Create and Manage Submittals

Overview

Create, track, and manage submittal logs in ServiceTitan Projects. This article covers how to organize documentation, communicate with your team and the General Contractor (GC), and monitor approval progress to keep projects on schedule. With Submittals in Projects, teams can:

• Create and track all submittal items from one place.

• Manage internal collaboration and communication.

• Monitor due dates, responsibilities, and approval statuses.

Things to know

• You can attach relevant documents, such as PDFs, drawings, cut sheets, directly to each submittal.

Use cases

• Project Managers create and track submittals, communicate with GCs, and update statuses to maintain project progress.

• Purchasing teams review approved submittals to confidently begin the requisitioning process for materials and equipment.

Create a Submittal

Submittals are managed in the Projects module. Each project includes a Submittals section for tracking and communication. To create a submittal:

Note: Submittals are controlled by Project Type settings. Not all project types have Submittals enabled by default. If the Submittals tab doesn't appear on a project, confirm that the project's type has Submittals turned on.

1. Search for and open the project.

2. In the side panel, click Submittals. 

3. Click Add to create a submittal. 

4. In the pop-up window, enter all the submittal details.     

   1. Add a name in the Add a task subject field.        

      Tip: Include the spec section at the start of the submittal name for easier organization and search. For example, 01 55 26: Crane Lift Plan.

   2. In the Priority dropdown, select the priority of the submittal.         

      1. Low

      2. Medium

      3. High

   3. In the Assignee dropdown, select a person to assign it to.

   4. In the Submittal Type dropdown, select the type.         

      1. Product Data

      2. Shop Drawings

      3. Samples

      4. Mock-ups

      5. Method of Procures (MOP)

      6. Other

   5. In the Ball in Court dropdown, indicate if the submittal is waiting on action from an internal or external stakeholder.         

      1. Internal

      2. External

   6. Select a Due Date.

   7. In the Subtasks section, add a name for the subtasks and click   to save. You can add as many tasks as you want.

   8. In the Attachments section, click Upload Files.

5. When finished, click Add to save the submittal. 

Manage Submittals

After creating submittals, you can communicate within the submittal to internal teams through chat or to external POCs via email and manage the status.

1. Search for and open the project.

2. From the Submittals section, click to open the submittal. 

3. In the pop-up window, you can see the Chat and Email section. For more, see Use Messages.     

   1. Use Chat to collaborate internally, for example, between the Project and Purchasing teams.

   2. Use Email to communicate externally when sending submittals to external stakeholders such as General Contractors (GCs).

4. After ensuring everything looks good, adjust the status of the submittal.    

   Note: Submittals are created in draft status by default.

   

   1. Draft: Initial status when submittals are created.

   2. Submitted: Indicates the submittal has been sent for review and is awaiting a response.

   3. Response Received: Feedback or approval has been received, showing review progress.

   4. Closed: All responses and approvals are complete; the submittal process is finished.

After you complete and close the submittal process, you can start the purchase order process.

Want to learn more?

• See Project Management

• See Project Operations: Submittals report template