Manage Submittal Workflow Participants in Bulk

Updating individual submittal workflows manually during project team changes is time-consuming. Using bulk actions in the modernized Submittals list view allows you to replace pending workflow participants or update draft submittals simultaneously.

• Workflow Status: Ensure submittals have an active workflow in progress with pending review steps before replacing users.

• Feature Availability: This feature is available on projects using the Modernized Submittals List View. Ensure the Items List View toggle is enabled in your project's Submittals tool.

• Required User Permissions: 'Admin' level permissions on the project's Submittals tool.

• Additional Information:

  • Replacing workflow users only updates pending, incomplete workflow steps while preserving completed steps for historical records.

  • Removing workflows only applies to submittals in 'Draft' status.

1. Navigate to the project's Submittals tool.

2. Select submittals for bulk updates:

   • Click Filters, select your criteria (such as Ball In Court or Approver), and click Apply.

   • Mark individual checkboxes next to each row, or mark the top header checkbox to select all visible submittals.

3. Open the bulk workflow menu by clicking Workflow on the action toolbar.

4. Perform the appropriate workflow action:

   • Apply Workflow (Draft submittals only):

     • Select Apply Workflow. b. Select a workflow template from the list.

     • Configure due date settings by selecting Calculate from today's date or Calculate from Submit By date.

     • Click Apply Template.

   • Replace Workflow User (Pending steps only):

     • Select Replace Workflow User.

     • Select the user to remove from the Current User drop-down menu.

     • Select the new assignee from the Replacement User drop-down menu.

     • Click Replace User.

   • Remove Workflow (Draft submittals only):

     • Select Remove Workflow.

     • Confirm the removal to clear assigned workflows from selected draft submittals.

5. Review the banner message at the top of the screen to verify updates:

   • Green Banner: Confirms all selected submittals were updated successfully.

   • Red Banner / Failed Items List: Displays submittals that could not be updated along with error details.