Overview
The Submittals report template is used to track and manage submittal activity across all construction projects. It includes details such as submittal title, status, due date, responsible party, and associated project. This report helps project managers monitor pending and overdue submittals, ensure timely reviews, and maintain visibility into document workflows across multiple projects.
Who uses this feature
Administrators, office employees, managers, accountants, bookkeepers, technicians, dispatchers, and customer service representatives (CSRs)
Primarily benefits Residential Service, Residential Construction, Commercial Service, and Commercial Construction business types, Applies to all business types
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
This feature is currently in Private Preview/Limited Release and is subject to change.
The ability to create custom reports depends on the ServiceTitan package your company is subscribed to. If you don’t have the option to create a custom report, it may not be included in your package. Contact Technical Support for details.
Things to know
If you’re unsure which columns you want to include in your report, use the Reporting Dictionary to search for appropriate data fields.
You can use this template to create as many custom reports as you need. Each report created from the template is independent and can be run or scheduled without needing to recreate it from the original template.
Top Report Use Cases and Best Practices
Role | Use Case | Best Practice | Data Fields Involved |
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Project Manager | Stay ahead of overdue Submittals across my jobs and reduce schedule risk from late approvals and stale submittals. | Surface submittals that are open and at risk to impact project success:
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Project Manager | Clear Ball-in-Court–Us submittals before they become urgent issues to ensure we aren’t the Bottleneck. | Focus on submittals where your team owes the next action; for those submittals:
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Project Manager | Plan Early-Path Submittals to get critical submittals submitted and approved BEFORE the field needs the materials or information. | Use the report to validate that early-path submittals are created and moving well before installation dates; for those submittals:
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Construction Executive | Measure Submittal cycle times by PM and Business Unit to identify where internal processing is slow and standardize best practices. | Use closed submittals to compare cycle times across the organization; for those submittals:
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Construction Executive | Use Ball-in-Court–Them submittals to support schedule and commercial conversations to hold external partners accountable for approval delays. | Highlight open submittals where external parties owe the next action; for those submittals:
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Construction Executive | Prioritize executive attention on jobs where submittal delays can derail schedules to identify projects with high submittal risk. | Use submittal metrics to spot projects with concentrated approval risk; for those projects:
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Create a Project Operations: Submittals report
Follow the steps to create a custom report based on the Project Operations: Submittals template and select the columns to include in your report. You only need to create the report once. After it’s created, you can share it with others who may need to access the information in the report, edit report columns, and more.
Report data fields
The template has the following columns selected by default:
Submittal Number: Reference ID used for all submittal lookups.
Submittal Status: Submittal submission status. Statuses include: Draft, Submitted, Response Received and Closed.
Submittal Ball-in-Court: Indicates the party responsible for taking the next action on an open Submittal.
Submittal Overdue: Indicates if a submittal is open past its due date.
Submittal Created Date: Date that the submittal draft was created.
Submittal Due Date: Date that the submittal is due. This is used to determine if a submittal is overdue.
Submittal Close Date: Date that the submittal enters Closed status.
Submittal Days To Close: Number of calendar days between Created date and Closed date.
Submittal Days Overdue: For open submittals, this is the number of calendar days between the Current and Due dates. For closed submittals, this is the number of calendar days between the Closed and Due dates.
Submittal Created By: Name of the individual who created the submittal.
Project Name: Name of the project.
Project Manager: Name of the manager of the assigned project.
Customer Name: Name of the customer the project is created for.
For detailed descriptions of the data fields, please refer to the Reporting Dictionary.
Report Filter
Describe the filters used in the report. Note if any are required to set before running the report.
Project Status: Use this filter to include only projects with specific statuses. Options include: Bid, Canceled, Completed, Hold, In Progress, Pending Scheduling, and Scheduled. You can select one or multiple options to narrow the report results based on the stage of the project lifecycle.
Tip: As a best practice, we recommend using the Project Status filter to limit results.
Project Manager: Use this filter to include only projects managed by specific project managers. You can select one or multiple project managers to focus on work assigned to certain individuals or teams.
Submittal Created From Date - To Date: Use this filter to include only submittals with a start date on or after the date you specify. This helps focus the report on submittals that began within a specific timeframe, such as the start of a fiscal period or a new operational cycle.
Project Health: Use this filter to include only submittals with a specific current health status, as reported in the most recent daily log. Options include: None, On Track, At Risk, and Off Track. You can select one or multiple options to track performance across various project conditions.
Submittal Status: Use this filter to include only submittals with specific statuses. Options include: Draft, Submitted, Response Received and Closed. You can select one or multiple options to narrow the report results based on the stage of the submittal.
When you’re finished setting filters, click Run Report.
Click Edit Columns to add and remove columns from the report. For further customization, you can also arrange report columns and apply filters to columns.
You can also hover over the name of the column to see a short description.