Submittal - Workflow

The submittal workflow governs how a submittal is routed through successive stages for response, review, and approval. In a typical sequence, an submittal created by the project manager of the general contractor progresses as follows:

GC (Create) → SC (Submit) → GC (Review) → Architect (Approve) → GC (Close and Publish)

• Linarc empowers company administrators to create and manage custom workflow templates at the company level master list. These templates define different sequences of actions, assign company types responsible for each action, and specify the default permissible days for completing each step. Any company—whether it’s the Owner, GC, SC, or Architect—can be assigned responsibility for responding to or approving a submittal.
• Once the workflow templates are defined at the company level, they become available for selection in project-level workflow template lists. The submittal workflow managers can select templates specifically for individual projects from the master list.
• While handling submittals, the managers can choose and apply the most suitable template for each submittal based on its creator and the nature of the request, and configure its specifics.
• At any stage in the lifecycle of a submittal, the manager has the flexibility to modify the workflow by updating responders and adjusting due dates for current or pending steps. Linarc also offers the versatility of dynamically adding steps to the primary workflow. For example, parties assigned to review, respond to, or approve a submittal can introduce ad-hoc steps to route the item to other parties—such as the creator—for additional clarifications or reviews.
• Once these ad-hoc steps are completed, the submittal seamlessly returns to the original assignee as per the primary workflow, allowing the process to continue. This dynamic capability ensures that submittals can adapt to evolving project needs, and ad-hoc steps can be added as many times as necessary during the item's lifecycle.

Note:
For standalone projects, workflows are managed through emails. Instead of setting up successive workflow steps in Linarc, you will email the submittal directly to external contractors and manually track the process based on your email correspondence.
See Email a Submittal to External Stakeholders.

Parallel Review and Approvals

Submittals can be routed to multiple stakeholders at the same time when reviews or approvals are required from more than one party. When a workflow step is configured as parallel, all assigned reviewers or responders are notified simultaneously and can act on the submittal independently. The Workflow tab displays the response status for each party in parallel, providing clear visibility into who has completed their action. Once all assigned participants complete their actions and route the submittal, the workflow automatically advances to the next step.