawing number. Quote Section:  Identifies the quote section. Activity:  Indicates the budget activity related to the document request. 

Document Provider : Identifies the team member and company responsible for providing the shop drawing. 

Title : Represents the name of the shop drawing.

Administrative Notes:  Notes available to managers only in  the Application Overview card . 

Tags : Indicates if a label was selected in the request.

Status  : Corresponds to the status of the document request. 

Deadline : The alert sign is displayed when your supplier's deadline has passed. 

Provider Deadline  :  Corresponds to the document provider's deadline. 

Doc Sent : Corresponds to the date on which the email was sent to invite the supplier. 

Provider Sent : Indicates that the supplier received an email when the manager pressed the  Ready to receive documents button.

Provider Seen :  Indicates whether the supplier has viewed the document request. 

Doc received:  Represents the date of receipt of the documents from your suppliers. 

# Received : Indicates the number of documents in the Documents Received section.

Document Sent To:   Identifies the team member approving the shop drawing. 

Approval deadline:  Corresponds to the deadline proposed to your approver. 

# for appr . : Indicates the number of documents in the Documents for Approval section. 

Approval Sent.  : Indicates the number of approvers who received an email when the manager pressed the Ready for approval button. 

Approval Seen: Indicates the number of approvers who viewed the approval request. 

Result: Represents either the status if no approver was selected or the approver's response. 

Progress: Indicates the number of responses received out of the expected number. 

#Reviewed : Specifies the number of documents in the Documents reviewed section. 

Revisions  : Identifies the number of revisions.

# Published : Indicates the number of documents in the Published Documents section.

Provider Notified:  Indicates whether the vendor has received notification that the drawing has been published.

Approval Reference #: --

Type:  Corresponds to the type, either shop drawing, data sheet or sample

Early Approver: --











Navigation 







Filters


Bubbles 

In this table, the bubbles represent the states. You can easily navigate between bubbles to change state. 


 


Several filters are available, however they may not be displayed. To display them, click  three-line button , select the filters to add or remove and press  Apply .
Your preferences will be saved. 

- Provider Company
- Document Provider
- Revisions
- Title
- Provider Deadline
- Result
- Notified Provider
- Specification section
- Activity
- Doc received
- Approval deadline
- Anticipated Approver
- Approval Ref # 
- Type
- Drawing No.
- Administrative Notes 
- Tags
- Deadline
- Prov. Sent


Research

Search for any title and number by typing in the search bar. 


   
   Order of three


It is possible to filter the columns in alphabetical order . By having a small triangle in their title, it is enough to click on this one. 


Hide columns

You can show or hide certain columns of your table by clicking on this icon. Your preferences will be saved. Note that it is possible to move the order by maintaining your click and dragging your mouse in the table. 


Showing results


 
To display more results to your table, click on the drop-down menu at the bottom of your page. 









Statuses meaning 

Not ready to receive documents

The request is not ready to receive documents from the document provider or approvers. This allows document requests to be created in advance without notifying the document provider, approvers, or watchers.

When this status is displayed, the Document Provider, Approvers, and Observers also do not have access to the request. In case they have access to it, it may be due to particular permissions. Make sure everyone has the correct permissions.

To change the status from  Not ready to receive documents  to  awaiting documents, click on  Ready to receive documents  in the document provider section.

Also, when there is only one approval process, click  Ready to Receive Approval. This changes the status from  Not ready to receive documents  to  Awaiting appr. 









Pending Documents

Click the  Ready to Receive Documents button  to change the  Waiting for Documents status . The submission is accessible to the document provider and observers. The submission is neutral until the supplier submits their document.

When the document provider is already in the system, they will receive a notification to submit documents for subsequent submissions.

In addition, submissions appear on the dashboard.

You can send multiple email requests to the same document provider, or only one submission at a time. See the documentation for sending batch emails for more details.

After the document provider submits their documents, the status changes from  Waiting  for  documents to Received documents available for approval.








