This guide provides step-by-step instructions for vendors, reviewers, and approvers on how to respond to submittals and forward them to other participants within the SiteMax platform.
Responding to a Submittal
As a Vendor
1. Receive the Submittal Email
After the submittal has been created and sent by the submittal manager, vendors will receive an automatic email notification from SiteMax
The email will contain essential information such as the submittal name, number, associated project number, type of response to submit, due date, and a unique URL to respond to a submittal.
2. Accessing the Submittal
Click on the provided URL or the "To Respond" button in the email to access the submittal.
This will redirect you to the SiteMax platform, where you can view the submittal specifications and provide your response.
Note: If you prefer to respond without accessing SiteMax, you can simply reply to the email with your response and your attachments. Your reply will show up within the Submittal.
3. Viewing and Uploading Files
To review the submittal documents, click on the "View File" button.
If you need to upload additional files or attachments, click on the "Upload" button or drag and drop files into the attachments area.
Once you have reviewed the submittal, click on the "Submit" button to send it to the next person in the workflow.
As a Reviewer or an Approver
1. Receive the Submittal Email:
Reviewers and approvers will receive an email notification with a unique URL to access the submittal.
2. Viewing Files and Providing Markup:
The Reviewer or the Approver will be able to view any files or attachments associated with the submittal by clicking on the View File button.
Reviewers or Approvers can leave comments and markups on the document submitted by the Submitter using SiteMax's markup tools, including:
Freehand drawing
Highlighting
Underline
Strikeout
Squiggly
Free text
Note
Signature
Stamp (and custom stamp)
3. Uploading a New Document (Optional):
If the Reviewer or the Approver has their own document that they want to upload, they can Delete the file associated with the submittal and upload a new document.
4. Selecting Response Actions:
The Reviewer and the Approver may choose one of the following actions:
Approve: Indicate your approval of the submittal.
Reject: Indicate your rejection of the submittal.
Forward: Introduce the submittal to another person in the workflow for their review or approval.
Forwarding a Response
1. Forwarding the Submittal Response:
A Reviewer or an Approver may forward the submittal response to have it reviewed or approved by another person by clicking the Forward button. Forwarding a submittal will introduce another person to the workflow.
To forward a response to another user, select a user by searching their name. They must be listed as a contact in SiteMax. If their name is not found in the list, please contact your submittal manager.
Indicate when the user will need to respond to the submittal by selecting a date from the "Respond By" field.
Select the role they play in the workflow process.
Select their position in the workflow. When adding a new person to the workflow, they can be added either before you or after you.
To Approve before me
This means that the submittal will go to the new reviewer or the approver and once they have completed their review/approval, the response will come back to you. As soon as you forward the response, your access to the submittal will expire, however, you will receive another email and a new URL when it is your turn.
To Approve after me
This means that the submittal will go to the new reviewer or the approver after you have completed your review/approval.
2. Workflow Management:
The submittal manager should be able to see the new Reviewer or Approver in the workflow.
History Log
Unsure if a Submittal was emailed to the proper parties? Use your History log to review the actions taken within your Submittal.
Click on the History Icon at the top right of your Submittal page
2. Review the history of the Submittal, and see if, when, and where your emails were sent.
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!