Applicant User Guide Using Pdox Communication Tools Training PowerPoint
Here are a few tips for Using ProjectDox in St. Paul
1. Name Your Files Properly
Name Length: File names may not be more than 70 characters long and may not contain any special characters such as ampersands (&), periods (.), or asterisks (*).
Standard Naming Convention: All uploaded documents must follow the standard naming convention. This process helps facilitate re‐review in the event your application needs to be re-submitted and will also ensure the plans are placed in the correct order for the final plan set.
- Page Number - Discipline Type Character (A-Z) - Sheet Number (000-999) - Sheet Description
- Page Number – the order that the plan pages would be viewed in paper (the order that they are listed on the index page) - For example: 001, 002. 003...020, 021, 022...100, 101, etc.
- Discipline Character as listed on the plan page – A, C, E, etc.
- Sheet Number as listed on the plan page – 101, 01.01, etc.
- Sheet Description
- Example: 012 – A1.1 – First Level Plan
NOTE: Your application will not be accepted if the naming convention is not followed.
2. Leave Blank Space on plans for City Stamp
You must leave blank space for a City 'Batch' Stamp. The City stamp will be in the lower right corner of all submitted plan pages.
- For 8.5 x 11 pages
- Stamp size: 2.5 inches wide by 1.5 inches high
- Lower right corner and assumes a 0.5-inch border all around
- For 11 x 17 drawings
- Stamp size: 2.5 inches wide by 1.5 inches high
- Lower right corner and assumes a 1.5-inch title block and a 0.25-inch border
- Drawings larger than 11 x 17
- Stamp size: 5 inches wide by 3 inches high
- Lower right corner of the drawing adjacent to the title block and margin assumes a 4-inch-wide vertical title block and a 1-inch border
Approval stamps have a transparent background; therefore, content behind the stamp will be visible but may be obstructed by the stamp’s text and graphics
For drawings and plans to be approved, the City of Saint Paul adds a seal (or stamp) to the lower-right corner of each page within the plan. (This does not refer to text documents such as LOI, applications, notification letters, etc).
3. Log into the Electronic Plan Review System (ProjectDox)
If, during your permit application process, you opted to submit your plans electronically, you would have received an e-mail from DoNotReply@stpaul.gov with an “Applicant Upload Task.” To complete this task, hit the button below. You will need to create an account.
TIP: Be sure to check your Junk or Spam folders for ProjectDox emails.
4. Upload the required Plan Drawings and Documents
Once you've logged in, you will see a screen of options. Select your project and the Upload Task
IMPORTANT: Plans to be uploaded should be exported as PDFs directly from the design software. Do not print the plans, manually sign and seal them, and then scan the plans for upload into the Electronic Plan Review system. Scanning the printed drawings degrades the images and causes details to be lost, making it difficult for reviewers to accurately evaluate the plans.
Scanned images will be returned for correction.
Required drawings and documents vary depending on your project:
- Building Plan Review Submittal Requirements Commercial Remodel
- Building Plan Review Submittal Requirements Commercial New/Addition
- Site Plan Review
NOTE: Each drawing and document must follow the standard naming convention (see above).
5. Complete “Applicant Upload Task”
After you have uploaded your documents, you will need to alert the system that you have completed your task(s) so they may be reviewed.
- Re-open the Applicant Upload e-Form.
- Select the checkbox verifying that you have uploaded your drawings and documents and named all documents as required.
NOTE: This task must be completed in order for the City to begin the review process.
6. Prescreen Approval
Once your drawings and documents have been received by the City of Saint Paul, a Review Coordinator will review your submittals for acceptance. If your application is rejected for any reason, you will be notified by email and by mail.
Once your application has been accepted, a City Review Coordinator will assign the required reviewers and send you comments via ProjectDox regarding your review.
TIP: A common mistake/reason for denial is not following the City’s standard file naming conventions (see above) or having more than one page per file for drawings or document files.
NOTE: For a Building permit application it usually takes 14 business days for the first cycle of review to be completed. For a Special permit application, it usually takes 35 business days for the first cycle of review to be completed. For a Utility-Excavation or Non-Construction, it usually takes 40 business days for the first cycle of review to be completed.
7. Receiving Automatic Emails Via ProjectDox
Having troubles receiving any notifications on your project? Try checking your Junk or Spam Inbox for DoNotReply@stpaul.gov
8. Submit Revised Drawings and Documents
If corrections or clarifications are requested you will receive an e-mail from DoNotReply@stpaul.gov with the subject line,“Resubmit Applicant Task,” advising of the need to re-submit corrected sheets for additional reviews and approvals.
You will need to replace each sheet the reviewers applied a "Changemark" on, or requested changes to in the comment checklist.
IMPORTANT NOTE: If you are re-submitting corrected pages, please name the correct page with the exact same name used previously. The system will know it’s a new version of a previously submitted page and will review the new page accordingly.
NOTE: Resubmittals may occur multiple times for a single application to ensure that the plans and documents as submitted comply.
9. Pay Permit Fees
If you have any outstanding fees, you will receive an email listing your review and/or permit fees.
10. Download Stamped Plans
When all reviews have been successfully completed and fees have been paid, the City will issue a permit and stamp your plans. You will receive an e-mail instructing you to download your stamped plans from the “Approved/Reviewed” folder of your project.