What this covers
The new Submittals experience uses five access levels to control what each member of your project team can do. A submittal is a deliverable required by the contract documents, and the record of who requested, submitted, reviewed, and distributed it is part of the project record. Access levels determine who is able to take the actions that create that record.
This article explains what each access level allows, how a user's level is determined, and how a project Administrator changes an individual user's access on a project.
Who can do this
Access level required: Administrator
Applies to: GC internal users. Assigning access levels to global roles and managing company-level Submittals settings require Administrator access.
Not available to: Viewer, Coordinator, and Manager access levels.
Prerequisite: The new Submittals experience must be enabled on the project. See RedTeam Flex - New Submittals: Overview and How to Enable It.
Before you start
The user must be a member of the project team. Users who are not on the project team cannot be assigned a Submittals access level, and cannot be selected as a submitter, reviewer, or submittal manager.
The user must have the required Submittals permissions enabled on at least one of their global roles. If a user cannot see the Submittals module at all on a project where it is enabled, contact RedTeam Support.
What each access level can do
Access level | What users can do |
None | Cannot access the Submittals module on the project. |
Viewer | View the log, item details, documents, comments, workflow, and history. Read only. |
Coordinator | Everything in Viewer, plus: create and edit items, upload documents, send requests, use bulk actions, duplicate items, copy and apply workflows, and manage workflow steps and assignees. |
Manager | Everything in Coordinator, plus: cancel and restore items, delete items, review on behalf of a reviewer, skip a review step, set the official response, close and distribute items, and manage project-level Submittals settings. |
Administrator | Everything in Manager, plus: assign and update Submittals access levels for global roles, configure the company default workflow, and manage company-level Submittals settings. |
Steps
To change an individual user's Submittals access level on a project:
Open the project and go to the Submittals tab.
Select Submittals Settings in the toolbar above the log.
Open the user access section. All project team members are listed here.
Locate the user and select the access level to assign.
Save the change.
What happens next
For Flex users, a project-level access change does not take effect immediately. The affected user must log out and log back in, or wait up to one hour for the system to refresh and pull the updated permissions.
Users accessing submittals through the RedTeam Portal are not affected by this delay.
Things to know
You can upgrade a user on a project, but you cannot downgrade them. A project-level access level cannot be set below the user's default level from their global role. If someone is a Manager by role, you cannot reduce them to Viewer on a single project. Set each user's default role to the lowest level they will need across projects, then upgrade them where a specific project calls for more.
A user's starting level comes from their global role. Where a user holds more than one role, the system applies the highest level of access available to them.
Viewer access is read only. A Viewer can open the log, item details, documents, comments, workflow steps, and history, but cannot create items, send requests, or take any workflow action. If a team member reports that they can see submittals but cannot act on them, Viewer access is the most likely cause.
Internal users added to a project default to their global level. They are not granted elevated access automatically. An Administrator must raise the level manually where needed.
Access level gates two sensitive actions. Reviewing on behalf of another reviewer, and skipping a review step, both require Manager access or above.
Projects created during Alpha need review. Alpha projects granted every team member full access. When a project moves into the current permission model, team members default to the access levels described above. Review both your global role assignments and your project team access levels before the team continues working in the project.
External Portal users have only Viewer access to see items assigned to them.
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