Capability template for project and delivery
Submittal register review
The project engineer gets one register of every required submittal: what has arrived, the review status as recorded, the documents still missing and the long-lead items at risk against the date each order must be placed. Nothing is routed, accepted or ordered.
Listed under
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
A submittal log tells you what was filed. It rarely tells you what is missing, what has sat unrouted for two weeks, or which equipment will miss its order date if review runs its usual length. This capability turns the specification's list of required submittals, the log of packages received and purchasing's order dates into one register in submittal-number order.
Each line shows the latest package, the status exactly as the log records it, and whether every required document came with it. Four short lists follow: documents still missing, packages whose routing needs checking, long-lead items not yet accepted, and anything that cannot clear review in the time left before its order date. Reviewer comments are printed word for word and never read as approval.
Who starts the work, and when
The project engineer, or the project coordinator working for them, runs it when a submittal arrives, before the weekly procurement or coordination meeting, and whenever a material release is coming up. It can be rerun whenever the log changes.
What they supply
- The required-submittals list taken from the specifications: number, section, description, trade and required documents.
- The submittal log: each package received, its revision, documents, routing and recorded status.
- Purchasing's dates: the date each order must be placed and its lead time in days.
- Today's date, the review period your project allows, and the long-lead threshold you use.
What comes out
A dated register with a summary count, then the missing-documents, routing, long-lead and at-risk lists, and a numbered set of questions for the project engineer. Each question gives the facts first and recommends nothing. Where a section is empty it says so.
An invented example
Illustrative example with invented data. The project, the trades, the submittals, the dates and every figure below are invented, and the trades are named Trade A to Trade H. The project is a small two-storey annex, called the Annex here. The project engineer runs the review on Monday 16 November 2026. People are referred to by role.
The inputs come first, in full, so the template can be run on them. The register follows.
The inputs
1. Settings (typed by the project engineer)
Project: the Annex
Today: Monday 16 November 2026
Decides: the project engineer
The review period, the extra days for a resubmission and the long-lead threshold were not given, so the defaults are used: 14 days, 7 days and 56 days. Days are counted as calendar days.
2. Required submittals
submittal_no,spec_section,description,trade,required_documents
S-01,03 30 00,Concrete mix designs,Trade A,mix design report; test data
S-02,05 12 00,Structural steel shop drawings,Trade B,shop drawings; connection calculations; mill certificates
S-03,07 21 00,Roof insulation,Trade C,product data; samples
S-04,08 11 13,Hollow metal doors and frames,Trade D,product data; shop drawings; hardware schedule
S-05,23 73 00,Air handling units,Trade E,product data; shop drawings; performance data
S-06,26 24 16,Switchboards,Trade F,product data; shop drawings; coordination study
S-07,09 30 00,Floor tile,Trade G,product data; samples
S-08,14 21 00,Passenger elevator,Trade H,product data; shop drawings; cab finish samples
3. Submittal log
submittal_no,revision,received_date,documents_received,routed_to,routed_date,recorded_status,status_date,reviewer_comment,substitution
S-01,0,2026-10-12,mix design report; test data,Structural reviewer,2026-10-13,approved,2026-10-23,No comments,no
S-02,0,2026-10-05,shop drawings; connection calculations,Structural reviewer,2026-10-06,revise and resubmit,2026-10-27,See the marked drawings,no
S-02,1,2026-11-09,shop drawings; connection calculations; mill certificates,Structural reviewer,2026-11-10,with reviewer,,,no
S-03,0,2026-11-02,product data,,,received,,,yes
S-04,0,2026-10-26,product data; shop drawings; hardware schedule,Architect's reviewer,2026-10-27,with reviewer,,,no
S-05,0,2026-09-28,product data; shop drawings; performance data,Mechanical reviewer,2026-09-29,approved as noted,2026-10-19,See the marked copy,no
S-06,0,2026-11-12,product data; shop drawings,,,received,,,no
S-08,0,2026-09-14,product data; shop drawings,Architect's reviewer,2026-09-15,rejected,2026-10-09,Cab finish samples required with resubmission,no
S-09,0,2026-11-11,product data,Architect's reviewer,2026-11-12,with reviewer,,,no
4. Procurement dates
submittal_no,order_by_date,lead_time_days
S-01,2026-11-20,14
S-02,2026-12-14,70
S-03,2026-12-07,35
S-04,2026-11-27,42
S-05,2026-12-21,98
S-06,2026-12-02,112
S-07,2026-11-23,28
S-08,2027-01-11,168
The output
SUBMITTAL REGISTER REVIEW: the Annex, Monday 16 November 2026
For: the project engineer. Prepared Monday 16 November 2026 from: required submittals (8 rows), submittal log (9 rows), procurement dates (8 rows), settings.
