Submit a Submittal

The responsible contractor or vendor gets a notification whenever a submittal is assigned to them. You receive a submittal request in the following scenarios.

• Your upstream side contractor has assigned the submittal to you for a response.
• The original assignee has reassigned the submittal to you for a response/review.
• The reviewer/approver has sent back the submittal for revision.

When a submittal is assigned, you can perform the following actions:

• Add a response to a submittal
• Add your comments
• Edit Workflow to change the reviewers and allotted days for the remaining steps (Optional - General Contractor Only)
• Dynamically assign the submittal to a stakeholder, overriding the primary workflow if you need more clarifications or review by adding more workflow steps
• Submit a revised response
• Forward the submittal to the next step

Roles and Permissions:
All project team members with 'Respond,' 'Review,' or 'Maintain' permission or above for the submittal module can answer a submittal when their company is delegated as a 'Responder' in the workflow.
Only users with 'Manage' permission can 'Route' the submittal to the next step.

Add a Response to a Submittal

• Click the notification to open the submittal entry
• Alternatively:
  • Ensure that you are in the management console of the project
  • Click the app launcher  , select 'Documents'
  • Click 'Submittals' on the top, then select 'Boards' on the left

The 'In-Progress' column shows the submittal items that are yet to be responded. The items that are awaiting your response are indicated with the tag 'You' in blue.

• Click on a submittal card to open it.
• Review the details and submittal request description.
• Click the 'Request & Response' tab and assess the request. 

Note: If the Submittal requires contribution from a stakeholder not included in the Linarc's project directory, you can email the PDF version of the submittal to get their response. Once the response is received, you can incorporate it into the submittal and proceed with your action. See to Email a Submittal to External Stakeholders learn more.

• Click inside the 'Response' text box at the bottom.

• Enter your response in the text box.
• Use the tools on the top to format your text and add emojis, insert hyperlinks, tables, etc.

Add supporting attachments

• Click the  button the top right to add attachments like photos, images, and/or other document files to your response:

• Drag and drop the file to the lower pane
• Alternatively,
  • Click 'Browse'
  • Navigate to the required image file and open
  • Repeat the process to add more images or document

Linked Items - Specify the plan drawings, schedule items, budget items and/or project documents like RFI, submittals, punchlists, etc., that are related to your response. Once added, they will be shown as links on this submittal. Viewers can click the link to access the linked item (Optional)

To add links to other project documents

• Click '+Link item' to attach links to items like Submittals, RFIs, plan sheets, plan markups, scheduled tasks, punchlist items, etc., to the submittal request
• Choose the type of the item from the drop-down at the top

• Select the item to link
• Click 'Add'
• Repeat the process to link more items as required

Notes on Plan drawings and plan markups:

You can link plan drawings with or without markups, or already existing markups to the submittal. The linked plan drawings are also added as image attachments to your response automatically.

Plan drawings with or without markups:

• Choose 'Plans' in the link items drop-down menu
• The plan drawings added for the project are shown:

• To add a plan sheet, select the plan you want to use by clicking the check box on its left and click the 'Add' button
• To create a new markup to illustrate your submittal entry, click 'Add markup' on the left. See Markups for guidance on creating different types of markups on the plan drawing.
• Enter a name for the markup and click 'Ok' to add the newly created markup.
• Repeat the process to add more plan drawings.

Plan markups

• Choose 'Plan Markups' in the link items drop-down menu
• The list of plan markups added to various plan drawings for the project is shown
• Select the markup and click the 'Add button'
• Repeat the process to add more markups
• Once you are done with the attachments and links, your response is saved.

Add your Comments

The participants with comment access to the submittal module can add their comments to a submittal. The comments pane on the right of the 'Submittal' tab shows the comments added by the participants in chronological order.

• Enter your comment in the text box that

• Click 'Save' to share your comments with the other participants.
  • Click the 'Pencil' icon at the right to edit the comment.
  • Click the 'Delete' icon to delete the comment.

Edit Workflow (Optional - General Contractor Only)

The general contractor can make changes to the current step and the following steps in the workflow as required.

• You cannot add or remove steps from the primary workflow. 
• You cannot change the company type assigned to each step in the primary workflow, but you can replace the currently assigned company with another of the same type. For example, if the company type specified in a step is 'Subcontractor,' you can change the company from Company A to Company B in the 'Company Name' column. 
• You can change the number of days allotted for the step.

To edit the workflow

• Open the 'Workflow' tab
• Click 'Edit Workflow'
• Click inside the 'Company Name' column of any of the pending steps and choose the company from the drop-down
• Double-click inside the 'Process Days' cell of the respective row and change the value
• Click 'Save' for your changes to take effect

Dynamically Assign the Submittal (Optional)

The ad-hoc workflow feature allows you to dynamically assign the submittal to stakeholders on the go, deviating from the primary workflow. This is useful if you need clarification or a review of your responses from them.  Once the parties in the ad-hoc workflow complete their activities, the submittal returns to you and proceeds further as per the primary workflow.

• You can add ad-hoc workflow steps before or after you add your response for the current step

To add ad-hoc workflow steps

• Click the 'Add Steps' button
• Specify the next action, the company name, and the allowed days for the step
• Click 'Add Row' and repeat the process to add more steps 
• Click 'Submit'

The submittal automatically moves to the first step in the ad-hoc workflow. The members from the respective company are notified about the assignment. The workflow of the submittal is also auto-updated with the new steps. You can view the new one under the 'Workflow' tab.

Submit a Revised Response

Whenever a submittal response does not meet the requirement of the submittal request, it is sent back to you for a revised response. You receive a submittal for revision when:

• The contractor or the approver of the submittal requests for revision
• The contractor requests revision on the advice of an additional reviewer
• The reviewer, typically the architect/engineer, requests a revision

The submittal awaiting revision will be in the 'Submitted' column and have a 'Revise and Resubmit' tag on the top of the card. The items that are awaiting your response are indicated with the tag 'You' in blue

To add a revised response

• Click on a submittal card to open it.
• Click the 'Request & Response' tab.

You can see the reason why the submittal has been reverted and other details to add to your revised response in the responses recorded or in the comments section.

• Click inside the 'Response' box at the bottom.
• Add your new response in the description box.
• Add new attachments supporting your revised answer. You can attach new plan drawings, photos, and links to other documents/plans if necessary, as mentioned above.
• Click Save.

Your new response is added in a new step.

Forward the Submittal to the Next Step

Once the details are filled in, you can route the submittal to the responsible party for further processing, depending on the workflow setup.

Reminder: The 'Route' button is available only to the submittal workflow managers of the project.

To forward the submittal to the next step:

• Click the  button
• Click the 'Workflow' tab to see the current status and upcoming workflow stages of the submittal.

You can track the activities performed on the submittals from the Activity log pane. See View activity log of workflow items for more guidance.

Tip:
You can chat with the team members and the participants of the submittals at any stage. Click the button on the top right. See Chat and Collaborate for more guidance.