Received Documents available for approval

When a document provider has submitted their document, the status changes to documents received available for approval .

A revised document can be used during the approval process or be published.

At this point, approvers and viewers do not have access to the document or submission. The Ready to receive approval button   allows approvers and observers at this level to have access to the documents and the submission.

The status only updates when you click  Ready for Approval,  changing the status from  Received Documents Available for Approval  to  Pending Approval. .

Published:  If you decide to publish the document, the status will change from  review of documents received  to  published.









Pending Approval

Submission information and documents used for approval are accessible to approvers and observers at this level. The submission is again at a standstill. Approvers must then submit their responses and any documents.

To send a notification to approvers and observers, there are three options. You can email multiple submissions to the same group of approvers and observers using the table. You can also send by submitter, by approver and by group of observers by clicking on  send to everyone . Similarly, it is possible to send the submission by e-mail to a single person.

Replies from approvers change the status from  Pending Approval  to  Review Approval Response or Publish.










Review Approved Documents for Next Approval or Publish

When approvers respond, the status changes to  Review approval response or publish.

Responses may also contain approved materials and may have one of four responses: Reviewed, Reviewed with Notes, Resubmit, and Rejected.

These four answers determine the action plan of the submission, which allows receiving mixed answers, as is often the case when there are several approvers. Dreeven is here to help you streamline and organize the approval process.







 Published

Posted indicates that approvers are responding positively. When all approvers have responded with Reviewed or Reviewed with Notes, the documents can be published.







Cancelled

For some reason, if a request has been cancelled, its status will change to Cancelled.



Declined

If the provider, for any reason, need to decline your request, the status will be change for Declined. 













Create a request to your document providers


1 . Go to the Submittals section and click on Add.

2. It is possible to create a single request or a batch of requests. From this window, you can also send documents previously received by email directly. For training purposes and to understand the complete process of a document to be submitted, we will present the path of a single request. 

 

Important
You may be in the process of a project that you want to import all your requests from another project management system or from your internal management system, you can import these quickly from an excel.
 

3. Choose the type of document requested:

- Technical Date Sheets
- Shop drawings
- Samples
- Other

4. Complete the form: 


Title : Enter the name of your datasheet.

Provider Deadline : Specify the deadline by which the document provider must have submitted its form. 

Request documents from : Select a member.

Specification Sections : Select a quote section previously added from the Project Admin.

Assign Approval Process : Select a previously created Approval Process from the Project Admin. 


5. Click Save. 


6. Should you wish to add more details to your request, tap Edit from the Submittals overview card . Add as needed: 

- A discipline
- An activity
- A label
- Administrative notes



7. Save.

8. In order to confirm that your request is complete and to send an email to your supplier, you must click on Ready to receive Documents from the Document Provider management card.

Important
Please note that if you do not click this button, your supplier will not be notified at the end of the process when the design is reviewed and published. 



9. From the pop-up window, check the Send an email box, to send an email to the provider and click Continue. 




Good to know...
In this article we describe all the steps of a shop drawing request, however in your daily life, you will create requests in batch and perform all these steps in bulk from the Batch Actions options. 


10. Confirm your shipment by pressing Send.









Manage your document provider's response

Did you receive the shop drawings by email and need to submit them in the corresponding request? Follow the next steps: 

1. From your available table in the Documents to submit section , click on the number. 



2. From the Document Provider Management card, click the three dot button and select Manage Provider.



3. Here we are at the response interface. In the box provided for this purpose, you can drag the shop drawing or browse the documentation in your server by clicking on  Browse. 





4. Complete the generic transmission slip. 

Here is a short description of the fields to be completed. 

Submitted Product:  Select the submitted product. There are five options available: none, such as plans and specifications, as equivalence, as substitution and Other. None is selected by default.

On Site Change:  check the box if there has been a change on the site.

Specification Section:  Write the site directive number.

Specification Item:  Select from the quote section.

