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Managing Submittals in Podio

What Are Submittals?​

Submittals are documents you send to the General Contractor (GC) for approval before starting work. Think of them as "here's what we plan to do—can you approve it?" Examples include:

  • Material specifications
  • Product data sheets
  • Shop drawings
  • Installation procedures

Getting submittals approved is a critical Pre-Construction task. You can't start work until the GC signs off.

Where Submittals Live​

Submittals are tracked as Tasks in the Pre-Construction Stage of your project.

Screenshot needed

Pre-Construction stage detail page showing submittal-related tasks in the Task Overview would be helpful here.

How to Track a Submittal​

1. Find the Submittal Task​

  1. Open your Project in Podio
  2. Click on the Pre-Construction stage from the "Linked Stages" field
  3. Look in the Task Overview section for tasks related to submittals
    • Example task names might include "Submittal: [Material/Product Name]" or "Submit Product Data"

2. Update the Task as You Work​

When you create the submittal:

  1. Open the task
  2. Change Status to "In Progress" (yellow)
  3. Upload your submittal document to the Attachments field
  4. Add any notes in the Notes field (e.g., "Sent to GC via email on 3/15")

When the GC approves:

  1. Change Status to "Complete" (green)
  2. Upload the approved version to Attachments
  3. Add a note: "Approved by [Name] on [Date]"

If revisions are needed:

  1. Keep Status as "In Progress"
  2. Add a note explaining what needs to change
  3. Upload the revised version when ready

Task card showing Status field and Attachments area

3. Track Dependencies​

Some submittals must be approved before other tasks can start. The system handles this automatically:

  • When you mark a submittal task Complete, any dependent tasks will automatically change from "Pending" to "In Progress"
  • The person responsible for the next task gets notified

Example: You can't order materials until the material submittal is approved. The "Order Materials" task depends on "Submittal: Material Specs" being complete.

Best Practices​

✅ Upload everything: Keep all versions (draft, revised, approved) in the task Attachments. It creates a complete record.

✅ Use Notes generously: Record who you sent it to, when, and what they said. Future-you will thank you.

✅ Check Due Dates: Pre-Construction tasks often have tight deadlines. Missing a submittal deadline can delay the entire project.

✅ Tag the right person: Make sure the Responsible field shows who's handling the submittal (usually the PM or OC).

Common Questions​

Q: Where do I see all submittals at once?
A: Open the Pre-Construction stage and filter the Task Overview by searching for "submittal" in the task names. [NEEDS VERIFICATION: Exact filter method]

Q: What if the GC loses our submittal?
A: Check the task Attachments. You have a copy there. Re-send it and add a note documenting the re-submission.

Q: Can I add my own submittal tasks?
A: Yes! In the Pre-Construction stage's Task Overview, click "Add Task" and create a new one. Set the Type to "Task" and link it to the stage.

  • PSP-107: Managing Submittals (detailed process)
  • PSP-000.1: Understanding Task Dependencies
  • PSP-103: Advancing a Project to the Next Stage

Need help? Ask your Project Manager or Operations Coordinator. They can walk you through it.