Submittal Revision Issues

Currently, when a submittal is returned as revise and resubmit, you must void out the current form, and a new form is created with the suffix R1. When filling out the R1 submittal form, we have encountered issues with the submittal workflow that make it challenging to effectively proceed with a revision. It appears the workflows do not update, and the workflow boxes reflect the original submittal form. There is no way to delete a workflow box, so when filling out the workflow you are left with two boxes - one that is assigned to the creator, and one that is assigned to the reviewer. The solution we have been using is either to delete the R1 form and create an entirely new form with a functional workflow, or to delete the creators name from the first workflow box, and replace it with the reviewer and not assign a date, which leaves two workflow assignments, but only one of them is needed. These extra steps and the uncertainty about the functionality of the workflow make it hard to replicate a standard procedure between team members.

A potential solution would be to re-design the revision system. Instead of mercury creating an entirely new form for a revision upon creation, the original form should be utilized with the addition of a revision history menu that is only created upon the creation of a revision. Ideally, if a submittal is returned as revise and resubmit and a revision is needed, the following process would be used:

• create revision is selected

• a revision menu is then produced within the original form, instead of a new form being created

• the workflows are erased and the submittal status is reverted to open

• the submittal number automatically produces a suffix of “R1” or “0.1” to show this is the first revision

• the submittal revision history can be seen within the submittal form

Having submittal revisions set up in this way will make it so much easier to track revisions, especially when a submittal is partially approved. If one form has several revisions, it will be extremely messy to find each individual revision within the submittal list.