Product Name:  Write the product name.

Provider Manufacturer:  Write the manufacturer or provider.

Product Description:  Write a clear description of the product.

Drawing no.:  Write the drawing number.

Delivery delays:  Enter the number of days of delivery time.

Comments:  Add comments.

Issued Drawing for  : Select one of three options: Verification, Information or Coordination.





5. Press the Submit button. 




6. Now all you have to do is click OK. 

7. Return to your application by pressing the arrow at the top of your page. 





Good to know...
From the Project Admin, in the Submittals section, you can configure the submission conditions for your transmission slip. You can require your document provider to complete the following fields: 
  1. Specification section 
  2. Product Name

You can also configure certain default options to help them, including : 

  1. Submitted Product
  2. Issued Drawing for
















Prepare documents for the approval process


1. You have received the documents from your provider, you can now validate the information on the transmission slip if your provider has completed it.  If you need to add information to the transmission slip, click Edit, otherwise click Use transmittals document.


2. Confirm that you want to add to your provider's documents by clicking Combine the Files. 



3. From the Documents received card, validate the ordering of the files to confirm that the transmittal document is the first page. 

4. Press Combine the received documents so that the PDF sent to your approver is a single document starting with the tranmittal document. 



5. Confirm the desired file name and click Combine the Files. 



6. Validate the document compliance from the Documents for approval card. 



7. In order to confirm that your request is complete and to send an email to your approver(s), you must click on Ready to receive approval from the Approval process management card  .

Important
To understand the concept of groups in an approval process, browse the article: How do user groups work in shop drawings? 




8. From the pop-up window, check the Notify everyone by email box and press Ready to receive approval. 



Good to know...
Remember that you can perform all these steps in bulk from Batch Actions.


9. Confirm your shipment by pressing Send. 













Manage your approver's response

You received the revised shop drawings or a response from your approver by email and you must submit them in the corresponding request? Follow the next steps: 

1. From your available table in the Submittals section, click on the number. 



2. From the  Approval Process Management card, tap the three dots button and select Manage.


3. To give the approver's response and drop the stamped drawing, go to the map of the level corresponding to this user and click on the pencil next to his name.



4. Drag or browse your server to drop the signed file(s) depending on the situation. 



From the same window, select the answer. 



5. Write additional comments if needed and press the button corresponding to this answer. 




6. Return to your application by pressing the arrow at the top of your page. 













Resubmit a shop drawing

Regardless of your approver's response to your shop drawing request, it is always possible to create a revision so as not to erase an approver's response. 

1. View or not view your approver's comment from the Approval Process Management card. 




2. From the top of your page, click Create a revision of Sub-XXXX button. 

3. Confirm that you want to create a review by clicking Start. 




Important
  1. In the event that you create a revision of a file that has been reviewed and published, Dreeven suggests that you unpublish it if necessary in order to avoid confusion with your collaborators. 
  2. This request will always be available from your SUB history and from the Canceled filter bubble in your management table. 



4. Specify whether you want your supplier to see comments from SUB approvers to be resubmitted or denied.



5. You can view your revision history quickly by clicking on the appropriate links. 

6. You must go through all the steps of the shop drawing process again.


Your subcontractor can:
  1. Know from the identifier that this request is a revision. Ex: SUB-0052 R1
  2. View comments from the previous SUB approver as needed from the submission page.
  3. Quickly consult the revision history to find out which entry was rejected. 

Your approver can: 
  1. Know from the identifier number that this request is a revesion Ex: SUB-0052  R1
  2. Quickly view revision history to see which entry was rejected and comments from previous approvers. 













Review and publication of reviewed documents and notes

Have you received a response from your approver(s)? 

- Reviewed
- Reviewed with notes
- Resubmit
- Rejected


You can create a review of your request at any time. 


When you receive the response Revised or Revised with notes, you are now ready to make a publication for the document provided by the approver. 

