Commercial e-Plan Submittal Instructions

Complete the applicable application(s) under Building Permit Applications

Email the completed applications to eplansadmin@joliet.gov.  DO NOT send plans at this stage of submittal. Any incomplete applications will be returned. Once the application has been processed, you will receive an email invitation to upload your plans and documents into ePlans.

An emailed invitation to upload plans and documents will be sent to the point of contact listed on the permit application packet.  The application number, project name and “Application Access” link to ePlans will be provided.

*Note: Please remember to check your Junk/Spam folder if the email does not show in your inbox. 

Click on the “Application Access” link in your email to get started uploading plans and documents to the appropriate folders and complete the required tasks. Plans and documents must be named and uploaded according to the File Naming Standards and File Requirements, please click the links below for more detailed information.

Note: Pop-up blockers will need to be disabled to login and utilize ePlans.  The following browsers accept ePlans: Chrome, Internet Explorer, Safari, & Firefox.  Chrome is recommended.  If using Internet Explorer, please install the ProjectDox components (only needs to be done once.) 

Creating an Account

ePlans is an application-based software that requires an application to first be submitted, creating a login.  Once completed, email the application to eplansadmin@joliet.gov and an account will be created, generating an invitation email. Click the blue Login button.

Sign in with your email address and temporary password provided in the invitation email.  If this password does not work, enter the email address and click forgot password.  A new temporary password will generate and be emailed to you.

Profile Information/Creating a Password

1. Once you have logged in, the system will prompt you to create your own password.  Passwords are case sensitive and must be between ten (10) to fifteen (15) characters in length, at least one upper case letter and one lower case letter, at least one (1) numerical character and at least one (1) special character (examples: @, $, *). 

2. Complete the Secret Question and Security Answer section and Contact Information.  The highlighted* fields are required. 

3. Once complete, click the “Save”  to the right.  This completes your profile registration for ePlans.

4. Make sure to secure you login information and password in a safe place.  You will not be asked in the future to update your password.

Acceptable File Formats

Plans: .PDF, .DWG, .DWF, .DGN, .DXF

Documents: .PDF, .TIF, .TIFF, .JPG, .PNG, .IMG, .BMP

Plan File Requirements

City of Joliet’s Plan Size Requirements for Planning, Engineering, Building, Grading and Fire Plans =  24" X 36" 

All plan files are required to be uploaded as single-page files.

• Files should be named starting with a numeric value (ex: 0001) to keep a desired sequence when uploaded into ProjectDox.
• ePlans displays files in order of their naming, so using a numbering system maintains order.
• Following the numeric value, files should be named according to their listed order on the Title Sheet, Cover Sheet or Table of Contents.
• Naming should follow a structure like: numeric value, sheet name and brief description of each page.

ePlans Tip!

• Please limit the number of characters in the file name to 40 or less – abbreviations are acceptable.
• Do not include dashes (-) or slashes (\) or special characters ( #, *, _, etc..)

Electronic Stamps & Signature

When applicable, files must be electronically stamped by a registered architect, engineer or design professional per the State of Illinois’s Division of Professional Regulation.  The link below provides the State required information:

State of Illinois – Code Enforcement Officials & Design Professional Manual

Drawing Scale

• All plans must be drawn to scale.
• All plans must be calibrated to ensure availability to the reviewer(s).
• Each sheet must have an independent scale. Ex: 1in = 40 ft. or 3/16in = 1 ft.
• When more than one scale is used on a sheet, an independent scale must accompany the applicable detail.

Layer Requirement

• The layers must be 100 or less. Please clean and remove all extra layers from the plan file.
• Remove/reduce any shading or hashing in the file.  Files that are not accessible will be returned to the applicant.

Document Files

Document files may be uploaded as multi-page submittals if they are not plan files. Examples of document files are Applications, Structural Calculations, Geotechnical Reports, Device Specifications, Project Narratives and Stormwater Reports. Since documents are not required to be in any formal order, name them for what they are.

Document File Type Requirements

If you create PDF files, please create “Smart PDF’s” or Vector PDF’s (i.e. text searchable, maintain layers and retain calibration settings). We will not accept “Scanned Images” of Raster PDF’s from design professionals.

Note: The ability to upload office documents (Word, Excel, and PowerPoint) is not functioning correctly at this time. Please convert your files to PDF prior to uploading.

