How to send and request submittals

Submittals in Knowify help you manage the exchange of project documents that require review and approval. This article explains how submittals work and how to use Knowify to manage both sides of the approval process:

1. How to send a submittal for approval

2. How to request a submittal from a subcontractor

How to send a submittal for approval (for subcontractors)

Use this workflow when you need to submit documentation to a GC, architect, engineer, or other reviewer.

1. Creating a submittal

1. Open the job and go to Submittals.

2. Select Send submittal for approval.

1. Complete the submittal form:

   • Submittal name

   • Submittal number (unique within the job)

   • Revision number (auto-generated)

   • Approver email

   • Description

   • Supporting documents

   • Optional: Deadline

2. If you need more time to finish gathering documentation, select Save changes to keep it in Draft.
   

A submittal remains Draft until you send it.

2. Sending a submittal for approval

Once ready, select Send for approval. The reviewer will receive an email with a secure link to view the documents and respond.

After sending, the submittal will be marked as Awaiting approval, which means the reviewer has the submittal and must approve or request a revision.

3. Reviewing revision requests

If the reviewer requests changes, the submittal will be automatically marked as Revise and resubmit, which means you must update the documentation and resend. 

To resubmit:

1. Open the submittal.

2. Upload corrected documentation.

3. Select Send for approval again.

The state returns to Awaiting approval until the reviewer approves the updated revision.

(Optional) Third-party approvals

In some cases, you may need to send the submittal to a different approver (e.g., an architect) after your GC or primary reviewer has already reviewed it. To forward a submittal to a third party:

1. Open the submittal currently in Awaiting approval or Revise and resubmit (after resubmission).

2. Open the actions menu (down arrow).

3. Select Send for approval.

   

4. Enter the third-party reviewer’s email.

5. Send the request.

The state remains Awaiting approval until that third party approves or requests revisions.

 

Requesting a submittal from a subcontractor (for GCs or subcontractors managing subs)

Use this workflow when you need documentation from a subcontractor or vendor.

1. Creating and sending a request

1. Open the job and go to Submittals.

2. Select the menu arrow and choose Request submittal from sub.

   • 

3. Complete the request form:

   • Submittal name

   • Submittal number

   • Revision number (auto-generated)

   • Submitter (selected from your vendor list)

   • Description

   • Supporting documents

   • Optional: Deadline

4. Select Send request.
   

After sending, the submittal will be marked Awaiting submission, meaning your subcontractor can now submit the requested documentation through the secure link they receive.

2. Reviewing submittal documentation

When the subcontractor uploads the requested files, the state becomes Ready to review. To review:

1. Open the submittal.

1. Review files and details.

3. Approving the submittal

If everything is correct, select Approve. Both you and the subcontractor receive confirmation by email.

4. Requesting changes

If corrections are required:

1. Open the submittal.

2. Select Request revision.

   

3. Enter comments.

4. Send the revision request.

The submittal returns to Awaiting submission to indicate the subcontractor can now resubmit revised documentation. Once they do, the state returns to Ready to review, and the review process repeats until approval.