Reviews sometimes arrive outside the system. An architect emails their markups, an engineer confirms approval verbally, or a reviewer is out of office with a deadline approaching. Rather than letting the submittal stall, you can record that review on their behalf. This article covers when to do that, how, and what ends up on the record.
When to use this
Reviewing on behalf of someone else is for cases where the review has genuinely happened but the reviewer cannot enter it themselves. Common examples:
The reviewer emailed their response or marked-up documents to you directly.
The reviewer confirmed their decision but has no time or access to sign in.
The reviewer is out of office and the submittal cannot wait.
This is not a way to move a submittal along without a review. You are recording a decision someone else made, not making it for them.
Who can do this
Access level required: Manager or Administrator.
Not available to: the Viewer and Coordinator access levels, or portal users.
Before you start
Keep whatever the reviewer sent you. An email, a marked-up PDF, or a written confirmation is your evidence that the review happened and that you recorded it accurately.
It is also worth adding a comment on the item noting the circumstances — who gave you the response, how, and when. Comments and history sit together on the item, so anyone looking at the submittal later can see why a review was entered by someone other than the reviewer.
Recording the review
Open the submittal item from the Submittals log.
Go to the review step you are recording a response for.
Choose the ellipsis to the right of the review role to review on behalf of the assigned reviewer.
Review the document and apply the stamp as you normally would.
Finish the review.
The review screen works exactly as it does for your own reviews — same document, same stamp options, same finish action. The only difference is an indication that you are acting on someone else's behalf. For the stamp options and how stamping works.
What the stamp shows
The stamp records the reviewer you acted for, not you. It carries their name and their company, so the document reflects who actually made the decision.
Once the review is finished, the submittal continues through its workflow the same way it would after any review.
What gets recorded
The item's history records the review. Because the stamp itself carries the reviewer's name, the history is where anyone can see how the review was entered.
If the reviewer is no longer available at all
Reviewing on behalf of someone assumes they gave you a response. If a reviewer has left the project, been deactivated, or is simply the wrong person for the item, redirecting the workflow is the better answer — add the correct reviewer and step over the incorrect one, which records the reason in the item history.