Submittal Business Process

Use the Submittal business process to track items, such as documents or deliverables, that are produced by a general contractor (GC), supplier, or subcontractor and delivered to an owner for use in a project.

Characteristics

This is a Project-level business process with a workflow, provided in the system template.

Record Statuses

Canceled

terminal status

Closed

terminal status

In_Review

non-terminal status

Open

non-terminal status

Sent_for_Revision

non-terminal status

Submitted

non-terminal status

Workflow

The default workflow for the Submittal business process is set up in a certain way; however, it may be used differently by your organization. Typically, a user with the necessary permissions can create the record and either move it directly to the end step or send it to others for review or approval. The recipients in the second step can approve or reject the record or send it on to others.

Creating a Submittal Record

Create a Submittal record by navigating to Document Manager & Submittals / Submittal on the Project/Shell tab, or from the Tasks log on the Home tab or relevant Project/Shell tab. Act on an existing Submittal task that has been assigned to you from the Tasks log.

Complete the Submittal form and attach related documents, if needed. After completing the form, click Send and select an action in the Workflow Actions list to determine the next step in the workflow. Click Send to route the form to the next assignee.

Note: You must enter a value in all required fields (*) before you can save the form.

  1. Go to your Project tab and switch to User mode.
  2. In the left Navigator, select Document Manager & Submittals, and then select Submittal.
  3. On the Submittal page, click Create. Refer to the tables below to complete the form. You can click Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
  4. To add attachments, click Attach Files on the Attachments tab.
  5. After completing the form, click Send.
  6. On the Workflow Action Details tab, select who should receive this Submittal.
    • If permitted, you can add users to the CC list. These users will receive a notification about this Submittal but are not assigned a task.
    • If permitted, you can adjust task due dates for all users, or set individual task due dates for each assignee.
  7. Click Send.
  8. In the Notification window, review the content and click OK.

    The record moves to the next step in the workflow.

Completing the Submittal Form

Key Information

Key information associated with the submittal process

Field Name

Access

Description

Manual Submittal Number

Required

Preferred Submittal Number schema per your company standards

Title

Required

The Title for this submittal

Spec Section

Editable

Specification section.

Sub Section

Editable

Sub section of Specification Section

Automated Submittal Revision #

Read-Only

The number is calculated automatically and counted based on every time a submittal is sent for Revise & Resubmit.

Manual Submittal Revision #

Editable

Used to track revision numbers manually

Participants

Key participants associated with the submittal process

Field Name

Access

Description

Submitter

Required

Person submitting this item. Any requests for revisions will be sent to this user.

Submitter User Email

Read-Only

Email address of the submitter

Submittal AE Reviewer

Required

Assigned Submittal Official Reviewer for this submittal item

AE Reviewer User Email

Read-Only

Email address of the Official Reviewer

Details

Details associated with this submittal

Field Name

Access

Description

Submittal Type

Editable

The Type of this submittal

Discipline

Editable

Select the Discipline specific to this document.

Submittal Location

Editable

Location at the project site relevant for this submittal

Submittal Priority

Editable

Priority from Low to Urgent. Medium is set as the default.

Area

Editable

The area, from a list of physical areas, related to this project or building

Critical Path Item?

Editable

Indicates whether the submittal item is on the schedule critical path

Submittal For Closeout?

Editable

Indicates that submittal needs to be tracked for closeout

Submittal Package

Information about the Submittal Package

Field Name

Access

Description

Submittal Package

Editable

Submittal Package linked to this submittal

Submittal Package Name

Read-Only

The full name of the Submittal Package linked to this Submittal

Contract

Editable

The contract that is a reference to this record.

Vendor Name

Editable

The name or nickname for this vendor. This field must be unique to each vendor. This name will be the primary way this company is identified in the system.

Date Tracking

Submittal Date tracking upon submission through all reviews to completion.

Field Name

Access

Description

Due Date

Editable

Target completion date for this record. A default duration has been set by your administrator but can be overridden here for this record.

Anticipated Submission Date

Editable

Date anticipated for original submission

Anticipated Completion Date

Editable

Date anticipated for review to complete and terminate the submittal

Description

Detailed description about this Submittal. This information might appear in any formal printouts of the submittal item.

Field Name

Access

Description

Short Description

Editable

Enter a description of 250 characters or fewer.

Detailed Description

Editable

The detailed information about the short-description field. The field size can be expanded.

Material Tracking

Tracking material delivery details of the submittal.

Field Name

Access

Description

Material Tracking Item?

Editable

Indicate whether this is a material submittal tracking item.

