In this module, we are going to focus on the Submittal Verification Report and how to
correct any issues that may arise.
Before we open the Submittal Verification Report to examine the discrepancies and learn
how to correct them, I'd like you to understand what this report does, as well as
emphasize how important it is to process all of the Reports against your entire Job and
resolve as many discrepancies that may arise during the editing process.
A big mistake users make is not running the Reports until the project is due.
Along with the References, Submittals are another area in which you need to pay close
attention to. The Submittal Verification Report detects problems resulting from the
improper use of Submittals.
The Submittal Verification checks that all the Submittal Items appear in both the
Section Submittal Article and within the Section's text.
It generates a list of Submittal Items missing from either location, then checks
that all Submittal Descriptions used in the Section Submittal Article are also listed in
the Job 01 33 00 Submittal Procedure Section, and generates a list of Submittal
Descriptions that differ or may be missing from the 01 33 00 Section.
Unlike References, Submittal Items are not case sensitive, but they must be identical in
every other way.
Submittals are used within Article titles which are uppercase, paragraph and
subparagraph titles which are title case, or even within the text.
When troubleshooting Submittals, make sure the errors are not a result of a
typographical or spacing issue.
In order to produce an accurate report, your Job must contain the 01 33 00 Submittal
Procedure Section.
Let's get started by generating the Reports in order to correct the issues that we might
have before we commit this Job to paper, PDF, or Word.
From the SI Explorer, let's select the Print/Publish button on the SI Explorer's
Toolbar. When the Print Processing dialog box opens, we are positioned on the Sections
Tab. Under Select Sections, by default, you should have All Sections selected.
Under Printing and Renumbering, two options are checked by default.
The first option Print/Process Sections controls whether the Sections are physically
printed or published, so this option can be very useful if you simply want to generate
just the Reports.
Since this is what we want to do, uncheck this option.
By doing this, you are generating just the Reports themselves, making it easier to
access the Reports in order to verify and correct any discrepancies.
The second option Renumber Paragraphs should remain checked regardless.
Lastly, you may have noticed that when we uncheck the option Print/Process Sections,
the three options below Reconcile - Address, Reference, and Submittals no longer display
as checked. However, if you are printing or publishing the Sections within the Job along
with the Reports, do not uncheck any of the options below Reconcile.
On the Reports Tab, you will see that All of the Verification Reports are selected by
default. Now that we have verified the settings you should always use to generate
the Reports to create electronic files, let's select the Process Only button.
Since my default printer is the SpecsIntact PDF printer, a warning message will appear to
let me know that selecting this option will not create PDF files and ask if we want to
continue. If you do not want to see this message again, you can check the option,
'Don't ask me about this again.', but for now let's click Process Only.
When the processing is complete, we will be returned to the SI Explorer positioned at the
Processed Files folder.
Let's double-click to open the Submittal Verification Report.
Before we address the problems listed in this Report, you will notice the Report is
divided into two sections.
The first section will address Section Submittal Discrepancies and the second
section will address discrepancies between Submittal Articles and the Submittal
Procedure Section.
We will begin by addressing the problems listed under Section Submittal Discrepancies.
I'd like to bring your attention to the Note that states, 'Sections that do not cite
Submittal items in both the Submittal Article and elsewhere in the text, that cite
invalid Classifications, or that contain Submittal Descriptions or Classifications
outside the Submittal Article'.
The 'Hint' provided on all Validation and Verification Reports state, that
'Double-clicking a Section Number will open the Section in the Editor'.
The first issue we need to address states that 'SURVEYS' was not found in the Submittal
Article. Let's place our cursor over the Section Number and double-click.
The SI Editor is intelligent enough to position us directly on the Submittal that
produced this error.
For the Editor to perform an accurate find, the Tags and Revisions must be hidden.
In order to continue, let's go ahead and select the Toggle Tags View button and the
Toggle Revisions button on the Toolbar so our Tags and Revisions are visible.
We need to investigate this issue a little further, so let's navigate to the Submittal
Article, which happens to be 1.4.
As we look under SD-O2 Shop Drawings, you will notice that 'Surveys' was deleted.
This particular problem is a technical issue that requires review and approval from the
engineer or the architect.
There are three ways we can address this problem.
Either we need to undelete 'Surveys' so it is listed in the Submittal Article under
SD-O2 Shop Drawings, or we need to remove the Submittal Requirement by removing the
tags surrounding the item within the text, or we need to delete the Submittal Item
from the Submittal Article and from the text.
For this exercise, we're going to remove the Submittal Requirement by removing the
tag. To do this, let's navigate to 3.1, place our cursor between the submittal
tags, right-click and select Remove Tags.
