Submittal and design approval tracking involves compiling technical packages, distributing them to multiple approvers, and consolidating feedback for rework. Manual coordination across email, spreadsheets, and messaging tools creates delays, lost feedback, and repeated follow-up work.
Automation routes submittals to the right approvers with clear deadlines, monitors responses in real time, escalates overdue reviews, and compiles feedback into a structured summary. Approval cycles accelerate and rework begins sooner.
The full workflow, from trigger to completion.
A new submittal is created with project, revision, and approver list. The automation is triggered immediately.
The automation sends a branded email to each approver with a direct link to the submittal and a clear deadline. A unique tracking ID is included so responses can be matched to the submittal.
A new record is created for this submittal cycle, with fields for each approver's status, response date, and feedback. The record is linked to the project and submittal ID.
The automation monitors the project manager's inbox for reply emails from approvers. When a reply arrives, it is parsed for approval status and feedback text, and the record is updated in real time.
The automation checks whether all required approvers have responded. If yes, proceed to consolidation. If no and the deadline is approaching, send an escalation.
If any approver has not responded 24 hours before the deadline, a message is sent to the project manager with a list of pending approvers. The automation also sends a polite reminder email to the overdue approver.
Once all responses are in, the automation compiles feedback into a summary and sends it to the design team via email and. The record is marked complete with a summary of all approvals and any rework requests.
No credit card, no commitment. Map your process and walk away with a full build plan.
A visual process map, automation spec, delivery timelines, and everything needed to build it, customized to your workflow and tools.
Custom pricing, ROI projection, and payback timeline based on your actual process, not industry averages.
Your build plan stays in your workspace with no expiry. Move forward whenever the timing is right.
Other high-impact processes teams commonly map alongside this one.
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
Map This AutomationNo credit card required — it's free.