How to review files in Submittals

This article will explain the review features of submittals. All reviewers can review in parallel and create markups and remarks on the submitted files. Adding a review to the submittal flow is optional.

How to add comments and remarks

Review managers and Approvers have the option to add comments in the 'Send to review' and the 'Approve' step.

Comments work the same as in any other Box feature and can be used to communicate beyond the submittal process.

To do this, go to

BoxSubmittalsSelect your SubmittalOpen a fileNew comment

Active reviews can be found in Box Reviews My reviews.

Open a review by double-clicking on it or selecting from the list and clicking View.

If a user belongs to multiple user groups added to the review step, they will be asked to choose which review role they have.

A review is organized like so:

1. The change status button is located at the top of the screen. Clicking Complete review will end the review for the entire review group.
2. The status of the submittal can be seen here.
3. The flow can be seen at the top of the submittal. The highlighted box (in this case 'Review' shows the current stage of the submittal.
4. The files that are up for review can be seen here. Click on a file to open it and access the remarks and markup functions.
5. The overall information for the submittal can be seen here.
6. Attachments added to the submittal can be found here.
7. The full history of the submittal is shown here and is automatically updated.

Clicking on a file will open it, and from here it is possible to add and see remarks and comments for the file.

Remarks in submittals do not have a template that can be adjusted, and are not assigned to anyone.

They are meant to be simple markups where the reviewers can leave their opinions on the files. The reviewers can delete their remarks (before completing their review) but cannot delete the remarks of other reviewers.

New remarks can be added by clicking New remark.

You must create at least one markup using the tools from the toolbar at the bottom of the view.

When a markup has been added, a title and description for the remark can be written.

All remarks can be seen as markups on the file, or in a list view in the side panel.

This can be toggled on and off by clicking Show remarks and selecting an option.

You can also choose to only see remarks from within your group by toggling on 'Show only group remarks' in the side panel.

You can open a remark by clicking on the markup or from the list view in the side panel. It is then possible to write a message on the remark. Every user group in the review can add messages to each other remarks.

All correspondence is saved in the submittal when the review is completed.

How to complete a review

When a review group is done adding remarks to the submittal, they can mark the review as completed, by clicking Complete review. If review responses have been set up, they can be selected from the pop-up window, and it is possible to add a message.

How to delete or edit remarks

It is possible to edit or delete a remark during the review process for your current review group. Note that you cannot edit the markups for remarks, only the title and message.

Editing a remark can be done by opening a remark and clicking the -icon next to either the title or description.

To delete a remark, hover over it in the list view and click . You will be prompted if you want to delete the remark.

How to approve or reject a submittal

When all reviews are marked as completed or a deadline has passed, the users in the approver role can evaluate the submittal and either approve or reject it.

The approver will see an overview of activities from the review. They can quickly jump to the remarks from each review group and see the review responses used.

An overview for each group is shown, and remarks can be opened by clicking the -icon.

When viewing the remarks made during the review, you can assign them directly to the submitter.
It is also possible to assign them manually if someone other than the submitter should be responsible.

You can approve/authorize individual files, but reject the Submittal as a whole. For this, the review flow must have 'Distribution' of approved files set up (How to set up Submittals).

Open a file in your Submittal and click on Approve to shared files or Authorize to published files, respectively. Files that you approve this way individually follow the set-up distribution of the Submittal, even if you reject the rest of the Submittal.

When the submittal has been evaluated it can be approved or rejected with Approve or Reject submittal.

Completed and approved submittals will be marked with 'Completed' status and can be sorted and filtered in the All submittals or All reviews folders.

They will also be put in the Reviews Archived folder.

If a submittal is rejected, a new deadline must be set, and it is possible to write a message. The submittal will return to the 'Pending' status and new files can be added to the submittal. The rejection is logged in the submittal history.