Submittals: Process Activity

This activity will walk you through the processing of a submittal.

Story

Suppose that the ToadGreen Building Group company is building an Italian restaurant for the Equity Group Investors customer. The company needs to confirm that the customer wants to use the carpet being proposed for the dining area of the restaurant.

Ellen Watson, as the construction project manager, is managing the submittal process. Jonathan Stone, the customer’s designer, needs to approve a sample of the carpet. Teresa Willis—a new sales manager of Karn Design Inc., for which the construction project manager needs to add a contact in the system—needs to send the carpet sample to Jonathan Stone, who should approve the color and the material of the carpet.

Also suppose that after reviewing the sample, the designer rejects the submittal because a part of the carpet's pattern was cut off; the designer requests a larger sample. After the new sample is received, the designer approves it. Then the construction project manager sends the approved sample for an informational review to Larry Robinson, a purchase manager of the ToadGreen company. After the purchase manager confirms that he has reviewed the sample, the construction project manager finishes the submittal process because all required actions have been performed.

Acting as the construction project manager, you need to create a new contact to be used in the submittal, enter the submittal in the system, open it, and add the necessary information during the processing of the submittal.

Configuration Overview

In the U100 dataset, the following tasks have been performed for the purposes of this activity:

• On the Enable/Disable Features (CS100000) form, the Construction and Construction Project Management features have been enabled.
• On the Contacts (CR302000) form, a contact record for Jonathan Stone has been created, and on the Employees (EP203000) form, employee accounts for Larry Robinson and Ellen Watson have been created.
• On the Projects (PM301000) form, the ITALIAN project with the 12 - FURNISHINGS project task has been created. Also, on the Cost Codes (PM209500) form, the 12-460 - Furnishings- Misc Accessories cost code has been added.

Process Overview

To process the submittal in the system, you will create and open it on the Submittals (PJ306000) form. During the entry of the submittal, you will add a new contact for the submitter on the Contacts (CR302000) form. You will send the emails to the submitter and then the approver by using the Email Activity (CR306015) form, and will change the status of the corresponding rows on the Submittal Workflow tab to indicate that a response from the responsible person is pending. After the response is received, you will indicate this in the submittal document.

After the approver rejects the submittal, you will prepare a new submittal revision. You will again send the emails to the submitter and approver by using the Email Activity (CR306015) form, and track the workflow statuses of the submittal. Once the approver approves the submittal, you will send an email to the reviewer. Finally, when the response from the reviewer is received, you will close the submittal document revision with the Approved status.

System Preparation

To prepare to perform the instructions of this activity, do the following:

1. As a prerequisite to this activity, complete the Submittals: Implementation Activity.
2. Launch the MYOB Advanced website, and sign in to a company with the U100 dataset preloaded. You should sign in as Ellen Watson, the construction project manager, by using the ewatson username and the 123 password.
3. In the info area, in the upper-right corner of the top pane of the MYOB Advanced screen, make sure that the business date in your system is set to today's date.

Step 1: Entering and Opening a Submittal

To enter a submittal for the carpet sample, including the employees with roles in the submittal, and then open the submittal, do the following (acting as Ellen Watson):

1. On the Submittals (PJ306000) form, add a new record.
2. In the Summary area, specify the following settings:
   • Project: ITALIAN
   • Project Task: 12 - FURNISHINGS
   • Cost Code: 12-460
   • Submittal Type: Product Samples
   • Summary: Carpet for the dining area
   • Owner: Ellen Watson (inserted automatically)

   In the Summary area, notice that the status and the reason of the submittal are both set to New.

3. On the Description tab, type Sample of the carpet to be laid in the dining area.
4. On the form toolbar, click Save.
5. On the table toolbar of the Submittal Workflow tab, click Add Row. In this row, you will add Teresa Willis as the submitter, but you need to create a contact in the system for her.
6. In the added row, click in the Contact column, and then click the magnifier icon to open the lookup table with the list of existing contacts.
7. On the table toolbar of the lookup table, click Add Row. The system opens the Contacts (CR302000) form in a pop-up window.
8. In the Summary area, select KADESIGN as the Business Account.
9. On the Details tab of the form, specify the following settings:
   • First Name: Teresa
   • Last Name: Willis
   • Job Title: Sales Manager
   • Email: twillis@kadesign.com
   • Business 1: +1 (212) 209-0982
10. On the form toolbar, click Save & Close to save the record, close the window, and return to the Submittal Workflow tab of the Submittals form. The system has inserted the newly created contact in the Contact column of the row you added.
11. In the row, specify the following settings:
    • Role: Submitter
    • Status: Planned

      This is the status of this contact's work on the submittal.

