Engagement snapshot
- Mandate
- Reduce submittal delay and uncertainty without flattening project-specific review logic.
- Timeline
- 9 weeks from workflow design to live project use.
- Team shape
- Project controls lead, 2 automation engineers, and 4 PM and field reviewers.
The problem
Submittals and RFIs stalled in inboxes because routing logic depended on project managers remembering reviewer chains, deadlines, and package types.
What we built
Delivered workflow automation that mapped package types to reviewer trees, tracked SLA timers, and escalated blocked approvals.
Operating context
The contractor knew where delays were happening, but not consistently enough to prevent them. Reviewer sequences varied by package and project, and manual follow-up consumed project management time.
Key constraints
- Reviewer trees differed by package type and project complexity.
- The system had to preserve document revision history and reviewer accountability.
- Project teams needed a practical workflow, not a heavy compliance interface.
What we built
Package-aware routing
Mapped submittal types to reviewer paths, deadlines, and escalation logic by project context.
SLA timing and alerts
Tracked aging and blocked reviews so delayed packages became visible before they threatened schedules.
Revision and response tracking
Maintained a clean record of reviewer comments, resubmissions, and approval state transitions.
Delivery path
Project workflow mapping
Identified the repeatable routing patterns shared across projects and the rules that needed configuration.
Pilot project launch
Tested on a live project to validate reviewer participation and escalation usefulness.
Multi-project rollout
Expanded with admin controls for project-specific routing and deadline parameters.
Why it mattered
The workflow improved schedule reliability because review paths stopped depending on project manager memory. Teams had clearer accountability, and submittal aging became visible before it turned into a project-level problem.
Implementation notes
- Construction workflows need configurable structure, not generic ticketing.
- Escalation timing matters more than adding more notifications.
- Reviewer accountability becomes much clearer once the routing path is explicit.