Column check: all headers matched.
Settings: review period 14 days, resubmission 7 days, long-lead threshold 56 days, counted in calendar days. Defaults used: review period, resubmission days, long-lead threshold.
Summary: 8 required submittals. Accepted 2 (approved 1, approved as noted 1). With reviewer 2. Received, not with reviewer 2. Returned 1. Not received 1. Submittals with missing documents: 4 (received 3, not received 1). Routing to verify: 4. Long-lead not yet accepted: 3, of which 1 at risk. At risk before the order date: 3; past the order date: 0. Substitutions requested and not accepted: 1.
Data checks
- S-09 is in the submittal log and not on the required list. Left out of the register.
Register
- S-01 03 30 00 Concrete mix designs, Trade A. Revision 0 received Monday 12 October 2026. ACCEPTED: approved, recorded Friday 23 October 2026. Documents complete. Reviewer comment: "No comments".
- S-02 05 12 00 Structural steel shop drawings, Trade B. Revision 1 received Monday 9 November 2026. WITH REVIEWER since Tuesday 10 November 2026 (Structural reviewer), 6 days. Documents complete. Earlier revisions: revision 0 revise and resubmit, recorded Tuesday 27 October 2026. Long-lead, 70 days. Order by Monday 14 December 2026, 28 days away; review needs 14 days; 14 spare days.
- S-03 07 21 00 Roof insulation, Trade C. Revision 0 received Monday 2 November 2026. RECEIVED. Documents missing 1 of 2. Substitution requested. Order by Monday 7 December 2026, 21 days away; review and resubmission need 21 days; 0 spare days.
- S-04 08 11 13 Hollow metal doors and frames, Trade D. Revision 0 received Monday 26 October 2026. WITH REVIEWER since Tuesday 27 October 2026 (Architect's reviewer), 20 days. Documents complete. Order by Friday 27 November 2026, 11 days away; review needs 14 days; AT RISK, short 3 days.
- S-05 23 73 00 Air handling units, Trade E. Revision 0 received Monday 28 September 2026. ACCEPTED: approved as noted, recorded Monday 19 October 2026. Documents complete. Reviewer comment: "See the marked copy".
- S-06 26 24 16 Switchboards, Trade F. Revision 0 received Thursday 12 November 2026. RECEIVED. Documents missing 1 of 3. Long-lead, 112 days. Order by Wednesday 2 December 2026, 16 days away; review and resubmission need 21 days; AT RISK, short 5 days.
- S-07 09 30 00 Floor tile, Trade G. NOT RECEIVED. Documents missing 2 of 2. Order by Monday 23 November 2026, 7 days away; review and resubmission need 21 days; AT RISK, short 14 days.
- S-08 14 21 00 Passenger elevator, Trade H. Revision 0 received Monday 14 September 2026. RETURNED: rejected, recorded Friday 9 October 2026. Documents missing 1 of 3. Reviewer comment: "Cab finish samples required with resubmission". Long-lead, 168 days. Order by Monday 11 January 2027, 56 days away; review and resubmission need 21 days; 35 spare days.
Missing documents
- S-03 (Trade C): samples.
- S-06 (Trade F): coordination study.
- S-07 (Trade G): product data; samples. Nothing received.
- S-08 (Trade H): cab finish samples.
Routing to verify
- S-03: received Monday 2 November 2026, no reviewer recorded, 14 days.
- S-04: with the Architect's reviewer since Tuesday 27 October 2026, 20 days; 6 days over the 14-day review period.
- S-06: received Thursday 12 November 2026, no reviewer recorded, 4 days.
- S-08: returned Friday 9 October 2026; no newer revision received, 38 days. The log does not show whether the return reached the trade.
