Every submittal item has a workflow that determines who it goes to, in what order, and by when. This article covers setting up an item's workflow before you send it out, and changing a workflow that is already in motion.
To set up a workflow that every new item on the project inherits, see RedTeam Flex - New Submittals: Default Workflow Configuration. To reuse a workflow you have already built on one item, see RedTeam Flex - New Submittals: Copy and Apply Workflows.
Who can do this
Access level required: Coordinator to add, delete, reorder, and rename review steps and assign people
Applies to: GC internal users
Not available to: None and Viewer access levels; Portal users
Prerequisite: the item's step must not already be complete; sent steps lock
Manager access required for: skipping a review step.
Where to find an item's workflow
Click an item name in the Submittals log to open its details panel. The panel shows the item's name, number, description, and type at the top, with its workflow below.
How a workflow is structured
Every workflow has three parts:
Submission — who is being asked to submit, and by when.
Review — who reviews what comes back. You can have as many review steps as you need, or none.
Official Response & Distribution — the final response that gets distributed.
Submission and Official Response & Distribution cannot be removed. Review steps in between are yours to add, remove, and reorder to match how the item actually needs to be handled.
Setting up the submission step
The submission step is where you say who is being asked for the submittal.
Open the item and go to the Submission step.
Select the submitter company or companies. Search the list if it is long.
Set a due date.
Select People wanted to review from the contacts assigned to the company in Flex.
Add any instructions you want the submitter to see.
Attach any files that should go out with the request.
The submitter list comes from the project's Team Members tab.
If the company or person you need is not in the list, add them as a team member first. They cannot be assigned to a submittal until they are.
Files you attach here become part of the merged document. When the submitter uploads their files, yours and theirs are combined into a single document for review. Attach anything you want to form part of the final record.
Setting up review steps
Review steps control who looks at the submittal after it comes back, and in what order.
Add a review step.
Select the Reviewer Companies.
Set a due date for the step and Days to complete the review.
Assign the People wanted to review from the company's contacts in Flex.
Choose whether every reviewer must review, or whether Only 1 review needed to complete step.
When only one review is needed
If a step has more than one reviewer, you can require all of them to respond, or allow the item to move forward as soon as any one of them does. Use the second option when reviewers are interchangeable and you do not want the item waiting on someone who may be unavailable.
Every step you intend to send needs a due date.
RedTeam Flex will stop you from sending a submittal if a due date is missing, and an item already in motion will stop when it reaches a step that has no due date.
The date fields on an item
An item's workflow section includes several date and duration fields: required on-site date, lead time, submission lead time, and reviews completed by.
These fields are informational at the moment.
They do not calculate anything. Filling them in does not set your step due dates, drive reminders, or affect the workflow in any way — you still set every due date yourself. Use them to record what the job requires, but do not rely on them to schedule anything.
Changing a workflow after the item has been sent
Once a step has been sent, it locks. You cannot undo it or reassign it. This is deliberate — the record of who was asked for what needs to stay intact.
You can still redirect an item in motion by adding a new step and stepping over the one you no longer want. The most common reason to do this is a submittal that went to the wrong reviewer.
Redirecting to the correct reviewer
Skipping a review step requires Manager access or above. Adding, reordering, and assigning steps requires Coordinator access.
Add a new review step to the item and give it a name that makes the intent clear.
Select Save to create the step.
Move the new step so it sits immediately after the step currently in progress.
Assign the correct reviewer company, set a due date, select the Days to complete the review, and add the people wanted to review from the company's contacts in Flex.
Your changes will be auto saved.
Use the skip control on the step you want to step over (if in the review process and the stop watch is on Review) by selecting Actions drop down and choosing Move to next workflow step.
Enter the reason when prompted, for example that it went to the wrong reviewer.
The item moves to the reviewer you added, and the reason you gave is recorded in the item's history alongside who skipped the step and when.
This shows the skipped step and reason as it appears in the item history.
When an item stops moving
An item stops and waits when its workflow cannot continue. It shows the status Blocked: Workflow cannot proceed. The usual causes are a step with no due date, a step with no reviewer assigned, or an assigned person whose account has been deactivated.
When an item is Blocked, the submittal manager assigned to the item is notified so someone knows to act.
Fixing the cause restarts the item automatically.
Add the missing *required* Reviewer Company, due date or reviewer and the workflow continues on its own. There is no continue or resume button to press.
