This article covers how to set up submittals for your project.
Submittals are used to manage and track the planned file deliveries/submittals on projects. The submittal feature allows you to tailor a review flow and document the review process in Dalux.
Read more
If you want to learn more about creating new submittals, submitting files, or the review process you can read these articles:
Table of contents
-
How to set up submittals
- How to set up packages for submittals
- How to set up specification sections for submittals
- How to set up review flows
- How to set up review responses
- How to restore a deleted submittal
How to set up submittals
User rights
Activation and setup for submittals need to be done by a project administrator or project planning manager. Users in these groups have full access to both setup and use of submittals.
Users can also be added to the 'Submittal manager' user group to get access to the setup and use of submittals.
You can read more about permissions and user groups in this article: User groups
Activate submittals
To activate submittals, go to
Settings
Box
Add features
'Submittals'
Activate.
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A new feature card will appear in the settings menu, where the submittals feature can be set up.
How to set up packages
The purpose of the packages is to structure the large number of submittals that will be created in the project. Packages are required for submittals.
A typical package could be e.g. architects/engineers, who are delivering files such as drawings and specifications, or subcontractors delivering files like technical/product specifications.
To create and manage packages go to Settings
Box
Submittals: 'Packages'
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You can copy two columns from a spreadsheet and paste them into the packages window, to quickly create multiple packages. This is done by first copying the columns in your spreadsheet, then in the packages window, click Add, and then CTRL+V.
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A package is required for a submittal and is selected when creating a new submittal.
How to set permissions for packages
The packages are connected to the user group permissions. Permission is set for specific user groups.
To set permissions go to
Settings
Users
Open a custom user group
Permissions (
Add)
Submittal packages.
You can assign user groups the following permissions on a package level:
- Read - View, print, and export all submittals within the package.
- Create - Create submittals, set submitters, and send to submitters.
- Manage - Delete submittals and set user groups for 'Review manager', 'Reviewer', and 'Approver'. They can also force complete all reviews.
You can see more information about the level of permission by clicking the -icon.
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This allows you to give specific groups different permissions for the different packages - such as e.g. architects being allowed to create their deliveries but only have view access in others.
The read-permission also allows to give certain user groups an observer role for submittals within certain packages.
How to set up specification sections
Specifications are not required for submittals but can be used as references for submittal items within a specific section of the project's building specifications. Such as trade-specific specifications, existing conditions, fire suppression, and so on.
These references can help the submitter to look up specifications, that they need to consider when delivering their files.
To create and manage 'Spec sections' go to
Settings
Box
Submittals: 'Spec sections'.
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You can also copy and paste multiple rows in the spec. section window, like when creating packages (see above).
Spec. sections can be chosen when creating a new submittal.
How to set up review flows
Review flows control how submittals move through the submittal process. Each package can have multiple review flows, and you can assign multiple packages to the same review flow.
To create and manage your review flows, go to:
Settings
Box
Submittals: 'Review flows'.
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A new window will open, where you can see all your review flows, and which flows are associated with which package. You can Add new,
Edit existing, or
Delete existing review flows.
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To create a new review flow, click Add.
The following fields are required:
- A name for the review flow.
- Which package(s) the review flow is associated with.
- An approver is responsible for final approval (or rejection) - only one user group can be added as the approver.
It is possible to expand the review flow by adding the following:
- A review manager can start the actual review or return the submittal to the submitter. If needed a review manager can also add more groups to the review, before sending the files for review.
- Setting one or more reviewers who can comment on the submittals and give an overall review response. Reviewers cannot reject a submittal - this can only be done by the approver. Note that a deadline is required if you use reviewers.
When you are done creating the review flow, click 'Save'.
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Automatic distribution of submittal files
When setting up a review flow, you can also set up the distribution of approved files. This is done in the distribution area at the bottom of the review flow.
Customized submittal review flows can trigger a file flow or distribute approved files to different file areas. This allows you to automate what happens with the files when a submittal is approved, either sending it directly to shared/published files or starting an approval/authorization.
With this feature, it's important only to use the normal flow triggers or a submittal flow trigger.
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You can also select to distribute files to distribution lists, by clicking Add to distribution list in the distribution area.
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How to set up review responses
You can customize a list of review responses, to make it easier for users to respond to reviews with the same formatted and color-coded response.
To set up review responses go to:
Settings
Box
Submittals: 'Review responses'.
This opens a new window to create and manage review responses.
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To create a new review response, click Add. The responses can be entered in the text box.
The order of responses can be changed by dragging and dropping the responses to the desired order.
If required, you can color-code the response by clicking on the colored block. You can select from a predefined list of colors or add your colors using either HEX or RGB codes.
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How to restore a deleted submittal
Deleted submittals can be seen and restored from Settings
'Deleted submittals'.
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Read more
If you want to learn more about creating new submittals, submitting files, or the review process you can read these articles: