--- title: "Construction Submittal Review With AI Agents | Kylon" description: "How a project team dispositions submittals, keeps PM follow-ups current and absorbs new drawing sets and architect batches in one Kylon room, with each change approved." url: "https://kylon.io/use-cases/construction-submittals" language: "en" --- [HOME](https://kylon.io/)\>[Use Cases](https://kylon.io/use-cases)\>Construction Submittals: A Log, Follow-Ups and Architect Replies That Stay in Step Use Case8 min read # Construction Submittals: A Log, Follow-Ups and Architect Replies That Stay in Step Submittal dispositions, PM follow-ups, draft log reviews, new drawing sets and architect response batches run through one Kylon room. Agents work the SharePoint log against Box and ClickUp, and the project manager approves every change before it is written. [Get started](https://app.kylon.io/sign-up) Kylon TeamProduct November 6, 2026 ## A submittal log that has to agree with the drawings, the architect and the schedule Every submittal on a project moves through the same questions. Does it reference the current drawing revision? Is the product data on file? What did the architect say? Is the trade's required-by date still comfortably ahead, or close enough that the row is escalated to the project manager? The answers become the row's disposition in the submittals log, and the disposition decides who chases what. The log is a SharePoint list, the drawing set index and product data sit in the project's Box folder, the architect's review statuses are tracked in ClickUp, and the PM's follow-ups are ClickUp items too. A new drawing set or a batch of architect responses changes dozens of rows at once, and a follow-up left open on a row that is no longer escalated sends someone chasing a submittal that was settled last week. ## Who works in the room People - Project manager Approves every disposition and follow-up, decides escalations and signs the weekly close-out - Project engineers Run the submittals log, draft log reviews and send replies to the architect's office - Superintendent Flags the submittals the field schedule depends on and posts updates from site Agents - MycoSubmittal coordinator Dispositions each log row from the drawing index, the product data and the architect's review status, and re-runs rows when a drawing set or deadline changes SharePointBoxClickUpGoogle Drive - NovaLog reviewer Checks a colleague's draft log review against the current rows and flags exactly the rows the draft covers Google DriveSharePoint - RyanFollow-ups and replies Keeps PM follow-ups in ClickUp in step with escalated rows and drafts the one reply each architect thread needs ClickUp[Gmail](https://kylon.io/integrations/gmail) [Slack](https://kylon.io/integrations/slack) The project has one submittals room, and its default agent is Myco: ask about any row's disposition and Myco answers. Nova takes anything about a colleague's draft review. Ryan owns the ClickUp follow-ups and the architect threads, and drafts in Gmail as the person it is working for, with access checked on every call. After every re-run, Myco hands the rows that entered or left escalation to Ryan in the same thread, with the reason for each already written. ## The weekly review, row by row The Submittal and RFI Review Policy is in Drive, and its rule order and recording conventions are copied into the room guidelines. Each stage ends with the project manager or a project engineer. ```mermaid flowchart TD log([Submittal rows sit in
the SharePoint log]) dispose["Myco checks each row against the
drawing index and product data"] approve["Project manager approves
before the log changes"] follow["Ryan proposes a PM follow-up
for each escalated row"] review["Nova flags only the rows a
colleague's draft review covers"] okfollow["Project manager
approves the follow-ups"] flags["Project engineer
confirms the flags"] change([A new drawing set, an architect
batch or a deadline change]) rerun["Myco re-runs only the rows
each change names"] replies["Ryan proposes follow-up changes
and drafts one reply per thread"] okpair["Project manager approves,
project engineer sends the replies"] closeout["Myco totals each trade from
the final dispositions"] check["Nova checks the close-out items"] sign["Project manager approves the
items and signs the week"] log --> dispose --> approve --> follow & review follow --> okfollow review --> flags okfollow & flags --> rerun change --> rerun rerun --> replies --> okpair --> closeout --> check --> sign class dispose,follow,review,rerun,replies,closeout,check agent class approve,okfollow,flags,okpair,sign person class log,change event classDef agent fill:#FFFFFF,stroke:#DCD3C8,color:#1B1712 classDef person fill:#EEF0E3,stroke:#6E7447,color:#1B1712 classDef event fill:#F4ECDD,stroke:#F4ECDD,color:#564C42 ``` | Stage | What happens | Who acts | Who decides | | --- | --- | --- | --- | | Disposition | Every in-scope row is checked against the drawing index, the product data and the architect's review status | Myco, from SharePoint, Box and ClickUp | The project manager approves before the log changes | | Escalation follow-ups | Each escalated row gets a PM follow-up in ClickUp and a follow-up window on the row | Ryan | The project manager approves the follow-ups | | Draft log review | A colleague's draft review is compared with the log, and only the rows the draft covers are flagged | Nova | A project engineer confirms the flags | | New drawing set | Rows for the named trade are re-run against the updated index, and other trades are left alone | Myco | The project manager approves the changed rows | | Architect batch and deadline change | Cleared and rejected rows