Once a submittal is prepared, it moves through a defined review process in Oversite. The contractor sends it for review, the reviewer records a decision, and either side can create a revision or close the submittal when the review is done. The buttons you see depend on the submittal's status and on whether you are the contractor or the reviewer. Administrators, project managers, and supervisors can take these actions. Inspectors and Viewers cannot.
What a disposition means
A disposition is the reviewer's decision once the review is complete. The reviewer records one of four dispositions, and the submittal then moves to the matching status.
Disposition | Meaning |
Approved | Approved as submitted, with no changes needed. |
Approved as Noted | Approved with notes or minor conditions. A resubmission is usually not required. |
Revise & Resubmit | Changes are required. Create a revision and submit it again. |
Rejected | Not approved. |
The detail page shows a five-step progress indicator, so you can follow the submittal from Create Submittal, to Submittal Sent, to Under Review, to Disposition, and finally to Closed.
How to submit a submittal for review (contractor)
Submitting is a contractor action. On the project's Submittals page, open the Draft submittal you want to send.
Open a Draft submittal and confirm the type, details, and attachments are complete.
Click Submit for Review.
Confirm in the dialog.
The submittal moves to Submitted, and it becomes the reviewer's turn. Once submitted, you cannot edit the submittal until it receives a disposition.
How to acknowledge a submittal (reviewer)
Acknowledging is a reviewer action. On the project's Submittals page, open a Submitted submittal.
Open a Submitted submittal.
Click Acknowledge Receipt, then confirm.
The submittal moves to Under Review, and you can then set a disposition.
How to begin review on a submittal you created (reviewer)
When you create a submittal on a contractor's behalf, there is no contractor to send it, so you start the review yourself. On the project's Submittals page, open the Draft submittal you created.
Open the Draft submittal you created.
Click Begin Review.
The submittal moves straight to Under Review, skipping the submit and acknowledge steps.
How to set a disposition (reviewer)
Recording a disposition is a reviewer action, and the submittal must be Under Review. On the project's Submittals page, open an Under Review submittal.
Open an Under Review submittal.
In the Set Disposition section, choose a Disposition: Approved, Approved as Noted, Revise & Resubmit, or Rejected.
Enter any Review Comments, conditions, or notes.
Attach Review Documents if you have markups or a review letter to share.
Click Submit Disposition and confirm.
The submittal moves to the status that matches your decision, and it becomes the contractor's turn again. A disposition cannot be undone once submitted.
How to create a revision
When a submittal comes back as Revise & Resubmit, or when you want to supersede an approved submittal, create a revision instead of a brand new submittal. This keeps the full history under one submittal number. Either the contractor or the reviewer can create a revision. On the project's Submittals page, open a submittal that has a disposition, or one that is Closed.
Open a submittal that has a disposition, or one that is Closed.
Click Create Revision, then confirm.
Oversite creates a new Draft revision that keeps the same submittal number with the next revision label, for example SUB-001 Rev 1. Its details carry over so you do not start from scratch. Edit the new revision, attach the updated documents, and submit it the same way you would a new submittal. Only the most recent revision can be revised.
How to close a submittal
Once a submittal has a disposition and no further review is needed, close it. Either the contractor or the reviewer can close a submittal. On the project's Submittals page, open a submittal that has a disposition.
Open a submittal that has a disposition.
Click Close Submittal, then confirm.
The submittal moves to Closed. This marks it as complete and cannot be undone. You can still create a revision from a closed submittal if new material is needed later.
Troubleshooting
I cannot submit my draft for review. A submittal needs a Title and a Submittal Type before you can submit it, so add both if either is missing. Confirm the submittal is still a Draft.
I do not see the disposition options. Setting a disposition is a reviewer action, so contractors do not see it. The submittal must also be Under Review. Acknowledge a Submitted submittal first, or use Begin Review for a submittal you created on a contractor's behalf.
I do not see a workflow button I expected. The buttons you see depend on your side of the review and the submittal's status. Contractors see Submit for Review, Create Revision, and Close Submittal. Reviewers see Acknowledge Receipt, Begin Review, Set Disposition, and Close Submittal. Inspectors and Viewers cannot take workflow actions.
Frequently asked questions
Can I edit a submittal after I submit it?
No. A submittal can be edited only while it is a Draft. After you submit it, it is locked until it receives a disposition. If changes are needed, the reviewer returns it as Revise & Resubmit and you create a revision.
What is the difference between a revision and a new submittal?
A revision keeps the same submittal number with an added revision label and preserves the full submission history. Create a revision when a submittal comes back for changes or when you need to supersede an approved one. Create a new submittal only for genuinely new material.
What happens to a submittal when I close it?
It moves to Closed and no further review takes place. Closed submittals stay in the list for reference, and you can still create a revision from a closed submittal if new material is needed later.