    • Days for Review: 10
12. To add the designer approving the submittal, on the table toolbar, click Add Row, and specify the following settings in the row:
    • Contact: Jonathan Stone
    • Role: Approver
    • Status: Planned
    • Days for Review: 3
13. To add the purchase manager performing an informational review, on the table toolbar, click Add Row, and specify the following settings in the row:
    • Contact: Larry Robinson
    • Role: Reviewer
    • Status: Planned
    • Days for Review: 3
14. On the form toolbar, click Save.
15. On the form toolbar, click Open.
16. In the Details dialog box, which is opened, leave Issued as the reason, and click OK.

    In the Summary area, notice that the system has changed the status of the submittal to Open and the reason to Issued.

Step 2: Sending an Email to the Submitter

In this step, you will continue managing the submittal, acting as Ellen Watson. To send an email to the sales manager of Karn Design Inc., proceed as follows:

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row with the Teresa Willis contact, and click Email on the form toolbar.

   The Email Activity (CR306015) form opens in a pop-up window with the email address of Teresa Willis inserted in the To box.

2. On the Message tab, type the following text:

   Dear Teresa,

   Please provide a sample of the carpet that you proposed for the dining area.

   Best regards,

   Ellen Watson

   Note: In a production system, you would also attach any needed documents to the email. In this activity, for simplicity, you are skipping this step for all emails you sent.
3. On the form toolbar, click Send to send the email. The system sends the email, closes the window, and returns to the Submittals form.
4. On the Activities tab, make sure that the email you sent is listed.
5. On the Submittal Workflow tab, in the Status column of the row for Teresa Willis, select Pending to indicate that you are waiting on a response from the submitter.
6. Click Save on the form toolbar.

   In the Ball in Court box in the Summary area, notice that the system has specified Teresa Willis to reflect the person who currently has to perform an action for the submittal. Also, on the Submittal Workflow tab, in the row for Teresa Willis, the system has set the Start Date to the current business date and calculated the Due Date based on the start date and the days for review that you specified earlier in this row.

Step 3: Receiving an Answer from the Submitter

In this step, you will prepare and send an email response from the submitter (which the submitter would instead do in a production environment) and indicate that the requested sample has been provided. Do the following:

1. In the info area, in the upper-right corner of the top pane, change the business date to eight days after the previously specified date.
2. While you are still viewing the submittal on the Submittals (PJ306000), on the Activities tab, click the link in the Summary column to open the sent email on the Email Activity (CR306015) form.
3. On the More menu, click Process, and then click Reply. The system prepares the Email Activity form for a reply email.
   Note: Ignore the warning message that appears after you click Process. In U100 dataset, authentication is not configured for the system email. In production system, system email account will be set up.
   Note: Ignore the warning message that appears after you click Process. In the provided instance, authentication is not configured for the system email. In production system, system email account will be set up.
4. In the From box, enter twillis@kadesign.com.
5. In the To box, make sure Ellen Watson is specified.
6. On the Message tab, type the following text:

   Dear Ellen,

   The sample of the carpet has been sent to you by delivery service.

   Best regards,

   Teresa Willis

7. On the form toolbar, click Send to send the email and close the form.

   On the Activities tab of the Submittals form, notice that the email from Teresa is listed. Suppose that the sample from the delivery service has arrived.

8. On the Submittal Workflow tab, in the Status column of the row for Teresa Willis, select Completed to indicate that she has submitted the needed sample. Notice that in the Completion Date column, the system inserts the current business date (that is, the date you specified at the beginning of this step).
9. Click Save on the form toolbar to save your changes.

   In the Summary area, notice that the system has changed the name in the Ball in Court box to Ellen Watson because currently there are no rows with the Pending status on the Submittal Workflow tab.

Step 4: Requesting the Approval of the Submitted Sample

To request approval from the designer for the documents, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row with the Jonathan Stone contact, and on the form toolbar, click Email.

   The Email Activity (CR306015) form opens in a pop-up window with the email address of Jonathan Stone automatically specified in the To box.

2. On the Message tab, type the following text:

   Dear Jonathan,

   I have sent you the sample of the carpet that Karn Design Inc. provided us. Please let me know if this is what you want to see in the dining area of the restaurant.

