Submittals

User Personas: Admin | Project Manager | Field User

Submittals are the approval gate in front of your material. Nothing gets fabricated or delivered until the shop drawings, product data, and samples come back approved, so submittal turnaround sits directly on your critical path.

eSUB Fusion tracks Submittal Items individually or bundled into Packages, with the dates, statuses, and correspondence attached to each. Managed well, the log tells you at a glance what is out for review, what is late, and what is holding up procurement.

To perform the actions described in this article, you must have the Submittals - General Permissions, Share, Change Status to Approved, and Change Status to Void permissions.

Use the links below to jump to a topic:

• View and Manage the Submittals Log
  • Log Features
    • Search, Sort, and Filter the Log
    • Submittal Items
    • Submittal Packages
  • Submittal Statuses, Due Dates, and Priority
  • The Packages Log
    • Package Status
  • Export the Submittals Log
• Create and Manage Submittal Items and Packages
  • Create a Submittal Item or Package
  • Submittal Item and Package Sections
  • Import Submittal Items
  • Create a Transmittal
  • Delete a Revision and Revert
• Manage Submittal Attachments
  • Attach Files to a Submittal Item
  • Reorder Attachments on the Submittal PDF
• Associate Items to a Package
• Update Submittal Status
• Generate a PDF and Email a Submittal
• Submittals Settings
• FAQ
  • Can I delete a revision and go back to the previous version?
  • Should I use Items or Packages?
  • Why did my Item's status and dates change when I added it to a Package?
  • Why can I pick which images go out on a COR but not on a Submittal?
  • Do I have to recreate the same Items on every project?
• Permissions

View and Manage the Submittals Log

1. Select Projects on the global navigation menu, then select the project from the list.
2. Select Submittals from the slide-out menu.
   • Select the Items or Packages tab depending on what you want to manage.
3. Use the sort and filter controls on the log to refine the list.
4. Select an Item or Package to view it.

Log Features

Search, Sort, and Filter the Log

• Use the Search bar at the top of the page to enter your search criteria.
• The filter funnels in the column-header can be used to make your desired filtering selections.
  • Clicking on the column-header description will allow you to sort the data in the log in ascending or descending modes based on the contents of the column.
• For additional filter options, select the filter funnel in the upper-right hand side of the log

• To quickly adjust the status of Submittal, select the corresponding status badge drop-down.

  

• Additional details can be viewed by selecting the vertical expand and collapse buttons on any Submittal Items or Packages in the log.

  

• Alternatively, all Submittal Item and Package details can be expanded/collapsed by selecting the Expand/Collapse All toggle.

• Previous versions of revised Submittals can be hidden or shown with the Show Revised On/Off toggle.

  

See the Navigating through the eSUB Fusion Interface article.

Submittal Items Log Features

Feature	What it does	Where to learn more
3-dot Menu Options	From the corresponding 3-dot menu option of a selected Submittal Item: View Edit Revise Copy Delete (with appropriate Permissions) Opens the email form to send a RFI Views the PDF with display options and media selection options.	Document Downloads and Exports Create and Manage Submittal Items and Packages Generate a PDF and Email a Submittal
Actions Button	Creates a new Submittal Item Imports Submittal Items via .csv template Exports the log to a spreadsheet (.xlsx) or a .csv file.	Create a Submittal Item or Package Export the Submittals Log

Submittal Packages Log Features

Feature	What it does	Where to learn more
3-dot Menu Options	From the corresponding 3-dot menu option of a selected Submittal Package: View Edit Views the PDF with display options and media selection options. Opens the email form to send a RFI Delete (with appropriate Permissions)	Document Downloads and Exports Create and Manage Submittal Items and Packages Generate a PDF and Email a Submittal
Actions Button	Creates a new Submittal Package Exports the log to a spreadsheet (.xlsx) or a .csv file.	Create a Submittal Item or Package Export the Submittals Log

Use the three-dot button in line with an Item or Package on the log page to reach its actions directly, such as Revise and Email.

Submittal Statuses, Due Dates, and Priority

Submittals carry both an approval process and hard dates, so the log surfaces the information you need at a glance. Item status indicators on the log are updated dynamically from a combination of the status you select and the Submit By or Return By dates on the Item, which is what lets the log show you late items without anyone maintaining a separate tracker.

Marking an Item for urgency while creating or editing it flags it on the log as a visual indicator of importance.

These are the final statuses a Submittal can be set to:

The Packages Log

The Packages tab uses a refreshed grid built for working a package without opening it. Packages start collapsed. Expand one and the packaged items appear in a grid beneath it, so you can see the state of every item in the package on one screen.

Package Status

Each item's Status within a Package in the grid is an editable drop-down menu rather than a static badge, so you can move an item along without leaving the log. Select the cell to open the list of final statuses plus the parent package's current status, then choose one.

The status change saves as soon as you select it, with no separate save step. If the save fails, the cell reverts and an error message appears, so check that the status value stuck before moving on. Users with view-only access see a read-only badge instead of a drop-down menu.

These are the final statuses a Submittal Package can be set to:

The package carries its own status, separate from the items inside it. That means you can follow a package as a single line on the log while each submittal item in it keeps its own resolution, so one package can come back with some items approved, some approved as noted, and some needing revision without any of that being flattened into a single answer. It is the fastest way to see both where the package stands and how each item landed.

The Submittal Packages statuses not able to be changed from the log (i.e. Quick Select). You must select the package individually and change the status using the Status drop-down menu under General Info.

Export the Submittals Log

The Submittals log, both Items and Packages, exports to a spreadsheet (.xlsx) or a .csv file and includes details of the individual submittal items or within a package. Filters applied on screen carry into the file.

