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Track each construction submittal as a separate monday.com board item, with project-defined identifiers, an assigned reviewer, a required return date, a status, and a link or file for the current package. You can collect entries through a WorkForm, automate status notifications and deadline reminders, and use the Activity Log to review certain board changes. Treat the board as a coordination aid: the contract documents and project team—not a generic template—determine the required submittal fields, review sequence, deadlines, and formal recordkeeping.
Choose a board structure that fits the project
For a straightforward monday.com submittal log, create one project board and make each submittal a parent item. monday.com describes boards as a way to organize project details in columns and track progress; the specific fields below are practical recommendations, not a platform-mandated or industry-standard register.
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- Submittal number: Use the identifier required by the project’s process.
- Specification section and item description: Make the work or product identifiable without opening the package.
- Submitting trade or vendor: Record who provided the package.
- Responsible reviewer: Use a People column for the person currently responsible for review.
- Date submitted and required return date: Capture the dates the team needs to monitor.
- Status: Show the current step in the project’s review procedure.
- Package location: Attach the current files or link to the project’s document storage.
monday.com also documents connected project boards for teams that need to coordinate information across boards. A single register can be simpler to administer; connected boards can suit a broader project setup, but the available guidance does not prescribe one structure for construction submittals. Choose the arrangement your team can maintain consistently. See monday.com’s project-management guidance and project board documentation.
Collect submittals consistently
Use a WorkForm for repeatable intake
Create a WorkForm with the identifying details your project requires, then connect it to the register so each response creates a new board item. This gives submitters a consistent way to provide information and reduces variation in manually created entries. Make sure the form asks for enough information to route and identify the package; do not assume a generic form captures the fields required by the contract or project team.
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Use manual item creation when intake is controlled by the team
If a coordinator receives packages through an established project channel, the coordinator can create the board item and enter the required details. This keeps intake within the team’s existing process, but depends on the person creating the item to complete the fields and attach or link the right package.
Set up an email acknowledgment only if needed
For an automated WorkForm acknowledgment, add an Email column to the board and include it in the form. monday.com’s documented setup also requires enabling response viewing as specified in its instructions and configuring an email automation connected to Gmail or Outlook. Follow the current steps in monday.com’s WorkForm email-confirmation guide, which was last modified May 31, 2026.
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Configure statuses, owners, and notifications
Match status labels to the project procedure
Set status labels to reflect the actual review sequence. For example, a team might use Draft, Submitted, In Review, Revise and Resubmit, Approved, and Closed. That is an illustration, not a required construction standard; use the terms and transitions specified by the project documents and team.
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Assign the current reviewer and return date
Use a People column to show who owns the current review and a Date column for the required return date. If review responsibility changes by stage, decide whether the reviewer field means the current action owner or a fixed project contact, then apply that meaning consistently.
Remind the team about deadlines
Use date-based automations for upcoming or missed deadlines, optionally with a status condition so reminders target only items still awaiting action. monday.com documents alerts and reminders based on dates, but its “date has passed” trigger does not work retroactively: an item already past its date when the automation is set up will not trigger as though the date has just passed. Test the automation using your team’s actual status labels and recipients before relying on it. Details are in monday.com’s alerts and reminders guide.
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Keep the current package easy to identify
Attach documents through the item’s Files Column or Updates section, or link to external storage. The Files tab also provides access to item files. A link can be more convenient when packages are revised frequently, while an upload keeps a copy accessible from the item. Whichever method you use, agree on a naming convention and identify superseded files clearly so reviewers can distinguish the current package from earlier material.
monday.com’s file-management documentation describes the available file options; it does not establish formal revision control or project compliance. Confirm the project’s document-control and recordkeeping requirements independently. See How to manage files in monday.com.
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Review open items and check the change history
Use board views or filters to focus on items awaiting review, due soon, or overdue. Periodically inspect the Activity Log when you need to understand changes to board values. monday.com says the log can show who made a change, when it happened, the item and column involved, and the previous and new values.
The Activity Log article describes these plan-based history periods: Basic, one week; Standard, six months; Pro, up to one year; Enterprise, up to five years. These are monday.com’s plan descriptions, not record-retention recommendations, and may change. The same documentation says the Board Activity Log does not track updates added to an item, so it is not a complete record of every discussion or document activity. Check the current details in monday.com’s Activity Log guide.
Use the board as a tracker, not as a substitute for project requirements
A submittal board can make intake, ownership, deadlines, package locations, and status easier to coordinate. It does not by itself establish that the project’s contractual review process or recordkeeping requirements have been met. Confirm the required metadata, reviewers, sequence, timing, file controls, and official record location with the contract documents and project team, and configure the board to reflect those decisions.
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