Submittals Settings, Revisions & Tips for Better Organization

Submittals Settings, Revisions & Tips for Better Organization

Contractor Foreman allows users to customize the Submittals module to better match internal workflows, naming conventions, and project-specific requirements. By taking advantage of built-in settings and interface views, you can streamline the documentation process, improve clarity across teams, and maintain a more organized record of all submittals, both original and revised.

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.

Overview of Submittals Settings

You can access submittal settings by clicking the gear icon located at the top right of the Submittals module screen.

These settings give you control over how submittals are created, displayed, and numbered, allowing for alignment with your organization’s internal processes or project requirements.

Available Settings:

●       Adjust Submittal Starting Number
 Set the initial number for your submittal sequence.
 For example, if you want your first submittal to start at 100 instead of 001, you can configure this here.
 Useful when syncing with numbering systems from other platforms or specifications.

●       Rename the Submittals Module
 Customize the module title to reflect your team’s terminology.
 For instance, change “Submittals” to “Shop Drawings” or “Material Submittals” if that’s how your team refers to them.

●       Add Custom Fields
 Introduce new data entry fields specific to your workflow.
 You can capture information such as:

○       Location or Area

○       Construction Phase

○       Priority Level

○       Internal Reference Numbers

●       This ensures that your submittals contain all relevant project-specific information without being constrained by default fields.

Tips for Better Submittal Organization

A well-organized submittal system reduces confusion, enhances collaboration, and speeds up both internal and external reviews. Contractor Foreman offers multiple views and categorization tools to help you stay organized.

Use the Card View for Visual Clarity

To improve visibility and distinguish between different types of submittals, you can switch to the Card View layout.

●       Click the Card View icon at the top left of the Submittals module.

●       This layout separates submittals into visual cards, allowing for an at-a-glance view of:

○       Submissions – brand new or initial submittals

○       Resubmissions – revised versions of previously rejected or updated submittals

Why use Card View?
 It makes it easier to see which submittals are in progress, which are awaiting approval, and which are resubmitted versions, helping you keep a clean workflow and avoid duplication.

 

Leverage Custom Fields for Tailored Tracking

Every project has unique data requirements. Use Custom Fields to ensure that your submittals reflect the needs of your project team and stakeholders.

Examples of custom fields you can create:

●       Location: Indicate which building area, floor, or section the submittal applies to

●       Discipline: Useful for multi-trade projects (e.g., HVAC, Electrical, Plumbing)

●       Urgency or Priority: Flag time-sensitive submittals for quicker processing

●       Phase or Milestone: Link the submittal to a specific stage of construction (e.g., Rough-In, Final Install)

Pro Tip: Custom fields can also be used in filters and reports, giving you more powerful ways to search, sort, and analyze your submittals.

Approval Workflow Flexibility: Optional Internal Step

Contractor Foreman supports a flexible approval flow that can be adjusted based on your project or company policy.

By default, the submittal approval process includes an internal review step prior to sending documents to external parties. However, if your project team prefers to streamline this process, you have the option to bypass the internal-only step.

Combined Approval Process Option:

●       Instead of sending to internal and waiting, you can release a submittal to both internal and external reviewers at the same time.

●       This is particularly helpful when:

○       You’re working under tight timelines

○       Internal and external reviewers collaborate closely

○       Your team is confident in the quality of the submission

While this can accelerate your approval timeline, be sure that all documentation is thoroughly reviewed before sending, since skipping internal review could increase the chance of revision requests later.

 

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