Submittal Example: Setup

Overview

This article explains all setup steps for the example introduced in Submittal Example: Overview, where the request is raised by a subcontractor.

It covers how to prepare user roles, configure the Submittal form, set field permissions, and prepare and enable the Approval workflow. For detailed guidance on specific features, see the linked HelpCenter articles under each step.

Once completed, you can use this Submittal form and workflow to create and process Submittal tickets, as described in Submittal Example: Workflow in Practice.

1. Prepare User Roles

You can create new roles as suggested here or adjust the existing roles of involved users if required.

Read more in Create & Manage Roles.

Role: Submitter

The Submitter needs a role with the following ticket permissions:

• Create: checked
• View: Tickets that are created by or assigned to the user or a group they belong to
• Edit: All tickets that the user can view

Role: Submittal Coordinator

The Submittal Coordinator is assumed to have full permissions as the general contractor.

He needs full ticket permissions and at least the following approval request permissions:

• Create: checked
• View: Only approval requests where the user is involved
• Edit: Only approval requests created by the user

Role: Reviewer

Reviewers don’t require additional role permissions.

Even free users with the subcontractor user type can review approval requests and the related tickets once the approval workflow started.

2. Create the Approval Workflow

Create an Approval workflow for Submittals by adding the Reviewers to each step and defining the duration to manage due dates for each approval step.
In this example, Step 1 includes an Architect, and Step 2 includes an Engineer. Each reviewer has three working days to approve or reject the request.

In Approvals (with redesign from Figma):

Optional: If you want Reviewers to work in parallel, add them to the same step.

Read more in Create & Manage File Approval Requests and Review Files > Create an Approval Workflow.

3. Create the Lists

Create a list for the Submittal type list field with values for each submittal type e.g. material, shop drawing, sample, product data.

Create a list for the Discipline list field with values for each discipline e.g. Architectural, Electric, Plumbing.

Read more in Create & Edit Lists.

4. Create the Form

Create a new form in your PlanRadar account with the name Submittal.

Read more in Create & Edit Forms.

5. Configure Form Options

1. Keep the default form options for Attachments, Comments and Plan position enabled.
2. Enable the Numbering sequence form option with 'SUB' as prefix to automatically get a number for each Submittal ticket e.g. SUB-1, SUB-2.
3. Enable the Approval workflow form option to allow users to approve tickets.

Read more in Form Options.

6. Add Fields

Add all the predefined and custom fields as listed in the following table:

Read more in:
Create & Edit Forms > Add a Predefined Field
Create & Edit Forms > Create & Add a Custom Field

7. Configure Field Permissions

Configure all field view and edit permissions as follows:

• All involved roles have view permission for all fields.
• Submitter and Coordinator have edit permission for all fields, though the Submitter should fill them.
• Reviewers only participate in the Approval workflow and do not edit fields.

Read more in Field Permissions.

8. Add the Form and Workflow to Projects

Add the Submittal form to any project where you want to use it for Submittal tickets.

Select the Submittal Approval workflow when adding the Submittal form to a project.

Make sure that the users defined in the workflow are already in the project. Otherwise, you will not be able to add the workflow.

Read more in Manage Forms of a Project.

9. (Optional) Add the Form to Favourites

This step is optional but recommended, as it lets users quickly filter tickets for the Submittal form.

Add the Submittal form to your PlanRadar account's favorite forms.

Read more in Manage Favourite Forms.

Once all setup steps are completed, you can use this Submittal form and workflow to create and process Submittal tickets, as described in Submittal Example: Workflow in Practice.