A submittal is a formal document a contractor sends to the reviewing authority for approval before fabrication or installation. Shop drawings, product data, samples, certifications, mix designs, warranties, test reports, and operations and maintenance manuals are all common submittals. Oversite tracks each submittal through a defined review process, records the reviewer's decision, and always shows whose turn it is to act.

Submittals live on each project. To open them, go to the Project Group that contains your project, click the Project name, then click Submittals in the project navigation. The Submittals page lists every submittal for that project in a table.

You can also open a company-wide Submittals list to see submittals across all of your projects. The company-wide and group views add a Project column so you can tell which project each submittal belongs to.

Every submittal has two sides. The contractor prepares the submittal, attaches documents, sends it for review, and creates a revision when the reviewer asks for changes. The reviewer, a CEI or Agency company, acknowledges the submittal, reviews the documents, records a decision, and attaches review documents. A reviewer can also create a submittal on a contractor's behalf.

The status shows where a submittal is in the review process. The Ball in Court value shows whose turn it is to act next.

A disposition is the reviewer's decision once the review is complete. The reviewer records one of four dispositions.

The detail page shows a five-step progress indicator, so you can follow a submittal from Create Submittal, to Submittal Sent, to Under Review, to Disposition, and finally to Closed.

What you can do with submittals depends on your role and on whether your company is the contractor or the reviewing authority on the project.

Project Managers and Supervisors can delete only draft submittals their own company created. Administrators can delete any draft their own company created. Reordering draft submittals is available to Administrators, project managers, and supervisors, for drafts their own company created. Inspectors and Viewers cannot reorder.

Which workflow actions you see depends on your side of the review. Contractors see Submit for Review, Create Revision, and Close Submittal. Reviewers see Acknowledge Receipt, Begin Review, Set Disposition, and Close Submittal. Only reviewers can create a submittal on a contractor's behalf. Inspectors and Viewers can see submittals once they are submitted, but cannot see drafts, create or edit submittals, or take workflow actions.

These articles walk through each submittals task:

Does Oversite send an email when a submittal needs my attention?
Submittals do not currently send automatic email notifications. Watch the Ball in Court and Status columns to see which submittals are waiting on you, and let the other party know directly when you take an action.

How do I know whose turn it is?
The Ball in Court value shows whether the submittal is waiting on the contractor or the reviewer. In the list, it is highlighted when the submittal is waiting on your side.

Can I use submittals on my phone or tablet?
Yes. You can access submittals from any device with a web browser, and the layout adapts to smaller screens. You can upload photos and documents directly from your device.