Approval of submittals / documents

Overview: file submittal approval

Approval of files in the Files module adds an approval status column to selected folders so teams can track submittals such as shop drawings, equipment specs, Operations and Maintenance manuals, and other formal documents.

Approval settings are not inherited by subfolders.

• Your role must be Manager or Admin to activate the feature.
• You can find the menu at Files module - menu - folder structure - enable Approval of submittals.
• This adds approval statuses to files in the selected folders and logs who changes them.

How to activate and use submittal approval

1. Open the Files module from the left-hand menu.
2. Open menu and select folder structure.
3. Enable Approval of submittals for the folder.
4. Click the folders you want to activate.

5. Customize approval status names and colors if needed.

6. In the Files list, use the Approval column to set status on each file.

Assign users or user groups

1. Assign a specific person, a user group, or both to the approval workflow.
2. Confirm that only those assignees can change approval values when assignment is set.

Add multiple approvals

1. Add additional approval steps as needed, for example Design approval, Cx-team approval, Owner approval.

Video guide

Results: submittal approval

• Every uploaded file in an enabled folder shows an approval status dropdown
• Only assigned users or user groups can change status when assignment is configured
• Approval actions are logged and visible to project users
• The setting applies only to the selected folder

Troubleshooting: submittal approval

Updated on: 07/26/2026