1. Go to the Reviewed documents card and click on the arrow to change the card document(s). 


2. When your documents are in the Published documents card, they are available for consultation from the Documents section of the Approved shop drawings tab. All collaborators with limited permission in the Documents section will be able to view these shop drawings.

3. To facilitate coordination, you can share the reviewer's comments and add notes to the reviewed document before publication. To do this, click on Publish the review notes.



4. If you wish to share reviewer comments, click on Include reviewers comments. You can then add your own notes. Press Publish when you're finished.



5. Send an e-mail to your document supplier to notify him that his shop drawing has been reviewed by clicking on Notify .














How batch actions work ?

You've created your multiple shop drawings for a supplier and now want to go through the shop drawing process by performing batch operations. 


Possible operations 

  1. Edit Submittals Field
    1. You can change the type, activity, date lim. fourn, quotation section, quotation item, label and administrative notes.
  2. Add / Replace a document provider
    1. You can replace a document supplier, change its deadline and make it ready to receive documents.
  3. Remove the Documents provider
  4. Make document provider ready to receive documents
    1. Activate all suppliers selected in the requests. Don't forget to send an e-mail to notify them. 
  5. Make process ready for approval
    1. Activates all approvers selected in requests. Don't forget to send an e-mail to notify them. 
  6. Add an approver
  7. Delete an approver
  8. Add an observer
  9. Remove an observer
  10. Add an observer for the document provider
  11. Cancel submittal
  12. Delete submittal
  13. Assign an approval process
  14. Publish all documents received by approvers
  15. Edit submittal creator
  16. Batch Send submittals



How to use operations

In our example, we have filtered using the bubbles and the different types of filtration available.

1. Filter your table and select with the checkboxes the requests with the same element to be edit. 



2. Click on the Batch Actions pencil icon.



3. Select the desired operation.



4. Click on the Edit XX submittals button.

Good to know...
Requests not eligible for this operation will be highlighted in red in your table.









Users group in an approval process


Keep your approval processes simple and efficient with our users group concept. 
  1. A single group member's response is required to advance to the next level or status. 
  2. All group members have the opportunity to review and consult the request as an approver/assignee.
  3. A team member selected alone in an approval process must always provide a response in order for the approval to move to the next level or status. 
  4. It is not possible to make the response of two people in the same group mandatory.













Edit or delete a submitted shop drawing by a provider

Your subcontractor has submitted a drawing, but now wants to change it? Dreeven supports this eventuality, however, as the project manager with admin permission in the Submittals, you need to get involved. Here's how to do it: 

1. Go to the document request to change. 

2. Click on the three-dot icon for your subcontractor and select the Manage Provider option. 

3. From your Provider's interface, it is possible to Clear Response.


Important
The supplier does not have this option because Dreeven gives you full control, as an entrepreneur, of your requests and therefore, wants you to be aware of any changes with your supplier.






    • Related Articles

    • Configure Budget Activity (Project Admin)

      Introduction Activities can be added by users who have a management license. Activities are customizable by project and allow to: Break down your budget Consume time datas from your daily report (timesheet) Associate activities to a subcontractor ...

    • Requests

      Introduction The requests page contains all requests: tasks, requests for information (QRT) and corrective actions. Regardless of where the request was created in Dreeven, it will end up in this section. The three types of requests can be created by ...

    • Timesheets

      Introduction A timesheet is a paper or digital detailed document that is used to record an employee(s) hours for payroll purposes. it is a well structured and defined document that simplifies the management of employees' working hours. We are sorry, ...

    • Why Can I Not Access Dreeven?

      Our welcome page appears when a user does not have the necessary permissions for any project. We advise you to confirm with the company that invited you the e-mail address used to grant you access.

    • Permission Templates (Company Settings)

      Introduction In order to guide you in your expansion, Dreeven provides the option to modify an existing permission template to correspond to your current reality. Assuming that you are an Admin user, the following instructions provide a step by step ...