Step 1: Submittal is assigned and submitted to the assigned user
A newly created submittal item with status OPEN is displayed on the Submittal Dashboard screen.
Screenshot displaying a Submittal with status OPEN on the Submittal Dashboard screen [highlighted using red rectangle in the screenshot below]:
Click on the Submittal row to view, assign and submit the submittal
The project owner, account admin, any account user (employee) and shared user (project access with full permission) can submit the submittal.
Screenshot displaying an open submittal:
The submittal name, submittal type, submittal number, the due date and the attribute data (if any) is displayed on this screen. You can change the due date from this screen.
Select the email ID of Assigned to user from the text box
The application will display the list of users with SKYSITE accounts who are associated with the Approver 1 Company and who have full project access permission. A notification email is sent to the Assigned To user from which he/she can access & work on the submittal for review. The assigned to user should have full project access to review the submittal and must belong to the approval authority company (i.e. his/her profile must have the approver company as the company name).
Select the email ID of users in CC
The users in CC will be able to only view the submittal contents and enter comments. The CC users could be anyone with full permission to project access.
Upload pdf file from the local system and attach to submittal or attach a file (pdf document) from the SKYSITE project under which the submittal is created
The attached file becomes the submittal document in pdf format. If there is more than one document uploaded then the application combines these files to create a single submittal document in pdf format
Enter any comments on the Submittal (if required)
Screenshot displaying a submittal with information entered and document attached:
Click Submit button to submit the submittal for review to the assigned user
The status of a submitted submittal will change to SUBMITTED. This is shown below,
The submitter will view the submittal under the My Submittal & All Submittal tab both.
Screenshot displaying a submitted submittal as viewed by the creator:
Step 2: The assigned user views, downloads submittal document, makes changes, uploads the modified submittal document and approves the submittal thereby sending the submittal to the next approver
The assigned user will move inside the shared project, then to Project Management > Submittal and under My Submittals tab can find the assigned submittal.
The assigned user will receive the Submittal under the My Submittals tab with status SUBMITTED.
The assigned user will now open the submitted submittal for review. This is shown below,
Select the next level of approver from the Assign textbox
The assigned user can view the submittal pending to be reviewed after clicking button on the Project Dashboard screen.
The application will display the list of users with SKYSITE accounts who are associated with the Approver 2 Company and who have full project access permission. The submittal is send to the approver email ID for review. The approver should have full project access to review the submittal item and must belong to the approval authority company.
If required, select user to whom the submittal is re-assigned from the Re-assign textbox
The assigned user (recipient) can re-assign the submittal if the submittal needs to take a detour (city permitting, LEED approval, ADA approval, etc.). The Assigned to user of the submittal can re-assign the submittal item to any employee of the same company with full access rights to the project. After the re-assignment and the necessary review by the recipient, the submittal will follow the rest of the predefined approval process as per the attached 'Workflow'. Same document handling and versioning applies. Reassignment will add the selected user as the Assigned to user.
Recipient can view Submittal History (which provides details of submittal status change and any comments along with date & time) and download any document attached to the submittal from the right-hand panel.
Recipient can download the submittal document by clicking button, can make changes to the downloaded document and upload the modified document in the submittal by clicking the button. Since the submittal is downloaded in pdf format, hence the submittal is allowed to be uploaded in pdf format only.
Note: Upload is done only during the 'Status' change (submittal version change which is actually submittal document change). Upload will not be successful is you does not click on Approve or Reject button.
Enter any comments after making changes to the submittal
Click on Approve button to submit the submittal as reviewed
The status of the submittal will change to REVIEWED and the submittal will be send to the next approver in the approval hierarchy as per the associated workflow.
Click on Reject button to disapprove the submittal
In this case, the submittal will not be sent to the next approver in the approval hierarchy but will be send back to the previous approver as per the associated workflow.
Screenshot displaying the changed status of the submittal on the Submittal Dashboard screen:
Click on the submittal to view the reviewed submittal
Screenshot displaying the reviewed submittal as viewed by the approver 1 company employee:
Please note that the version of the submittal changes from v1 to v2. This means that the first level approver had downloaded the document and uploaded the document after may or may not making the necessary changes.
Step 3: The next approver views, downloads submittal document, makes changes, uploads the modified submittal document and approves the submittal item
The next approver will receive the reviewed submittal under the My Submittals & All Submittals tab both. This is shown below,
The approver 2 will now open the reviewed submittal. This is shown below,
The process of reviewing is same as that of the first level of approver.
If Approver 2 is the final approver, then he/she will have three types of approval options. These are ‘Approved’, ‘Approved as Noted’ & ‘No Exceptions Taken’. Although the functionality of these three approval functions are same, the meaning is different. You can choose simply ‘approved’ when you are the last approver to close the submittal, you can choose ‘approved as noted’ when you have made changes to the submittal document, you can choose ‘no exceptions taken’ when you have not made any changes to the submittal document.
If this approver is the last approver (as per the workflow selected – 2 level approval cycle) then the Assign to email entry box will be absent.
Although, the last approver can enter comments and send the submittal document to other users for viewing by entering email ID of project users in CC list.
Click on [Approve] button to choose any one of the approval options to mark the submittal as approved.
This means that the submittal is closed i.e. the submittal approval cycle is complete.
Screenshot displaying an approved (closed) submittal on the My submittal tab of the last approver:
Click on the submittal to view the approved submittal.
Screenshot displaying an approved submittal:
Please note that the version number of the submittal is updated from v2 to v3.
The creator of the submittal will view the approved Submittal under the All Submittals as well as the My Submittals tab.