Submittal Example: Workflow in Practice – PlanRadar HelpCenter

Overview

This article explains all the steps to create, review, and approve a Submittal ticket for the example introduced in Submittal Example: Overview, where the request is raised by a subcontractor.

This Submittal ticket is based on the Submittal form that was prepared as described in Submittal Example: Setup.

The step-by-step guide below explains how to fill in all the fields and the approval workflow steps, assuming that you know how the related features work. Find more detailed explanations about relevant features below in Related Articles, including mobile app.

1. Create Submittal with All Details

The following steps are done by the Submitter (Subcontractor):

Create a Submittal ticket using the Submittal form and set a plan position if relevant.

You could even place the ticket on a 360° image of a SiteView run.
Read more in Add Tickets to 360° Images in the Webapp.
Fill in fields:
1. Title: for example 'Shop Drawings – HVAC Duct Layout'.
2. Discipline: Select the discipline to categorise the Submittal e.g. HVAC.
3. Description: Write a clear description about what you want to get approved in the Submittal.
4. Specification section: Add a reference to a relevant contract or specification section
5. Submittal type: Select a type to categorise the Submittal e.g. Shop drawing.
6. Approve by date: Select a deadline until when you want the approval decision.
7. Submittal coordinator: Select the designated Submittal coordinator of the project.
8. Assignee: Select the coordinator to indicate that the ball in court is at the coordinator's side after your submission.
Add ticket attachments to provide all relevant files that need approval.

2. Review Details & Start Approval Workflow

The following steps are done by the Coordinator (General Contractor):

Review submittal details.
If the Submittal is not satisfactory, the coordinator asks the Submitter (via comment) to refine it and reassigns the ticket. The Submitter updates the Submittal details and assigns it back to the Coordinator.
If the request is satisfactory, the Coordinator continues to the next step.
Start the Approval Workflow:
1. Select the Submittal approval workflow.
2. Click Request approval.
3. Optional: Change steps, reviewers or duration if the predefined Submittal workflow doesn't fit for the current situation.
4. Click Send request to lock the ticket and automatically notify reviewers of the first approval step.

3. Approval - Step 1 - Reviewer (Architect)

The following steps are done by the Reviewer (Architect):

See the approval request in Approvals > Pending your approval or find it in the email notification.
Open the Approval request details.
Open the ticket under Items to review
Review all the Submittal details and attachments
Click Approve or Reject
Optional: Enter a comment
Click Approve or Reject for final confirmation

4. Approval - Step 2 - Reviewer (Engineer)

Step 2 of the ticket approval workflow starts after Step 1 has been completed with the Architect's approval.

The next steps are done by the Reviewer (Engineer) and are exactly the same as described above in 3. Ticket Approval - Step 1 - Reviewer (Architect).

If one of the reviewers rejects the approval request the workflow ends. The Coordinator can unlock the ticket before asking the Submitter to update the Submittal details or attachments and reassign the ticket. After the ticket is updated the Coordinator can start another approval request.

5. Completed Approval Request

Once all reviewers approved, the request is completed with the status Approved.

View Approval Status

In the Ticket details you can see the ticket approval status:

In Documents > Ticket Attachments View you can also see the ticket approval status of each attachment:

In Tickets > List View you can also see the ticket approval status:

View Approval Comments

Reviewers can leave comments with each Approval or Rejection.

You can view approval comments in the Approval Request:

You can also view approval comments in the Ticket Journal:

For Tickets

For Ticket Approvals