Training Center  > Submittal

SUBMITTAL

Submittal ensures documents, sketches, and files travel through an organized process for review. Submittals can be approved and rejected along the way and the review process easily customizable with multiple reviewers and hierarchies to ensure efficiency.

SUBMITTAL OVERVIEW

Sitearound’s Submittal tool facilitates the management of submittal packages, tracks the approval process, and controls all information in a single library.

 

Sitearound supports advanced workflow management where you can create different submittal templates for different types of documents that need approval. Each template is embedded with a robust rejection rule engine to specify a responsible person when a document is rejected in any step of the approval process.

 

Sitearound’s standard submittal workflow starts from a submittal originator creating a submittal item. This task will be sent to a review initiator to review and correct the task. This then goes to assigned reviewers.

On Sitearound, you can specify a rejection rule, for example, if the fourth reviewer rejects the submittal, this submittal can go back to any previous reviewer. Additionally, Sitearound provides the reviewers with the ability to markup all files attached to the submittal so there is no need to manually save the files first in order to make comments and then rte-upload them back to the system.

 

After all the reviewers complete their required actions, a Submittal manager then closes the submittal. Please note that the Submittal Manager is the person who is responsible for controlling and facilitating the submittal throughout the process.

VIEW, EDIT, AND DELETE SUBMITTAL

View

     1.  To view a submittal, click “Submittal” on the side menu.

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     2.  To view submittals, a user with at least a “View Only” permission level can view Submittal’s information.

     3.  Sitearound displays these items in four different views as following:​

    • Latest Items: this shows only the latest items. For example, when there are multiple submittals sharing the same document number, this view will show only one submittal with the latest revision.​

    • Items: This shows all the submittal items​

    • Draft: This shows the drafted submittal items​

    • Recycle bin: This shows all the deleted submittal items

     4.  To view a submittal item, click “View” on the submittal item you wish to open

     5.  Sitearound will show all the information of that submittal.

    • Users can find the information of that Submittal item in the General Information and Workflow section.

Edit

     1.  To edit a submittal item, click “Submittal” on the side menu.

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     2.  Then, click an “Edit” button on the submittal item you wish to edit.

     3.  Sitearound will show all the information of that submittal and you will be prompted to edit the information there.

     4.  In the Workflow section, you can add a new step(s) by clicking the “Add Step” button including adding a new assignee(s) by clicking an “Add User” button.

     5.  If you want to edit the assignees, simply click an “Edit” button.

     6.  After you finalize all the changes, click the “Save” button.

Delete

     1.  To delete a submittal, click “Submittal” on the side menu.

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     2.  Click the “View” button on the submittal you wish to delete.

     3.  Then click the “Delete” button.

     4.  Confirm your deletion by clicking on the blue button.

     5.  This deleted submittal will then be move to the recycle bin on the submittal main page.

    • It should be noted that you cannot restore any deleted items from the bin.

CREATE SUBMITTAL

     1.  To create a submittal, click “Submittal” on the side menu.

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     2.  Click the “Create” button on the top right-hand corner of your screen.

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     3.  Then fill out the information required– at least the mandatory fields.

     4.  Then click the “Send” button.

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     5.  On the Submittal main page, click the “Draft” menu to access all the drafted Submittal items in the system.

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DRAFT SUBMITTAL

     1.  To draft a submittal, click “Submittal” on the side menu.

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     2.  Click the “Create” button on the top right-hand corner of your screen.

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     3.  Then fill out the information required– at least the mandatory fields.

     4.  Then click the “Draft” button.

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Sitearound will not send the submittal to the responsible persons yet, but save it as a draft. That means you can re-visit this drafted submittal item later to add or edit the data before sending.

 

     5.  On the Submittal main page, click the “Draft” menu to access all the drafted Submittal items in the system.

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SET UP SUBMITTAL TEMPLATE

     1.  To set up a submittal template, click “Submittal” on the side menu.

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     2.  Next, click on the Settings icon on the top right-hand corner of your screen.

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     3.  Then, go to the template section which is the third section on this page.

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     4.  Click “Create” on the top right-hand side corner of this section.

    • Please note that only the users with an “Admin” permission level on the Submittal tool can create a Submittal template.​

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     5.  Fill out your details.

    • This includes adding steps, users, and other customizations to your template.

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     6.  Make sure to name a Submittal Manager too to be in charge of the template and its workflow.

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     7.  When complete, hit “Save.”

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CLOSE SUBMITTAL

After all the submittal reviewer(s) complete their response, the Submittal Manager makes a final decision whether they will approve/reject the Submittal.

 

     1.  To do so, the Submittal Manager will need to click on “My Pending Items” on the side menu.

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     2.  Select the submittal item you wish to close.

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     3.  The system will then allow the Submittal Manager to add comments and attach files.

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     4.  After completing this, click “Approved” if the manager wishes to approve the Submittal.

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     5.  In some cases, if the Submittal Manager wishes to reject the submittal, the manage can click “Rejected.”

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     6.  If you reject a submittal, you will have the options to determine what happens to the file next.

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SET UP SUBMITTAL EMAIL NOTIFICATIONS

     1.  To create a submittal, click “Submittal” on the side menu.

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     2.  Then, click on the “Settings” icon on the top right-hand corner of your screen.

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     3.  Scroll down to the Email Notification setting.

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     4.  Customize the notifications you’d like to receive.

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     5.  After customizing your notification settings, click “Save” on the top right-hand corner.

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