Please Note: The Submittals feature is enabled on an organizational level. To have the Submittals feature enabled for your organization, please contact firstname.lastname@example.org
• What is a Submittal?
• What Platform is the Submittals feature available on?
• How is the Submittals workflow like in PlanGrid?
Managing your Submittals
• Adding items
• Assigning items to your subcontractors
• Receiving assigned items and creating a package
• Managing a package
• Reviewing a design
• Publishing a package
• Reporting, downloading and exports
• Dashboard exports
• Items and packages csv exports
• Package PDF export
What is a Submittal?
With PlanGrid Submittals, tracking and managing reviews is no longer a fragmented process. This feature enables submittal reviews to progress seamlessly from the contractor, to the subcontractor and the design team with one click, allowing your team members to be notified to keep submittals moving. For added convenience, subcontractors and the design team can also respond to submittal actions by either email or in PlanGrid.
What platform is the Submittals feature available on?
Managing and tracking of submittals can only be done on Web. Once submittals are approved, however, they are visible in the Documents section and therefore visible on all platforms.
How is the Submittals workflow like in PlanGrid?
The GC adds submittal items and assigns them to the subcontractor
The subcontractor receives an email with the items. It is not necessary for the subcontractor to have a PlanGrid account in order to use this page.
The subcontractor creates a package by selecting items (optional), uploading any needed PDFs and adding any other information. Then, they submit the package.
The GC receives an email with the package. They will be able to download and review it, reject it to send it back to the subcontractor, or send it for design review if they approve it.
The architect/assigned design reviewer receives an email to review the package. It is not necessary for the architect to have a PlanGrid account in order to use this page.
The architect will be able to open and review the submittal, upload any needed PDF files, add any other information and submit their review.
The GC receives an email letting them know the review is ready. They can send it to another reviewer, or publish it. This will add the final submittal to an approved submittals folder in the Documents section.
Managing your Submittals
Please Note: The Submittals feature is enabled on an organizational level. To have the submittals feature enabled for your organization, please contact email@example.com
If you are an admin of a project with this feature enabled and you go to the Submittals page for the first time, you will be taken through an on-boarding flow. Click on Next:
Please note: If you also have the Automatic Submittals Log feature enabled, you will see an extra step in the process. Please click here to learn more about the Automatic Submittals Log feature:
You can add items either in bulk with your own spreadsheet, or manually, individually.
To add items in bulk, you can upload either a CSV, XLS or XLSX files. Your spreadsheet must match our bulk upload template. If you include email addresses in the "Subcontractor" column, those Subcontractors will immediately get notified that they need to submit those items
If you have the Automatic Submittal Log feature enabled, the output of it will be already in our bulk upload template's format.
Please Note: When you complete the bulk upload process, there is a delay before the items are created. There is currently no loading state for this (we're working on it). You will need to refresh the page to see when the items are added.
To add items individually, click on "Add Items" from the Items list page. Items can also be added by a sub when they are submitting a package (in case any got missed)
Once you create an item, not all item fields will be visible. Once you select an item and the side edit panel appears, click on "Additional Information" so other fields can be filled in.
Please note: Once an item has been added to a package, it cannot be edited, unless it's removed from that package.
Assigning items to your Subcontractors
Check the box next to your item, and click on "edit" at the top. Under "Sub", select the team member you would like to assign the item to. If the sub is not a team member, or doesn't have a PlanGrid account, click on "Invite new team member" to add them to the project (the subcontractor won't need to create a PlanGrid account to view their items).
Type their email address, and choose their permission level (we recommend Collaborator), and add them. (They get invited to the project, but they do not need to accept the invite).
Click Save on the item. An email will be sent to the Subcontractor requesting the item. They will be notified via email when they get assigned the item and on the day it becomes overdue.
Receiving assigned Items and creating a package
If you are a Subcontractor and get an item assigned, you receive an email. You will need to click on the link to provide a response. You will not need to have a PlanGrid account to respond.
Please note: Opening this page will log you out of your PlanGrid session on our website if you are logged in.
If you forward this email to someone else, that new recipient can access this page and submit a response. However, the audit log will show it as completed by you, since you were the original assignee. This is what you will see when you click on the link. Click on "Create a Submittal package for review" at the bottom to get started:
This will display all submittal items assigned to your email address. Check the box next to all items that will be contained in this submittal to select them. If you prefer, you can also create a package without any items. Once your items are selected, click the "Next" button.
If you need to upload PDF files to your package, drag and drop one or more PDFs directly onto the page, or click on "From your computer" to select the files manually.
Type a name for the submittal, then leave an optional note for the submittal manager. When this is complete, click the on "Submit package".
