Step-Based Submittals

In this article, we'll take a closer look at step-based submittals—where the Prime Consultant can assign tasks in a structured, step-by-step workflow to streamline and simplify the submittal review process. 💫

We’ll walk you through getting started, adding assignees, responding to submittals, and returning them to the General Contractor.

Why would you use this feature? 💡

If your GC only assigns the Prime Consultant to submittals, this feature is a great opportunity to either:

1. Structure the response workflow.  (Ex: Electrical 1st,  Mechanical 2nd, and Architectural 3rd)
2. Allow everyone to work at the same time with their own response areas and review status.

To Get Started

Ensure that step-based submittals are enabled.

To do this, navigate to Project Settings > Document Settings > Submittals, and toggle on “Use Step-Based Submittals.”

Create a Submittal & Add Steps

If you are a prime consultant or a general contractor, you have the ability to add review steps when creating a submittal!

Step 1: Follow this help document to create a submittal. Stop at Step 4, and continue with the below steps.

Step 2: At the Multi-Step Review area, you have the option to use a template to easily add your steps (Option 1) or to create your own steps (Option 2).

Option 1:

• Use a Template - If you already have a template set up, you can Select the Template from the dropdown menu, followed by Create.
• If you don't have a template set up, you can create one to use by following this guide.

Option 2:

• Add Steps -  by selecting + Add Assignee, then select the discipline and individuals who should participate in that review step.
  • Step 1 represents the first reviewer of the submittal, followed by Step 2, and so on.
• For each assignee, select their role from the dropdown menu — either Reviewer or Submitter.
  • Keep the checkbox next to their name checked if their review is required; uncheck it if their review is optional.
  • Adjust the review period to fit your project timeline, followed by Create.
  • You can add multiple disciplines in the same step, if you want everyone to review at the same time!

Step 3: Select the Manager from the dropdown menu, followed by Create.

Step 4: Now add your attachment to the submittal!

Reviewing a Submittal

Step 1: In your blue-outlined section, click “+ Add Files” to attach the submittal to your workflow so you can begin your review. You have a few options

• Option 1: Click “Select from this workflow” to bring in the latest version of the drawing — this could be from the General Contractor or another reviewer earlier in the workflow.
• Option 2: Upload your own attachment(s).
• Option 3: Do both!

Step 2: Click the green “Review” button to open the submittal using the annotation tools. When you’re done, click the “<” button in the top left to return to the main submittal view.

Step 3: Click “+ Add Comment” to include any optional review notes, then click “Save.”

Step 4: Choose your review status by selecting “… Under Review” in the top right corner, then pick the appropriate status from the dropdown menu.

Step 5: Click the blue “Submit” button to complete your review and send it to the next person in the workflow. 🙌

How to Return a Reviewed Submittal

Step 1: Make sure all assignees have submitted their reviews. You can confirm this by checking under each assignee’s step—if it says “returned on [Date & Time]” in blue, their review is complete.

If you see “Not Returned” in grey, that means their review hasn’t been submitted yet and won’t be included in the return.

Step 2: In the top right corner, click the “Return” button. Now, select the file(s) to distribute, confirm details before returning, followed by 'Return'.

Step 3: Wait briefly while the system processes your return. You’ll see status updates in the bottom-right corner. Once finished, the status will update in the top right hand corner to “Returned”. You’ll also be able to download the submittal from the top-right as usual. 🙌