View Submittals

Modified on Wed, 23 Oct at 6:11 AM

The submittal interface enables you to efficiently manage and track submittals created during various stages of the project, ensuring effective communication among stakeholders. It allows project managers of general contractors, subcontractors, and architects to take various actions based on their project type.

Roles and Permissions:
The participants who work on submittals are added at the company level. 
All users in the project team with 'View' permissions or above for the submittal module can view the submittals. 
Only users with 'Manage' permission can 'Route' the submittal to the next step. 
Click 'Project' > 'My Team' > 'Members' > 'Workflow' to view the list of project's submittal workflow managers

Integrated projects (Managed by General contractor)

General Contractor	Subcontractor	Architect
Create submittal requests, set up workflows, and assign them to responsible parties.	Create submittal requests, set up workflows, and assign them to responsible parties.	Review a submittal.
Review the submittal responses and forward them for approval.	Respond to the submittal requests.	Request for revision.
Review submittals.	Review submittals.	Approve/Reject a submittal.
Forward submittal to subordinate staff for review.	Assign submittal to subordinate staff for a response.
Approve/ Reject a submittal.

Standalone projects

Contractor	Architect	External Vendor
Create submittal requests, set up workflows, and assign them to responsible parties.	Review a submittal and forward the submittal to the next step.	Respond to a submittal request.
Review a submittal and forward it for approval.	Review a submittal.	Review and revise a submittal.
Review a submittal.		Assign submittal to subordinate staff for a response.
Forward submittal to subordinate staff for review.
Approve/ Reject a submittal.

The Submittals Screen

Ensure that you are in the management console of the project
Click the app launcher , select 'Documents'
Click 'Submittals' on the top

The module opens on the 'Boards' screen showing the project's Submittals under various stages. You can view and manage the Submittals in:

Boards View
List view

Boards View

The board view opens by default and shows the Submittals as cards under different stages. The items that are awaiting your response are indicated with the tag 'You' in blue.

Click 'Boards' on the left to return to the Boards screen if you are already on a different screen in the Submittals module

The grid view shows the Submittals as cards under different stages.

Stages:

Draft - The submittals created by you and yet to be routed.
In-Progress - The submittals that are waiting for a response to attend as a submitter, reviewer, or approver.

General Contractor	Subcontractor	Architect/Engineer/ Consultant
Submittals returned to you after being responded to by the assignee.	Submittals assigned to you and pending your response.	Submittals assigned to you for the verdict and pending your response.
Submittals returned to you after being revised by the responder.	Submittals pending your revision.
Submittals returned to you after review and approval/rejection by the design team, viz., architects or engineers, for closure.

Submitted - The submittals that are waiting for the review or approval
Approved - The submittals that are approved and waiting for signature or closure
Closed this week-The Submittals that were reviewed, approved, and closed by GC within the last seven days. The submittals that were closed before can be viewed from the 'Closed' screen. See View completed submittals for more details.

Each card shows the at-a-glance details of the submittal entry:

1	-	The serial number of the submittal
2	-	The subject of the submittal
3	-	The date at which the submittal was first forwarded to the next step in the workflow.
4	-	The Spec book section to which the submittal pertains.
5	-	The name of the contractor company that requested the submittal
6	-	The contractor company who is currently responsible for responding to the submittal
7	-	The due date for the current contractor company to respond to the submittal. For overdue submittals, it shows the number of days past the due date. Blue - The submittal is due after the next week (seven days) Yellow - The submittal is due within this week (seven days) Red - The submittal is overdue
8	-	Tag to represent whether the submittal is assigned to you
9	-	The form of submittal, for example, shop drawing, cut sheet, material sample, technical specifications, etc.
10	-	The number of days remaining before the due date. For overdue submittals, it shows the number of days past the due date. Blue - The submittal is due after the next week (seven days) Yellow - The submittal is due within this week (seven days) Red - The submittal is overdue
11	-	The date within which the submittals has to be closed. The due date for submittal is calculated from the number of days permitted for each step in its workflow. For submittals that are due shortly and overdue, the due date is highlighted to indicate the criticality. Yellow - The submittal is due within the next seven days Red - The submittal is overdue
12	-	The current status of the submittal Draft - The submittal is created and saved as a draft Open- The submittal is awaiting to set up a workflow In progress- The submittal is currently being processed by the stakeholders involved Submitted - The submittal has been answered by the responder Approved - The submittal meets the requirement and has been approved Rejected - The submittal does not meet the requirement and has been rejected Closed - The submittal has been approved and closed Revise and resubmit - The submittal has been sent for a revised response

Click a card to open the submittal

You can review the submittals, set up a workflow, route them to the appropriate party, or answer them if assigned to you for a response, depending on your role in the workflow.

List view

The list view shows the submittals as a list with their details:

Standard columns:

Submittal No - The serial number of the submittal.
Title - The subject of the submittal. Click the name to open the submittal.
Spec section- Specification from the spec book, which represents the submittal item.
Revisions - The number of revisions that the submittal has gone through so far.
Status - The current progress stage of the submittal.
Custom Prefix - The prefix added to the submittal number depending on its category
Custom Sequence - The sequence number assigned to the submittal based on its category
Created On - The date on which the submittal was generated.
Created By - The project manager who requested the submittal.
Due By- The deadline date of the submittal. The date is shown with a color background for the submittals that are overdue or the due date is imminent.
- Yellow - Due within this week.
- Red - Overdue. The due date has passed.
Submittals Type - The form of submittal, for example, shop drawing, cut sheet, material sample, technical specifications, etc.
Location - The portion/area of the building where the associated task is executed.
Sequence - The category of the submittal as classified as per your company practices.

Custom Columns:

The table is extended with more columns for custom parameters, if any, specified for the project.

Search and filter options:
Use the 'Search' box located at the top left to find RFI using any value from the table as search criteria.
The options at the top right allow you to filter the entries, create nested groups of entries, and manage personalized and customized views of the table.
Use the links below to learn more about these:Filter Options in List Views
Group and Organize Items in a List View
Manage Custom List Views

See the following sections to know more: