Submittal Approvals in Contractor Foreman

Submittal Approvals in Contractor Foreman

The approval process is a critical part of submittal management, ensuring that all documents are thoroughly reviewed before materials or systems are purchased, installed, or constructed. Contractor Foreman uses a two-step approval process, internal and external. to promote quality control and align internal project teams with third-party stakeholders like architects, engineers, or consultants.

Following this structured workflow helps avoid costly errors, ensures compliance with project requirements, and keeps all parties accountable throughout the lifecycle of each submittal.

Open the Submittals Section

Start by navigating to the Submittals module where you can access and manage your existing records.

●       From the Main Menu, go to:
Menu > Submittals

This opens your list of all project submittals, showing current statuses, titles, and due dates.

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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.

Internal Approval

Before any submittal is sent out to external stakeholders, it should pass through an internal review phase. This internal approval acts as a quality assurance checkpoint, allowing project managers or other designated reviewers to verify completeness and accuracy.

How to Send for Internal Approval:

●       Inside the Submittal view, click “Send to Internal Approver.”

●       This action triggers an email notification to the assigned internal reviewer.

 What Happens Next:

●       The internal approver receives the notification and opens the submittal via a secure link or by logging into Contractor Foreman.

●       They carefully review:

○       All submittal item fields (product names, item numbers, descriptions)

○       Attached files and supporting documents

○       Any notes or project references

Internal Approver Options:

●       Approve the submittal internally, signaling it’s ready to move forward.

●       Request revisions, if any information is incomplete, unclear, or inaccurate.

External Approval

Once the internal approval is completed, the submittal is ready to be sent to external stakeholders, such as architects, engineers, consultants, or owner representatives, for final approval.

How to Submit Externally:

●       From the same submittal screen, click the three-dot menu (also called the “Actions” menu).

●       Select “Submit for Online Approval.”

This launches the external review process. The designated external reviewers will receive an email invitation to review the submittal through their dedicated approval portal.

What the External Reviewer Can Do:

●       Review all included items and documentation

●       Approve the submittal without changes

●       OR reject the submittal, often including comments or required revisions

Handling a Rejected Submittal

If an external reviewer rejects a submittal, it’s important to preserve the integrity of the original record and follow a defined revision path.

Important: Do NOT modify the original submittal. Doing so erases historical context and can lead to confusion or compliance issues.

Instead, follow this process:

1. Create a Copy of the rejected submittal:
   

○       Use the “Copy” option from the submittals list or Actions menu.

2. Rename the Copy clearly to reflect its revision status:
   

○       Example: “Submittal A – Rev 1” or “Submittal 103 – Revised per Architect Comments”

●       Make Necessary Revisions:

○       Update item descriptions, spec sections, or any requested fields

○       Attach missing or corrected documents

●       Repeat the Approval Process:

○       First, send for Internal Approval to verify the revision

○       Then submit the revised copy for External Approval

Tracking Rejected Submittals

Contractor Foreman includes a “Requiring Attention” section within the Submittals module. This area is designed to help project teams keep an eye on any submittals or submittal items that were rejected or marked for revision.

●       Rejected items will be flagged and categorized, so you can quickly locate them.

●       Regularly reviewing this section helps ensure no item falls through the cracks.

 

 

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