Overview
Submittals are one of the most important communication tools on a construction project. They give contractors a formal way to present materials, equipment specs, shop drawings, and installation methods to decision-makers and give architects, engineers, and owners a structured process for reviewing and approving them before work proceeds.
Without a proper system, submittal tracking becomes a mess of email chains, lost attachments, and unclear approval status. Structur brings the entire submittal process into one place, so you can create, send, track, and manage approvals for every submittal on a project with a full record of who reviewed what and when.
Understanding Submittals
What It Does
Structur's Submittals feature allows you to:
Create formal submittal records tied directly to a project
Assign a submittal manager responsible for each item
Categorize submittals by type using pre-defined options or custom types you create
Link submittals to a specific subcontract for full traceability
Add multiple recipients including architects, engineers, and subcontractors, who need to review or approve
Attach files and documentation directly to the submittal record
Send submittals via email notification so recipients can take action immediately
Track approval status as recipients approve, reject, or add their own submissions and files
When to Use It
Submittals are most valuable when you need to:
Get formal approval on materials, equipment, or methods before installation begins
Create a documented record of what was submitted, to whom, and when
Coordinate review between multiple stakeholders, architects, engineers, owners, and subs
Manage shop drawings, product data sheets, samples, or operation and maintenance manuals
Maintain a clear audit trail for compliance, disputes, or project closeout
Step-by-Step Instructions
1. Navigate to Submittals
Open an active project in Structur
Click on the Project Management dropdown , then click on the Submittals option
You'll see all existing submittals for that project, along with their current status.
2. Create a New Submittal
Click New Submittal
Work through the submittal form, filling in each of the following fields:
3. Give the Submittal a Clear Title
Enter a title that clearly describes the content of the submittal. Good titles make it easy for recipients and your own team to identify what's being reviewed at a glance.
Example: "Structural Steel Shop Drawings - Level 2 Framing" is far more useful than "Shop Drawings" when you have multiple submittals in flight.
4. Select the Submittal Manager
Choose the submittal manager, the company user responsible for managing this submittal through the review and approval process. This person owns the item and should be the point of contact for any questions or follow-ups.
5. Choose the Submittal Type
Select the submittal type that best describes the category of information being submitted. You can choose from pre-defined types in Structur or create your own custom types to match your project's specific needs.
Common submittal types in construction include:
Shop drawings
Product data
Samples
Operation and maintenance manuals
Mix designs
Test reports
6. Link to a Subcontract
Choose the subcontract associated with this submittal. Linking submittals to subcontracts ensures full traceability, you can always see which sub is responsible for which items and keep subcontract documentation organized in one place.
7. Add Recipients
Add all stakeholders who need to review, provide input, or approve this submittal. This typically includes:
Architects - for design compliance review
Engineers - for structural or systems approval
Subcontractors - who need to submit supporting documentation or respond to comments
Every recipient you add will receive an email notification when the submittal is sent.
8. Write a Description
Enter a detailed description of the submittal. Use this field to provide context, reference specification sections, note any specific questions for the reviewer, or explain what action is required from each recipient.
A thorough description reduces back-and-forth and helps reviewers understand exactly what they're looking at.
9. Upload Files and Documentation
Attach all relevant files to the submittal, shop drawings, product data sheets, cut sheets, samples lists, or any other supporting documentation the reviewer needs to make their decision.
10. Send the Submittal
Once everything is filled in and files are attached, click Send Submittal.
All recipients will receive an email notification letting them know they have a submittal to review. From there, each recipient can:
Approve the submittal
Reject the submittal
Add their own submissions and files as part of their response
The submittal record in Structur will update to reflect the status as recipients take action.
Best Practices
Write descriptive titles from the start - Titles like "Electrical Panel Submittal - Building A" make it easy to track and reference specific items when you have dozens of submittals on a large project.
Assign the right submittal manager - This person should be actively involved in the review process and empowered to follow up with recipients who haven't responded.
Use custom submittal types when needed - If the pre-defined types don't match your project's workflow, create custom types to keep your submittal log organized and meaningful.
Link every submittal to the correct subcontract - This keeps your subcontract documentation complete and makes it easy to pull all submittals related to a specific sub at closeout.
Add all relevant recipients upfront - It's better to include everyone who might need visibility at the start than to chase approvals from people who weren't in the loop.
Attach complete documentation before sending - Incomplete submittals get rejected or delayed. Make sure all required files are attached before clicking Send.
Include a clear description - Reference the specification section, the drawing number, or the specific question you need answered. The more context you provide, the faster reviewers can respond.
Common Questions
Q: Can I use custom submittal types, or am I limited to pre-defined options?
A: Both. Structur includes pre-defined submittal types to cover the most common categories, but you can also create your own custom types within Structur to match your project's specific requirements.
Q: Do recipients need a Structur account to review and approve a submittal?
A: No. When you send a submittal, recipients receive an email notification that allows them to review, approve, reject, or add their own files, without needing to log in to Structur.
Q: What happens after I send a submittal?
A: All recipients receive an email notification. They can then approve the submittal, reject it, or add their own submissions and files as part of their response. The submittal record in Structur updates to reflect the current approval status.
Q: Can a recipient add files to the submittal as part of their response?
A: Yes. Recipients can add their own submissions and files when responding to a submittal - for example, a subcontractor providing a revised shop drawing or an engineer adding a marked-up document.
Q: Can I link a submittal to a specific subcontractor's work?
A: Yes. When creating a submittal, you can select the relevant subcontract to link it directly to that subcontractor's scope of work. This keeps all related documentation tied together and traceable.
Q: Can I have multiple submittals open at the same time on a project?
A: Yes. There's no limit to the number of active submittals on a project. The Submittals tab gives you a full list of all submittals and their current status, so you can manage multiple review cycles simultaneously.
Common Mistakes to Avoid
❌ Don't | ✅ Do |
Use vague titles like "Submittal 1" or "Shop Drawings" | Write descriptive titles that clearly identify the material, system, or drawing set |
Leave the description blank | Include specification references, drawing numbers, and specific questions for reviewers |
Forget to attach files before sending | Upload all required documentation before clicking Send Submittal |
Skip linking the submittal to a subcontract | Connect every submittal to the relevant subcontract for full traceability |
Only add one recipient when multiple stakeholders need to approve | Add all decision-makers upfront so the review process isn't delayed by missing approvals |
Assign a submittal manager who isn't actively involved | Choose someone who will follow up and own the item through to final approval |