The submittal workflow
Submittals are usually related to specifications or requirements. A submittal is information submitted by the GC to the AOR for approval of equipment, materials, paint colors, etc., that are to be used on the project. This ensures that the correct materials, colors, and other specifications/requirements, along with the associated costs, are approved and used.
ConDoc has a default workflow for Submittals, but the document settings allow a lot of versatility in customizing the workflow to meet user needs. A Submittal may be initiated by a subcontractor, but they are usually initiated by the GC, then either assigned to a subcontractor or submitted to the AOR. If initiated by or assigned to the subcontractor, the subcontractor will provide the sample, data, or specification required by uploading the supporting documentation and submitting it to the GC. The GC will review the Submittal and submit it to the AOR.
The AOR will review the Submittal and either approve it, reject it, or request a revision. If the Submittal is rejected, everyone with access to the Submittal will receive an email notification, and it will be locked from editing. The GC and/or the originator will have the option to reopen the Submittal. If reopened, the Submittal will re-enter the workflow as if it were an initial submission. If the Submittal is approved, everyone with access to the submittal will receive an email notification of the completion if the submittal is public. If the submittal is private, only companies who were assigned to the submittal, or specifically granted access, will be able to view it.
If a revision is needed, the AOR will mark the Submittal as Revise and Resubmit. This will route the Submittal back to the GC (or directly to the initiator depending on document configuration settings), who will reassign it to the initiator for additional details or corrections. When the initiator opens the Submittal, it will have the original Attributes filled in, but there will be no attachments or supporting documentation. When a Submittal is marked “Revise and Resubmit”, a new PDF is created. If the supporting documents from the previous version are needed, they must be reattached.
Prior to resubmission, there will be a View Previous Revision button at the top of the page, if the initiator needs to review the previous document. This button will be available to everyone who has visibility of the document. Once the Submittal is re-submitted, the only way to view the previous version will be to use the download link on the Versions tab.
The information needed in the revision should be identified in the notes. This is important because the original supporting documents are removed from the PDF. If those documents are needed for the resubmittal, you must reattach them. Notes will always remain with the Submission. Likewise, when adding information during a revision, include that information as a note, so it stays with the Submittal.
Who gets notified for submittals?
When a submittal is submitted or assigned
When a submittal is submitted to or assigned to your company:
- You will receive an email notification containing the details of the submittal.
- The submittal count on your company dashboard will increase.
When a submittal is completed
When a Submittal is completed, anyone who submitted the Submittal, who has been assigned to the Submittal, or who has been granted explicit access to the Submittal will receive an email notification of the completion.
Who can see the submittal?
In process submittals
Only companies who submitted the Submittal, who have been assigned to the Submittal, or who have been granted explicit access to the Submittal can see the Submittal while it is In process.
Completed submittals – Public
For submittals that have been flagged as public, any company that is a member of the project can view or download the submittal.
Completed submittals – Private
For submittals that have been flagged as private, only companies who submitted the Submittal, who have been assigned to the Submittal, or who have been granted explicit access to the Submittal can see the submittal.
The submittal has been created but has not been assigned to the responsible sub-contractor. Note: The General Contractor can submit new submittals directly to the design team and/or owner.
The submittal has been assigned to the responsible sub-contractor and is pending submission.
The submittal has been uploaded by the responsible sub-contractor and submitted to the General Contractor. The submittal is pending the General Contractors review and submission to the design team and/or owner.
The submittal has been submitted to the design team and/or owner for review.
Revise and Resubmit
The submittal requires revision.
The submittal has been approved.
Approved as Noted
The submittal has been approved with notes.