Problem: The Tedious Nature of Submittal Reviews
As an architect with experience in construction administration for complex projects like utility plants, I know firsthand the pains of submittal reviews. Imagine receiving a submittal for a paint product called “UltraGuardian ProX” and then having to sift through a 1000-page specification document, an exhaustive set of drawings, years of email correspondence, and extensive online research to verify this product will be suitable. The process is not just tedious; it’s a black hole that can suck up your time and still leave you with lingering doubts about whether you’ve missed crucial information.
Agitation: The Need for a Better Way
In our fast-paced, technology-driven world, can we afford to continue this manual, error-prone process? Can we trust that we’ve covered every base? While technology has revolutionized most areas of our work, this aspect remains glaringly archaic. And here’s where the real issue lies: time spent on exhaustive reviews is time stolen from design and innovation.
Solution: Custom Chatbots
We’re currently able to integrate AI into our tools as architects. The technology already exists - it’s just a matter of harnessing it for our specific needs. I’ve found a compelling solution in Botpress—an AI-based tool that allows the user to build project specific custom chatbots, which for this situation can dramatically streamline the submittal review process. I’ll use Botpress as an example, but the specific tools are constantly changing, and this information will become outdated very quickly. For example, once ChatGPT allows for large PDF uploads, that system may be much easier to use than what I describe below.
How Project Specific Chatbots Work
Botpress allows you to upload multiple PDFs or website links into a designated folder. From there, it utilizes its robust search algorithms to answer any questions you might have. For instance, when I queried it about a paint submittal, I got accurate and quick responses that were cross-referenced from various data sources. Imagine the submittal process turning into a conversation where the architect can verify material suitability based on various criteria—all in a fraction of the time it would traditionally take.
Setting up your own chatbot:
- Get Botpress: It’s free for internal projects.
- Use the Template: Download the template I’ve provided as a .bpz below.
- Import the template: On the left panel in your Botpress Studio, click the Botpress icon and select Import / Export. Then click Import. Next, click "Select bot archive to upload" and the explorer window will open. Find the .bpz file you want to import on your computer and click Open.
The template should look similar to this view below.
4. Upload Documents: Start by adding all relevant PDFs into the knowledge base. This can range from spec documents to emails and contracts.
5. Ask Away: Navigate to the chat emulator and begin asking questions. Note that the bot is not designed for follow-up questions, so be explicit with each query.
Cautions and Considerations
As promising as chatbot technology is for revolutionizing submittal reviews, it’s crucial to consider the security implications; consult your IT department before uploading sensitive project files to any third-party chatbot tool. Though these bots are increasingly accurate, they’re not infallible —make sure to cross-verify their findings.
Lastly, while the DIY chatbot is a powerful tool today, it's likely just a stopgap. As AI becomes more deeply integrated into professional software, we can expect features like this to become standard, ultimately rendering the manual assembly of such tools obsolete.
Final Thoughts
The applications for AI in architecture are limitless, and this is just the tip of the iceberg. Streamlining submittal reviews is not just about making life easier; it’s about reallocating valuable time and resources to push the boundaries of what we can design and build.
So give it a try! Feel free to share your experiences and how you’ve adapted this tool for your projects. The world of architecture is ripe for disruption, and the future is incredibly exciting.
Happy building!