If you are an Admin or Submittal manager and you are creating the package, you will see more fields:
Please Note: When an admin or Submittal manager is submitting a package, "Send directly to design review" will be checked automatically. This skips the Manage step and moves the package straight into the Design Reviewer's court. This is because we presume that the Submittal Manager has already done their review prior to creating the package. If you don't want to skip this step you will need to uncheck this box.
Managing a Package
After the Subcontractor submits a package, the GC submittal manager will receive an email with a link to the package page on PlanGrid. Click the "view submittals" button to visit this page and review the package.
At the top of the package page is a workflow diagram that indicates the current state of the submittal. Each step of this workflow has a clear primary action that will move the Submittal forward. Click on "download" to save a copy of the package on your computer for Submittal manager review and markup.
All actions taken will be visible in History on right hand side. Uploading a new set of files will be visible there as well. Previous uploads can be found in the History log.
Actions in the action bar at the top move the package back and forth through the approval process. Actions will be visible to:
- User who has Ball-in-court
- Submittal Manager
Editing can be done by project admins or the Submittal manager
Ball-in-court can only be changed to the user who is performing the edit, so as not to break the workflow.
Uploading a new file is not required to send on for design review
When downloading the files, you will have the option to add a transmittal page. Your company logo and projects details can be added (currently your company logo needs to be added via Issues or Field reports).
If the downloaded submittal requires changes from the subcontractor, click reject to send it back to them. If the submittal is acceptable and ready for design review, click send for review.
If you added any notes or mark-ups to the submittal, drag and drop the marked-up PDF directly onto the page, or click to upload it from your computer.
Enter a design reviewer, due date, and an optional note. When you’re done, click on "send".
Reviewing a Design
After the submittal manager sends the package for design review, the assigned design reviewer will receive an email with a link where they can download and review the package. It is not necessary for the architect to have a PlanGrid account in order to use this page. Click on "view submittals" to start reviewing the package.
Click on "download submittal" to save the submittal package to your computer. After the download is complete, click on "start review".
Drag and drop one or more reviewed or marked-up PDFs directly onto the page, or click on "from your computer" to select your files manually.
Set a review status then add an optional note. When finished, click on "submit review".
Please note: If a package is rejected or Revised and resubmitted, it goes back one step. From there, you can be send it back to the subcontractor for resubmittal.
If you log on our website, you can review the package from the detail page.
If you are reviewing on the detail page, you can select another reviewer to be assigned to the package. If you clicked on the email, it will need to go back to the Submittal manager before the next review
Publishing a package
Once the design reviewer has submitted a review, the GC submittal manager will receive an email linking them back to the package detail page.
If the submittal requires another review, click on "next reviewer" and enter the next reviewer's name or email address. This step is optional.
To share the final submittal with your team the field, click on "publish". This will add the final submittal to an approved submittals folder in the Documents tab that can be also accessed from the PlanGrid mobile app (Windows, Android and iOS).
Please Note: Once a submittal package is approved it will now longer be visible on the dashboard, but it can be viewed in the packages list page.
Reporting, downloading and exports
You can create a PDF export of the dashboard by clicking on "Export Dashboard", in the Dashboard tab:
You can opt to exclude certain sections from your export by minimizing that particular section:
We will also email you every Monday a weekly report with a Dashboard export.
Items and Packages csv export
Items and packages can be exported into a spreadsheet at any time by clicking on "Export" from either the Items or Packages page.
Packages PDF exports
Clicking "Export" while viewing a package will generate a PDF file that will include a transmittal page, the most recent files uploaded and the history log.
You can customize the following from the Submittals Settings tab:
Default Review time: When a package is assigned to a design reviewer, this indicates the amount of days in the future that the due date will be set to by default. That date will just be a suggestion can be changed at the time of assigning by the submittal manager. Please keep in mind that these are calendar days, not business days.
CSI Master format version: This defines the CSI Masterformat code that will be used to autocomplete spec section numbers and names. If neither are relevant, selecting the blank state will stop the auto-complete from showing up. When doing bulk upload, the spec section name column is not used unless this is in the blank state. This means if names are different from the CSI masterformat standards, you must switch this to blank.
Default Submittal Manager: The person who will be assigned any new package created by subs and assigned as their default submittal manager. This will be initially set to whoever completes the on-boarding process.
Custom review status stamps: It allows you to customize the potential responses a design reviewer can provide
Can add, delete or rename your review status stamps.
The categories for the review status stamps are as follows:
- Approved: Allows the package to move forward in the process
- Needs Revision/Rejected: Move the package back into the "Manage" step and in the GC's court.
Depending of your permission level in the project, and your Submittal role, there are certain actions you will be able to perform or not:
* Edit any fields
** Update specific fields as allowed when a item/package is assigned to you