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. Ie, Structural first, then Mechanical, then Architectural.
2. Allow everyone to work at the same time with their own response areas and review status.

To Get Started

Step 1: Ensure that step-based submittals are enabled.

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

Step 2: When you open a submittal, check who is currently listed as the Ball-in-Court (BIC).

Step 3: If you’re the Ball-in-Court (BIC), your step will be highlighted with a blue outline—this means it’s your turn to review.

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: Use a Template - If you already have a template set up, you can Select the Template from the dropdown menu, followed by Create.
• In the next step, add your attachment to the submittal!

• Option 2: Add Steps - select the Manager from the dropdown menu, and Add Steps. Continue to the next steps to walk you through this.

Step 3: Click +Add Step to begin creating your review workflow. Start adding your steps. For each step, click + 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.

Step 4: 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.

Step 5: Repeat Steps 3 and 4 to add as many steps and assignees as needed. When finished, click Create.

• An email notification will be sent to the assigned users, and a new task will be created for them in Part3.

Step 6: 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. Select the file to distribute.

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. 🙌