Add a submittal manually

Step 1: Add general submittal information

1. Go to Leads or Projects and select the lead or project in the Quick Select section.
2. On the Lead or Project Home page, select Submittals under the Correspondence section.
3. Select Actions > Add Manually.

   In the data entry form, the Lead or Project number, Issue Date, and Submittal # fields are pre-filled but can be modified.

4. Enter a brief Subject.

5. Optional: Select the Submittal Type.

   This field can be used for filtering or sorting records. Admins can add options in Settings > Feature Settings > Correspondence > Submittal Types.

6. Select the Company and Address Type in the Originator, Coordinated By, and Main Respondent fields.
   The Company dropdown is populated from the project directory. Typically, the originator is the subcontractor or supplier who is providing the documentation or samples. Coordinator is your firm and the architect, CM firm, or owner being the main respondent.
7. Optional: Select the Contact in the Originator, Coordinated By, and Main Respondent fields.
8. Optional: Enter a Due Date for the submittal.
9. Enter the Overall Description of the submittal.
10. Optional: Configure the response workflow as follows:
    1. Select the Use Response Workflow? option.
    2. Select the Workflow Type from the dropdown.

       The following options are available:

       • Sequential: An email alert is sent automatically to the next respondent after comments have been entered in the TeamLink Portal by the current respondent. If this option is selected, the Auto Notify Respondents option must also be selected.
       • Parallel: Email response requests are sent to all respondents simultaneously.
    3. To automatically notify the respondents when responses are posted, select Auto Notify Respondents.
       If you have selected the sequential workflow type, this option is required.
11. Select Next.

Step 2: Add submittal items

You can manually enter submittal items when you create a submittal. Drawings can be imported after the submittal has been created.

If you do not prefer to add the submittal items in this step, select Skip to import or add the items manually after the submittal is created.

1. Optional: In the Default References section, enter the following information:
   • Prime contract #
   • CPR / CO #
   • Subcontract #
   • SCO #
   • Drawing
   • Location
   • Spec. Section
   • Other
   Select the magnifying glass icon next to certain fields to select an existing record.
2. Optional: Enter the following information in the Default Originator Due Date, Manufacturer, and Status Information section:
   1. Select the date that the submittal items are Due From the Originator.

      If these particular items have a long lead time upon ordering such as in the case of structural steel, the Originator Item Due Date is crucial since it can have a serious impact on the schedule.

   2. Select the default Manufacturer.
   3. Select the default item Status.

      Typically, the status is initially set to Draft or Pending. Admins can add status options in Settings > Feature Settings > Correspondence > Submittal Status.

   4. Enter a Status Date if needed.
      If the default Status is set to Draft or Pending, leave the Status Date blank.
3. Optional: Enter the following information in the Default Material Required On Site and Design Review section:
   • Required On Site Date
   • Lead Time
   • Design Review Time
   • Internal Review Time
4. Optional: Specify the following dates in the Default Material Delivery To Site section:
   • Anticipated Delivery Date
   • Estimated Delivery Date
   • Actual Delivery Date
5. Optional: Enter the Submittal Item details.

   The Item # and Description fields are required, while the Quantity, Units, Manufacturer, and Manuf. Part # fields are optional.

   Repeat this step if there are multiple items.

6. Select Add & Next.

Step 3: Add or link files

You can upload and link files, such as images or PDF documents, that are relevant to the submittal.

If you do not prefer to add or upload files in this step, select Skip and Finish.

1. To upload files from your local drive, select one or more files on your local hard drive and drag them to the Drag files here section.

   Alternatively, select Add to find and upload files from your local drive.

2. To link existing files that have already been uploaded to Sage Construction Management, do the following:
   1. Select Link Existing Files and select one of the following options:
      • Drawings & Specs
      • Photos
      • All other records
   2. Optional: Select the Feature Name to filter the results.
   3. Select one or more files from the list.
   4. Select Link & Close.

      These files will be added automatically to the record and will not be shown in the Drag Local Files section.

3. Select Add and Finish.