Company Confidential Info Exchange Workflow Examples for External Users: Submittals Company...

Company Confidential

Info Exchange Workflow

Examples for External

Users: Submittals

Company Confidential

Company Confidential

Submittal Workflow through InfoExchange

2

External User Sends Submittal from Info Exchange

External User Sends Submittal from Info Exchange

Internal User Logs SubmittalInternal User Logs Submittal

Record the Reviewers Response

Record the Reviewers Response

Stamp Submittal and Respond back to the Submittal Sender

Stamp Submittal and Respond back to the Submittal Sender

Internal User Forwards Submittal for Review

Internal User Forwards Submittal for Review

Info Exchange Newforma Project Center

External User Reviews Submittal and Responds

External User Reviews Submittal and Responds

External Receives Submittal Response

External Receives Submittal Response

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Step 1 – On Info Exchange

3

External User (Bob Welder)

Sends Submittal from Info Exchange to

Internal User (Howard Roark)

External User (Bob Welder)

Sends Submittal from Info Exchange to

Internal User (Howard Roark)

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External User Logs into Info Exchange

4

Bob Welder logs into Info Exchange Web Site

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

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

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.

The submittal appears as a pending item in My Submittal Actions until an internal user receives and logs the submittal.

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Internal User (Howard Roark) receives

the incoming submittal

Internal User (Howard Roark) receives

the incoming submittal

Step 2 – On Newforma Project Center

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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.

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.

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.

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

Howard selects to Log a Submittal

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Complete Submittal Form

Howard completes the additional required fieldsandSelects to forward the submittal for review

Howard completes the additional required fieldsandSelects 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.

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.

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.

Howard selects the appropriate Info Exchange options.

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Step 3 – On Info Exchange

External User (Peter Keating)

Reviews submittal

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.

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.

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.

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.

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.

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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Internal User (Howard Roark) Logs

Response, Stamps Submittal and

Responds to Sender (Bob Welder)

Internal User (Howard Roark) Logs

Response, Stamps Submittal and

Responds to Sender (Bob Welder)

Step 4 – On Newforma Project Center

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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.

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.

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.

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.

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.

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).

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.

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.

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.

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.

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.

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.

Howard selects the appropriate Info Exchange options.

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External User (Bob Welder)

Receives Submittal Response

External User (Bob Welder)

Receives Submittal Response

Step 5 – On Info Exchange

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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.

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.

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.

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.