Overview
Submittals are one of the most important communication tools on a construction project. They give contractors a formal way to present materials, shop drawings, product data, and specifications 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 turns into a mess of email chains, lost attachments, and unclear approval status. The Submittals module brings the entire process into one place. You create the submittal, add your recipients, attach your files, and send it. From there, recipients can review, respond, and add their own submissions without needing a Structur account. Every action is captured in the activity log, and ball-in-court tracking keeps it clear at every stage who needs to act next.
Submittals in Structur support multiple submission rounds, so if a reviewer requests revisions, you can add a new submission to the same record without creating a new submittal. The full history stays in one place from first submission to final approval.
This guide walks you through creating a submittal, managing your submittal types, sending for review, and closing out the record once it's approved.
Understanding Submittals
What It Does
The Submittals module allows you and your team to:
Create formal submittal records tied directly to a project with auto-assigned submittal numbers
Set a title, submittal manager, and submittal type to categorize and own each item
Choose from existing submittal types - Document, Product Manual, Specification - or create custom types
Link to a subcontract for full traceability between submittals and subcontractor scope
Add a vendor to identify which vendor or subcontractor the submittal relates to
Add recipients from your contacts using the New Recipient button, toggle the client in with a single switch, and add additional recipients by email or team member
Request a signature from any recipient using the Request Signature checkbox
Write a submission description with full rich text formatting to provide context and reference spec sections
Attach files including shop drawings, product data sheets, cut sheets, and any other supporting documentation
Send the submittal by email with a personal message directly from the submittal record
Track submissions with a Submissions log that records each round of review
Monitor ball-in-court status so it's always clear who is currently responsible for taking action
Mark submittals complete once all approvals are received
When to Use It
Submittals are most valuable when you need to:
Get formal approval on materials, equipment, or installation methods before work begins
Create a documented record of what was submitted, to whom, and when
Coordinate review between multiple stakeholders including architects, engineers, owners, and subs
Manage shop drawings, product data, specifications, or product manuals
Maintain a clear audit trail for compliance, disputes, or project closeout
Step-by-Step Instructions
1. Open the Submittals Module
Click Leads or Projects in the left sidebar and open the project you want to work in
Click Submittals in the module top bar
If no submittals exist yet, you'll see an empty state with a New Submittal button in the center.
2. Create a New Submittal
Click New Submittal in the top right corner
The submittal record opens in Draft status with a new submittal number assigned automatically
3. Fill In Main Info
In the Main Info section, complete the following fields:
Title - enter a clear, specific title that identifies exactly what is being submitted. A good title makes it easy to find and reference the submittal later.
Note: "Structural Steel Shop Drawings - Level 2 Framing" is far more useful than "Shop Drawings" when you have multiple submittals in flight on a large project.
Submittal Manager - select the team member responsible for managing this submittal through the review process. This person owns the item and should follow up with recipients who haven't responded.
Submittal Type - select the type that best describes the category of information being submitted. Default types are Document, Product Manual, and Specification. Click the gear icon next to the Submittal Type dropdown to open Manage Submittal Types and add custom types if needed.
Subcontract - select the subcontract associated with this submittal to link it directly to the relevant scope of work.
Vendor - enter or select the vendor tied to this submittal. If you select a specific subcontract, that vendor will be automatically entered in the vendor field.
4. Manage Submittal Types
Structur includes three default submittal types: Document, Product Manual, and Specification. You can add custom types to match your project's specific needs.
Click the gear icon next to the Submittal Type field
The Manage Submittal Types modal opens, showing your existing types with drag handles for reordering
In the Add New field, type the name of your new type
Click Add
Click Close when done
Your new type is now available in the Submittal Type dropdown on all submittals.
5. Add Recipients
The Recipients section controls who receives and reviews the submittal.
To include the project client:
Toggle Include Client on - the client tied to the project is added automatically
To add a vendor, subcontractor, or other contact:
Click New Recipient
Search for and select the contact from your records
Check Request Signature in the recipients table if you need a formal sign-off from that recipient
To add additional recipients:
Use the Additional Recipients field to enter any email address or select a team member who should receive a copy
6. Write the Submission Description
In the Description section, use the Submission Description rich text field to provide context for reviewers. Include the relevant specification section, drawing number, or any specific questions or actions you need the recipient to take.
A thorough description reduces back-and-forth and helps reviewers understand exactly what they're looking at and what decision they need to make.
7. Attach Files
Use the Files upload area to attach all relevant documentation - shop drawings, product data sheets, cut sheets, samples lists, or any other supporting files the reviewer needs to make their decision.
Attach everything before sending. Incomplete submittals get rejected or delayed.
8. Send the Submittal
Click Send Submittal in the top right corner
The Send Submittal modal opens showing the recipient name
Add a personal Message in the rich text field to set context or highlight what action is needed
Click Send
The submittal status updates from Draft to In Progress. All recipients receive an email notification with a link to review the submittal. The ball-in-court field in the list view updates to reflect who is currently responsible for responding.
9. Track Submissions and Responses
After sending, the submittal record shows a full picture of review activity:
Recipients table - shows each recipient's name, type, Ball In Court status, and Signature status
Submissions section - lists every submission round with the submission number, description, created by, ball-in-court, and current status
Current Submission - shows the active submission content at a glance
Activity log - records every action taken on the submittal with a date and timestamp
If a reviewer requests revisions, click New Submission in the Submissions section to add a new round without creating a separate submittal record.
10. Mark the Submittal Complete
Once all reviews are done and approvals are received:
Click Mark as Complete in the top right corner
The submittal status updates to Complete
The submittal remains on record for future reference, audit trails, and project closeout documentation.
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 an active submittal manager - this person should be empowered to follow up with recipients who haven't responded by the expected review date.
Add custom submittal types for your workflow - if Document, Product Manual, and Specification don't cover your project's needs, add custom types through the gear icon to keep your 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 tied to a specific sub at closeout.
Add all relevant recipients upfront - it's better to include everyone who needs 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. Upload all required files before clicking Send Submittal.
Use the Submissions log for revision rounds - when a reviewer requests changes, add a new submission to the existing record instead of creating a new submittal. The full history stays together.
Common Questions
Q: Do recipients need a Structur account to review and respond?
A: No. Recipients receive an email notification with a link to review the submittal, add their response, and attach files without needing to log in to Structur.
Q: Can I use custom submittal types?
A: Yes. Click the gear icon next to the Submittal Type field to open Manage Submittal Types. Add, reorder, and manage types from there. New types are immediately available in the dropdown on all submittals.
Q: What happens after I send a submittal?
A: All recipients receive an email notification. The submittal status moves to In Progress and ball-in-court tracking shows who needs to act next. Recipients can review, respond, and add their own files directly from the email link.
Q: Can a recipient add files as part of their response?
A: Yes. Recipients can attach their own files when responding - for example, a subcontractor providing a revised shop drawing or an engineer adding a marked-up document.
Q: How do I handle a second round of review after revisions?
A: Click New Submission in the Submissions section of the submittal record. This adds a new submission round to the same record so the full review history stays in one place.
Q: Can I have multiple submittals open at the same time?
A: Yes. There's no limit to the number of active submittals on a project. The Submittals list shows every submittal with its current stage and ball-in-court status so you can manage multiple review cycles simultaneously.
Q: Can I request a signature from a recipient?
A: Yes. In the Recipients table, check the Request Signature checkbox next to any recipient to indicate that a formal sign-off is required from them.
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 |
Create a new submittal for every revision round | Use New Submission on the existing record to keep the full review history together |
Assign a submittal manager who isn't actively involved | Choose someone who will follow up and own the item through to final approval |