A submittal is a package (product data, shop drawings, samples) that a contractor sends for review before the work is bought or built. StruXure tracks who the package is with, what each reviewer said, and who it was issued to afterwards. Each project has its own submittals. Open them from Submittals under Documents in the project sidebar. The page is called Submittal Overview.
The life of a submittal
- A submittals admin logs it. They give it a title, spec section, submittal manager and dates. It gets the next number on the project, and starts as a Draft.
- They set up the approval workflow: an ordered list of steps, each with its people and its own due date.
- They send it for review. Open & Send Email makes it Open and emails the people on the workflow.
- Reviewers respond, step by step. Each person on a step gives a stamp, such as Approved or Revise & Resubmit, with a message and marked-up files. When a step is done, the next one starts.
- If it's knocked back, the contractor revises the package and it goes round again as a new revision.
- The admin closes and distributes it. Close & Distribute sends the reviewed package and the chosen responses to the people who need them, and closes the submittal.
Statuses and stamps
A submittal has a status, and separately, a review stamp.
| Status | What it means |
|---|---|
| Draft | Logged but not sent for review. |
| Open | Sent for review, or reviewed and waiting to be distributed. An approved submittal stays Open until somebody distributes it. |
| Closed | Distributed. It stops counting as outstanding. |
The stamps are Approved, Approved as Noted, For Record Only, Revise & Resubmit, Rejected and Void. Until a stamp is given, the submittal shows Pending.
When several people stamp a submittal, the least favourable stamp wins. For example, if one reviewer approves and another rejects, the submittal comes back Rejected.
Numbers and revisions
Each submittal gets the next number on the project when it's saved. If it has a spec section, its number shows with the section in front, for example 262416-7. Each trip through review is a revision, starting at 0. The page title shows both, for example Submittal #262416-7.0.
Waiting on
Waiting on says who has to act next on a submittal:
| When the submittal is… | It's waiting on… |
|---|---|
| Draft | The person who logged it. |
| Open, with a step waiting | That step's required people who haven't responded. If nobody on the step is required, everyone on it, until someone responds. |
| Open, with no step waiting | The submittal manager. |
| Closed | Nobody. |
It's shown on the list, and at the top of the Approval Workflow card as Waiting on: … · N days. The submittal manager or a submittals admin can pass it to someone else: click Pass, choose the person under Pass to, optionally say why, and click Pass. The message Passed on. appears.
What's on a submittal's page
- Details: the Overview, General Details, Delivery Details and Approval Workflow cards, Attachments and Comments.
- Distributions: every time the package was issued.
- Revisions: every trip through review.
- Emails (submittals admins only): the emails StruXure has queued for it.
- History: every change, oldest first, with who made it.
Who can do what
- Read: see submittals, comment, and print or export them.
- Respond: also respond on a workflow step you're on.
- Admin: also log and edit submittals, set up the workflow, send, record anyone's response, resubmit, and close and distribute.
See Who can do what on submittals.
Submittals can't be deleted. Only files attached to them can be removed.