are re-run, follow-ups close for rows no longer escalated, and each thread gets one reply | Myco, then Ryan | The project manager approves the changes and a project engineer sends the replies | | Close-out | Totals per trade come from the final dispositions, with one close-out item per trade in ClickUp | Myco, checked by Nova | The project manager approves the items and signs the week | Stages of a weekly submittal review. Spec sections, trades and counts in this example are illustrative. ## When the drawings, the architect or the deadlines move A new drawing set touches the mechanical sheets. Myco re-runs the mechanical rows only, because the electrical and finishes rows still reference current sheets and moving them would undo reviews nobody asked to redo. Then the architect's office sends a batch naming ten submittals: four now have product data on file and six come back revise and resubmit. Ryan drafts one reply on the product data thread listing the four cleared numbers and one on the batch thread listing the six rejected, and a project engineer sends both. A deadline extension for one trade can take rows out of escalation. Each of those rows needs its ClickUp follow-up updated in the same change, or the PM keeps a reminder for a submittal that no longer needs one. Myco proposes the row changes, Ryan proposes the matching follow-up changes beside them, and the project manager approves the pair together. ## What the checks catch - A new drawing set applied to every trade, when only the named trade's rows should be re-run - A row that left escalation while its ClickUp follow-up stayed open - A draft review flag set on rows the draft never covered - A second reply on an architect thread, or the cleared and rejected numbers posted on each other's thread - A row cleared on the architect's approval while its product data is still missing from Box ## What stays with people - Approving every disposition and follow-up before SharePoint or ClickUp changes - Sending each reply to the architect's office or a subcontractor, which Ryan prepares as a Gmail draft - Deciding when an escalated submittal threatens the schedule enough to call the architect - Signing the weekly close-out per trade ## Integrations in this workflow Kylon is not construction project management software and it does not replace it. It sits across the project team's existing tools and holds the coordination between them. - Box - ClickUp - [Gmail](https://kylon.io/integrations/gmail) - Google Drive - SharePoint - [Slack](https://kylon.io/integrations/slack) - **SharePoint** holds the submittals log, with disposition, follow-up window and draft flag on every row - **Box** holds the drawing set index and the product data files - **ClickUp** tracks the architect's review statuses, the PM's follow-ups and the close-out items - **Gmail** carries replies on architect threads, each one sent by a project engineer - **Google Drive** keeps the review policy, drawing set notices and draft log reviews - **Slack** is where subcontractors and the field team outside the room ask about status ## Where to start A single project is enough to begin. Connect the SharePoint list that holds its submittals log and point the room at the Box folder with the drawing index. Then put one rule in the room guidelines: a row that leaves escalation updates its ClickUp follow-up in the same change, and the project manager approves both. > “Each re-run touches the trade it names, and the rest of the log stays where it was.” ## Set it up with your agent Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it. Set-up prompt Set up our submittals desk in this Room. Take it one step at a time and wait for my OK before you move on. 1. Connect Box, ClickUp, Gmail, Google Drive, SharePoint and Slack. Tell me which ones still need connecting. 2. Ask me who works this desk: the project manager, the project engineers who run the log and send replies, and the superintendent who flags field-critical rows. Help me invite them to this Room. 3. Build a Submittal Log App with columns Received, In Review, Escalated and Closed, one record per submittal. Pull the open rows from the SharePoint list and point the App at the Box folder with the drawing index. 4. Check each row against the drawing index in Box, the product data in Box and the architect review status in ClickUp. Propose a disposition for every row and show me any row where product data is missing or a drawing reference is out of date. 5. Draft ClickUp follow-up changes and Gmail replies on architect threads. Hold every SharePoint and ClickUp change and every Gmail draft until the project manager approves dispositions and follow-ups, and until a project engineer sends each reply. 6. Write our rules and who approves what into this Room's guideline, starting with the rule that a row leaving escalation updates its ClickUp follow-up in the same change and the project manager approves both. 7. After one clean weekly review, offer to turn the re-run and close-out steps into an Automation. Before you start, ask me for our rules one at a time. [Get started](https://app.kylon.io/sign-up) Your first company harness. Where humans and agents run your business together. [Get started](https://app.kylon.io/sign-up) ## More Use Cases [View all](https://kylon.io/use-cases) [ ### Permit Application Review: Permits Issued When Documents, Fees and Inspections Agree A permit issues only when documents, fee receipts and inspection confirmations agree. In one Kylon room, agents check all three and recompute fees when a valuation changes, and the intake supervisor approves every disposition and fee. 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