Create a new submittal in your project, follow the steps below.
Step 1: Go to the Submittals register
Navigate to your Management module and click on the Submittals tool to access your project's Submittal register.
Step 2: Click the “CREATE” button
Click the “CREATE” button to start completing the submittal form.
Step 3: Complete the submittals form
i. General Information
Start by entering your submittal's Title, then select the related Submittal Package and Spec Sections.
The number fields to the right-hand side of the Spec Section menu represent the Submittal's Number and Revision Number. These are added to the related submittal package number to form the Submittal ID.
To learn more Submittal ID's, see this article.
The Submittal Manager represents to project team member that is responsible for managing the submittal's workflow correspondence and receives all submittal-related notifications.
After adding the above, select the submittal Type, Location and enter the submittal's Description.
ii. Submittal Schedule Information
The Submittal Schedule tool is an aid to help users calculate the timing of their review process when creating a new submittal.
After selecting the "Required On-Site Date", enter the number of days you would like to allow for under the "Lead Time", "Design Team Review Time" and "Internal Review Time" fields.
The "Planned Return Date", "Planned Internal Review Date" and "Planned Submit By Date" will then be automatically calculated.
The Submittal Schedule forms part of the Submittal pdf produced once sent or saved, but has no bearing on the response Workflow.
The Submittal Schedule section is activated by default in your submittals module, but can be switched off in your project's Submittal Settings.
iii. Submittal Workflow
When creating a submittal, the "workflow" section allows you to govern a structured submission-approval process across a number of contacts.
The first line of the workflow represents the "Submitter". This contact is responsible for submitting the documents to be approved.
Type to search and select a contact from your Address Book to be the "Submitter". If a contact you search for is not already in your Address Book, click the "CREATE NEW CONTACT" button inside the search list to add them.
After adding the "Submitter", you can then add as many contacts to the workflow as required under the role "Submitter", "Reviewer" or "Approver".
Please be sure to add the workflow contacts in the exact order you would like the submittal to be reviewed.
iv. Overdue Notifications
Once the due date of one of the workflow contacts in your submittal has passed, the submittal's status changes to "Overdue".
If the "Send overdue notifications to workflow contacts" is checked, the Submittal Manager and the related workflow contact will receive an email and push notification
If this option is unchecked, no overdue notifications will be sent.
If you would like to include contacts in correspondence related to the submittal, but they are unrelated to the submittal workflow, you can add them add a Distributor.
Distributors are notified when a workflow contact adds a response, anyone related to the submittal adds a comment (or replies directly to an email notification) and when the submittal is closed.
Step 4: Add attachments (optional)
You can attach a file from your document register, a plan markup, form notice, file from your device or take a photo by clicking the green paperclip button.
Attachments are included in a zip file with the Submittal PDF and can be downloaded via the related email notifications once sent to contacts.
Step 5: Send, Save or Save as draft
After adding all related information to your submittal, click the "DONE" button on the top-right hand side of your screen to reveal the below options:
- Send (email notifications are sent to recipients)
- Save (email notifications are not sent to recipients, but submittal is logged)
- Save as draft (come back to your submittal later)
Step 6: Notifications (if sent)
After sending a submittal, the first contact added to the workflow will receive an email notification like the one in the example below.
Recipients can click the "Download Submittal + Attachments" button to download the submittal pdf and any related attachments, or click "View Online/Respond" button to respond to the submittal.
A record of the submittal is added to your project's Submittals register with all related information, including a date/time stamp for download activity.
Note: other contacts added to the workflow will receive an email notification when it is their turn to add a response.
Step 9: Comments or questions
Contacts can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Submittal senders and recipients can also send messages via the submittal's "COMMENTS" tab when viewing online.
All replies to submittal emails and messages will also be logged in the "COMMENTS" tab of the submittal interface.
Note: recipients that are not a part of your organisation will only be able to view and access the submittals that relate to them.