Distributing is the last step: it sends the reviewed package to the people who'll use it, with the review responses you choose, and closes the submittal.
Distribute a submittal
- Open the submittal. It must be Open.
- Click Close & Distribute at the top of the page.
- Under To, check who it goes to. The submittal manager, the responsible contractor's people, the project's default submittal recipients and the person who logged it start ticked. Add or untick people and groups as needed.
- Under Additional attachments, add any files to issue over and above what the package already contains, and tick the ones to send.
- Optionally, write a Message: what is being issued, and what the team has to do with it.
- Under Select Workflow Responses, tick the responses to issue with it. Stamped responses start ticked.
- Click Distribute, check the confirmation, and click Distribute again.
The submittal is Closed, stops counting as outstanding, and isn't waiting on anyone. The people you chose who have an email address are emailed the package with your message and the ticked responses. You're taken back to the submittal, which now leads with the Distribution card showing who it went to and what was sent.
Good to know
- You can distribute before every response is in. If required responses are still outstanding, the page warns you, and the workflow keeps showing who didn't respond.
- A submittal with no workflow can still be distributed. The distribution is recorded and your message still goes out.
- People without an email address are recorded as recipients but aren't emailed.
- Responses are issued as they read now. A copy of each ticked response goes with the distribution.
- After closing, only the delivery dates can be edited. See Edit a submittal's details.
- Every distribution is listed on the Distributions tab, with when, by whom, which revision, the recipients, the responses and the message.
Distribute it again
To send a closed submittal to more people, or again:
- Open the closed submittal and click Redistribute.
- The page opens with the last distribution's recipients, responses and message filled in. Change what you need.
- Click Distribute and confirm.
The message A second distribution was recorded. The earlier one is untouched. appears. The submittal stays closed.
A file already sent with an earlier distribution can't be ticked again. To send it again, upload it again under Additional attachments.