Requesting a submittal sends it to the submitter and starts the workflow. This article covers sending a request for one item or for several at once, and what changes once a request has gone out.
Who can do this
Access level required: Coordinator
Applies to: GC internal users
Not available to: None and Viewer access levels
Prerequisite: the submitter must already be a member of the project team, and the submission step must have a due date
Before you send
An item is ready to request once its submission step has a submitter and a due date. Check both before you send:
A submitter is assigned. The list of available companies comes from the project's Team Members tab, so anyone not listed there cannot be assigned.
A due date is set on the submission step. RedTeam Flex will stop you from sending without one.
You can also add instructions and attach files to the submission step, which is worth doing before you send rather than after. Files you attach are merged with the submitter's uploaded files into a single combined document. See RedTeam Flex - New Submittals: Updating an Item's Workflow.
Review steps do not have to be finished before you request. You can build them out while the item is with the submitter, as long as each step has a reviewer and a due date by the time the item reaches it.
Requesting a single item
Open the item from the Submittals log.
Check the submission step has a submitter company, due date and person assigned as a contact in the submitter company in Flex.
Click Actions drop down and then Request Submittal.
A brief confirmation tells you the request has been sent.
Requesting several items at once
In the Submittals log, select the items you want to send (making sure that all selected have the required fields of Submitter Company, Due Date and Person to be listed as Submitter).
Open Bulk actions at the bottom of the log.
Click Request submittals.
The Request submittals option is only available when the items you have selected are actually ready to send. If it stays unavailable, one or more of your selected items is missing a submitter company, person or a due date — open them individually to find which.
What happens after you send
Sending a request changes the item in several ways:
The status changes to show the item is open and waiting on submission.
The Court column moves to the submitter, so the log shows the item is no longer waiting on you.
Some fields lock. Details that form part of the request cannot be edited once it has gone out. If you try to edit a locked field, RedTeam Flex tells you why it is unavailable.
The item can no longer be deleted. Deleting is only possible before a request is sent. After that, use cancel instead — see RedTeam Flex - New Submittals: Cancelling and Restoring Items.
Sent steps cannot be undone.
If a request went to the wrong company, you cannot recall it. See RedTeam Flex - New Submittals: Updating an Item's Workflow for how to redirect an item that is already in motion.
What the submitter receives
The submitter is emailed a notification that a submission is needed, with a link to the item.
Following that link opens the RedTeam Portal where they upload their documents. If it is their first time, they are prompted to set up a unified login. If they already have one, they sign in and their existing account is linked.
Inside the RedTeam Portal they only see the items they are involved in, not your full log.
Sending a reminder
If a submitter has not responded, you can send a reminder without resending the request.
Select the items in the Submittals log.
Open Bulk actions.
Click Send reminders.
Automated reminders are planned for a later release. For now, reminders are sent manually using Send reminders in Bulk actions.
If the item does not move
An item shows Blocked: Workflow cannot proceed if its workflow cannot continue — most often a step with no due date or no assigned reviewer. The submittal manager on the item is notified, and fixing the cause restarts the workflow automatically. See RedTeam Flex - New Submittals: Updating an Item's Workflow.