Reviews sometimes arrive outside the system. An architect emails their markups, an engineer confirms approval by phone, 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 happened but the reviewer can't enter it themselves. Common examples:
The reviewer emailed their response or marked-up documents to you.
The reviewer confirmed their decision but has no time or access to sign in.
The reviewer is out of office and the submittal can't 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 also helps to add a comment on the item noting 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 someone other than the reviewer entered the review.
Record the review with a stamp
Step 1: Open the submittal item from the Submittals log and go to the review step you are recording a response for.
Step 2: Click the three-dot menu on the reviewer's row, then click Review on behalf of and the reviewer's name.
Step 3: The document opens with a Reviewing on behalf of banner and the reviewer's name. Click Add Stamp.
Step 4: Select the reviewer's response, add a reason if needed, click Apply and place the stamp. Then click Finish review.
The review works the same way as your own reviews: same document, same stamp options, same finish action. For how stamping works, see RedTeam Flex - New Submittals: Review Submittals.
Record the review with the reviewer's file
If the reviewer sent you a marked-up file, record their response with that file. It becomes the current document, and the document it replaces is kept as Superseded.
Step 1: On the reviewer's row, click the three-dot menu, then click Review on behalf with revised file.
Step 2: Check the Reviewing on behalf of banner, select the Response, upload the reviewer's file and click Submit Review.
Step 3: The confirmation lists the Reviewer, the Response and the File. Click Submit Review. The response and file can't be changed after you submit.
The revised file shows Uploaded by with the reviewer's name. For more about revised files, see RedTeam Flex - New Submittals: Review with a Revised File.
What the stamp shows
The stamp records the reviewer you acted for, not you. It carries their name and company, so the document reflects who 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 shows who entered the review and for whom, for example: recorded a response: 'Rejected As Noted' on behalf of Jordan Reyes. When a file was used, the entry also names the revised file.
If the reviewer is no longer available
Reviewing on behalf of someone assumes they gave you a response. If a reviewer has left the project, been deactivated, or is the wrong person for the item, redirect the workflow instead: add the correct reviewer and move past the incorrect one, which records the reason in the item's history. See RedTeam Flex - New Submittals: Updating an Item's Workflow.