Processing Submittals via Prolog Converge

Submittal Review Procedure

An automatic notification will be sent to your email when the team creates a new Submittal Package and assigns you has having action required

Clicking on the link in the notification will bring you to the Converge login screen where you can enter your login information to access the Submittal Package

If you do not have a Converge login name and password, you will be able to view the Submittal Package information by opening the email attachment but you will not be able to view the submittal actual documents

Receiving Notification

Opening the SubmittalBy clicking on the link in the notification email you will be routed directly to the Submittal Package, in a reading view only (all entry fields are grayed out)

Click on the Edit button at the upper left corner of the Package to enter the Edit mode, download the submittal items and set the Action for each item

Downloading FilesUse the Package Items tab to download the electronic submittal file

Click on Get Files to begin the download process

You can either open or save the documents to your computer for review and markup

Assigning ActionUse the Package Items tab to record the Action for each submittal item once you have reviewed the items

Click into the Action field for each submittal item and select the appropriate Action from the dropdown menu

Click on the gray box near the Action Logged by field to bring up the Contact Search to view a list of contacts associated with the project and select your name from the list

Alternatively – if you know your contact shortcut you may type it in the field and your name will auto populate

Your contact shortcut is typically the first three letters of your first name and the first three letters of your last name (i.e. Jessica Barber = jesbar)

Attaching FilesUse the Files tab to upload the submittal items that you have reviewed and marked up

Click on Quick Upload to get the File Upload window

- Click Browse to find the files

- Add all the associated files

- Click Upload

Directing to a ConsultantUse the Package Reviewers tab to redirect the submittal package to another party for review (if necessary)

- Click New

- Fill in the From/To Information

- Leave the Dates Blank

- Update the Sent For to ‘Information’

- Check the Action box

The secondary reviewer shall follow these same steps to redirect back to the primary reviewer, leaving the dates blank as well.

Alternatively – if you know your contact shortcut you may type it in the field and your company and name will auto populate

Sending Back to SkanskaUse the Package Reviewers tab to return the submittal package to the responsible individual

Enter the date of return into the Returned Date field to trigger the notification e-mail

Do not enter the Action on this line. Action can only be provided to each Submittal Register on the Package Items tab

x

Notification to SkanskaOnce you have updated the Package Items, uploaded the reviewed submittal files and entered the returned date, click on Save and Exit to save the record

Once the Submittal Package is saved, an automatic notification with the subject Submittal Package Returned will be sent to you

Past Due NotificationAn automatic notification will be sent to the individual noted as having Action Req’d if the Due Date on Package Reviewers tab is exceeded and the Package has not been closed

Dashboard InformationWithin the Project view of Converge you can access the Project Summary to see how many RFI or Submittal Packages

- have been created (Total)

- are Open

- are Closed

- are Past Due

- are Pending My Action

Navigating between PackagesWithin the Project view of Converge you can access numerous lists and move between Submittal Packages

If you go directly to the Converge URL and login in, in lieu of clicking a link in a notification, once you open a project the default view will be the Project view

You can click on any of the other lists in the Document Control tree to view that list

GroupingList can be grouped by any of the available columns and multiple groups can be applied

To apply a grouping to your view drag and drop the desired column header to the grouping bar

Drag and drop the header back to the column row to stop grouping by that header

Arranging ColumnsColumns can be rearranged by dragging and dropping them into the order you choose; columns can be resized just like in excel

Changes you make to the layout will be retained the next time you login

Click to Reset Layout to clear all of the groups and column placement changes

Clicking on any one of the column headings will sort A-Z or Z-A

Portfolio ViewUse the Portfolio view to see all of the projects that you have access to and to move between them

Insight ViewUse the Insight view to see data for each of the projects that you have access to

- Click on Projects Summary to see the Project Summary for each project

- Click on one of the Document Control lists to see that listing for all projects

- Click on the Metrics by Project list to see the number of Open/Closed RFIs and the turnaround for each project

Filtering in Insight ViewGrouping can be changed in Insight as well

For instance you could select the Open RFIs list and remove the Project group to see all open RFIs across the project that you have access to

Use the Toggle Filter to access filter fields for each of the columns

- Enter the information to filter for in the field at the top of the column

- Click on the filter for that column to change the filter type

- Apply the filter