Applicant Upload Task

Click the “Start Task” link in your email to get started uploading plans and documents to the appropriate folders and complete the required tasks. Plans and documents must be named and uploaded according to the File Naming Standards and File Requirements.

Invitation into the Project

Once you have been invited into ProjectDox and an account is made, another email will follow with a Upload & Submit Request task. Click “Start Task” and being uploading files and documents. Be sure to follow the required naming standards and file requirements.

What You Need to Upload:

Review the City of Joliet’s Commercial Plans Checklist to see what is required for submittal. This is what constitutes a complete application so we can start the review process. If your submittal does not meet these minimum requirements, it will be returned to you to correct. We also have links to helpful step-by-step instructions, file naming standards and *coming soon* ePlans tutorial videos.

Commercial/Industrial Plans Checklist(PDF, 156KB)

How to Upload Plans & Documents

1. Once you have successfully submitted your application, an email invitation will be sent allowing you to upload your plans and documents. Review the information provided and click “Login”
2. The Login button will take you to the ePlans login screen where your email address will automatically populate. Enter your password and login
3. Click the “Accept” button under Action to begin the Applicant Upload Task
4. Select to Upload Plans and/or Documents using the appropriate button. Following your selections, click ‘Browse for Files’ to upload your preferred files.

Reviewing/Deleting Files: 

The browse window will show the files you have selected for uploading, with a red X to the right. Take the opportunity now to review the files that have been uploaded and click the red X to remove any that don’t belong or need correcting (example below). Once you have verified all documents to upload are correct, please click “Start Upload”. Each file will appear with a status bar as it uploads.

*Note: You can upload a zip file and ePlans will unzip while it uploads.

Uploaded Files

Once you have verified to upload the correct files, click the “Start Upload” button. The status bar will update as it uploads each file

Viewing Files & Save for Later

All files that are uploaded can be viewed by clicking on the expand button (see below). At this point, you may scroll up to continue uploading plans or documents if necessary. You may also return later to complete your upload task by clocking the “Save for Later” button.

If you wish to save your progress in uploading files and documents, and revisit this task later – there is a “Save for Later” button available

If you selected the “Save for Later” option, you will see the “Applicant Upload Task” in ePlans available to revisit, where all prior uploads will be automatically saved until completed (see below).  After you click Upload Complete – Submit to the City of Joliet, the task will disappear, and pre-screen review begins.  An email notification will automatically be sent once the project has been accepted for review and if any corrections are required.

ePlans Tip:

Only 50 sheets at a time can be uploaded. Begin with the first 50 and start the process again with additional drawings.

Upload Complete

• Once you have completed choosing all items for upload, continue to step 2 for confirmation.
• Click the provided checkbox, affirming all files and documents for this project are ready to be uploaded.
• Continue to the “Upload Complete – Submit to the City of Joliet” button and submit!
• A message will appear confirming your receipt of uploaded documents.

Please note:Once you have submitted to the City of Joliet, you will no longer be able to upload additional files until review is complete and returned with comments.

Applicant Resubmit Task

During review process you may be prompted to resubmit corrections or other required files. This can be done in a variety of ways:

• Email Invitation: You will receive an email inviting you to resubmit based on review comments/requests. Login as before and accept the ‘Applicant Resubmit Task’.
• Step 1 will show how many unresolved comments, info only comments and files with markups that exist. 
• Click Review Comments (or expel to Microsoft Excel if preferred).

A grid will appear listing all items, with a menu above that allows you to filter comments to your preference.  There are four possible categories of comments, explained below. A response is required for all unresolved items. 

Categories of Comments:

• Info Only - Information from the reviewer for your benefit not requiring response or change.
• Unresolved - Shows a visual file that requires a correction or change to be made.  A revised file will need to be uploaded and a response comment needs to be submitted.
• Resolved - The previous correction or change requested was resolved by the reviewer.  No change is needed, and no response is required.
• Question - The reviewer has a question regarding the submittal that requires a response comment, but no corrections need to be made on the file.

 *Note: Anything typed into the response column will automatically be saved. 

