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
| Status | Resulting State |
|---|---|
| Canceled | terminal |
| Closed | terminal |
| In_Review | non-terminal |
| Open | non-terminal |
| Sent_for_Revision | non-terminal |
| Submitted | non-terminal |
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, select Send, and select an action in the Workflow Actions list to determine the next step in the workflow. Select 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.- Go to your Project tab, and switch to User mode.
- In the left Navigator, select Document Manager & Submittals, and then select Submittal.
- On the Submittal page, select Create. Refer to the tables below to complete the form. You can select Save at any time to save a draft version of the form. Draft versions are stored under Drafts.
- To add attachments, go to the Attachments tab, and select Attach Files
.
- After completing the form, select Send.
- On the Workflow Action Details tab, select who should receive this BP.
- If permitted, you can add users to the CC list. These users will receive a notification about this BP but are not assigned a task.
- If permitted, you can select lists of members in the Contact List section. These members also receive a notification about this BP 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.
- Select Send.
- In the Notification window, review the content, and select 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. |
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. |
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. |