Comments let your team and your external parties discuss a submittal where the submittal lives, instead of in a separate email chain. History records every action taken on the item. This article covers both, including how to keep internal comments hidden from people outside your company.
Add a comment
Step 1: Open a submittal item from the Submittals log and click the Comments tab.
Step 2: Type your comment in the box at the bottom (up to 500 characters) and click Comment, or press Ctrl+Enter.
You can also comment directly on a document attached to the submittal, which is useful when your point is about a specific sheet or detail.
Mention someone
Type @ and start typing a name, then select the person from the list. Mentioning someone sends them a notification, which is the reliable way to get a specific person's attention. The list comes from the project's team, so people who aren't on the project can't be mentioned.
Keep a comment internal
Some discussion shouldn't be visible to the architect, engineer or subcontractor on the other side of the submittal. Mark those comments Company Confidential.
Step 1: Type your comment.
Step 2: Check Company Confidential, then click Comment.
The comment shows a Confidential label. External submitters and reviewers don't see it in the RedTeam Portal; only your internal team can read it. A comment that isn't marked confidential is visible to the external parties on the item.
Note: If you're unsure whether something should be seen outside your company, mark it Company Confidential. Only internal users can mark comments confidential.
See which items have new comments
The Comments column in the Submittals log shows a count on each item, so you can scan for activity without opening items one by one.
When you can't comment
Commenting isn't available on a closed submittal. Once an item is closed, its discussion is part of the completed record. To raise something on a closed item, comment on a related open item or handle it outside the submittal.
Item history
Every submittal item keeps a history of the actions taken on it: what happened, who did it and when. Open the item and click the History tab. Nothing in the history can be edited, which is what makes it useful as a record.
Use history to establish what happened on a submittal. For example, if a workflow step was skipped, the history shows who skipped it and the reason they gave. See RedTeam Flex - New Submittals: Updating an Item's Workflow.
When a reviewer responds with a revised file, the history names the file, for example: recorded a response: 'Approved As Noted' (revised file: ...).
When a submittal manager records a review for someone else, the entry also says on behalf of whom.
Who can comment and who can see what
Viewer access is read-only. A Viewer can read comments and history but can't post.
Coordinator and above can post comments.
External submitters and reviewers can take part in the discussion on items they are assigned to, but never see Company Confidential comments.