Understanding and Overcoming Submittal Challenges in Construction

Submittals are an essential part of the construction process, yet they often come with their own set of challenges, particularly for engineers who may not have full control over how approvals are handled. In a recent discussion, several pain points surrounding the use of submittal software like Procore were raised by engineers. Below, we’ll dive into these challenges and provide some tips for navigating them effectively.

Pain Point 1: Legal Boundaries for Engineers in Submittals

Engineers often face a tricky situation when it comes to submittal approvals. As pointed out in a discussion thread, some engineers are being asked to "check approve" submittals, a step they are not legally allowed to perform. This can create significant friction, as they may be put in a position where they're expected to approve or endorse something beyond their scope of responsibility.

Solution: Engineers should clarify their legal boundaries with the project team early on. It’s important to communicate what they can and cannot approve. As one engineer suggested, some submittal platforms, such as Procore, allow you to configure responses with specific language like "For Record Only." This ensures that your review does not equate to legal approval but rather provides feedback within your legal capacity.

Pain Point 2: Customizing Responses in Submittal Software

Another frustration mentioned was the inability to provide a response that reflects the true role of the engineer in the submittal process. While Procore and similar software may have default response options, these may not fit every engineer’s situation, particularly when they want to ensure they are not providing implicit approval.

Solution: Many submittal platforms allow customization of responses. For example, Procore has the ability to create custom responses, enabling engineers to tailor their feedback. By working with your Procore admin, you can create options like "Not Approved, For Review Only" or other language that fits your specific role and responsibility. Having these customized responses ensures that your feedback is clear and legally sound.

Pain Point 3: Lack of Clarity in Submittal Stamps

A common method of addressing this issue is adding legal language to submittal stamps. However, some engineers find this approach cumbersome, especially when it involves copying the same disclaimer language repeatedly into each submittal comment field.

Solution: To reduce the manual work of adding legalese to each submittal, engineers should consider having preformatted stamps or notes integrated into their submittal process. Some submittal platforms may allow for automated text templates to be inserted into comment sections, which can save time and ensure consistency. Another approach is to have submittal stamps that include all necessary disclaimers from the beginning, ensuring engineers do not need to rewrite or add legal language every time.

Pain Point 4: Time-Consuming Submittal Processes

Engineers noted that they often need to manually insert legal disclaimers into comment sections, which adds unnecessary time to the submittal process. The repetition of these tasks can be frustrating, especially in fast-paced projects where engineers are juggling multiple submittals.

Solution: Leverage the tools available in submittal platforms to automate as much of this process as possible. Procore, for instance, allows for the customization of submittal stamps, which can be automatically applied to documents. These automated tools free up valuable time and allow engineers to focus on their core responsibilities, rather than administrative tasks.

Conclusion: Improving the Submittal Process for Engineers

Submittals are a crucial part of the construction process, but without the right tools and configurations, they can become a source of frustration for engineers. By working closely with your submittal software administrators and customizing response options, engineers can streamline the process while ensuring their legal boundaries are respected. It’s also essential to leverage automation where possible, reducing the time spent on repetitive tasks. Ultimately, with the right strategies, engineers can turn submittals from a headache into a more manageable, productive part of their workflow.