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

Submittal Workflow through InfoExchange 2 External User Sends Submittal from Info Exchange Internal User Logs Submittal Record the Reviewers Response Stamp Submittal and Respond back to the Submittal Sender Internal User Forwards Submittal for Review Info Exchange Newforma Project Center External User Reviews Submittal and Responds External Receives Submittal Response

Company Confidential Step 1 – On Info Exchange 3 External User (Bob Welder) Sends Submittal from Info Exchange to Internal User (Howard Roark)

Company Confidential External User Logs into Info Exchange 4 Bob Welder logs into Info Exchange Web Site

Company Confidential Select to Send a Submittal Bob selects to send a Submittal (for CA) and selects the project

Company Confidential Complete the Submittal Form Bob enters in the submittal information on the Submittal form and selects Send Submittal

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

Company Confidential 8 Internal User (Howard Roark) receives the incoming submittal Step 2 – On Newforma Project Center

Company Confidential 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.

Company Confidential Accepts Microsoft Outlook Warning Message

Company Confidential Internal User Receives Pending Submittal In the Submittal activity center, Howard selects the “Receive Pending Submittal” task.

Company Confidential Internal User Receives Pending Submittal A Receive Pending Submittal dialog displays to confirm receiving the file as a submittal.

Company Confidential Select to Log a Submittal Howard selects to Log a Submittal

Company Confidential Complete Submittal Form Howard completes the additional required fields and Selects to forward the submittal for review

Company Confidential 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.

Company Confidential 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.

Company Confidential Specify the Info Exchange Options Howard selects the appropriate Info Exchange options.

Company Confidential 18 Step 3 – On Info Exchange External User (Peter Keating) Reviews submittal

Company Confidential Reviewer Receives Review Notification Peter receives an notifying him that there is a submittal requiring his review, he clicks to login to the Info Exchange site to respond.

Company Confidential Reviewer Logs into Info Exchange Site Peter Keating is prompted to log into the Info Exchange site.

Company Confidential 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.

Company Confidential Reviewer Responds Peter adds his remarks about the submittal indicating it is approved and selects the Send Submittal Response button.

Company Confidential 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.

Company Confidential 24 Internal User (Howard Roark) Logs Response, Stamps Submittal and Responds to Sender (Bob Welder) Step 4 – On Newforma Project Center

Company Confidential Internal User Receives Review Response Notification Howard receives an notification that Peter responded. Howard selects the link to go to the Submittals activity center.

Company Confidential Accept Microsoft Outlook Warning Message

Company Confidential Receive Reviewer Response Howard selects the Receive Pending Review Response task in the Submittal activity center.

Company Confidential 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.

Company Confidential Select to Open Submittal File in Viewer Howard selects the original file sent in with the submittal and selects Open with Newforma Viewer.

Company Confidential Select Markup to Access Stamp Tool Howard selects the Markup Drawing task.

Company Confidential Browse for Submittal Stamp Howard navigates to the stamp and selects it (only needs to be done once).

Company Confidential Complete the Stamp Fields Howard completes the stamp dialog box.

Company Confidential Insert the Stamp and Select PDF Howard inserts the stamp, then selects PDF from the toolbar to respond and close the Submittal.

Company Confidential Record Submittal Response Howard selects the Record Submittal or RFI Action task.

Company Confidential Select Submittal and Action Howard selects to Respond and Close Submittal which will include the PDF in the response and selects the submittal.

Company Confidential 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.

Company Confidential Select Info Exchange Options Howard selects the appropriate Info Exchange options.

Company Confidential 38 External User (Bob Welder) Receives Submittal Response Step 5 – On Info Exchange

Company Confidential 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.

Company Confidential External User Views the Submittal Response From the link in the notification, Bob can log into Info Exchange and view the submittal response.

Company Confidential 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.