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Processing Submittal Items

Overview of how to process submittal items within the Submittals tool after creation.

Key Topics

  • Understanding the submittal workflow
  • Working with the Workflow Table
  • Adding attachments and annotations
  • Providing review responses
  • Closing, distributing, and creating new revisions

Submittal Workflow Overview

The Submittals tool uses built-in workflows to manage review and approval stages. Progress is tracked via the Workflow Bar and Workflow Table.

Workflow Bar

  • Displays the current stage of the submittal.
  • Shows Pending review from instead of “Reviewers” for clarity.
  • Indicates Responded: X for completed reviews.
  • Hover over:
    • Pending review from → reviewers who haven’t responded.
    • Responded → reviewers who have completed their review.
  • Avatars represent users who still need to review.

Workflow Actions

Close and Distribute

  • Concludes review process and distributes info to all participants.
  • Closed submittals can be shared via Bridge or Files tool.

Create New Revision

  • Generates a new version of the submittal.
  • Options:
    • Assign responsible contractor.
    • Set due date.
    • Add watchers.
  • Permissions: Submittal Managers and Project Admins can create revisions or close items (except Draft/Void).

Void

  • Invalidates a submittal item when no longer relevant.

Workflow Table

  • Summarizes workflow with dates, attachments, and comments.
  • Lists reviewers who responded first in chronological order.
  • Response/Action column allows actions like approval or request for revisions.
  • Supports selecting review templates or editing workflows.

Planning Section

Includes key dates:

  • Required Date
  • Required Approval Date
  • Required on Job Site Date
  • Lead Time

Activity Log

  • Tracks all activity related to the submittal.
  • Supports comments and @mentions for collaboration.

Reference Section

Submittals List View

  • New Pending action from column after Ball in court.
  • Shows reviewers who haven’t responded yet.
  • Highlights current user if pending.
  • Displays “+X more” for multiple reviewers.
  • Tooltip shows full list on hover.

Workflow Actions

Close and Distribute

  • Concludes review process and distributes info to all participants.
  • Closed submittals can be shared via Bridge or Files tool.

Create New Revision

  • Generates a new version of the submittal.
  • Options:
    • Assign responsible contractor.
    • Set due date.
    • Add watchers.
  • Permissions: Submittal Managers and Project Admins can create revisions or close items (except Draft/Void).

Void

  • Invalidates a submittal item when no longer relevant.

Assign Roles and Companies

  • Assign roles/companies as Submittal Managers, Responsible Contractors, and Reviewers.
  • Benefits:
    • Flexible review management.
    • Automatic permissions.
    • Bulk actions supported.
  • Assignment points:
    • When creating submittals.
    • In custom templates.
    • In Review Builder.
    • In item details.
  • Dropdown menu includes Members, Roles, Companies.
  • Notifications sent to all users in assigned roles/companies.
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