Submittals Overview

Submittals are items documented in project specifications that need to be provided to the project owner, architect, or CM Firm for review and approval. Some examples of submittals are shop drawings, engineering data, material samples, test results, and product literature/manuals. Certain submittals such as product manuals are often used later by the client for operational purposes.

In the case of a General Contractor (GC), Submittals are requested first from Subcontractors and Suppliers per the project specifications. They are then submitted to the Respondent for review and approval. On occasion, items that are rejected in some capacity will need to be resubmitted which may warrant creating another submittal. Upon final approval, the GC will return the Approved Submittal and related documentation back to the Suppliers and Subcontractors so materials can be purchased.

Company References Within Submittal Form

A Company can be referenced in three (3) areas within the Submittal form: Originator, Coordinator and Respondent.

Originator: Company that provides the original submittal items such as a subcontractor or supplier.
Coordinator: Typically, your firm will be referenced here.
Respondent: The company that is reponsible for reviewing and approving submittal items.

The table below provides example company references based on different user perspectives.

Corecon User Perspective	Originator	Coordinator	Respondent
Sub	Sub or Supplier	Sub	GC/Architect/Engineer/Consultant/Owner
GC	GC (Self Performing)/Sub/Supplier	GC	Architect/Engineer/Consultant/Owner
Architect or Engineer	GC/Sub/Supplier	GC	Architect/Engineer/Consultant/Owner

Understanding Submittal Dates

Submittal "Header"

Issue Date: Date submittal was entered.

Submittal Item Details Form

Information Due From Originator and Response Sent Back Dates:
- Due From Orginator: Date Submittal Item is due from Originator (ex. Sub/Supplier) so Coordinator can forward it on to the Respondent (ex. Architect).
- Rec'd From Originator: Date Submittal Item was received by Coordinator from Originator.
- Status Sent To Originator: Date Submittal Item Response was sent back to Originator by Coordinator.
Material Required On Site Date:
- Required On Site Date: Estimated date materials provided by supplier or subcontractor are due on jobsite.
Calculated Design Review Date Fields:
- Return to Originator = Required On Site Date - Lead Time (Calendar Days)
- Completion Date = Return to Originator Date - Design Review Time (Calendar Days)
- Submission Date = Review Completion Date - Internal Review Time (Calendar Days)
New Material Delivery To Site Fields:
- Anticipated Delivery Date: Date coordinatoor or subcontractor believes materials will be delivered to job site.
- Estimated Delivery Date: Date subcontractor or supplier believes materials will be delivered to job site.
- Actual Delivery Date: Date materials were actually delivered to job site.

Submittal Respondents Details Form

Sent Date: Date Submittal Item(s) was sent by Coordinator to Respondent.
Due Date: Date response is required from the Respondent.
Response Date: Date response was received from the Respondent. This is auto populated when the company responds in the TeamLink Portal.

Important Things To Know

A Submittal may contain one or more items with each having their own approval status. If one or more items are rejected, the 'Copy for Resubmission' button show at the top of the read-only form is available to create a new Submittal for those particular items. This wizard would also link the Submittal records.
If Submittals are the same from project to project then it would be efficient to create an import spreadsheet from Microsoft Excel.
The Correspondence Calendar shows when Submittals need to be responded by or when items are due from the Originator.
Special Instructions for GCs: Commercial GCs may want to document at the start of the project all Submittal Items that are long lead items (ex. structural steel shop drawings). Then, a Submittal Items Request report or email can be sent to the contractor or supplier notifying them of these due dates. This will minimize the risk of any delays.
When sending Submittals to the Respondent via email, Corecon will automatically include a hyperlink to access the TeamLink Portal so responses or comments can be documented online. When sending Submittals via mail carrier, a Submittal Transmittal is usually printed.
Response workflow can be enabled to send emails to respondents sequentially or all at once (aka Parallel).
- Sequential: An email alert would be sent automatically to the next respondent after comments have been entered in the TeamLink Portal by the current respondent. However, this would require 'Auto Notify Respondents' to be checked.
- Parallel: Email response requests will be sent to all respondents at once.
After receiving all responses be sure to mark the Submittal Closed and click the 'Save' button. This will ensure only open items appear in the Correspondence Calendar and Alerts view and will prevent response modifications within the TeamLink Portal.

Steps To Complete Before Entering Submittals

Make sure all Companies that will be referenced in the Submittal are in the Project Directory.
Optional: Review the options list for Submittal Types and Submittal Item Status. These fields can be used for filtering or sorting records.

Options to Create Submittals

Edit Submittals

Edit Submittal

Requesting Submittal Details

Email Submittal Request

Submittal Response Functions

After receiving the responses to the Submittal Items be sure to review/update the Status for each item. This can be done by clicking the pencil icon next to the Submittal Items section title.

Please be aware that if there is only one Respondent, item status can be updated in the TeamLink Portal. If there are more than one respondent, item status is disabled in the portal to avoid confusion and overwrites by different external team members.