Closing and distributing is the final step of a submittal. You issue the official response, send it to everyone who needs a copy, and the submitter confirms they received it. This article covers building your distribution list, setting the official response, and what happens once the submittal goes out.
Who can do this
Access level required: Manager
Applies to: GC internal users acting as the submittal manager
Not available to: None, Viewer, and Coordinator access levels; Portal users
Prerequisite: all required review steps must be complete
Before you close
An item is ready to close once its review steps are complete and you are satisfied with the response going out.
If a reviewer rejected the submittal or requested a revision, decide how to handle that before closing.
Building your distribution list
The distribution list is everyone who receives a copy of the closed submittal. Add as many people as you need.
Open the item and go to the distribution list on the Official Response & Distribution step.
Add the people who should receive the response.
The list of available people comes from the project's Team Members tab. Anyone not listed there cannot be added. Once Close and Distribute is selected, everyone listed will receive the Official Response via email. The Submitter is automatically added in this response and the one that the workflow Will Request Acknowledgement, but others already assigned to this project can be added.
You can build the distribution list at any point, not just at the end.
If you already know who needs a copy, add them while the submittal is still in review so the list is ready when you close it.
If you choose someone in the Official Response that you did not want, choose the ellipsis to the right of their name to Remove Person.
Setting the official response
After selecting the Close and Distribute button, the official response is the response of record for the submittal. It will display the document of the submittal and you have three options when choosing the Official Response button:
No stamp. Close and distribute without stamping anything.
Use a stamp already on the submittal. Select one of the stamps applied during review and designate it as the official response. RedTeam Flex confirms that you are treating that stamp as the official response.
Create a new stamp. Build a new stamp with your own information and use that as the official response.
Use an existing reviewer's stamp when their response is the answer you want on record. Create a new one when the official response needs to say something different from any individual review.
When designating an existing stamp as the official response is chosen, the blue Official Response changes to a green Close and Distribute button to complete the workflow and a "Draft" green Official Response is added to the document. The Draft watermark will go away when the Close and Distribute button is select, showing the workflow is complete.
Closing and distributing
Confirm your distribution list is complete.
Set the official response.
Click Close and distribute.
The response goes to the submitter and to everyone on your distribution list. The item is now closed.
The former Close and Distribute button in the Workflow now becomes Actions that you can choose from until the Submitter sends the Acknowledgement.
Comments cannot be added to a closed item.
If there is anything left to discuss, raise it before you close.
Acknowledgement
After distribution, the submittal waits for the submitter to confirm they received the response. Until they do, the item sits in the log as Closed: Pending acknowledgement. Once acknowledged, it shows as Closed: Acknowledged.
Who needs to acknowledge
Only the submitter acknowledges. People on your distribution list receive the response for their records and are not asked to confirm anything — adding more people to the distribution list does not create more steps.
If more than one submitter company was on the submission step, any one of them can acknowledge on behalf of the submittal. It does not have to be whoever actually uploaded the documents.
After the item is closed
The closed submittal, its documents, its stamps, and its full history remain on the project as the record of what was requested, what was submitted, and what was approved. As the submittal is fully closed, and not cancelled, it cannot be reopened.