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This article provides intake instructions for manually uploading plan review documents in PDF format and supporting attachments in any format, to a Project.

Incoming plan review documents will undergo an inspection via our PDF Scout tool.

For instructions on evaluating plan review documents for compliance, see Electronic Document Submittal Requirements. (TODO)


Prerequisites:

  1. An open project record exists. See Add a Project record, Step 1.
  2. Plan review documents in PDF format and supporting documents, in any file format, are accessible to the user.
  3. Navigate to the Projects page and select the Documents tab.


Step 2 - Upload 1st Submittal Documents

  • Click the upload icon on the bottom of the Documents tab.
  • Browse and select the PDF’s for plan review and supporting attachments (in other file formats).
    1. Drag PDF’s not meant for plan review to the ‘Attachments Here’ panel.
    2. Confirm that the plans and supporting documents are on the correct panels.
    3. Select the Process button to launch Scout to inspect the incoming plan review files for compliance.



  • After Scout completes, inspection results are displayed on the REVIEW PROCESSED DOCUMENTS tab, shown below.
    1. For files flagged with a warning icon or X status,
      1. Select the eye icon to see the Scout results.


  • Delete plan review files marked with an X status, 
    • PDF's that do not pass inspection will not proceed to plan review.
  • For plan review files that pass inspection, flagged with a checkmark:
    • Select the FINISH button to complete the upload process. 
    • The documents will be uploaded to the server.
  • The INTAKE tab will become visible.


Step 3 - Intake

The Intake page (below), will display a thumbnail image of all plan review files that have yet to be assigned. 

After assignments are created, the document thumbnail is removed from the Intake page and made visibile on the Documents page.

Document Versioning 

The filename of the incoming document is checked against previously uploaded files to look for other files with exactly the same filename.

If a matching document does not exist for the project, the new file is assumed to be a 1st submittal. 

When a matching document is found, the new file is assumed to be the next submittal.


Creating Assignments for the 1st Submittal

  1. Click on the first document thumbnail image.
  2. Select the appropriate Group from the dropdown.
    1. Optionally, select a Review Type.
    2. Optionally, chose a specific user as an Assignee.
  3. Repeat these steps for the remaining documents that you wish to processs for assignments.



Best Practices

Choose a Review Type when you want to provide additional information about an assignment. For example, create one assignment to the Building department with a Grading review type and another assignment to the Building department with a Landscape review type. This allows the same department/group to approve or deny a document for different reasons.


Workflow Distributions

In addition to the filename being important for managing document versions, it is also evaluated to determine whether preconfigured workflow distributions are triggered to preload assignments on this Intake page. See Workflow Distributions.

In the image above, the document ARCH_Floor Demolition Plan.pdf triggered the autocreation of assignments for the Fire and Building groups.

The user may choose to accept the distribution records, or modify them as desired.





Assignment Due Dates


Workflow

















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