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Remove a Submitter or Approver from the Submittal Workflow

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Objective

To remove a submitter or reviewer from the submittal workflow.

Background

Should you decide that you want to remove a submitter or approver from a submittal workflow while the approval process for a submittal is in progress, you can do so only if you have been granted the appropriate permission to the Submittals tool. 

Things to Consider

  • Required User Permissions:
    • To update the workflow on a 'Draft' or 'Open' submittal that you created:
      • 'Read Only' or 'Standard' level permissions on the project's Submittals tool with the 'Create Submittal' granular permission enabled on your permissions template.
        OR
      • 'Standard' level permissions on the project's Submittals tool without a permissions template assigned to you.
    • To update the workflow on a submittal that you did not create: 
      • 'Standard' level permissions on the project's Submittals tool and be designated as the Submittal Manager.
    • To update the workflow on any submittal:
      • 'Admin' level permissions on the project's Submittals tool.
  • Additional Information:
    • If the members of a row (a.k.a., step) in the submittal workflow has already completed their review and provided a response, that row cannot be deleted (i.e., the ‘x’ will NOT be visible in the column on the far right).
    • If a user on the submittal workflow has already submitted a response, that user cannot be deleted. Users can only be deleted before they submit a response. 

Steps

  1. Navigate to the project's Submittals tool. 
    The Submittals page appears. 
  2. Locate the desired submittal in the Items view.
  3. Click Edit. 
    This opens the submittal in edit mode. 
  4. Scroll down to the Submittal Workflow area. 
  5. Choose from these options:
    1. To delete a workflow group
      1. Locate the desired row.
      2. Click the 'X' in the far right column for that row.

        submittals-delete-step.png

        The system removes the group from the submittal workflow
    2. To delete a person from a workflow group
      1. Locate the desired person in the list.
      2. Click the 'x' next to that person's name.
        Note: If the 'x' is not available next to a user name, that user has already submitted a response and cannot be deleted from the submittal workflow. 

        submittals-delete-approver.png

        The system removes the person from the Submittal Workflow and completes the following actions:
        • Automatically flags the next person or group in the approval sequence as having the 'Action Required By' responsibility.
        • Sends an 'Action Required' email message to notify the 'Action Required By' person (or people) that the submittal is awaiting their approval. 
        • Logs the change to the approval sequence in the submittal's Change History tab.