From the Submittals log in the project view:

1. Apply any search, sort, or filter criteria you want reflected in the file.
2. Select Actions, then select Export Log, then choose your format.
   • The file downloads to your default downloads folder.

From the Global Submittals Log only Submittal Items can be exported.

Export the Packages log to a spreadsheet (.xlsx) rather than a .csv file. The spreadsheet version groups packaged items under their package instead of listing them flat, which is far easier to read in a review meeting.

Create and Manage Submittal Items and Packages

Submittal Items can be submitted and tracked on their own, or bundled together and tracked as a Package. Use whichever matches how your reviewer wants to receive them.

Create a Submittal Item or Package

1. Select Projects on the global navigation menu, then select the project from the list.
2. Select Submittals from the slide-out menu.
   • Select the Items or Packages tab depending on what you want to create.
3. Select the Actions button, then select Add Submittal Item or Add Package.
4. Fill in the fields.
5. Select Save when finished.

Submittal Item and Package Sections

Use the Show latest revision only filter to keep superseded revisions off the log.

Import Submittal Items

Importing is the fast way to stand up a submittal register from a spec section or a spreadsheet you already maintain.

From the Items tab of the Submittals log:

1. Select the Actions button, then select Import Items.
2. Download the file template and fill it out with your Item details. See the table below for the columns and their accepted values.
3. Select Choose File and upload the completed template.
   • Adjust the items using the inline fields if you need to.
4. Select Save when finished.

Create a Transmittal

From the Items tab of the Submittals log:

1. Select the Actions button, then select Add Submittal Item.
2. Select the Document Type field and choose Transmittal.
3. Fill in the other fields.
4. Select Save when finished.

Delete a Revision and Revert

You can back a Submittal Item out of a revision. When an Item is on R3, R2 and everything below it are set to Revised and locked. Delete R3 and R2 returns to Draft, editable again. Delete R2 and R1 opens back up, and so on down the chain.

From the Items tab of the Submittals log:

1. Select the Item to view it.
2. Select Delete to remove the latest revision.
   • The previous revision returns to Draft and can be edited.

Deleting works down the revision chain one version at a time, so it is a way to correct a mistaken revision rather than to jump back several versions at once.

Manage Submittal Attachments

Attachments that can be converted to PDF are appended to the Submittal PDF automatically. Attachments that cannot be converted appear as a download link on the PDF instead.

Attach Files to a Submittal Item

While creating or editing a Submittal Item:

1. Select the + Upload button under the Attachments section.
2. Select the files in the file picker window, then select Open.

See the Document Media & Attachments article.

You can drag and drop files straight into the upload box instead of using the file picker.

Reorder Attachments on the Submittal PDF

Attachment order is what the reviewer sees, so it is worth setting deliberately on a package going out for approval.

From the Item level

While creating or editing a Submittal Item:

1. Click and hold the reorder icon on an attachment and drag it into position.

From the Package level

When emailing or generating the Package PDF:

1. Click and hold the reorder icon on an Item and drag it into position.
   • Items with attachments keep their attachments in the order set at the Item level.

Associate Items to a Package

Unlinked Items in Draft status can be linked to Packages on the same project. Once linked, an Item inherits from its Package:

• Package Number and Name
• Package Status
• Package Dates

From the Item level

While creating or editing a Submittal Item:

1. Select the Add to Package field and choose the Package.

From the Package level

While creating or editing a Submittal Package:

1. Use the field under the Items section to search for and select an Item.
2. Select + Add Item to add more Items as needed.

Update Submittal Status

While creating or editing a Submittal Item:

1. Select the Status field under General Info and choose the status.

On the Packages tab you can also change a packaged item's status directly from the grid without opening the Item. See The Packages Log.

Generate a PDF and Email a Submittal

Generating the PDF and sending it are one flow, for both Items and Packages. What you choose to include is what goes out, so you review before you send.

1. Select the three-dot button in line with the Item or Package on the log page, then select View PDF.
   • Alternatively, while viewing a Item or Package, you can select the View PDF button.
2. Select the media and attachments to include and set their order, then select Generate PDF.
3. Review the PDF, then select Email to send it, or Download to save it.
   • To change what is included, select Configure and repeat step 2.
4. Add recipients and any comments, then select Send.

See the Document Downloads and Exports and Emailing Documents articles.

Submittals Settings

A project manager or administrator can toggle project-specific Submittals settings. See the Project Settings article.

FAQ

Can I delete a revision and go back to the previous version?

Yes. Deleting the latest revision returns the previous one to Draft so it can be edited again, and you can keep going down the chain one revision at a time. See Delete a Revision and Revert.

Should I use Items or Packages?

Track Items on their own when each one is reviewed and returned separately. Bundle them into a Package when your reviewer wants them together and you want one set of dates and one status covering the group.

Why did my Item's status and dates change when I added it to a Package?

A linked Item inherits the Package Number and Name, the Package Status, and the Package Dates. That is expected. Only unlinked Items in Draft status can be added to a Package.

Why can I pick which images go out on a COR but not on a Submittal?

Image-by-image selection was built for document types where photos are the content. Submittals let you order attachments instead, and that order determines what the reviewer sees, so the content is controlled through the attachments rather than through an image picker.

Do I have to recreate the same Items on every project?

No. Copy an existing Item and change the Project field. For a whole register, use Import Submittal Items.

Permissions

Administrators can adjust permissions; see Set Up User Permissions.

See also: Submittals (Mobile), Document Media & Attachments, Document Downloads and Exports, and Emailing Documents.