Setting up Submitals

Default Review Workflow

Alert: A Review Workflow defines the path a Submittal Item follows during the review process. The Default Review Workflow is automatically assigned to all CSI Codes that inherently demand submittal items. Customization of Review Workflows is possible at the CSI Code level to meet specific requirements.

1. Once the Submittal Module is activated on your project you will be directed to the Default Review Workflow page.

2. From this page you can set up a date that all your Submittals need to be submitted and replace the automatically calculated Submittal Item due date with an actual due date for all the selected CSI Codes.

3. The due date is automatically calculated when Submittal Items are created.

4. The date when Submittal Items will appear in the Ball In Court for a user before the actual due date.

5. The due date for Submittal Items to be reviewed is calculated based on when they are issued to the Review Workflow.

Tip: Review Workflow Role Definitions:

• Submittal Administrator: Manages all aspects of the Review Workflow, Submittal Type and Items for the CSI Code they are assigned to. Users from GC / Construction Manager are typically assigned this role.
• Review Administrator: Manages the Reviewers and Review Status of Submittals Items for the CSI Codes they are assigned to. Users from Architect are typically assigned this role.
• Reviewers: Reviews Submittal Items for the CSI Codes they are assigned to. Users from MEP Engineer, Structural Engineer, etc. are typically assigned this role.
• Upload Submittal Items: Upload files to Submittal Items for the CSI Codes they are assigned to. Users from Subcontractors are typically assigned this role.
• Distribution Only: User is on the Distribution List when a Submittal Item is closed for the CSI Codes they are assigned to. Users from the  Subcontractors are typically assigned this role.

6. Click the "Role" for the user. Multiple users can be assigned the same role as necessary.

Tip: Send Email Notifications Definitions:

• New Submissions: On the distribution list when a new submission is uploaded to a Submittal Item.
• Issued to Workflow: On the distribution list when a Submittal Item is issued to the Review Workflow.
• Reviewers Returned: On the distribution list when a Reviewer reviews a Submittal Item.
• Review Admin Returned: On the distribution list when a Submittal Item has been reviewed.
• Closed: On the distribution list when the review is finished and the Submittal Item closed.

7. Click the appropriate "When to Send Email Notifications" to include the user from email notifications when a Submittal Item progresses through that specific step in the Review Workflow.

8. Click "Submit" to finish you Default Review Workflow.

Submittal Module Administrators

9. Click the checkbox of who will be the Submittal Modules Admins. This is usually the company and/or users that will be the submittal admins on your default workflow.

10. Click "Submit"

Editing Workflows

11. Click "CSI Codes"

12. Click "Edit" if you want to Edit the Default Review Workflow.

13. To edit a specific "CSI Code", click the one you want to edit

14. Click "Edit" in the right panel.

15. Click "Edit"

16. Click the user's "Role" you want to edit.

17. Click "Submit"

Adding CSI Codes

18. Click "CSI Codes"

Tip: If your project already has the Specifications uploaded in Drawings & Specifications folder in BuildFlow. Our AI will read through the Specifications and auto-create your Log and apply the associated submittal types within the CSI code!

19. Click "Add CSI Codes" if you need to add a CSI code to the Log.

20. Click the checkbox of the CSI code you would like to enter or you can add a CSI code from the master list.

21. Click "Submit"

22. Click here.

23. Click "Submit"

24. Click "Log"