Lead Time

Editable

The expected number of calendar days that will be required for the material/services of the submittal to arrive

Anticipated Due Delivery Date

Editable

Date anticipated as delivery date

Delivered Via

Editable

Delivery method for material delivery of the submittal

Confirmed Delivery Date

Editable

Date confirmed with delivery of item

Tracking No

Editable

Tracking number based on material being delivered

Actual Delivery Date

Editable

Date the submittal item was actually delivered

Material Tracking Notes

Editable

Notes entered by stakeholders related to material and delivery dates

Record Information

Field Name

Access

Description

Record Number

Read-Only

System-assigned record number

Creator

Read-Only

Creator of this record

Record Last Update Date

Read-Only

Date that the record was last updated

Project Name

Read-Only

Name of the project

Project Number

Read-Only

Unique Project Number

Business Process Record URL

Read-Only

A shareable link to this record, for anyone with the necessary permissions

Status

Read-Only

Record status for a workflow BP record is based on the workflow action preceding the current workflow step.

Additional Information

The Submittal Additional Information block is reserved for future use by your organization.

Field Name

Access

Description

Submittal Date Picker UDF 1

Disabled

Reserved for future use by your organization

Submittal Date Picker UDF 2

Disabled

Reserved for future use by your organization

Submittal Decimal UDF 1

Disabled

Reserved for future use by your organization

Submittal Decimal UDF 2

Disabled

Reserved for future use by your organization

Submittal Date Only Picker UDF 1

Disabled

Reserved for future use by your organization

Submittal Date Only Picker UDF 2

Disabled

Reserved for future use by your organization

Submittal Currency Amount UDF 1

Disabled

Reserved for future use by your organization

Submittal Currency Amount UDF 2

Disabled

Reserved for future use by your organization

Submittal Picker UDF 1

Disabled

Reserved for future use by your organization

Submittal Picker UDF 2

Disabled

Reserved for future use by your organization

Additional Notes

The Submittal Additional Notes block is reserved for future use by your organization.

Field Name

Access

Description

Submittal Text 255 UDF 1

Disabled

Reserved for future use by your organization

Submittal Text 255 UDF 2

Disabled

Reserved for future use by your organization

Submittal Text 255 UDF 3

Disabled

Reserved for future use by your organization

Submittal Text 255 UDF 4

Disabled

Reserved for future use by your organization

Submittal Long Text UDF 1

Disabled

Reserved for future use by your organization

Submittal Long Text UDF 2

Disabled

Reserved for future use by your organization

Completing the Bluebeam Markups tab

Markup Properties

Summary of the key information for this Bluebeam markup.

Field Name

Access

Description

Subject

Read-Only

Type of markup from Bluebeam

Author

Read-Only

Person who created the markup in Bluebeam

Page

Read-Only

Page on which the markup or measurement resides

Status

Read-Only

Status of the markup from Bluebeam

Creation Date

Read-Only

Date and time the markup was created

Last Modified Date

Read-Only

Date and time the markup was last modified

Comment

Comment from Bluebeam

Field Name

Access

Description

Comment

Read-Only

Comment from Bluebeam

Session Information

Information about the Bluebeam session

Field Name

Access

Description

File Name

Read-Only

This field displays the file name.

Session Name

Read-Only

This field displays the session name.

Session ID

Read-Only

This field displays the session ID.

File Revision Number

Read-Only

This field displays file revision number.

File Pub. Number

Read-Only

This field displays the file publish number.

Additional Information

Additional Information from Bluebeam

Field Name

Access

Description

Bluebeam UDF 1

Read-Only

Reserved for future use by your organization

Bluebeam UDF 2

Read-Only

Reserved for future use by your organization

Completing the Submittal Document Details tab

General

Field Name

Access

Description

Name

Editable

 

System Document Type

Editable

Default System Document Types

Short Description

Required

 

Title

Editable

 

Description

Editable

 

Issue Date

Editable

 

Drawing Set Name

Editable

The Drawing Set is used to package or group a set of drawings.

Drawing Number

Editable

The Drawing Number associated to this document as it appears in the drawing document title block

Revision No.

Editable

 

Drawing Revision Number

Editable

Specifies the revision number to the drawing as described in the title block of the contract drawing

Drawing Revision Date

Editable

Date specified in the title block of the drawing for Drawing Revision Date

Drawing Notes

Editable

General notes that can be used to describe the drawing

Discipline

Editable

Select the Discipline specific to this document.

Variation From Contract Documents

Editable

Indicates a variation from contract documents

Variation From Contract Document Description

Editable

Describes variation from the contract document, if applicable

Line Item Status

Editable

Select the applicable status. Active is selected by default.



Last Published Monday, April 14, 2025