About This Automation
Submittal management involves receiving construction documents from contractors, routing them to architects and engineers for review, collecting feedback, and notifying contractors of approval status.
Automated submittal management captures incoming documents, routes them to the right reviewers, consolidates feedback in one place, and notifies all parties of decisions. The result is faster approvals, fewer lost submittals, and clearer communication.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A new submittal document is uploaded to the shared folder or received via email.
The automation reads the document name, file type, and email metadata to identify contractor, item type, and project code.
The automation looks up the submittal type in a rules table and sends the document to the correct architect, engineer, or safety reviewer and email.
A new record is created in the submittal tracking database with status 'Pending Review', deadline, and reviewer assignments.
Reviewers receive a message with a direct link to the document and a 3-day review deadline.
Reviewers submit approval or rejection via a form or reaction. The automation logs their decision and any comments into the tracking record.
A project manager reviews the consolidated feedback in the tracking database and marks the submittal as Approved, Conditional, or Rejected.
The automation sends the final decision via email and, moves the document to the archive folder, and updates the project log.
Most popular tool stack used
— the complete tool combinations companies use
Gmail
Airtable
Slack
Microsoft Excel
Google DriveWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
Recommended for you
Other high-impact processes teams commonly map alongside this one.
Frequently asked questions
Everything you need to know before mapping this process.
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