   Best regards,

   Ellen Watson

3. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, notice that the email to Jonathan is listed.
4. On the Submittal Workflow tab, in the Status box of the row for Jonathan Stone, select Pending to indicate that you are waiting on a response from the approver.
5. Click Save on the form toolbar. In the Summary area, notice that the system has changed the name in the Ball in Court box to Jonathan Stone because you changed the status in his row. Also, on the Submittal Workflow tab, the system has set the Start Date to the current business date (which you set in Step 3) and calculated the Due Date accordingly.

Step 5: Rejecting the Submitted Documents

To prepare and send an email from the designer (which Jonathan Stone himself would do in a production environment) and indicate that the provided sample has been rejected, do the following:

1. In the info area, in the upper-right corner of the top pane, change the business date to three days after the previously specified date.
2. While you are still viewing the submittal on the Submittals (PJ306000), on the Activities tab, click the link in the Summary column of the first row to open the email that you sent earlier to Jonathan Stone on the Email Activity (CR306015) form.
3. On the More menu, click Process, and then click Reply. The system prepares the Email Activity form for a reply email.
4. In the From box, specify jstone@italian.com.
5. In the To box, make sure Ellen Watson is specified.
6. On the Message tab, type the following text:

   Dear Ellen,

   I like the color and material. But the sample is too small, and part of the pattern was cut off from the sample. Could you please provide a larger sample?

   Best regards,

   Jonathan Stone

7. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, notice that the email from Jonathan is listed.
8. On the Submittal Workflow tab, in the Status box of the row for Jonathan Stone, select Rejected to indicate the that approver rejected the submittal.

Step 6: Creating and Opening a New Revision of the Submittal

To close the submittal and prepare a new submittal revision, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, in the Status column of the row for Larry Robinson, select Canceled.
2. Click Save on the form toolbar, and then click Close.
3. In the Details dialog box, which opens, select Revise and Resubmit in the Reason box, and click OK.

   In the Summary area, notice that the system has changed the status of the submittal to Closed and the reason to Revise and Resubmit, as shown in the following screenshot.

   
   
   

4. On the form toolbar, click Create Revision.

   The system creates a new revision of the submittal with the same ID, a new revision ID (1), and the New status. Other settings in the Summary area have been copied from the previous submittal revision.

5. Review the Submittal Workflow tab, and make sure that the new revision contains all the rows from the original submittal.
6. On the form toolbar, click Open.
7. In the Details dialog box, which is opened, leave Issued as the reason, and click OK.

Step 7: Sending an Email to the Submitter

To again request a sample from the submitter based on the feedback from Jonathan Stone, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row for Teresa Willis.
2. On the form toolbar, click Email. The Email Activity (CR306015) form opens in a pop-up window with the email address specified in the To box.
3. On the Message tab, type the following text:

   Dear Teresa,

   The first sample was too small, and part of the pattern was cut off. Could you provide a larger sample please?

   Best regards,

   Ellen Watson

4. On the form toolbar, click Send to send the email and close the form.
5. On the Activities tab of the Submittals form, make sure that the email you just sent to Teresa has is listed.
6. On the Submittal Workflow tab, in the Status column of the row for Teresa Willis, select Pending to indicate that you are waiting on a response from the submitter.
7. Click Save on the form toolbar.

Step 8: Receiving an Answer from the Submitter

To enter and send the an email response from the submitter, do the following:

1. In the info area, in the upper-right corner of the top pane, change the business date to five days after the previously specified date.
2. While you are still viewing the submittal on the Submittals (PJ306000), on the Activities tab, click the link in the Summary column of the first row to open the sent email on the Email Activity (CR306015) form.
3. On the More menu, click Process, and then click Reply. The system opens the Email Activity form for a reply email.
4. In the From box, specify twillis@kadesign.com, and make sure Ellen Watson is specified in the To box.
5. On the Message tab, type the following text:

   Dear Ellen,

   The larger sample of the carpet has been sent by delivery service.

   Best regards,

   Teresa Willis

6. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, make sure that the email Teresa just sent to Ellen is listed. Suppose that the sample from the delivery service has arrived.
7. On the Submittal Workflow tab, in the Status box of the row for Teresa Willis, select Completed to indicate that the submitter has provided the requested sample.
8. Click Save on the form toolbar.

