A submittal is a formal document you send for approval before fabrication or installation, such as a shop drawing, product data sheet, or certification. You create a submittal from a project's Submittals page, either by filling in the details yourself or by uploading a PDF and letting Oversite read the details for you. Every new submittal starts as a Draft.
Administrators, project managers, and supervisors can create submittals. Inspectors and Viewers cannot.
How to create a submittal manually as a contractor
On the project's Submittals page, click Create Submittal. Oversite asks how you want to create it.
Click Create Submittal.
Choose Create Manually.
Enter a Title.
Click Create Submittal.
Your submittal is created as a Draft. Open it and click Edit to add the Submittal Type, which is required before you can submit, along with the Priority, dates, description, and attachments.
How to create a submittal as a reviewer
A reviewer (a CEI or Agency company) can create a submittal on a contractor's behalf. On the project's Submittals page, click Create Submittal.
Click Create Submittal.
Choose Create Manually to open the full form.
Select the Contractor the submittal is for. This is required.
(Optional) Select a Stakeholder User at that contractor and a Submittal Manager.
Choose the Submittal Type, which is required, and set the Priority.
Set the Required Date and Review Due Date if you have them.
Enter a Title, which is required, and a Description.
Click Save and Continue.
The submittal is created as a Draft and opens so you can add attachments before you begin the review.
How to create a submittal from a PDF
If you already have the submittal as a PDF, Oversite can read it and fill in the details for you. On the project's Submittals page, click Create Submittal.
Click Create Submittal.
Choose Upload PDF.
Drag and drop a PDF into the upload area, or click to browse. Files can be up to 50 MB.
If you are a reviewer, choose the Contractor Company if you want to.
Click Create from PDF.
Oversite reads the document and fills in the title, description, type, priority, and any specification sections it can identify, then opens the new Draft.
Note: The extracted details are a starting point. Review them for accuracy before you submit the submittal for review.
How to edit a draft submittal
You can edit a submittal only while it is a Draft. Once it has been submitted, it can no longer be edited. On the project's Submittals page, open the draft you want to change.
Open the submittal you want to change.
Click Edit.
Update the type, priority, dates, title, description, or attachments.
Click Save and Continue.
Your changes are saved to the draft.
How to reorder draft submittals
Oversite numbers submittals automatically, such as SUB-001 and SUB-002, in the order they are created. When you want a different order, you can reorder your Draft submittals and Oversite reassigns those numbers to match. You need at least two Draft submittals to reorder, and you can reorder only drafts your own company created.
Go to the Submittals list for the project.
Click Reorder Drafts in the table header. On smaller screens the button reads Reorder.
In the Reorder Draft Submittals window, arrange the drafts in the order you want. Drag a row up or down, or use the up and down arrows on each row.
As you move a draft, a preview shows the number it will take.
Click Save Order.
Oversite reassigns the draft numbers to match the new order. Submitted submittals and revisions keep their numbers, and Inspectors and Viewers cannot reorder submittals.
How to add attachments to a submittal
Attachments hold the documents under review, such as shop drawings, product data, and certifications. You add them to a Draft submittal.
Open a Draft submittal and click Edit.
In the Attachments section, click Add Attachment.
Drag and drop a file into the upload area, or click to select one. You can attach PDF, image (including iPhone HEIC/HEIF photos), Word, and Excel files up to 135 MB each.
(Optional) Fill in the Specification Section, Detail Number, Other Reference, and a Description.
Click Upload Attachment.
The file appears in the Attachments section. To remove an attachment, expand it and click the delete icon.
When you upload a photo, Oversite reads and keeps the date and time the photo was taken and its GPS location when that information is available in the file. This helps document when and where a photo was captured.
How to delete a draft submittal
You can delete a submittal only while it is a Draft, and only a draft your own company created. On the project's Submittals page, open the draft or find it in the list.
Open the Draft submittal, or find it in the list.
Click the delete icon.
Confirm the deletion.
The draft is removed and cannot be recovered. Once a submittal has been submitted, it can no longer be deleted.
Troubleshooting
I do not see the Create Submittal button. Creating submittals is limited to Administrators, project managers, and supervisors, so check your role. Inspectors and Viewers cannot create submittals. Also confirm you are on the Submittals list for a project.
My PDF upload did not create a submittal. Confirm the file is a PDF and under 50 MB. If the automatic detail extraction is unavailable, choose Create Manually and enter the details yourself. Check your internet connection and try again.
I cannot edit or delete a submittal. Only Draft submittals can be edited or deleted, so a submitted submittal is locked. You can edit or delete only drafts your own company created. Inspectors and Viewers cannot edit or delete submittals.
Frequently asked questions
Who can create a submittal?
Contractors create submittals for themselves. Reviewers (CEI and Agency companies) can create a submittal for themselves or on behalf of a contractor on the project. Inspectors and Viewers cannot create submittals.
Can I change the order of my draft submittals?
Yes. On the Submittals list, click Reorder Drafts, arrange your drafts by dragging them or using the up and down arrows, then click Save Order. Oversite reassigns the automatic submittal numbers to match. Only Draft submittals can be reordered, and you need at least two.
Can I upload any document type as an attachment?
Attachments accept PDF, image (including iPhone HEIC/HEIF photos), Word, and Excel files up to 135 MB each. The PDF you upload to create a submittal must be a PDF up to 50 MB.