Immediately, a message box will open to verify you want to remove the SUB tags,
select OK.
Let's continue correcting the issues listed on the Submittal Verification Report.
So let's close the Section by selecting the lower-tiered 'x'.
When prompted to save the changes, select Yes.
The second discrepancy listed for 3.9.2 states that the Classification "G" is not
allowed outside of the Submittal Article.
Let's place the cursor over the Section Number for this problem and double-click.
Now let's select the Toggle Tags View button and Toggle Revisions button on the
Toolbar, so our Tags and Revisions are visible.
Now we are going to address the Classification "G" issue found in 3.9.2.
You will see that following the Submittal Item 'Compaction', the Classification Code
was added, since it is surrounded in a set of ADD tags.
Submittal Descriptions, Classification and Reviewer Codes can only appear in the
Submittal Article.
Any citations of these in the text outside of the Submittal Article are not permitted
and must be removed.
In order to do this, highlight the added text, right-click, and
select Delete Added Revisions.
Now that we have removed the Classification Code, let's return to the Submittal
Verification Report by selecting the lower-tiered 'x'.
When prompted to Save Your Changes, select Yes.
The last issue in this section of the Report states that 'Work Plan' was not found outside
the Submittal Article.
Again, we want to place our cursor over the Section Number and double-click.
As before, we need to select the Toggle Tags View button and the Toggle Revisions button
on the Toolbar so our Tags and Revisions are visible.
The Editor has positioned us within the Submittal Article under SD-O1 Preconstruction
Submittals since this is the only occurrence of this Submittal Item.
As before, this is also a technical issue.
Before making changes, consult with the engineer or the architect to determine the
best approach.
With the Submittal Item highlighted, let's select the Find button.
When the Find box opens, you will see that the search field contains the Submittal Item
we need to locate.
I mentioned before that Submittal Items are not case sensitive, so make sure you have
'Ignore Upper/Lowercase' selected.
In addition, I recommend that you select the Entire File since the Submittal Items can be
above or below the Submittal Article.
Let's go ahead and select OK.
As you see, 'Work Plan' is mentioned within the paragraph text for this subpart.
As we read the sentence, it clearly states, "Submit a work plan as specified below".
The text clearly indicates this is a Submittal, so we need to add the tags.
Since this text is already highlighted, let's select the SUB button on the SI
Explorer's Tags Bar.
Now that we have added the tags, let's close the Section by selecting the
lower-tiered 'x'.
When prompted to Save the Changes, select Yes.
Now we are ready to address the discrepancies in the second section of the
Submittal Verification Report.
The Report provides the Submittal Descriptions as listed in the Job's 01 33 00
Submittal Procedure Section.
If the Submittal Description is reported as invalid, it must be changed to match the
description cited in the 01 33 00 Section.
In this case, the Submittal Description in the 01 33 00 Section is SD-O6
Test Reports, whereas the one in our Section is SD-O6 Testing Reports.
Let's place our cursor over the Section Number and double-click.
Again, the Editor has positioned us directly on the issue and we need to turn on the
Toggle Tags and Revisions.
I'm going to click inside the Section so my Submittal Description no longer is
highlighted. During the Editing process, the Submittal Description was changed from SD-O6
Test Reports to SD-06 Testing Reports.
The Submittal Descriptions used throughout your Job must be identical to the ones in the
01 33 00 Section.
To correct this issue, we are going to highlight all of the redlined text,
right-click and select Remove all Revisions.
Now it is time to verify that we have corrected all of the discrepancies listed on
the Submittal Verification Report.
Let's close this Section and save our changes.
We need to regenerate the Reports by selecting our Job and then selecting the
Print/Publish button on the Toolbar.
On the Sections Tab, verify that All Sections is selected.
Below Printing and Renumbering, uncheck Print/Process Sections.
On the Reports Tab, verify that you have All the Verification Reports selected, and then
select Process Only.
When the message box opens, letting you know that the PDF files will not be created,
select Process Only.
Once the processing is finished, open the Submittal Verification Report.
When the report opens, you will see that all of the discrepancies that were found have
been resolved.
If you had several issues to address, I encourage you to regenerate the Reports often
in order to remove the discrepancies you have corrected.
The SpecsIntact website's Help Center page provides in-depth material that will assist
you. The QuickStart Guide - Numeric Chapter entitled "Tips & Tools" contains the
information needed for correcting the Validation and Verification Reports.
Now that you know how to correct the problems reported in this middle Verification
Report, you are ready to proceed to the next module.