Information on the Reviews Tab:

• Reference # (Ref# __) is a unique number for each correction item used to communicate with the reviewers.
• Markup Name is the name of the correction item
• Department is the name of the department the correction came from
• Reviewer Name is the name of the reviewer who added the item on your submittal
• Markup Date is the date that correction was placed on your submittal
• Cycle # tells you what review cycle that correction item is in
• Category explains what kind of markup it is
• Snapshot gives a thumbnail image of where the correction is on the file.  You can click that option to enlarge the view on the correction
• File Name allows you to open to a full size view of that file with the markup included
• Markup Details explains what needs to be changed or corrected
• Download Arrow is a one step click to download the files with the markups as PDFs to be saved on your computer or emailed to third-parties.

Responding with Excel Spreadsheet

• If exporting your comments to an Excel Spreadsheet, click the Export to Excel.
• Click Single XLSX file and Download, all of the information provided on ProjectDox will populate into an excel spreadsheet with identifying comment columns.  It is a protected document with ability to enter an applicant response but no capability of editing any other column or row.  Under the view column, you can access the full screen view on plan markups if you click the open link.

When you are ready to import responses, login into ePlans and open the Application Resubmit Task. 

• Click on the Import Excel Responses button.
• ePlans will show you a total of what is imported, and any new response will replace an existing response.

Viewing Full Screen Markups

To view markups with a full screen, click on the file name and begin reviewing the reviews requests.  A response area is provided to the right for each correction item listed.  This provides a visual option for navigating through correction requests and comments.

Uploading New and/or Versioned Files

Once you have opened and reviewed the resubmit task:

• Scroll down to click the appropriate tab for your uploads: Versioned Files or New Files.
  • Versioned Files are for uploading a new/corrected file that is replacing an existing file in ePlans.
  • New Files are for adding a plan page or document that was not previously uploaded into ePlans.

Versioned Files

If you the select versioned files tab, it will ask if the new files are named exactly as the original files.  If you select YES, ePlans will not change the file name and you’ll have to option to Upload Plans or Upload Documents.  An error prompt will appear if the files are not precisely named. If NO, ePlans will automatically rename the file to match the existing file.

Upload File Versions: A window will appear that displays all the files with markups. 

• Select the appropriate file you want to replace. 
• Review that you have the correct file(s) attached and click ‘Start Upload’.
• Viewing Files: Under Uploaded Files you can view all files uploaded by clicking the expand button.  ePlans automatically renames the file as a new version which is indicated in orange with a letter V(#) following by a number indicating uploads. 

New Files

If the new files tab is selected, the options to either Upload Plans or Upload Documents will appear.  Click the appropriate option and proceed with uploading.

Review/Delete before Final Submittal: Files will individually be marked to notify types of.

• Orange represents a new file not yet uploaded to ePlans. This is correct if the intent is to add an additional page into an existing plan set.  It is incorrect if it should be replacing an existing file, which means the new file name does not match the existing file name.
• Blue represents a new version of an existing file.  If uploading multiple revised files at once, all file names should appear blue indicating the new file names should match existing files in ePlans.
• Red represents a new file that ePlans has compared to an existing file with the same name and both files are identical.  Since no change was made, ePlans will not upload this file.

After the initial upload is complete, all items are reviewed by an Administrative Permit Clerk to ensure that submittal requirements are met. If any plans or documents are missing or incomplete, you will be notified via email of required corrections.

• Follow the familiar steps of accessing the application via email by clicking “Application Access” and logging into ePlans. Accept the Prescreen Corrections Task and Review the Comments.
• An eForm will populate and reveal which items need attention. All comments require a response that can be left on the right column provided.
• If further files or documents are required, use the Upload Plans or Upload Documents buttons as you did with the initial submittal.
• Once submittals are complete and no other items need to be uploaded, Click the ‘Return to the City of Joliet’ button. Please note, once submitted – you will no longer be able to upload documents. A message should appear confirming we have received your submittal.

For help with uploading and resubmitting, see the previous items titles How to Upload Plans & Documents and Applicant Resubmit Task 

Once your application has been selected for review, you are able to access the project in ePlans at any time.  Real time reports are provided, showing plan review status and any markups or correction requests left by reviewers.

Accessing ePlans is as easy as selecting the button provided on our website. 

• After logging in, the screen will show two buttons: TASK and APPLICATIONS.
  • Tasks notifies you of any required comment responses needed, files or documents requested and/or markups needing attention.
  • Applications allows you to view all applications into the City of Joliet and track the review/access particular information.

