Submittal Module-Tips & Tricks

Submittal Import – Submittal Item Template

The Contractor may create all scheduled Submittal Items at the beginning of the project and

come back to populate the Items with details and attachments as the information is developed. This allows the Contractor to manage the submittal schedule and status in e-Builder. Alternatively, the Contractor may create Submittal Items as needed during the project.

If the Import Submittal Items in Bulk Option is taken:

 1.  The Contractor fills out the Submittal Items Import template (Excel file). A template spreadsheet is available in the ‘*OPP eBuilder Resources’ project. The file is named: Template_ImportSubmittalItem.xlsx  There is also a link to download the template on the e-Builder Training Website – Submittal page.

• If you click on the link above, it will take you to the e-Builder Resources project.  You will need to click Download to download the template.

2.  In the project, click the Submittals link in the Project Menu on the left side of the screen.   Click on Submittal Register then click the Import button.

3.  The Import Submittal Register wizard displays.

• Step 1:  Click Choose File to import spreadsheet. Click Next.

• Step 2:  Verify the default field mappings are correct. If any mappings are incorrect, select the correct Excel column from the drop-down list. Click Next.

• Step 3:  e-Builder provides a preview and summary of the import.

• If there are any problems with the import, e-Builder indicates the quantity in the Rows with Exceptions field. To see details of the exceptions, click the Exceptions tab. Correct any problems in the file. Return to # 2 above to re-Import your template.
• If there are no exceptions, click the Import button to complete the import.
• Click the Finish button to return to the Submittal Register window.

How do I change a name of an uploaded Submittal file

You are being asked you update your file names.  The quickest way to update your file name is to:

• Go to the Documents module
• Click on Properties
• The file name should be an open field, change the name of the file
• Click Save to save to the new name

As long as you are the one who uploaded the file, you will be able to make the corrections to the name.

As always please be sure you are following the file naming conventions in our file naming manual (https://app.e-builder.net/da2/daLanding.aspx?QS=9c2f4b9e774f432ea768719f222e4938) [See submittal naming on page 11 for Non-DGS projects and page 17 for DGS projects]

Navigate to the file, click on Properties:

Change the file name and Click Save:

How to Assign the Submittal Coordinator

Did you know that as the OPP Project Leader, you can update the Submittal Coordinator without going through the ebAdmin?

The Submittal Coordinator should be someone already assigned in a Designer Role on that project.  If a Designer has not yet been assigned to the project, fill out the EBUAR first to get them assigned then you will be able to select them as a Submittal.

A project can have more than one Submittal Coordinator.  You may want to have one for each trade/discipline if it is a larger project.

1. Select the project
2. Click on Settings in the Submittal Module under the Project Menu
3. Select the person you are assigning as the Submittal Coordinator.
4. Once the name is selected (highlighted) click the right arrow to move it over to the list on the right.
5. Click Save

3 Key Components of the Submittal Module

There are three key components to the Submittal Module.

• Submittal Item – A Submittal Item is a single item of information, such as a shop drawing or a product data sheet, which is being submitted for review. The Item is the container for the document(s) being submitted for review. An Item can have one or more attachments associated with it, or may have no attachments, such as in the case of a physical sample.
  • When the Submittal Coordinator reviews a submittal, they need to update the submittal item status in the e-Builder item screen AND they need to upload a marked-up pdf that includes their submittal stamp and rename the file per the file naming manual.
  • Each submittal item must be part of a submittal package.

• Submittal Register – The Submittal Register is the log of Submittal Items.  A Submittal Register can be created in Excel and imported into e-Builder.  See page 5 of the User Manual for details.  Here are the “Action buttons” to advance a submittal:
  • Update Status– The Submittal Coordinator/Designer uses this to change the status of a submittal.  i.e., Approve
  • Forward for Review – This is used to send the submittal to another user to review the submittal.  i.e., Engineering Services
  • Send to Sub – This is used to send a submittal item to a Subcontractor to provide/upload the information for the submittal.

• Submittal Package – A Submittal Package is a collection of Submittal items. The prime Contractor (Contractor) groups related Items into Packages that are sent for review
  • Send for Review – This is how to send the submittal to the Submittal Coordinator for review.

• • If the Contractor Cannot see a file that the Designer uploaded, the Designer may still have the file in the “Hidden from Review” status. The Designer will need to press “Show” button for the Contractor to be able to see a file.