Add and Manage Submittals

Modified on Mon, 28 Oct at 3:32 AM

General contractors and subcontractors can add submittal entries for the tasks and deliverables they want their subs and vendors to present their submittals. You can set up a custom workflow for the submittal life cycle, which governs the proper routing of the submittal for review and approval or revision at successive stages to respective parties.

Use the following links to jump to the section you want help with:

Open a Submittals Package
Create a submittal entry
Forward the submittal request

Roles and permissions:
Only users with roles having 'Create,' 'Maintain,' or 'Manage' permission enabled for the submittal module can create draft submittals. 
Only users with 'Manage' permission can 'Route' the submittals to the next step.

Open a Submittals Package

Ensure that you are in the management console of the project
Click the app launcher , select 'Documents'
Click 'Submittals' on the top, then select 'Registry' on the leftOpen the package into which you need to add a submittal entry.

The submittal package screen shows the entries included in that package 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 a submittal 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

Create a submittal entry

Open the submittal package as explained above.
Click the button on the top right.

Title - Enter a label for the submittal, shortly describing its purpose. (Max. 150 characters)
Type- The form of the submittal, for example, shop drawing, cut sheet, material sample, technical specifications, etc.
- Choose the type from the drop-down
Sub Type- The further classification of the submittal, depending on the selected type.
- Choose the sub-type from the drop-down
Priority - The criticality of the Submittal. Choose 'High' for the submittals to be answered quickly to avoid schedule and budget losses.
Sequence- Specify the category of the submittal. Submittal categories are defined as a master list at your company level. The submittals will be sequence-numbered in a series, depending upon the category. This number lets you quickly identify and filter/review submittals of a particular type. (Optional)
- Choose the category from the drop-down. If you do not see the category you want to choose, contact your administrator.
Click

The 'Details' tab of the submittal entry opens:

The values for the Submittal Name, Sequence, Priority, Type, and Sub Type are prepopulated with the values you entered in the previous step.

Creating a submittal entry involves the following steps:

Step 1 - Enter additional details
Step 2 - Add submittal request
Step 3 - Configure the workflow
Add Watchers (Optional)

Step 1 - Enter additional details

Ensure that you are in the 'Details' tab

The preliminary details entered in the previous step are prepopulated.

Enter the following additional information for the submittal.

General details:

Location - The location in the constructed structure to which the submittal is related. You can specify the spot from the list of locations defined for the project. As a prerequisite, the project should have been uploaded with a hierarchical list of locations. See Add Multi-Tiered Locations to a Project for more details. (Optional)

To add the location

Click inside the location field

The 'Select Location' pop-up shows the hierarchically nested locations defined for the project:

Use the right arrows beside the parent-level items to expand them as required
Select the location by clicking its serial number and clicking 'Ok'

The location gets added to the 'Location' field.

Specification Code - The drop-down shows the sections or code numbers assigned to tasks and deliverables of various work categories in the spec book. Choose the code that covers the item for which the submittal is requested. (Optional)

Custom Details:

The 'Custom Fields' section contains more fields that your administrator added to gather specific details and information about the submittal. These fields might be optional or mandatory as set by your administrator. An example is shown below:

Enter the detail relevant to the fields

Linked Items - Specify the plan drawings, schedule items, budget items and/or project documents like RFI, submittals, punchlists, etc., that are related to the submittal. 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 submittal request 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

Step 2 - Add submittal request

Open the 'Request & Response' tab
Click on the description text box and start typing your request

Use the tools on the top to format your text and add emojis, insert hyperlinks, tables, etc.
Click on 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 documents

Once you are done with the attachments and links, your request is saved automatically.
Click inside the text box to edit the request. Once you have routed the submittal, you cannot edit the request.

Step 3 - Configure the workflow

Roles and Permissions:
Only users with roles having 'Manage' permission can configure the workflow to a submittal. Click 'Projects' > 'My Team' > 'Members' > 'Workflow' to view the list of users with workflow management permissions. 
Submittals created by others will be saved as drafts on the submittal manager's screen.

Click the 'Workflow' tab.
Select the suitable workflow template from the dropdown menu.

Once chosen, the actions and the responsible company types in the workflow template are shown as a list.

Select the responsible companies and enter the permissible days for each step.
Click the 'Save' button to proceed.

See Set up a workflow to a submittal for more guidance.

Note:
The configured workflow can be dynamically updated to incorporate additional parties as needed, throughout the entire submittal lifecycle.

Add Watchers (Optional)

The 'Watchers' pane allows you to specify your team members to notify them of the submittal progress and details. Linarc sends a notification to the persons on each activity on the submittal. If given access, they can view the details at each step from their Linarc project consoles.

To add watchers to a submittal

Ensure you are in Details/ Workflow tab. You can find the 'Watchers' pane on the bottom right.
Start typing the name of the person in the text box under 'Watchers' and choose from the options.
Click the 'Add' button.
Repeat the process to add more watchers.

See Add and Manage Watchers for more guidance.

Forward the submittal request

Once the details are filled in and the workflow is set, 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.