Permissions
Always remember to ensure the correct people have the appropriate permissions to access your company and project materials. 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 a new submittals?
1. Accessing the Submittals Module
From the dashboard, select a project, then navigate to the Submittals module on the sidebar menu.
Click on the "Add Submittal" button to begin creating a new submittal.
2. Fill out the General Information section
Submittal Name*: Provide a name for the submittal.
Submittal Number: Automatically generated upon sending
Status: Select from draft, open, or closed options.
Section*: Choose the relevant section PDF from your project specifications.
Package (optional): Add to an existing package or create a new package for managing multiple submittals.
Cost-Code (optional): Select a cost-code associated with the submittal.
Type*: Specify the type of response required from the vendor.
Contact*: Search for and select the contact for your submittal. This could be a user or a contact in your SiteMax account
Location (optional): Select an existing location or add a new location.
Submittal Manager*: Assign an internal user responsible for managing the submittal workflow.
Ball in Court: Displays the name of the person responsible for the next action in the workflow.
3. Fill out the Schedule section
Final Due Date*: 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 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. Saving and Managing the Submittal
Once all the required fields are filled out, click "Save" to continue.
Note: The Workflow section will be available after saving an added submittal
Workflow
Select a Vendor, Reviewers, and Approvers who are required to perform an action for the submittal from the drop-down menu. Make sure the Vendor is listed in your contacts and your users are assigned to the project.
Select a due date for each of the users.
To create a successful workflow, you need one Vendor and at least one Approver. After selecting, click "Save" after each row.
Drag and drop each row to re-order the workflow.
To add more people to the workflow, click "Add Response".
Good-to-know information:
Vendor*: the person who requires to submit a response to the submittal; the same Vendor is automatically transferred from the input above. There can only be one Vendor in a submittal.
Reviewer (optional): the person who will review the submittal response.
Approver*: the person who approves the submittal response.
Distribution List
Add users to the distribution list to receive automatic emails when submittals get updated.
Make sure the users on the distribution list are listed in your contacts.
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.
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!