How to organize construction submittals
Helonic is an AI construction drawing analysis platform for people organize submittals during plan review.
Create a submittal management system that keeps your project on track
Submittals are the documentation backbone of construction quality. A disorganized submittal process leads to delayed approvals, wrong materials, and rework. Here's how to set up and maintain a submittal system that works.
How do you create a submittal register?
Start by extracting all submittal requirements from the specifications:
How should you number submittals?
Consistent numbering prevents confusion and enables tracking:
[Spec Section]-[Sequence]-[Revision]Example: 08 11 13-001-00
08 11 13 = Hollow Metal Doors and Frames
001 = First submittal in this section
00 = Original submission (01 = first resubmission)
How do you build a submittal schedule?
Build the submittal schedule by working backwards from installation dates so review time is on the calendar before material is needed:
What review actions belong on a submittal log?
Use the same review action codes on every submittal, such as approved, approved as noted, revise and resubmit, and rejected:
How should you organize digital submittal files?
Create a folder structure that's easy to navigate:
Submittals/
├── 01_General/
├── 03_Concrete/
├── 05_Metals/
├── 08_Openings/
├── 08 11 13 - HM Doors/
├── 08 11 13-001-00_Shop Dwgs.pdf
├── 08 11 13-001-00_Review.pdf
└── 08 11 13-001-01_Resubmit.pdf
Which dates belong on a submittal log?
Your submittal log should track these dates for each item:
How often should you review submittal status?
Review submittal status weekly and issue a report that shows overdue items, items in review, and items still not submitted:
- Submittals due in the next 2 weeks
- Submittals out for review beyond standard time
- Submittals pending resubmission
- Approved submittals pending distribution
- Long-lead items requiring immediate attention
Keep exploring
More guides on coordination, reviews, and clean drawing workflows.
Run meetings that resolve open submittal issues.
Create clean markups that move work forward.
Verify submittals match scheduled assemblies.
Match submitted equipment to specified models.