Article Content Navigation

About Advanced Submittal Workflow
Setting Up a Project to Use Advanced Submittal Workflow
- List Management: Setting Up Workflow Actions
- Submittals: Setting Up Workflow Maintenance
Using Submittal Workflow
- The Submittal Workflow Email Notification
- The Initiator: Submitting a Submittal Item Using Advanced Submittal Workflow (Submit for Approval)
- The Reviewer(s): Collaborating on a Submittal Review Using Advanced Submittal Workflow (Additional Reviewers)
- The Approver: Returning a Submittal Item Using Advanced Submittal Workflow (Final Approver)
Additional Resources

About Advanced Submittal Workflow

Advanced Submittal Workflow is an optional function that allows for additional reviewers to collaborate in the review process of Submittal Items within a package. It can be used to complete a multi-level/multi-person review process for Submittals.

Submittal Workflow allows for a simple thumbs up/thumbs down function that utilizes emails to send notification to the next listed workflow action Project Member. It is important to understand that Submittal Workflow is in ADDITION to the standard Submittal process available in the Submittal Package and has a bit of a modified process.

Setting Up a Project to Use Advanced Submittal Workflow

In order to use Submittal Workflow, the project must be setup to utilize it. There are two main sections that need to be setup for a project to run Advanced Submittal Workflows: List Management and Submittal Workflow Maintenance.

List Management: Setting Up Workflow Actions

Workflow actions are the list of actions that can be assigned to Project Members within a workflow sequence.

1. Navigate to Project Level List Management within the Project Setup module

2. In the List by Type dropdown, select Workflow Actions

3. Modify the workflow actions list as needed. Out-of-the-box, all organizations will have 3 workflow actions: Initiator, Reviewer, and Approver. Existing list items can be modified by selecting their name in the grid. New items can be added by using the "Create Item" button in the top ribbon. This list can be customized at the Organization Level and at the Project Level.

It is important to note that at this time, the Workflow Actions list also controls the workflow actions dropdowns for Cost Management Workflows.

Submittals: Setting Up Workflow Maintenance

Once the workflow actions have been defined in List Management, the next step in the setup process is to set up the workflow maintenance within Submittals to identify the number of workflow sequences, the order of action, and assign project members.

It is important to understand that workflow maintenance can be assigned at the submittal section or submittal subfolder level. If needing a different workflow sequence in subfolders, workflow would just be setup within each subfolder and not in the main Submittal section. When workflow is setup in the main Submittals section, all subfolders will inherit that workflow sequence and then can be customized at the folder level.

1. Navigate to the Submittals section of the Project Management module (if setting workflow at the folder level, navigate inside the subfolder)

2. At the bottom, select Create New Workflow

3. In the Workflow Maintenance grid, select New Item

4. Enter the workflow sequence information

Action - This dropdown is populated with the workflow actions setup on the project.

User - This is the Project Member on the project responsible for that workflow sequence.

Days for Review - This is the number of days once the workflow is initiated that workflow action has.

Order of Action - The number in the sequence this action takes place.

5. Select the checkbox to the left to save the workflow sequence information. Repeat steps 3 and 4 until the full workflow maintenance sequence is defined.

Now that the workflow sequence is defined, each submittal package created within the submittal section or subfolder will contain the workflow maintenance grid at the bottom, below the attachment's grids.

Organization Admins and Project Admins will be able to see, and use, all available workflow actions. Standard project members will only be able to see their respective actions.

Using Submittal Workflow

The Submittal process changes slightly when working with Advanced Submittal Workflow. Workflow eliminates the need of the Submittal Transmittal, since workflow has built-in email notifications.

Should you still wish to use Submittal Transmittals, please refer to this supplementary article Using Advanced Submittal Workflow with Submittal Transmittals.

The Submittal Workflow Email Notification

The Initiator: Submitting a Submittal Item Using Advanced Submittal Workflow

Once the Submittal Item is ready for review, the Initiator is responsible for starting the Submittal Review process.

1. Navigate to the Submittals section and Submittal Item

2. Open the Submittal Item

3. Manually enter the Date Submitted for Review into the Tracking Information

(the system will calculate the date required from reviewed based on the number of days shown in Submittal Review Time)

4. Select Update and View Package

In the Submittal Items grid, note that the stage has been moved to submitted and the date has been assigned.

5. Scroll down to the Workflow Maintenance Grid and select the Initiator's thumbs up to initiate the workflow sequences. The Action Taken will be updated and the time stamp of the date of action applied.

The Reviewer(s): Collaborating on a Submittal Review Using Advanced Submittal Workflow

1. Select the hyperlink to the Submittal Package at the bottom of the Submittal Workflow Email Notification (or copy and paste the URL)

2. If required, login to the website via the login screen

3. Using the hyperlink will land the user right within the Submittal Package that the workflow email was generated

4. Scroll down to the Attached Documents section of the Submittal Package and download the file submitted for review

5. Complete the review/markup/stamp of the file locally

6. Upload the reviewed/marked up/stamped version of the file to the Submittal Package by dragging and dropping the locally saved file (or using browse file(s)) to bring the file(s) into the Submittal Package. Select Upload Files

The attachment(s) will be added to the Attached Documents grid

7. Scroll to the bottom of the Submittal Package to the Workflow Maintenance grid.

8. Select the applicable action for your workflow sequence to send this onto the next workflow sequence action.

The Approver: Returning a Submittal Item Using Advanced Submittal Workflow

1. Select the hyperlink to the Submittal Package at the bottom of the Submittal Workflow Email Notification (or copy and paste the URL)

2. If required, login to the website via the login screen

3. Using the hyperlink will land the user right within the Submittal Package that the workflow email was generated

4. Scroll down to the Attached Documents section of the Submittal Package and download the latest version of the file that has been uploaded to the Attached Documents grid (most recent attachment goes to the top)

5. Complete the review/markup/stamp of the file locally

6. Upload the reviewed/marked up/stamped version of the file to the Submittal Package by dragging and dropping the locally saved file (or using browse file(s)) to bring the file into the Submittal Package. Select Upload Files.