Submittals, tracked end to end.
A submittal is a document a contractor must get approved before fabrication or installation. Oversite logs every one and shows whose turn it is.
A submittal is a formal document a contractor sends to the reviewing authority for approval before fabrication or installation. Common types are shop drawings, product data, samples, certifications, mix designs, warranties, test reports, and O&M manuals. Oversite tracks each one through a defined review process, records the reviewer's decision, and always shows whose turn it is to act. Contractors create, submit, and revise; CEI and agency reviewers acknowledge, review, and disposition, all against one running log per project.
The submittal log lives in a spreadsheet and three inboxes.
Shop drawings and product data move by email, and no one can say whose turn it is.
Spreadsheet register
The submittal log is a spreadsheet someone updates by hand. Numbers drift, revisions collide, and the version on screen is rarely the current one.
Review by email
Shop drawings ride along on email threads. The decision, the markups, and the date it was sent all live in different messages, if anyone can find them.
No ball in court
Nobody can say whose turn it is. Submittals stall for weeks because each side assumes the other is holding it.
One log. Every submittal, every revision.
Create or upload
Start a submittal by hand, or upload the PDF and let Oversite read the title, type, priority, and spec sections into a draft you confirm.
Route through review
Submit for review, acknowledge receipt, then record a disposition with comments and marked-up documents. The ball moves to the right party at every step.
Revise and close
When changes are needed, create a revision that keeps the same number and the full history. Close it out when the review is done.
01. Every submittal in one register.
The log lists every submittal on the project with its number, type, status, disposition, and ball in court. Numbering runs per project from SUB-001, and revisions keep the base number with a revision label. Filter by status, search the list, and export the whole register to PDF or CSV.
02. Upload the PDF. Skip the retyping.
Drop in a shop-drawing or product-data PDF and Oversite reads it for you. It pulls the title, description, submittal type, priority, and any spec sections it finds, then opens a draft. The details are a starting point, so you confirm them before you submit.
03. Whose turn it is, at a glance.
A five-step tracker follows each submittal from created, to sent, to under review, to disposition, to closed. Reviewers record one of four dispositions, add comments, and attach marked-up review documents. Every disposition hands the ball back to the contractor. A Revise & Resubmit starts a revision that keeps the history under one number.
Submittals, answered.
What is a submittal?
A submittal is a formal document a contractor sends to the reviewing authority for approval before fabrication or installation. Common types are shop drawings, product data, samples, certifications, mix designs, warranties, test reports, and O&M manuals.
How does Oversite track a submittal?
Every submittal moves through a defined process: Draft, Submitted, Under Review, a disposition, then Closed. A status and a ball-in-court value show where it is and whose turn it is to act, and a five-step tracker shows the same on the detail page.
What does ball in court mean?
Ball in court is whose turn it is to act next, the contractor or the reviewer. It moves to the reviewer when a submittal is submitted or acknowledged, and back to the contractor on every disposition. In the log it is highlighted when a submittal is waiting on your side.
Can Oversite create a submittal from a PDF?
Yes. Upload a PDF and Oversite reads the title, description, type, priority, and spec sections into a draft for you to review. The extracted details are a starting point, so confirm them before you submit.
What is a disposition?
A disposition is the reviewer's decision once a review is complete. There are four: Approved, Approved as Noted, Revise & Resubmit, and Rejected. The submittal status updates to match, and the ball returns to the contractor.
What is the difference between a revision and a new submittal?
A revision keeps the same submittal number with a revision label and preserves the full history. Create a revision when a submittal comes back for changes or when you supersede an approved one. Create a new submittal only for genuinely new material.
See submittals move on a real contract.
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