Multi-Page versus Single Page Submissions

Number: SB20100428-003

Date: 28 April 2010

Subject: To Multi-page, or Not to Multi-page? That is the Question!

ProjectDox supports uploading multi-page documents. But are they recommended?

Applicants and reviewers alike search for ways to simplify and speed up their respective tasks in the submission and review process. One apparent solution is to use multi-page files, and ProjectDox supports uploading multi-page documents. But when are they recommended? This bulletin explores the advantages and pitfalls of multi-page files.

Text based files

Multi-page files can be a useful and convenient format for text-based files: documents, specs, reports, and other permit review files, created as Word or PDF files.

Drawing files

Using multi-page files for plan review drawings is not recommended. A multi-page drawing file may be defined as a single file that when opened, contacts within itself multiple drawing pages. An example is a PDF file that when opened would contact multiple drawings as pages within the file.

While this file format is convenient for an architect to pass on to an owner for review, the convenience stops there.

Of 45-plus jurisdictions using ProjectDox today for electronic plan review, not one currently allows the submission of multi-page drawing files (regardless of format or the generating application). Listed below are some of the drawbacks that accompany the use of multi-page drawing files:

1. Producing - The applicant would not deliver files in this format to a reprographics house for printing. For an applicant to submit files in this format to the jurisdiction for electronic plan review, an extra step is required, compiling the drawings set and publishing it into one multi-page file.
2. Uploading - The multi-page drawing file will be larger with longer upload time.
3. Viewing - Once the multi-page drawing file is uploaded into ProjectDox, it will be transferred in total (full size) every time it is opened for view or review. If the applicant had uploaded multiple drawing files instead, viewing would only require opening the specific single page file — with much less overhead.
4. Overlay Compare - This hallmark feature in ProjectDox works with two different multi-page drawing files like version 1 to version 2, but not two different pages within a single multi-page drawing file. If a structural plans examiner wants to overlay the mechanical drawing on top of the structural plan they are reviewing, it can't be done within the multi-page drawing file. The examiner has to print physical copies of the plans for review.
5. Markups and Resubmission - After markups have been made on a specific file sheet, the link to that multi-page drawing file is attached to the resubmit notice for the applicant to review and correct. The applicant has to open the full multi-page drawings file again — transferring the full file over the internet for viewing within ProjectDox. This process can drain network resources, and waste time for both plans examiners and applicants.
6. Uploading New Versions - The previous issues are perpetuated when the applicant makes required changes to address the markups on several pages of a drawing set, and then has to compile all the drawings again, publish and upload another multi-page drawing — all this repeated for every review cycle.
7. Checking for Changes - Once a revised multi-page drawing file is uploaded, ProjectDox will version the file and send a task notification to all plans examiners that a new version has been uploaded. Each plans examiner must open both the old and the new versions in overlay compare, find the markup(s) that were created, and then navigate between versions to see what was changed. If the applicant had instead uploaded single-page files only for the drawing sheets with changes, then the plans examiners could immediately see in the ProjectDox user interface which files had been versioned.
8. Batch Stamping - ProjectDox can batch stamp all pages of a multi-page drawing file, but it must be the same stamp in the same physical location on all pages. By using a multi-page drawing file, jurisdictions lose the flexibility to vary content and position of the stamps from page to page.
9. Printing - After the multi-page drawing file is approved and stamped, ProjectDox notifies the applicant that they can download their approved drawings. Now the applicant must reverse the initial process: the multi-page file has to be separated into single drawing sheets for distribution to contractors and subs, as well as for printing.

In summary - At first glance, a multi-page file may seem like a good way to keep everything in one place, and this may be true for text-based files. For drawings, however, multi-page files impose many disadvantages on both applicant and jurisdiction. Therefore, we strongly recommend permitting only single-page files for drawing submissions.

Revised 02-18-2015