Dashboard > Select a Project > Submittals

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

The Importance of Submittals

An effective submittal process helps keep construction projects on schedule, within budget, and aligned with the project's quality and performance expectations.

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.

Creating a Submittal

Step 1: Add Submittal

After navigating to your Submittals module in your project's sidebar menu, click on the "+ Add Submittal" button to begin creating a new submittal.

Step 2: General Information

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.
Section: Select from your Specifications Sections
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.
1. Document
2. Plans
3. Prints
4. Product Information
5. Product Manual
6. Sample
7. Shop Drawing
8. 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. Note: the user creating the Submittal will automatically be listed as the Submittal Manager. To change this, click the "x" within the field and select from the dropdown that appears
Ball in Court (auto-assigned): Displays the name of the person responsible for the next action in the workflow.

Step 3: Schedule

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.

Step 4: 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.

Step 5: Workflow

Once a new Submittal is created, your Workflow will appear, with your Submitter (based on the Contact chosen in General Information) at the top. From there, you will:
1. Select your 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.
2. To add a Reviewer and/or Approver to your Workflow, click "+ Add Response" below
3. Select a due date for each of the users.
4. 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"
5. 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

Step 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.
1. 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.

Step 7: Sending your Submittal

Once you have entered all the necessary information for your Submittal, you can click "Save". Note; Any updates made to your Submittal after saving, be sure to click "Update"
After saving your Submittal information, you can get the Workflow started by clicking on "Start Workflow" at the bottom right of your Submittal. This will send the Submittal to your Submitter

Note: The submittals module is available for SiteMax's Power Plans. If you are interested in using the module, please contact your CSM or chat with us!

Creating a New Submittal