Preparing your Documents - SUBMITTAL RECOMMENDATIONS

This article provides information to successfully submit a project application and documents for electronic plan review to a back office Permitting agency, Plan Review Consulting firm or AEC Design review firm. 



Prior to uploading your plan review documents, select the 'DOCUMENT SUBMITTAL RECOMMENDATIONS' link and carefully review the requirements.





Failure to follow the document submittal recommendations will delay the acceptance of your project.




Analyzing your Plan Review Documents for Compliance

During the document upload process, the PDF Scout Inspector Tool (PDF Scout) will analyze incoming files to ensure they can be accepted into e-planREVIEW (EPR) using the criteria outlined below:

  • Plans: Any files that are to be marked up during review are considered "Plans" and must be submitted in PDF format.

    • These files must be uploaded and listed under the Plans section before the applicant processes the uploaded files.

  • Attachments: Any files that will not be marked up during review should be considered "Attachments." These files will be accessible to all plan reviewers as reference material in the EPR Review page.

    • These files must be uploaded and listed under the Attachments section before the applicant processes the uploaded files.



If documents fail the inspection, then no green cloud with check mark symbol is displayed and you must resolve the issues noted before continuing with the project application. (These rules do not apply for supporting attachments submitted in PDF format.)

Below is a list of commonly known issues:



Issue

Is Active

Is Configurable

Configurations

Default Behavior

Default Result

Solution

Issue

Is Active

Is Configurable

Configurations

Default Behavior

Default Result

Solution

ACCESSIBLE

Y

N

N/A

Checks if the file is invalid (such as a PDF Portfolio), corrupt, or password protected.

REJECTION

Check if PDF can be opened by Adobe Reader and confirm it is not a PDF Portfolio.

If the PDF cannot be opened, create a new PDF from the source program. Remove password protection, if applicable.

FILENAME

Y

Y

Filename Special Characters

Checks if filename contains: !*\();, :@&=+$, , (comma)/?%#[], " , <>, | characters. Characters cannot be edited.

REJECTION

Remove these characters from the filename and re-upload the file.

SIZE

Y

Y

Minimum/Maximum PDF size in bytes

Documents must not exceed 400 MB (419430400 bytes). Recommended maximum size is 2 GB.

REJECTION

Return to the source document and create PDF files that are below the file size limitation or break up PDF into smaller files.

Follow the instructions in the DOCUMENT SUBMITTAL RECOMMENDATIONS.

PAGE COUNT

Y

Y

Maximum page count

Checks the PDF page count based on the configured maximum page count. The default is set to 1200 pages.

REJECTION

Split large files into smaller subsets and submit files separately or the Agency can choose to increase the maximum page count.

TEXT CONTENT

N

Y

N/A

Checks whether PDF text and fonts are present and legible.

N/A

Properly embed or substitute missing font. Using true type fonts is recommended.

VERSION

Y

N

N/A

Checks PDF version.

If PDF version older than 1.4 is detected, the file will be rejected. (Version 1.4 was released prior to 2001.)



Warning

None required but it is recommended to update the PDF to a newer version.

PAGE ACCESS

Y

Y

N/A

The inspector tries to read each page in the document.

If a page is not readable, the file will be rejected.



REJECTION

Adobe Reader may report these pages as damaged or in need of repair.

Recreate the PDF from the source document using Adobe Pro or Nitro Pro.

ANNOTATION

Y

Y

N/A

Checks for annotations that appear in the pdf Reader ‘Comment’ panel, such as SHX Text generated by AutoCAD.

Warning

None required.

Note that SHX text annotations will be removed from pdf 'Comment' panel when printing deliverable files so they do not interfere with review comments. (No other annotations will be removed.)

METADATA

Y

Y

N/A

Check hidden content and unexpected metadata like embedded Flash, other PDFs, etc.

Warning

Remove hidden content by following the instructions listed in the EPR Wiki document “How To Remove Metadata from PDF”.

SIGNATURE

Y

Y

N/A

Checks for the presence of a digital signature in the PDF.

Warning

Validates that the signature exists but cannot confirm source authenticity.

ATTACHMENT

Y

Y

N/A

Checks if any attachments exist in the PDF.

REJECTION

Recreate the PDF without any attachments or reprint PDF as new to remove attachments.

RESOLUTION

Y

Y

Minimum/Maximum pixel count

Checks pages for low resolution (in pixels) based on page dimensions.

Warning

Create a new PDF from the source.

ROTATION

Y

Y

N/A

Checks if a document has mixed page orientations based on the first page orientation. Scout does not look at page content so, it cannot determine if pages are upside-down, for example.

Warning

None required.

Manually checking that pages are not upside-down or sideways is recommended. Page rotation can now be corrected within EPR.



SUBMITTING CORRECTED PLANS AND REVISIONS

Some requirements for submitting corrected plans will vary depending on whether the agency's best practices and related settings allow either require applicants to resubmit full plans or allow the resubmit partial plan sets. Please review the differences below.



If Required to Resubmit Full Plan Sets

When an agency requires applicants to resubmit full plans sets, applicants must also follow these rules:

  1. Resubmitted plans cannot have fewer pages than the previous submittal.

    1. They must include a page count equal or greater than the previous submittal, or else will be rejected.

  2. Do not reorder pages within the document.

  3. New pages must be submitted at the end.

    1. Failure to do so can result in a delayed resubmittal review as reviewers may need to adjust markups to match the reordered pages.

  4. Do not remove pages from the plan set, even if no longer required.

    1. Page that are no longer needed must be submitted as blank, marked with a slash through them, or otherwise identified as deleted or void clearly for reviewers.

  5. The applicant should resubmit using the NEW VERSION option on an existing plan set record in order to properly link files.



Why is page order important for agencies that do not use slipsheeting?

Resubmitting plans with pages in the original order ensures that the plan review comments and sketches are properly carried forward to the newer submittal/version by the electronic plan review software. This allows for more accurate, expedited reviews.





If Partial Plan Set Resubmittal is Allowed

When an agency allows applicants to resubmit partial plans sets, applicants submittal guidelines will be different, as follows:

  1. Resubmitted plans can have fewer pages than the previous submittal.

  2. Resubmitted pages should have sheet numbers matching those of their respective pages in the previous submittal.

    1. New pages should also have a sheet number, though it does not need to match any prior submitted page.

  3. New pages do not need to be submitted at the end of a document.

    1. The system will automatically move new ('unmatched') pages to the end of a document.

  4. Pages that required no change do not need to be resubmitted.

  5. Pages that must be removed need to be resubmitted as blank, marked with a slash through them, or otherwise identified as deleted or void clearly for reviewers.

  6. The applicant should still resubmit using the NEW VERSION option on an existing plan set record in order to properly link files.