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To track submittals in monday.com, create a project board with one item per submittal, then use columns for identifiers, ownership, deadlines, status, and the current package. Add a WorkForm if you want consistent intake, and use status and date automations to surface review work. Set the fields and approval steps from the project’s contract documents: this board is a tracking aid, not proof that the project’s formal recordkeeping requirements have been met.
Design the monday.com submittal log around the project
Start with one board for the project or its submittal register. Each parent item represents one submittal. monday.com’s project guidance describes boards and columns for organizing project details and tracking progress, but it does not prescribe a universal construction submittal field list. Build the register to match the project’s specifications and review procedure. See monday.com’s project management guidance and its overview of project boards.
Useful starting columns include:
- Submittal number and specification section
- Item or product description and submitting trade or vendor
- Responsible reviewer
- Date submitted and required return date
- Current status
- A link or file for the current package
Keep identifiers and dates explicit. For example, the required return date is the date the project expects a response, not necessarily the date a reviewer happens to open the item. If one board is too broad for the project, monday.com’s project guidance also describes connecting project boards; choose that structure only if it makes ownership and reporting clearer for the team.
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Choose how submittals enter the board
Use a WorkForm for consistent submissions
Create a WorkForm that asks for the identifying details the project requires. monday.com says WorkForm responses are added to the board as new items. This helps standardize what submitters provide, but the form fields should follow the project’s actual submittal procedure rather than an assumed industry template. The setup is covered in monday.com’s WorkForm email-confirmation instructions.
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If you want an automated acknowledgment, include an Email column in the board and form, enable response viewing as required by the documented setup, and configure an email automation. That automation requires a connected Gmail or Outlook integration. Test the form and acknowledgment with a representative submission before sharing the form with the project team.
Create items manually when intake is controlled
Manual item creation can make sense when a coordinator receives packages through an existing project channel and verifies them before logging them. In either case, assign a unique submittal number and capture the current package link or file when the item is created; an item without a clear identifier or package reference is difficult to route reliably.
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Set status labels to match the review procedure
Configure the Status column using the project’s real review stages. An illustrative sequence might be Draft, Submitted, In Review, Revise and Resubmit, Approved, and Closed. Treat those labels as examples, not a required standard; contract documents and project participants determine what status values and transitions mean.
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Assign reviewers and monitor due dates
Use a People column for the current reviewer and a Date column for the required return date. A reminder can make an approaching or missed deadline visible to the responsible person. monday.com documents date-based alerts and reminders in Alerts and Reminders with Automations.
Build and test the automation with the team’s actual status labels, dates, and recipients. In particular, monday.com says a “date has passed” trigger does not work retroactively: an item that was already overdue when the automation was set up will not necessarily trigger it. Review and flag existing overdue items separately when introducing a new reminder rule.
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Attach the current package and distinguish revisions
Keep documents accessible from the submittal item using a Files Column or the item’s Updates section, or link to external storage if packages change frequently. monday.com describes these options, including access through an item’s Files tab, in How to manage files in monday.com.
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Find items needing attention and understand the activity record
Use board views or filters to locate items awaiting review, due soon, or overdue. Periodically inspect the board’s Activity Log when you need to see who changed a board value, when it changed, which item and column were affected, and the previous and new values. The Activity Log support article describes plan-based history periods: Basic one week, Standard six months, Pro up to one year, and Enterprise up to five years. These are monday.com’s plan descriptions in an article whose publication year is not stated; they are not project-record retention recommendations.
The Activity Log does not track updates added to an item. If a reviewer’s substantive comments or other communications must be retained as part of the project record, confirm the required recordkeeping method with the project team instead of assuming the board log captures them.
Keep the board separate from the formal contractual record
A monday.com board can help the team receive, assign, and monitor submittals, but the available product guidance does not establish that using it satisfies a project’s contractual submission, review, approval, or records requirements. Confirm the required routing, metadata, deadlines, official document location, and retention rules against the contract documents and the project’s established procedures. Treat the board as a tracking layer unless the project expressly designates it for a formal record function.
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