Submittal workflow

Bring submittals into Specset directly or through a Procore or Autodesk connection. Keep the AI compliance review and the reviewers' approval responses together on the submittal.

1. Open Submittals and click Upload, or configure submittal sync in Project Settings → Integrations.
2. For an upload, choose the Review option: skip a review, generate a plan for approval, or generate and automatically approve the plan. Synced submittals follow the integration's review settings.
3. Open the submittal to check its details, attachments, and reviewers. Add supporting product data or shop drawings as needed.
4. Open the review card to inspect the compliance dashboard, findings, and document references.
5. Record the reviewers' responses and returned attachments on the submittal. Those responses track approval separately from the agent's compliance findings.

Set project defaults

Open Project Settings → Submittals before the team starts building the log. You need permission to manage the project to change these settings. Most changes save automatically; the types list has its own Save Types button.

Numbering and cover sheets

• Number by spec section gives each section its own number sequence. Turn it off for one sequence across the project.
• Number Display Template controls how the section number, submittal number, and revision appear together. Check the preview below the field before settling on a format.
• Cover Sheet Style selects a built-in layout or a custom template. For a custom cover sheet, upload a PDF with fillable form fields.
• Include cover sheet by default applies to new submittals. You can still review the cover sheet on an individual submittal before sharing it.

Review instructions and downloads

Use Review Instructions for requirements that apply across this project's reviews. Be specific about what to check, for example: “Check the submitted finish against the interior finish schedule, and identify any proposed substitutions.” Keep the supporting requirements in the project documents so reviewers can follow the evidence.

Show comments on the page places review comments beside the markup instead of in hoverable sticky notes. Show issue numbers starts each review comment and table of contents entry with its issue number. Turn it off when dismissed issues leave gaps in the numbering. Include issues table of contents adds an issue index to downloaded review PDFs. All three are defaults that you can change for an individual review in Annotate & Download.

Notifications and types

Under Email Notifications, choose whether to email the review creator and submittal managers when a review finishes. You can include the compiled PDF, the XLSX spreadsheet, or both. Submittal manager assigned controls assignment emails separately.

In an organization in CUI mode, these emails, and the emails Specset sends about comments, low spare-part stock and portal uploads, say only that there is new activity in Specset and link to it. They carry no project details or attachments; open the link to see the review.

Use Submittal Types for the categories your team needs, such as Product Data, Shop Drawings, or Samples. Add or reorder the types, then click Save Types.

Project defaults are separate from integration sync settings. Configure what moves to and from Procore or Autodesk under Integrations.

Build the attachment package

Add product data, shop drawings, and other supporting files from the attachment area. Find Product opens Find Product Documentation, where you can search for product information and select relevant documents to add. Check that the model and options match what is being submitted before including a document.

Cover sheets

Use the cover-sheet controls to include a cover sheet with the submittal. Generated fields can be reviewed and edited before the package is shared. If the submittal changes, regenerate the cover sheet when needed; regeneration replaces manual edits to those fields, so review the result again.

Responses and revisions

Three results appear together on a submittal, but answer different questions:

Approving an AI review plan starts that review. It does not approve the submitted product or change a reviewer's response.

Add a reviewer response

1. Open the submittal and find Responses. Click Add response.
2. Set the Status, write the Comment, and add the returned Attachments. Record the Returned Date when known.
3. Click Create. Fields left for automatic detection can be filled from the attachments; check the extracted result after processing.
4. To correct a response, use its menu and choose Edit, then Update.

Keep the returned, marked-up package with the response so the next person can see the conditions behind the decision. For synced submittals, also check the integration's response settings to understand what returns to the connected system.

A mapped review stamp can also record a reviewer's response when you apply it to the PDF.

Submit a corrected revision

If the package needs revision, keep the original submission and its responses available for comparison:

1. Open the current submittal revision. In its actions menu, choose Create new revision.
2. Check the Revision number and add the corrected Attachments, or add them after creating the revision. Supply the complete package you want reviewed; the prior revision's attachments are not automatically copied.
3. When adding attachments, choose whether to skip an AI review, generate a review plan, or generate and automatically approve the plan.
4. Click Create. The new revision starts in Draft. Check its details, package, and review plan before continuing the review.

Use Revisions in the submittal sidebar to return to earlier submissions and their responses. For example, keep the original Revise and Resubmit response on revision 0, then review the corrected package on revision 1. Review the new package on its own merits rather than treating the earlier response as approval of the correction.