Set up a workflow to a submittal

The submittal workflow governs the routing of the submittal to respective parties at successive stages in the order. 

• Custom workflow templates are defined at the company level for use in all your company projects.
  
• Each template contains a sequence of steps, with each step defining an action, the type of company/person responsible for the action, and the maximum number of days allowed for that step. 
• You can select a template with the required sequence of steps, then specify the responsible party and due date for each step.
  

To set up a workflow for the submittal:

• Ensure that all the mandatory fields are filled in the details tab of the submittal entry.
•  Click the 'Workflow' tab

• Choose the workflow template you want to apply from the dropdown menu.

Once chosen, the sequence of steps, with the actions and the responsible company types in each step shown as a list.

• Action - The activity involved. The action can be a  request, submission, review, approval, etc. This is pre-populated from the chosen workflow template.
• Company Type- The role of the contractor company in the project. This can be the general contractor, subcontractor, architect, etc.
• Company Name- The business name of the company. You can choose the company from the respective drop-downs.
  • Click inside the 'Company Name' field and choose the company from the options.
• Assigned to - The person responsible for submitting the submittal. This field is auto-populated with the name of the prime project manager from the selected company.
• Process days- The maximum permissible days for the activity. The number of days allowed for each step is inherited from the respective values specified in the template by default. You can manually edit them as required. The 'Due Date' for each step auto-updates depending on the set process days. 
  • Double-click inside the 'Process Days' field to manually enter the number of days. 
• Received Date - The date on which the submittal was received for the action from the previous step.
• Due Date - The target completion date of the activity. The date is auto-populated based on the completion date of the previous step and the allowed process days of the current step, excluding weekends and holidays. 
• Response Date - The date on which the action was completed.
• Status - Whether the action is complete, pending, or in processing.

• Click the 'Save' button to proceed.

• Click the 'Edit Workflow' button to edit the workflow if necessary. You can edit the workflow any number of times before routing it to the next step.
• Click the  button on the top right to forward the submittal to the next step.

You can view the status of the submittal in its workflow at any time by clicking the 'Workflow' tab.

Tip:

You can chat with the team members and the participants of the submittal at any stage. Click the button on the top right. See Chat and Collaborate for more guidance.