Attaching Items to a Submittal

This guide outlines the step-by-step process for attaching items to a submittal within the system. A submittal can contain various types of items such as products, components, systems, or drawings that require internal or external review. Following this process ensures documentation is complete, well-organized, and properly reviewed by all necessary parties.

Begin by navigating to the Submittals section of the system. This is where all existing submittals are listed and where the copy functionality is accessed.

• From the main navigation menu, follow this path:
  • Menu > Submittals

Locate and Open the Submittal You Want to Send

From the Submittals list:

• Scroll or search for the specific submittal you wish to email.
• Click directly on the submittal title to open its full detailed view.

Each submittal can include one or more related items. These might be individual products, equipment components, system descriptions, or technical drawings that require approval or record-keeping.

To begin attaching an item to the submittal:

• Navigate to the appropriate submittal record from your project dashboard or Submittals module.
• Once inside the submittal detail’s view, locate and click the “+ Item to Submittal” button. This initiates the item creation process and opens the form used to capture item-specific data.

Why this matters: Grouping items under a submittal helps keep related information centralized. This improves traceability and ensures that project stakeholders can easily locate all documentation associated with a particular product or phase of work.

Fill out Submittal Item Details

Once the item form is open, you will be prompted to enter key information. These fields help define and categorize the item within the submittal package and must be completed accurately.

Complete the form with the following details:

• Item #: This can be a simple numeric or alphanumeric code (e.g., 001, A2, or HVAC-01). Use a consistent numbering format to make referencing easier across documents and communications.
• Name: A descriptive title for the item
• Plan Sheet Numbers: Enter the drawing or blueprint references that correlate to this item (e.g., “M1.1”, “S2.3”). This allows reviewers to cross-reference the submittal item with design documents.
• Manufacturer: Include the name of the manufacturer or supplier providing the product or material.
• Spec Section: Indicate the applicable specification section from the project’s construction specifications (e.g., “Division 23 – HVAC”).
• Description: Provide a summary of the product, component, or drawing.
• Files: Upload any supporting documentation that may be needed for review or reference. This may include:
  • Product cut sheets
  • Manufacturer brochures
  • Installation instructions
  • Shop drawings
  • Photographs
  • Technical certifications or compliance data

Note: The fields Item # and Name are mandatory. These two pieces of information are required to successfully save the item to the submittal.

Upload and Manage Supporting Files

Once files are uploaded, they are listed under the item and can be interacted with in a variety of ways:

• To view a file, simply hover over the file preview and click “View”
  • This opens the document in an in-app viewer for quick reference without downloading.

• For additional file actions:
  • Click the three vertical dots in the top-right corner of the file thumbnail.
  • Choose from the available options:
• Download: Save a local copy of the file.
• Markup: Open the file in the markup tool to annotate or highlight important sections.
• Delete: Remove the file from the item (only available to users with the appropriate permissions).

Reminder: Be sure to upload only relevant and final versions of documents to reduce confusion during the review process.

Enter External Approver Response (If Required)

This section should remain blank, as the external approver will provide a response to the submittal and will have the ability to update the status of each item and attach documents directly.

In some cases, the external approver may not have access to a computer, and the response will be received via email or another method outside of Contractor Foreman. In such cases, manual entry will be required. If this applies, scroll to the External Approver Response section and complete the following fields:

• Status: Select the appropriate response status from the dropdown menu. Common options include:
  • Approved
  • Rejected
  • Revise and Resubmit
• Date Sent: Indicate the date the item was forwarded for external review.
• Date Received: Record the date that a response or decision was received back from the reviewer.
• Response Note: Use this field to capture any additional feedback or clarification from the reviewer, such as conditions for approval or specific revision requests.

Tip: Consistently recording these responses helps build a complete audit trail of the submittal lifecycle and ensures compliance with contractual review processes.

Confirm Upload and Item Completion

After adding files and entering item details, perform the following checks:

• Verify that all uploaded files are visible in the list and open correctly.
• Review each field you entered for spelling, accuracy, and completeness.
• Ensure required fields are filled out so the item can be successfully saved.

Only after this verification should you click “Save” or “Submit” to finalize the item entry.

Best Practice: It’s a good habit to double-check especially when dealing with multiple items in a submittal to avoid miscommunication or delays in the approval process.

Review the Submittal as a Whole

Once all items have been added to the submittal and their individual details have been confirmed:

• Return to the submittal overview screen via the main navigation or the breadcrumb menu.
• Click the eye icon labeled “View” next to the submittal name. This opens a read-only version of the entire submittal package, allowing you to review all included items, their supporting documentation, and any external responses in a single view.