Long-lead items not yet accepted: 3
- S-06 Switchboards: AT RISK, short 5 days (order by Wednesday 2 December 2026). Not routed; coordination study missing.
- S-02 Structural steel shop drawings: 14 spare days (order by Monday 14 December 2026). With reviewer, 6 days.
- S-08 Passenger elevator: 35 spare days (order by Monday 11 January 2027). Returned; no resubmission.
At risk before the order date: 3
- S-07 Floor tile: short 14 days; order by Monday 23 November 2026.
- S-06 Switchboards: short 5 days; order by Wednesday 2 December 2026.
- S-04 Hollow metal doors and frames: short 3 days; order by Friday 27 November 2026.
Questions for the project engineer
- S-03 Roof insulation (Trade C). Revision 0 arrived Monday 2 November 2026 with product data and no samples, and no reviewer is recorded after 14 days. A substitution is marked as requested. The order date is Monday 7 December 2026, 21 days away against 21 days needed, 0 spare. What do you want done about routing and the missing samples?
- S-04 Hollow metal doors and frames (Trade D). With the Architect's reviewer for 20 days, 6 past the 14-day period; no decision recorded. The order date is Friday 27 November 2026, 11 days away against 14 days needed, short 3 days. What do you want done about the time left?
- S-06 Switchboards (Trade F). Received Thursday 12 November 2026 without the coordination study, no reviewer recorded, 4 days. Long-lead, 112 days. The order date is Wednesday 2 December 2026, 16 days away against 21 days needed, short 5 days. What do you want done about routing and the missing study?
- S-07 Floor tile (Trade G). No package has been received; product data and samples are missing. The order date is Monday 23 November 2026, 7 days away against 21 days needed, short 14 days. What do you want done about the missing package?
- S-08 Passenger elevator (Trade H). Rejected Friday 9 October 2026 with the comment "Cab finish samples required with resubmission"; no resubmission in 38 days, and the log does not show whether the return reached the trade. Long-lead, 168 days. The order date is Monday 11 January 2027, 56 days away against 21 days needed, 35 spare. What do you want done about the resubmission?
Acceptance of each submittal rests with the authorized design reviewer. Nothing here accepts a material, and releasing an order is purchasing's decision.
Draft for the project engineer's decisions. No trade, reviewer or supplier has been contacted, and no log, status or order has been changed.
Where it fits
- Construction, where equipment and finishes are bought months before they are installed.
- Engineering firms, where the design side tracks what has been reviewed and what is still outstanding.
- Real estate, for owners and developers following a project's long-lead items.
- Project and delivery, which owns the schedule the order dates protect.
- Quality management, which wants a clean record of what was reviewed and when.
- Procurement and suppliers, who need to know which orders are waiting on a review.
- Established businesses, with a standing submittal log and a routine for it.
- Growth and scaling, when one project engineer now carries more projects than before.
What has to change for your company
Use your own status words and decide which of them count as accepted. Set the review period in the contract, the extra days a resubmission takes, and the lead time you treat as long. Decide who verifies routing and how late a package may sit with a reviewer before it is listed. Agree the document names so the required list and the log match exactly. This capability reviews no technical content and certifies no compliance with the specifications; the authorized design reviewer decides each submittal.
What has been checked
Fully Powered AI wrote this capability template in its own words from its own map of the work, with no third-party text. It was editorially reviewed on 10 November 2026. It was tried once on its invented example in Claude on 10 November 2026; the record is published with it. The example's own output was visible during that run, so it was not a blind run. Small edits made afterward to the example, the question wording and the instructions, including clauses on a reviewer comment that disagrees with the status, a package logged with no documents and an unreadable date, have not been run again; the template's version notes list them. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing on your project means running it on a log your project engineer already knows well, with cases written in advance: a package with a missing document, one that was never routed, a long-lead item with no time left. The project engineer checks every date and count against the log before anyone relies on the register.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
Free with an account. Sign in by email: no password and no card.
Next step
Put this capability to work for your team: on your plan, or built with you in a sprint.
Build this in a sprint
In a sprint, Fully Powered adapts this capability template to your rules, proves it on your own work and puts it in the hands of the roles that own it.
Two ways to begin: