Transcript Submittal Workflow in a Multi-Disciplinary Firm

Info Exchange Workflow
Examples for External Users:
Submittals
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Submittal Workflow through InfoExchange
Info Exchange
External User Sends Submittal
from Info Exchange
Newforma Project Center
Internal User Logs Submittal
Internal User Forwards
Submittal for Review
External User Reviews
Submittal and Responds
Record the Reviewers
Response
Stamp Submittal and Respond
back to the Submittal Sender
External Receives Submittal
Response
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Step 1 – On Info Exchange
External User (Bob Welder)
Sends Submittal from Info Exchange to
Internal User (Howard Roark)
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External User Logs into Info Exchange
Bob Welder logs into Info
Exchange Web Site
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Select to Send a Submittal
Bob selects to send a
Submittal (for CA) and
selects the project
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Complete the Submittal Form
Bob enters in the submittal
information on the
Submittal form and selects
Send Submittal
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View Pending Submittal
The submittal appears as a
pending item in My
Submittal Actions until an
internal user receives and
logs the submittal.
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Step 2 – On Newforma Project Center
Internal User (Howard Roark) receives
the incoming submittal
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Internal User Receives Notification
Howard receives a notification that
a submittal has arrived through the
Info Exchange web site.
He selects the link to navigate to
the Submittal activity center.
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Accepts Microsoft Outlook Warning Message
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Internal User Receives Pending Submittal
In the Submittal activity center,
Howard selects the “Receive
Pending Submittal” task.
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Internal User Receives Pending Submittal
A Receive Pending Submittal dialog
displays to confirm receiving the file
as a submittal.
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Select to Log a Submittal
Howard selects to
Log a Submittal
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Complete Submittal Form
Howard completes
the additional
required fields
and
Selects to forward
the submittal for
review
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Select Files to Forward for Review
Newforma Project
Center displays a list
of files to forward for
review – Howard
confirms to send the
specification as part
of the review.
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Completes Forward for Review Form
Howard forwards the
submittal to Peter
Keating, an
associate architect
that is part of the
external team.
Howard sends this
via Info Exchange.
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Specify the Info Exchange Options
Howard selects the
appropriate Info Exchange
options.
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Step 3 – On Info Exchange
External User (Peter Keating)
Reviews submittal
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Reviewer Receives Review Notification
Peter receives an
email notifying him
that there is a
submittal requiring
his review, he clicks
to login to the Info
Exchange site to
respond.
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Reviewer Logs into Info Exchange Site
Peter Keating is
prompted to log into
the Info Exchange
site.
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Reviewer Reviews Submittal
Peter is brought to the
Submittal. He can
download the file from
the Files tab, then
select to Send
Response to Howard.
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Reviewer Responds
Peter adds his remarks
about the submittal
indicating it is approved
and selects the Send
Submittal Response
button.
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Reviewer Confirms Response in Log
Peter can see his response is
pending in the submittal list. This
will stay in a pending state until
Howard receives the response in
Newforma Project Center.
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Step 4 – On Newforma Project Center
Internal User (Howard Roark) Logs
Response, Stamps Submittal and
Responds to Sender (Bob Welder)
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Internal User Receives Review Response Notification
Howard receives an email
notification that Peter responded.
Howard selects the link to go to
the Submittals activity center.
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Accept Microsoft Outlook Warning Message
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Receive Reviewer Response
Howard selects the Receive
Pending Review Response task in
the Submittal activity center.
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Log Reviewer Response
Howard completes the Record
Submittal Reviewer Response
dialog including selecting the
Approved action.
He does not select the next action
because Howard wants to stamp
the submittal.
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Select to Open Submittal File in Viewer
Howard selects the original
file sent in with the submittal
and selects Open with
Newforma Viewer.
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Select Markup to Access Stamp Tool
Howard selects the
Markup Drawing task.
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Browse for Submittal Stamp
Howard navigates to the
stamp and selects it
(only needs to be done
once).
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Complete the Stamp Fields
Howard completes the
stamp dialog box.
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Insert the Stamp and Select PDF
Howard inserts the
stamp, then selects PDF
from the toolbar to
respond and close the
Submittal.
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Record Submittal Response
Howard selects the
Record Submittal or RFI
Action task.
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Select Submittal and Action
Howard selects to
Respond and Close
Submittal which will
include the PDF in the
response and selects the
submittal.
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Complete Respond to Submittal Sender Form
Howard completes the Respond to Submittal and
Close form selecting an action and adding a
response.
If there were multiple items in the Description of
Contents, he could enter an action for each one.
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Select Info Exchange Options
Howard selects the
appropriate Info Exchange
options.
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Step 5 – On Info Exchange
External User (Bob Welder)
Receives Submittal Response
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External User Receives Notification
Bob receives a notification of the
submittal response. Bob can quickly
look a the attached PDF for the full
submittal transmittal response and click
to download the stamped specification.
He can also log into Info Exchange to
view the submittal.
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External User Views the Submittal Response
From the link in the notification, Bob can
log into Info Exchange and view the
submittal response.
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External User Checks Submittal Status
Bob can always check the status of
submittals he has sent in by selecting the
project from the Home page, then
selecting Contract Administration >
Submittals > My Submittal Actions.
Sorting by ID will group the submission
and response in the list.
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