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Creating and Responding to Submittals as a Collaborator

Learn how to create and respond to submittals efficiently as a collaborator.

Overview

Create, manage, and review submittals with ease using role-based workflows, smart automation, and clear accountability—ensuring timely project progress.

Process

Creating a Submittal

  1. Navigate to the Submittals module within the relevant project.

  2. Click + Add New Submittal.

  3. Provide Submittal Details such as the Title and create or select a Package. The submittal number may auto-generate based on the package. Select the Submittal Type and add an optional description.

  4. You can also add optional references.

  5. Upload necessary documentation for review (Optional).

    1. You can choose to leave this blank and request that the other party enter in the necessary documentation.

  6. Set the Required On-Site Date, which considers lead times and review time. Alternatively, an 'Approval due date' can be set which doesn't require lead time calculation.

  7. Set Distribution and Assignments:

    • Responsible Contractor: Often the party providing the documentation. By default, the creator might be assigned this role.

    • Submittal Manager: Responsible for monitoring the submittal.

    • Official Design Reviewer: Typically the architect or engineer from a Design workspace who provides the formal response.

    • Additional Reviewers and Impacted Parties (who are notified of status changes).

  8. Assign Submittal:

    • Submit for Design Review

    • Assign to Responsible Contractor

    • Change Ball in Court

Responding to Submittals as a Collaborator

  • If assigned as the Responsible Contractor:

    • Your primary action is likely providing the initial documentation by uploading files into the submittal package created and assigned to you.

  • If assigned as the Submittal Manager:
    • Once the Responsible Contractor clicks Submit for Review, the Submittal Manager will be Ball in Court.
  • Requesting a Revision
    • The Submittal Manager and Official Design Reviewer are responsible for Revision Requests. If a Revision Request is made, it will be sent back to the Responsible Contractor.
    • If a Revision Request is unnecessary, proceed to Submit for Design Review.
  • If assigned as the Official Design Reviewer:
    • Review the documentation provided (materials, shop drawings, samples, etc.). Provide a formal response.
    • The possible responses mentioned are Approved, Approved as Noted, Rejected, Rejected as Noted, Revise and Re-submit, or For Record Only.

Note: Only the Official Design Reviewer typically provides the final official response; others assigned as reviewers may provide comments.

With a streamlined submittal process and clear collaboration roles, your team can stay aligned, reduce delays, and keep projects moving forward.

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