Preparing Document Deliverables

Owned by Stacy Reno (Unlicensed)
Last updated: May 02, 2018 by Jorge Raya-Navarro
4 min read

This article provides information about preparing a ZIP package of reviewed plans, attachments, correction reports, etc. for export from the Project Deliverables page.

These tasks are typically performed by a Project Coordinator.


A Deliverable package is a ZIP file that typically consist of:

  1. Marked up documents with comments, sketches and/or stamps.
  2. Attachments such as:
    1. Correction Reports
    2. Supplemental files meant to be returned to the customer.


Deliverable packages may be:

  1. Downloaded to a local/network location.
  2. 'Checked in' to an integrated application (Customer Portal or back-office/Enterprise suite) using our Connect API
  3. Sent via Email.


Prerequisites:

  1. A project record exists.
  2. Plan review assignments have been created and completed.
  3. Optionally, a Correction/Deficiency report has been created and saved to the project as an Attachment.
    1. Ideally, the Correction report is generated just prior to preparing the deliverable package.




Overview of the Deliverables Process

The Project Deliverables page (below) is broken up into three sub-sections, with users navigating from one section tab to the next:

  1. Documents
  2. Attachments
  3. Export

The Documents Tab

The Documents tab displays a list of plan review documents for the project.

For each document, the filename, most recent version date, most recent submittal number and the current assignment status, by group, is shown.

PRINTER RENDER SETTINGS

Prior to assembling the ZIP file of plan review documents, each of the selected documents will be print rendered.

The print render process embeds sketches, stamps and comments with an 'open' disposition, for each Group, onto a copy of the original PDF. This new document becomes part of the deliverable package.

In the example below, open comments, stamps and sketches for the Building and Fire groups will be included in the deliverable package.

The Attachments Tab

The Attachments tab displays a list of attachments related to the project.

There are several types of attachments:

  • Corrections Reports consisting of reviewer comments.
  • Supplementary files provided by the applicant/client as part of the project documentation (application documents, calculations, etc.). 
  • Reference files attached to comments by reviewers during the plan review process (images explaining their comments, etc.).

All attachment types are displayed on this page.

The Export Tab

The Export tab allows users finalize the package name and method of delivery (choosing "Download .Zip", "Email to Contacts" , or "Check In" as applicable).

The Project Status can also be updated on this page, if desired.


Step 1 - Choose Documents

  1. Use the check boxes on the left to choose the plan review documents you wish to include in the package.


Changing the Printer Render Settings (Optional)

Select the PRINTER RENDER SETTINGS button if you want to override the default print settings and:

  1. Choose 'Limit to specific groups'
    1. Remove the groups you do not wish to include in the print render.
  2. Or, choose 'Limit to specific users'
    1. Remove the users you do not wish to include in the print render.


Printer Render Settings

Best Practices

See Best Practices for Permitting Agencies for instructions on preparing Correction Reports prior to creating a deliverable for export.

Step 2 - Choose Attachments

  1. Click on the Attachments tab.
  2. Choose the files you wish to include in the deliverable package.


Step 3 - Export the Package

  1. Click on the Export tab.
  2. Choose a deliverable method:
    1. Download ZIP
    2. Check In to an integrated product
    3. Email to Contacts



Changing the Project Status

If appropriate, change the project status from the Export page now.

For example, if corrected documents are being requested, change the project status to 'Resubmit/Corrections Required'

If the documents are approved and the project will be closed, change the status to Approved/Closed, etc.


Email to Contacts

Select Email to Contacts to open the option to open the Email form.

  1. If a Primary Contact exists in the project, that individual's email address will be placed in the TO field.
  2. You may add other valid email addresses and edit the body of the email, as necessary.
    1. In the template shown below, the email will include a link to download the deliverable package as a ZIP file.
  3. Select the SEND button to queue the email for delivery during the next send interval as configured in Settings/Configuration/Email page.