Step 9: Requesting the Approval

Suppose that you (Ellen Watson) have sent the larger carpet sample to the approver, Jonathan Stone. To send him an email requesting the approval of the submitted carpet sample, do the following:

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row for Jonathan Stone.
2. On the form toolbar, click Email. The Email Activity (CR306015) form opens in a pop-up window with the email address of Jonathan Stone in the To box.
3. On the Message tab, type the following text:

   Dear Jonathan,

   I have sent you a new sample. Please let me know what you think.

   Best regards,

   Ellen Watson

4. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, make sure that the email sent to Jonathan about the new sample is listed.
5. On the Submittal Workflow tab, in the Status box of the row for Jonathan Stone, select Pending to indicate that you are waiting on a response from the submitter.
6. Click Save on the form toolbar.

Step 10: Approving the Submitted Sample

To enter and send the email response from the designer (which he would do in a production environment) and indicate that the provided sample have been approved, do the following:

1. In the info area, in the upper-right corner of the top pane, change the business date to three days after the date you previously specified.
2. While you are still viewing the submittal on the Submittals (PJ306000), on the Activities tab, click the link in the Summary column of the first row to open the sent email on the Email Activity (CR306015) form.
3. On the More menu, click Process, and then click Reply. The system prepares the Email Activity form for a reply email.
4. In the From box, enter jstone@equitygrp.com, and make sure Ellen Watson is specified in the To box.
5. On the Message tab, type the following text:

   Dear Ellen,

   Yes, let’s lay this carpet.

   Best regards,

   Jonathan Stone

6. On the form toolbar, click Send to send the email.

   The system closes the window. On the Activities tab of the Submittals form, notice that Jonathan's approval email is listed.

7. Select the Final Answer check box for the last email from Jonathan to indicate that the email contains the final decision from the responsible party.
8. On the Submittal Workflow tab, in the Status box of the row for Jonathan Stone, select Approved. The system inserts the current business date as the Completion Date.
9. Click Save on the form toolbar.

   In the Summary area, notice that the system has changed the name in the Ball in Court box to Ellen Watson because there are no rows with the Pending status on the Submittal Workflow tab.

Step 11: Sending an Email to the Reviewer

To ask the purchase manager to review the carpet sample, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the Submittal Workflow tab, select the Email To check box in the row for Larry Robinson.
2. On the form toolbar, click Email.

   The Email Activity (CR306015) form opens in a pop-up window with the email address of Larry Robinson in the To box.

3. On the Message tab, type the following text:

   Dear Larry,

   Please review the sample of the carpet for the dining area.

   Best regards,

   Ellen Watson

4. On the form toolbar, click Send to send the email and close the form. On the Activities tab of the Submittals form, notice that the email to Larry is listed.
5. On the Submittal Workflow tab, in the Status column of the row for Larry Robinson, select Pending.
6. Click Save on the form toolbar.

   In the Summary area, notice that the system has changed the name in the Ball in Court box to Larry Robinson because you changed the status in his row. Also, on the Submittal Workflow tab, the system has set the Start Date to the current business date and calculated the Due Date.

Step 12: Receiving an Answer from the Reviewer

To enter and send the email response from the reviewer (which he would instead do in a production environment, do the following:

1. In the info area, in the upper-right corner of the top pane, change the business date to three days after the date you previously specified.
2. While you are still viewing the submittal on the Submittals (PJ306000), on the Activities tab, click the link in the Summary box of the first row to open the sent email on the Email Activity (CR306015) form.
3. On the More menu, click Process, and then click Reply. The system opens the Email Activity form with a reply email.
4. In the From box, specify lrobinson@toadgreen.com, and make sure Ellen Watson is specified in the To box.
5. On the Message tab, type the following text:

   Dear Ellen,

   Thank you for the information. I have reviewed the materials.

   Best regards,

   Larry Robinson

6. On the form toolbar, click Send to send the email. On the Activities tab of the Submittals form, notice that the email from Larry is listed.
7. On the Submittal Workflow tab, in the Status box of the row for Larry Robinson, select Completed. The system inserts the current business date as the Completion Date.
8. Click Save on the form toolbar.

Step 13: Closing the Submittal

To close the submittal, do the following (acting as Ellen Watson):

1. While you are still viewing the submittal on the Submittals (PJ306000) form, on the form toolbar, click Close.
2. In the Details dialog box, which opens, select Approved in the Reason box, and click OK.

   In the Summary area, notice that the system has changed the status of the submittal to Closed and the reason to Approved.

You have finished working with the submittal.