Using a Submittal

Completing the Workflow Steps

Once a Submittal has been created and the emails sent, the assigned trade partner will receive an email notification telling them that they need to action it.

When the trade partner opens the Submittal they will see something like this:

To complete their step of the workflow, they click Respond.

In the pop-up they will attach the Shop Drawings/requested documents and click Next.

Here they will ensure their Response shows as Submitted and add any notes or comments before clicking Preview. 

Once they have checked their response, they will click Respond – this moves the workflow to the next step. 

The next person in the workflow will now follow the same steps.

The only change is that the Reviewer can set their Response type as any of the following – the most used types are Approved, Rejected, and Revise and Resubmit. 

• If they mark their Response as Approved the Submittal can be closed.
• If the Response is Rejected or Revise and Resubmit, the drawings/documents will need to be sent back to the trade partner to  action – this will create a new revision of the Submittal. 

Submittal Revisions

If the Approver Rejects the documents and/or noted to Revise and Resubmit the Submittal Manager (Project or Site Manager) will need to open the Submittal.

In the top left-hand corner click the three dots and select Create Revision. 

This will take you to the Submittal creation/info page – you will notice that the number and revision will have changed i.e. from 21.0 to 21.1.

All of the information from the first revision of the Submittal will pull through, including the workflow steps.

• Double check the information is correct and click Create & Send Emails at the bottom of the page.
  

The new revision is now created, but you still need to close the previous revision.

The process to complete the new revisions workflow steps will now repeat. 

Continue creating new revisions until the drawings/documents are Approved, then you can close the Submittal.

To close the previous revision, open it – you will now see an alert at the top of the page warning you that the revision is outdated.

Click Close & Distribute.

This will open a message tab where you can add notes/details before the message is distributed.

• In the message section note that a new revision has been created and issued. 
• Select the final workflow response where the revision is requested.
• Click Distribute. 

The outdated Submittal revision is now closed.