Submittals and approval codes

A submittal asks the consultant to approve what you will install: materials, shop drawings, the I/O list, the sequence of operation, the network riser, panel drawings. The project's Submittals tab keeps each one with its revisions, and the items it covers are released for purchasing once it is approved.

Before you start

You need Projects - Prepare Submittals. The internal reviewer needs the Project Manager role, or Projects - Approve Submittals when your company has no review route.

Prepare a submittal

1. Open the project's Submittals tab, or the Document register tab and select Prepare submittal on a row.

2. Choose the Type, type the Subject, and select New submittal. It gets its number at once, such as PRJ-0001-SD-0003; the revision shows after it (R0, then R1…).

3. Open it, and under Items covered add the items it approves. These are the items that are released when it is approved.

4. Upload the files to send under the submittal's documents.

Review and send

1. Select Send for internal review. The Project Manager approves it, or returns it with a comment. Nobody reviews their own submittal: when you are the project's only Project Manager, the review goes to the people in the Project Manager approval role, and if that is only you too, to the General Manager role.

2. When it is Internally approved, type who it goes to and how many days the consultant has to answer (14 by default), and select Send with a transmittal. The transmittal is numbered (PRJ-0001-TRN-0001) and the response date is tracked; a late answer shows Overdue.

Record the answer

Select the code on the returned copy and upload the copy:

• A approved, B approved as noted: the items are released for purchasing. Then Close the submittal.

• C revise and resubmit, D rejected: the preparer gets a resubmission task, due in 7 days unless your company set another number. Select Start the next revision, change what is needed, and review and send again.

Order an item before approval

For a long-lead item, type the reason in the comment box and select Ask to order early on the item. The General Manager approves or rejects it (in the Gates tab, or through the approval route). Once approved, the item is released.

Common questions

A material request or purchase order is refused for an item. Your company switched on Buy only released items: the item is listed on a submittal that is not approved yet. Items no submittal lists are not held.

Where do I see how many items are released? The Gates tab shows G5: submittals answered A or B, and listed items released.