Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.
In order to create a new Submittal, users will need Create permissions for Submittals
This guide will walk you through the process of creating a new submittal in SiteMax, including filling out the required information, setting up the workflow, and managing the distribution list.
How do I create new submittals?
1. Accessing the Submittals Module
After navigating to your Submittals module in your project's sidebar menu,
click on the "+ Add Submittal" button to begin creating a new submittal.
2. Fill out the General Information section
Submittal Name (required): Provide a name for the submittal.
Submittal Number (required): Provide your preferred Submittal number
Status: Select from draft, open, or closed options.
Package: Add to an existing package or create a new package for managing multiple submittals.
Cost-Code: Select a cost-code associated with the submittal.
Type (required): Specify the type of response required from the vendor.
Document
Plans
Prints
Product Information
Product Manual
Sample
Shop Drawing
Other
Contact (required): This will be your Submitter by default, and can always be changed in your workflow. You can search for and select from either your Contacts or Users list.
Location: Select an existing location or add a new location.
Submittal Manager: Assign an internal user responsible for managing the submittal workflow.
Ball in Court (auto-assigned): Displays the name of the person responsible for the next action in the workflow.
3. Fill out the Schedule section
Final Due Date (required): Set the deadline for closing the submittal.
Issue Date: Automatically updated when the submittal is sent to the vendor.
Received Date: Automatically updated when the vendor submits a response.
Approval Date: Specify the date by which the reviewer/approver must submit their approval.
On-Site Date: Set the date when the deliverable should be on-site.
Days to Deliver: Automatically calculated based on the on-site date and approval date.
Note: Due date will show as red when the Submittal is overdue
4. Use the Description and Attachments
Use the Description field to provide any additional information or instructions for the vendor.
Attach relevant documents by clicking on the "Attachments" section.
5. Managing the Workflow
Once a new Submittal is created, your Workflow appear, with your Submitter (based on the Contact chosen in General Information) at the top. From there, you will:
Select your Submittal's Reviewer(s), and Approver(s) who are required to perform an action for the submittal from the drop-down menu. Make sure the Submitter is listed in your contacts and your users are assigned to the project.
To add a Reviewer and/or Approver to your Workflow, click "+ Add Response" below
Select a due date for each of the users.
To create a successful workflow, you need one Submitter and at least one Approver. After selecting all the users needed in your Workflow, click "Save"
Drag and drop each row to re-order the workflow.
Note:
Submitter: the person who requires a response to the submittal; the same Submitter is automatically transferred from the input above. There can only be one Submitter in a submittal.
Reviewer (optional): the person who will review the submittal response.
Approver: the person who approves the submittal response.
Tip: Enable the Default Workflow in your Project Settings (Dashboard > Select Project > Settings > Submittals) to speed up the creation process.
You can also select a default timeline for your due dates with Enable Default Due Dates
6. Distribution List
Add users or contacts to the distribution list to receive automatic emails when submittals get updated.
By creating Crews or Contact Groups, you can quickly add multiple recipients for your Submittal.
To remove a user from the distribution list, delete their name or email address from the field. Don't forget to click "Update" on your submittal.
Click "Cancel" to close the submittal.
Click "Update" to save the submittal as a draft.
Click "Send" to send the submittal to the users in the workflow, starting with the vendor.
7. Saving and Managing your Submittal
Once you have entered all the necessary information for your Submittal, you can click "Save".
Once the Submittal has been saved, you can get the Workflow started by clicking on "Start Workflow" at the bottom right of your Submittal
Note: The submittals module is available for SiteMax's power instances. If you are interested in using the module, please contact your CSM or chat with us!