1. Find the project you’re checking status for and click the ‘Reports’ icon to the left.
2. Once have opened the Reports tab, scroll down to the Plan Review – Department Review Status COV report and click the icon to the left.
3. The report will show what is happening with your submittal in real time. If you see a department's name but no reviewer name or status, this means that it’s still pending and awaiting to be accepted by that department/group. If everything is listed with no status, this means the reviewer is currently working on the project.  If you see all fields complete, the reviewer has completed their review.

ePlan Corrections

Viewing Correction Items (Markups)

ePlans allows the applicant to view correction items (markups) at any time.  The Reviews tab allows you to see what items in your submittal require corrections in real time. Please be aware that more correction items may populate throughout review, so be sure to continue checking for updates. 

Once review is completed, an email will be sent notifying the applicant of a comprehensive list with correction items.  Clicking the Reviews tab will allow you to view the markups that currently exist on the submittal and it provides fields to filter or search specific information you are looking for.

Sharing Correction Items

ePlans only allows the person listed as the Electronic Plan Submitter to access the application however, markups can be sent to other people in a few different ways.  The ePlan Submitter can either send all markups on the application, only certain department markups or a single PDF file with markups to outside entities. 

Sharing Single-file PDF Markups:

•  Login to ePlans and click the Complete button under Tasks, next to the Applicant Resubmit Task. 
• Scroll down to Step 1 of 4 and click the Review Comments Button.
• Find the item you wish to send as a PDF, and click the Download arrow to the right of the correction item.
• The file will open with any markups burnt into it, allowing you to view the content when hovering over the markup.  You can now save this file on your computer or email it to a third party.

Sending All Markups:

To share ‘All Markups’, click the Complete button under Tasks, next to the Applicant Resubmit Task and scroll down to step 1 of 4.

• Click on the Export to Excel button, A window will appear indicating a choice for how you prefer the items to export to Excel.
• Choose Single XLSX file when share ALL FILES and click Download. The excel file will appear with the same information provided in ePlans such as: reference number, department name, name of reviewer, markup title, etc. This spreadsheet can be saved to your computer or directly email to third parties.

Sending Specific Departments Markups:

To share specific markups, click the Complete button under Tasks, next to the Applicant Resubmit Task and scroll down to step 1 of 4.

• Click on the Export to Excel button. A window will appear indicating a choice for how you prefer the items to export to Excel.
• Choose Multiple XLSX files by Department/Trade (as ZIP). Multiple Excel files will open with the same information provided in ePlans such as: reference number, department name, name of reviewer, markup title, etc. This spreadsheet can be saved to your computer or directly email to third parties.

*Note: It is recommended to save the spreadsheet with your own file name to help with receiving responses from multiple people.

REMINDER: The excel spreadsheet is a protected document only allowing the application response column to be edited. 

Once the application has been approved and all fees are processed, an email will be sent stating the plans are ready for download. Please print a copy of the approved plans, documents, and building permit to keep onsite for inspection purposes.

ePlans allows access to these items at any time in case any get become or destroyed. 

Downloading Approved Plans

An email will notify the applicant that Approved Plans are ready for download. 

• Click the “Application Access” link in that email and login to ePlans.
• Once open in the view of your permit, click the file tabs and then the “Approved Folder” on the left.
• Choose which specific files by marking the check box next to them, or all files by click the open box at the top.
• Click on the download arrow at the top of the list, A confirmation message will appear indicating the files are being packaged for download.
• Once complete, a “Download Files” window will appear, click the Download ZIP.
• A dialog box should display in the bottom left corner of the screen while downloading. It will open automatically, but if it does not – click the downward arrow and Select “Show in Folder”.
• A new window will appear, showing the approved ZIP folder,  Select “Compressed Folder Tools” and then “Extract All”.  Select where you prefer to save the files and click “Extract”.

Creating a Multi-page PDF with Approved Plans

With Adobe Acrobat Standard or Pro, you can combine all approved files into a multi-page PDF document.

1. Find the approved files download on your computer.
2. Select all plan pages desired using the SHIFT or CONTROL key.
3. Once all files are selected, right click and select “Combing files in Acrobat”.
4. The files will display in the correct naming order then click “Combine Files”.
5. Adobe will open to a multi-page PDF.  It is recommended to save this to your computer, print or send to a third-party if needed.