ImageSite and EngineBox Module

Engineering Submittals

Controlled. Tracked. Closed.

Stop chasing approvals across email threads and spreadsheets. eQuorum's Submittals module brings structured, auditable review workflows directly into your EDMS, so every submission moves forward with accountability.

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Built-in KPI and progress dashboards track turnaround times and overdue items

Automated workflows initiate your approval chain without manual follow-up

Role-based permissions control access for every internal and external participant

Built-in KPI and progress dashboards track turnaround times and overdue items

Automated workflows initiate your approval chain without manual follow-up

Role-based permissions control access for every internal and external participant

The Problem:

Most Submittal Processes are Broken by Design

Engineering, construction, and industrial teams lose weeks every year to a process that was never properly systematized.

Approvals buried in email

No single record of who approved what, when, or with what comments.

Submittal logs in spreadsheets

Manually updated, chronically out of date, and owned by one person.

Documents disconnected from decisions

Approved versions drift away from the EDMS, creating compliance risk.

No deadline visibility until it's too late

Overdue reviews surface at status meetings, not before they cause delays.

The eQuorum Submittals module replaces all of this with a structured, controlled workflow inside ImageSite and EngineBox. Submissions are created, routed, reviewed, and approved (or not) in a single system. Every action is automatically logged and access is controlled.

Because it lives inside your EDMS, approved submittals automatically become part of your permanent record, not an attachment in someone's inbox.

ImageSite and EngineBox

Submittal Capabilities

Purpose-built for engineering and industrial workflows, not adapted from a generic project management tool.

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Centralized Submittal Creation and Tracking

Create structured submittals tied directly to controlled project documentation. Every submission is a formal project object with a unique identifier and full traceability.

Automatic sequential numbering
Submittal containers for grouped submissions
Parent/child resubmittals with full history
Custom metadata fields per project
Drag-and-drop file uploads

Real-Time Dashboard and Status Visibility

Every team member sees the submittals relevant to their role. Dashboards reveal exactly what action is needed next. No status meetings required to know where things stand.

Live status: Created, Pending, Approved, Rejected, Closed
Role-based views for managers, reviewers, and respondents
Overdue item identification at a glance
Reporting tools for approval timeline analysis

Secure Cross-Organization Collaboration

Contractors, suppliers, engineers, and owners can collaborate in the same system. Each has strictly controlled access to only the information relevant to their role.

Role-based access control per submission
Controlled guest profiles for external partners
Secure access via defined permissions
Internal and external participant management

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Guided Review and Response Workflows

Match your real-world approval chains. Configure serial or parallel reviews, required or optional approvers, and formal response types that create a defensible record.

Serial or parallel review routing
Required and optional approver roles
Formal approval, rejection, or revise-and-resubmit
Delegation capabilities
Revisions without losing prior responses

Automated Notifications and Deadline Updates

The system keeps reviews moving without manual follow-up. Participants are automatically alerted when submittals are assigned, updated, or overdue.

Automatic assignment and overdue alerts
Email and in-system notifications
Custom distribution lists for internal and external stakeholders
Escalation alerts before deadlines are missed

Complete Audit Trail and Change History

Every action is recorded with the responsible user and a timestamp. Required explanations for post-distribution changes create the compliance documentation your projects demand.

Automatic logging of all file, status, and assignment changes
Timestamped user attribution on every action
Required explanation for post-issuance edits
Supports compliance and long-term asset documentation

HOW IT WORKS

A Formal Process from First Submission to Final Record

Four stages replace ad-hoc email chains with a controlled, repeatable engineering workflow.

Select controlled documents from your EDMS, name the submittal, assign the manager, submitter, and respondents, and set due dates.

Send the submittal to designated respondents via email with serial or parallel workflows. Required and optional approvers are notified automatically; no manual follow-up needed.

Respondents approve, approve with comments, or reject directly within your EDMS. If revisions are needed, a child resubmittal is created and the cycle repeats with full history intact.

Once approved, the submittal and its documents stay in your EDMS. Everything is traceable, version-controlled, and available for the life of the asset.

Compliance and Traceability

Accountability for Every Action

Engineering organizations must be able to demonstrate how decisions were made, years after a project closes. eQuorum's automatic audit log makes it possible without any additional effort.

Timestamped Every Action

File additions, status changes, assignment updates, and responses are all recorded with user and time.

Required Change Explanations

When configured, users must provide justifications for changes made after a submittal has been issued.

Long-Term Asset Documentation

The complete submittal record supports operations, maintenance, and future capital projects; not just initial construction.

GET STARTED

Ready to bring structure to your submittal process?

See how the eQuorum Submittals module works inside ImageSite and EngineBox. Our team can walk you through the workflow for your specific project type.

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Common Questions About Engineering Submittals

What is the purpose of an engineering submittal?

A submittal verifies that materials, equipment, or designs meet project specifications before installation or procurement begins. It creates a documented exchange between contractor and engineer of record.

Who typically reviews submittals?

Engineers, architects, project managers, and technical reviewers responsible for verifying compliance with project specifications. eQuorum supports both internal reviewers and external organizations with secure guest access.

What happens when a submittal is rejected?

The submitter revises the documentation and creates a child resubmittal. The full history of prior responses and changes is preserved, maintaining a complete record without losing any earlier decisions.

How is this different from standalone submittal tools?

Unlike standalone tools, eQuorum Submittals lives inside your EDMS. Approved submittals are automatically connected to controlled project documents and become part of your long-term engineering knowledge base — not stored in a separate application.

Can external contractors and suppliers participate?

Yes. External collaborators can be invited as controlled guest users with permissions defined specifically for submittal activities. They access only the information relevant to their role.

Does the system support both serial and parallel reviews?

Yes. Review workflows can be configured to run sequentially (one reviewer at a time) or in parallel (multiple reviewers simultaneously), depending on your project's requirements and approval process.