What this covers
Copying a workflow lets you configure one submittal item completely, then apply the same setup to one or more other items. This is the fastest way to apply a consistent review sequence to a group of items when that sequence differs from your company default workflow.
Who can do this
Access level required: Coordinator
Applies to: GC internal users
Not available to: Viewer access level. Portal users.
Prerequisite: The items you are applying the workflow to must be in Not started status.
Before you start
Fully configure the source item's workflow first, including the submitter, the review steps, the assigned reviewers, the step due dates, and the distribution list on the Official Response step. Anything not set on the source item will not be set on the target items.
Confirm the items you intend to update are in Not started status. Items that have moved beyond Not started cannot receive a copied workflow.
What gets copied
Submitter company and contact or contacts
Review step names and their order
Assigned reviewer companies and contacts
All step due dates
The distribution list from the Official Response step
Steps
Open the project and go to the Submittals tab.
Locate the submittal item whose workflow you want to copy and click on the name of the submittal.
Select the Workflow Option to copy the workflow.
Select the submittal item(s) you want to apply the workflow to.
Apply the (copied) workflow.
What happens next
The target items are updated with the copied workflow configuration. They remain in Not started status until you request submittals from the submitter or upload documents on their behalf.
Things to know
Not started only. A copied workflow cannot be applied to an item that is already in progress. Copy and apply workflows before you request submission or submit on behalf of the submitter.
Due dates are copied, so review them. All step due dates come across from the source item. Check the dates on the target items after applying.
The distribution list comes along. The Official Response step's distribution list is part of what is copied. Confirm the recipients are correct for each target item before the official response is distributed, since this list determines who formally receives the response.
This does not change your company default workflow. To change the sequence applied to all new items, see Default Workflow Configuration.
Applying a workflow to an item that already has a configured workflow gives the following warning for you to either Cancel or Replace Workflow. To replace, select the Replace Workflow button.
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