Material Submittals

What is the Submittals Module?

The Submittals module manages the material approval process that is standard in construction and MEP projects across the GCC. Before materials can be ordered and installed, the specific brands, models, and specifications must typically be reviewed and approved by the client, consultant, or engineer. Tawridy digitizes this workflow -- letting you create submittals, attach technical datasheets and supplier information, route them for approval, and track their status. This ensures that every material used on a project has been formally vetted and approved before a purchase order is issued, maintaining project compliance and preventing costly rejections on site.

How It Connects

Direction	Connected Module	Relationship
In <--	Projects	Every submittal belongs to a project
In <--	Suppliers	Submittals reference specific suppliers and their product offerings
In <--	Products / Catalog	Product specifications and datasheets are attached to submittals
Out -->	RFQs	Approved submittals inform which brands/models can be sourced
Out -->	Purchase Orders	Only materials with approved submittals should be ordered

Step-by-Step Guide

1. Navigate to the project -- go to Projects > [Your Project] > Submittals tab.
2. Click "New Submittal" -- begin creating a new material submittal.
3. Fill in submittal details:
   • Submittal number (auto-generated or manual, e.g., SUB-PRJ001-MEP-003)
   • Title / description (e.g., "HVAC Ductwork -- Galvanized Steel Ducts")
   • Trade / discipline (Civil, Electrical, Mechanical, Plumbing, Fire Fighting, etc.)
   • BOQ reference (link to the relevant BOQ line item)
   • Specification reference (section from the project specifications document)
4. Add proposed materials -- for each option (you can propose up to 3 alternatives):
   • Supplier name
   • Brand and model
   • Country of origin
   • Technical datasheet (upload PDF)
   • Product catalog page (upload PDF/image)
   • Test certificates or compliance documents
   • Sample photo (if available)
5. Add a recommendation -- include your team's recommendation on which option is preferred and why.
6. Submit for review -- click "Submit". The submittal enters the approval workflow.
7. Consultant/client reviews -- the reviewer (added as an external reviewer or internal team member) receives a notification and reviews the submittal. They can:
   • Approve -- the material is accepted for use on the project.
   • Approve with Comments -- accepted, but with conditions or notes.
   • Revise & Resubmit -- the reviewer requests changes or alternative options.
   • Reject -- the material is not acceptable. A reason must be provided.
8. Handle resubmissions -- if revisions are requested, update the submittal with new options or additional documentation and resubmit. The system tracks all revision rounds.
9. Proceed to procurement -- once approved, the submittal status is reflected in the BOQ and RFQ modules. Only approved brands/models should be sourced.

Submittal Status Workflow

Draft --> Submitted --> Under Review --> Approved
                            |              |
                            v              v
                     Revise & Resubmit   Approved with Comments
                            |
                            v
                        Resubmitted --> Under Review --> ...

                     (or) Rejected

Key Fields Explained

Field	Description
submittal_number	Unique reference combining project code, discipline, and sequence (e.g., SUB-PRJ001-ELE-007).
title	Descriptive title of the material being submitted.
discipline	Trade category: Civil, Structural, Electrical, Mechanical, Plumbing, Fire Fighting, Interior, Landscaping.
boq_reference	Link to the corresponding BOQ line item(s).
spec_reference	Section reference from the project technical specifications.
proposed_brand	Brand name of the proposed material.
proposed_model	Specific model or product line.
supplier	The supplier offering this brand/model.
origin_country	Country of manufacture -- may be relevant for project specifications that mandate origin requirements.
status	Current workflow state: Draft, Submitted, Under Review, Approved, Approved with Comments, Revise & Resubmit, Rejected.
revision_number	Tracks resubmission rounds (Rev 0, Rev 1, Rev 2...).
reviewer	The consultant, client representative, or internal engineer assigned to review.
review_date	Date the reviewer completed their review.
review_comments	Reviewer's comments, conditions, or rejection reasons.

Tips & Best Practices

TIP

Always submit at least 2 alternatives (a primary and a backup option) for each material. This speeds up the approval process -- if the primary is rejected, the consultant can approve the alternative without requiring a full resubmission cycle.

TIP

Attach complete technical datasheets and compliance certificates with every submittal. Incomplete documentation is the most common reason for "Revise & Resubmit" responses, which delays procurement.

WARNING

Never issue a PO for materials that do not have an approved submittal, especially on projects with consultant oversight. Unapproved materials may be rejected on site, leading to costly returns, delays, and potential disputes. The system can be configured to enforce this rule by blocking PO creation for items without approved submittals.

TIP

Use the Submittal Log export feature to generate a formatted register that can be shared with the consultant or client during project meetings. The log includes all submittals with their current status, revision history, and review dates.

TIP

For projects with many submittals, organize them by discipline and assign a dedicated team member per discipline to manage submissions. Use the filter and bulk operations to track progress across all disciplines from the project dashboard.

FAQ

Q: Who can be assigned as a reviewer? A: Reviewers can be internal team members (e.g., a project engineer) or external parties. External reviewers receive a secure link to review the submittal without needing a full Tawridy account. They can view documents, add comments, and set the approval status through the review portal.

Q: Can I resubmit a rejected submittal? A: Yes. Click "Revise & Resubmit" on the rejected submittal. The system creates a new revision (e.g., Rev 1) pre-filled with the previous data so you only need to update the changed items. The rejection reason from the reviewer is displayed prominently to guide your revision.

Q: How does the submittal status affect procurement? A: If the enforcement setting is enabled, the system will warn (or block, depending on configuration) when you try to create an RFQ or PO for a material that does not have an approved submittal. The BOQ view also shows a submittal status indicator next to each line item.

Q: Can I track submittal timelines? A: Yes. The Submittal Timeline Report shows the average review turnaround time, identifies bottlenecks (submittals stuck in review for more than a configurable number of days), and tracks your team's submission rate vs. the project schedule.

Q: Is there a way to send reminders for pending reviews? A: Yes. The system sends automatic reminders to reviewers for submittals that have been "Under Review" for more than 7 days (configurable). You can also send manual reminders by clicking "Send Reminder" on any pending submittal.