Submittals Workflow Settings

In this topic, we'll show you how to setup a custom workflow for the Submittal Process. By default all companies can send Submittals to all other companies on the project and select different Assignees for each individual submittal. This will be a simple, one step Submittal Process, where all the Assignees will get an option to respond to the submittal. On the other hand you can customize the Submittal Workflow to suite your project’s needs.

Every company can have its own custom Submittal Workflow in a project. So, the Submittal Workflow for company A can be different than that of company B. For instance, the workflow for a Submittal sent by company B to company C can be different than what it is for the company A sending a Submittal to company C. Also, the workflow for a Submittal sent by company B to company D can be different than what it is for the company B sending a Submittal to company C. The workflows can be easily setup in advance and automated using the Custom Workflows feature. You can also choose which companies can send Submittals to which other companies on the project.  

From the Submittals Dashboard

  1. Click on the Submittals module from the left navigation.

      

  2. Click on Settings and then click on Workflow from the drop-down. You may see a blank screen in the case when no Submittal is added to the project yet. Click on Submittal Settings link in that case.





      
  3. Click on the Select Company drop down.



  4. Select the company, for which you want to add the Submittal Workflow for, from the Select Company drop down.



  5. Click inside the Choose a Company input box.



  6. One by one select the companies, to which the other company selected in the previous steps can send the submittals to, from the drop down list. You can choose to restrict companies from sending submittals to certain other companies on the project.



  7. Click on the Use following workflow radio button.



  8. Click on the Select Company drop down and select the company, for which you want to setup the workflow for.





  9. Click on the Assign it to button.



  10. Select the check boxes next to the user names, to whom you want to automatically assign the Submittals to in this phase of the Submittal Workflow, and then click on the Add button.



  11. Click on the Notify to button.



  12. Select the check boxes next to the user names, to whom you want to automatically notify in this phase of the Submittal Workflow, and then click on the Add button.

      

  13. Click on the Send Submittal To Someone Else button.



  14. You can choose to send the Submittals to other companies once reviewed. The Submittals will be automatically sent to the next phase once it’s approved by the reviewers and the assignees will be automatically notified that they need to take action next. To add another company to the workflow, click on the Select Company drop down and select the company, to which you want to send the Submittal next.





  15. Click on the Assign it to button.



  16. Select the check boxes next to the user names, to whom you want to automatically assign the submittals to in this phase of the Submittal Workflow, and then click on the Add button.



  17. You can choose to stop the rejected submittals from going to the next phase of the Submittal Workflow. Select the check box located next to the ‘If rejected by any one approver in the process, do not send the submittal forward.’ [Optional] As the option text suggests, when you select this option, the Submittals will not go forward in the Submittal Workflow once rejected.



  18. Click on the Mark it Complete button.



  19. Click on the Save button and then click on the OK button.





    Note: The Submittal Workflow will be saved for the chosen company. In our example scenario above, the Submittal Workflow will be saved for ACME Inc.

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