Create Submittal Items

This page provides instructions on how to manually create new submittal items in the Submittals tool. It covers:

The submittal creation form and available fields
Setting the spec section, title, number, and other details
Adding attachments, planning dates, references, etc.
Understanding the suggested next submittal number

To manually create items:

Select the Submittals tool on the left.
Click Create item.
Select a Spec section using the drop-down list or Create new to generate a new spec section.
Enter a Sub spec section (optional).
Enter a Title.
Enter a Number. For more details, see Submittal Custom numbering.
Enter a Description (optional).
Select or create a package (optional).
Choose a Type using the drop-down list.
Assign a Responsible contractor (only available to managers) or Manager.
Select a Priority.
Add Attachments (optional).
Select Planning dates (optional).
Enter a Lead time (optional).

Calculating Next Available Submittal Numbers

The suggested next number is calculated as the previous number incremented by 1. If Spec Section numbering method is chosen suggested next number is the previous number within a given Spec Section incremented by 1.

Important:

Previous number is the last submittal created in the project.

Additional logic handles prefixes, suffixes, and leading zeros. This allows submittal numbering to stay organized as submittals are added, edited, and removed over the project timeline.

Note:

Deleted drafts, manually edited and cleared numbers are ignored in the calculation of next available submittal number. These numbers can be set manually if they pass validation.

Tip: When creating multiple submittal items, check Create another to open a new Create item window once you click Create

Import items

Only managers can import submittal items. Project administrators assign the Manager role through the submittal settings (Settings > Permissions).

Select the Submittals tool on the left.
Select the drop-down icon next to Create item .
Select Import Items.
Select Browse.
Select file.
Select Open.
Select Import Items.

An email notification will be sent to confirm the successful import.

Note: Download the sample to see proper formatting.

Submittal Spec sections

Spec sections organize submittals and link them to project specifications. They ensure submittals comply with project requirements.

There are two ways to add spec sections:

Select an existing spec section from the drop-down menu when creating a submittal
Create a new custom spec section

See Managing Spec Sections for more details.

Submittal Packages

Packages allow you to group multiple, related submittals. For example, you may create a package for all submittals related to concrete work.

There are two ways to add packages:

Select an existing package from the drop-down menu when creating a submittal
Create a new custom package

See Managing Packages for more details.

Submittal Types

The Type helps identify and categorize a submittal. Common types include:

Shop Drawing: Detailed drawings showing how project components will be fabricated and installed
Product Data: Catalogs, brochures, performance charts, or other information on products to be used
Samples: Physical examples demonstrating materials, finishes, colors, textures, or workmanship

See Managing Types for more details.

Submittal Permissions

Permissions determine who can view and edit a submittal.

Permission levels can be customized as needed.

Submittal Attachments

You can attach files to a submittal, such as PDFs, images, Revit models, spreadsheets, and more. This allows you to include supplemental information.

There are several ways to add attachments:

Drag and drop files onto the attachments area when creating a submittal
Click the attachments area to open a file browser and select files
Once the submittal is created, attachments can be added in transitions

See Managing Attachments for more details.

Submittal Fields

Field	Description
Spec Section	A predefined category that classifies the submittal item. Learn more about Spec Sections
Sub Spec Section	A more specific categorization within the Spec Section.
Number	Number of the submittal item. For more details, see Submittal Custom numbering.
Title	A brief and descriptive title for the submittal item.
Description	A text field for providing additional information about the submittal item.
Package	Allows bundling of submittals into packages for more organized management. Learn more about Packages
Template	Selection of a custom review template, as discussed earlier, for structuring the review workflow.
Type	This relates to the Submittal Types and is used to categorize the submittal.
Assign to Responsible Contractor	Select a responsible contractor for the submittal.
Assign to Manager	Select a custom manager responsible for the submittal, different from the default manager.
Submitter due date	Set date by which submittal needs to be submitted.
Priority	Set the priority level of the submittal item.
Watchers	Specify custom watchers, aside from the default ones, who will be notified about changes and updates.
Required date	Set date by which submittal needs to be received from subcontractor.
Required approval date	Set date by which submittal needs to be approved.
Required on job site date	Set date by which product/materials need to be on job site.
Lead time (In days)	Set amount of time from approval to having product/materials on job site.