Submittal email notifications and reminders
SubmittalLink emails the right people when a submittal is created, updated, or reviewed, and sends reminders on and after the due date. The project owner controls who gets emailed with a few project settings.
When submittal emails are sent
Section titled “When submittal emails are sent”Submittal emails are sent when all three are true:
- Email Notifications is on in the create, update, or review form. Or you click a … and Send Emails button.
- The submittal status is Open. Draft and Closed submittals don’t send emails.
- The project’s Turn Off All Email Notifications setting is off.
Who receives submittal emails
Section titled “Who receives submittal emails”Default: everyone on the submittal
Section titled “Default: everyone on the submittal”Create, update, and review emails go to:
- All reviewers on all review steps, including later steps that aren’t in their court yet
- The submittal manager
- Everyone on the Cc (distribution) list
- The Received From contact, when set
With “Submittal Email: Ball in Court Only”
Section titled “With “Submittal Email: Ball in Court Only””When the project owner turns on Submittal Email: Ball in Court Only, create, update, and workflow emails go only to:
- The person who took the action
- The people currently ball in court
Later-step reviewers aren’t emailed until the submittal reaches their step. To turn this on, go to Settings → project row → pencil menu → Update Project → Submittal Email: Ball in Court Only.
Due-date reminders
Section titled “Due-date reminders”When reminders are sent
Section titled “When reminders are sent”By default, SubmittalLink sends two reminder emails:
- On the due date
- Two days after the due date
To change how many reminders go out or how often, contact your SubmittalLink account representative or support@submittallink.com.
Skip weekends
Section titled “Skip weekends”Turn on Do Not Send Reminder Emails on Weekends in project settings to skip reminders on Saturday and Sunday.
Who gets reminders
Section titled “Who gets reminders”Reminder emails always go to:
- The submittal manager
- Everyone currently ball in court
The Ball in Court Only setting doesn’t change reminder recipients.
Other submittal emails
Section titled “Other submittal emails”- Notify Received From on Submittal Closed emails the Received From contact when a submittal changes from Open to Closed.
- Weekly Open Submittal Summary emails a PDF of open submittals to project owners and managers every Friday.
- Notify Users: owners and project managers can email selected project members about a submittal from its row menu, with an optional note.
Frequently asked questions
Section titled “Frequently asked questions”Why did a reviewer on step 3 get an email before it was their turn?
Section titled “Why did a reviewer on step 3 get an email before it was their turn?”By default, every reviewer on every step gets create and update emails. Turn on Submittal Email: Ball in Court Only to email only the current ball-in-court reviewers.
How do I stop all submittal emails on a project?
Section titled “How do I stop all submittal emails on a project?”The project owner can turn on Turn Off All Email Notifications in project settings. This stops submittal notification emails and reminders.
When are submittal reminders sent?
Section titled “When are submittal reminders sent?”By default, on the due date and again two days after it. Contact your account representative or support@submittallink.com to change the number or frequency of reminders.
Who gets submittal reminder emails?
Section titled “Who gets submittal reminder emails?”The submittal manager and everyone currently ball in court.
Can I resend a submittal notification?
Section titled “Can I resend a submittal notification?”Yes. Use Update Submittal and Send Emails, or Notify Users from the row menu to email specific people.
Why didn’t anyone get an email when I created a submittal?
Section titled “Why didn’t anyone get an email when I created a submittal?”Check that the status was Open (not Draft), that Email Notifications was on, and that the project doesn’t have Turn Off All Email Notifications enabled. Ask recipients to check spam.