Support Home > Products > Procore > Procore User Guide > Project Level > Submittals > Tutorials > Bulk Edit Submittals in a Package

Bulk Edit Submittals in a Package

Objective

To perform bulk-editing on the submittals in a submittal package

Background

If your project has a large number of submittals, you might want to occasionally make bulk edits to all or some of the submittals in a package. For example, if you want to associate all of the submittals in a package with a particular spec section or change the status of all the submittals at once, use the steps below. 

Note: To edit an individual submittal, see Edit a Submittal
Important! If you want to perform bulk editing actions on individual submittals that are NOT in the same Submittal Package, see Perform Bulk Actions on Submittals

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Submittals tool.
  • Additional Information:
    • If you want to perform bulk editing actions on individual submittals that are NOT in the same submittal package, see Perform Bulk Actions on Submittals​​​​​

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the 'Submittals' page. 
  2. In the 'Views' area, click Packages.



    This reveals the Packages list. 
  3. Locate the desired submittal package. Then click View.



    This opens the selected submittal package. 
  4. Scroll down to the '[#] Submittal Items' list. Then click Bulk Edit Submittals.



    This opens the  'Step 1: Select Submittals' page.
  5. Choose from these options:


     
    • Mark the checkbox(es) that correspond to the submittals you want to edit. 
      OR
    • Mark the checkbox at the top of the column to select all of the listed submittals. 
  6. Click Next Step.
    This opens the 'Step 2: Select and Edit Fields' page.
  7. Edit the following options as desired:

    • Mark the checkbox(es) that correspond to the fields you want to edit in the selected submittals. The changes made here will affect all of the selected submittals. You can edit the following fields:
      • Spec Section. Select the appropriate section from your project's spec book in the drop-down list.

        • If the Specifications tool is an active tab on the project (see Enable the Specifications Tool):
          • The selections in the drop-down list correspond to your spec book in the Specifications tool.
          • If you want to create a new spec section in the Specifications tool, click the Create New Spec Section button. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section. This creates a spec section in the Specifications tool, but it will not be associated with a PDF until one is uploaded with a matching title and number (see Upload Specifications and Upload Specification Revisions). 
        • If the Specifications tool is NOT an active tab on the project,
          • The selections in the drop-down list correspond to your spec book in the project's Admin tool (see Add Spec Sections to the Admin Tool).
          • If you want to create a new spec section in the Admin tool, click the Create New Spec Section button. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section. This creates a new spec section in the Admin tool. To make changes spec section you created, see Edit Spec Sections in the Admin Tool.
      • Status. Define the state of the submittal in the Status box. You have these options:
        Note: Only users with 'Admin' level permission to the Submittals tool can change the status of a submittal. 

        • Open (Default). Select this option to indicate that the submittal is waiting for approvers to respond.
        • Draft. Select this option to indicate that the submittal has been created but has not yet entered the submittal review and approval workflow
        • Closed. Select this option after both the submittal and the subcontractor is approved to perform the contracted work. 
          (Note: A user with 'Admin' level permissions to the company's Admin tool can create custom statuses for use with the Project level Submittals tool. See Create a Custom Submittal Log Status.)
      • Issue Date. Choose the Issue Date from the list box. This defines the date the contractor submitted the item to the design team for review.

      • Received Date. Select a date from the Received Date calendar. This defines the date that the general contractor received the submittal from the subcontractor.

      • Responsible Contractor. Select the name of the contractor or subcontractor that is responsible for completing the work on the construction project. 

      • Final Due Date. Choose the Final Due Date from the calendar. This defines the date the submittal must be reviewed. 

        Note: If your project is using sequential approval, the Final Due Date field will be grayed out and unavailable. To edit this date, you must modify the response for the final reviewer in the submittal workflow.
      • Submit By. Select a due date from the calendar control. This specifies the date by which the subcontractor needs to submit all of the relevant documents pertaining to the submittal to the general contractor for review.

      • Lead Time. Enter the expected number of calendar days that are required for the material to arrive.

      • Required On-Site Date. Choose the Required On-Site Date from the calendar. This defines the date on which materials must be delivered and available for use on the construction site.

      • Submit By. Select a due date from the calendar control. This specifies the date by which the subcontractor needs to submit all of the relevant documents pertaining to the submittal to the general contractor for review.

      • Type. Select a classification for the submittal from the Type list. The default type selections include: Document, Pay Request, Payroll, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, Specification, or Other. This list cannot be customized.

      • Location. Select or enter a location from the Location drop-down menu (Note: You have the option to select an existing location from the list, or you can Add Tiered Locations to a Project). 

      • Description. Enter some informative text detailing any important notes or actions required on the submittal. 

      • Submittal Workflow. Add the appropriate individuals to the submittal workflow. The workflow defines the submitter and individuals (a.k.a. "approvers") for the design team's approval process.

        Note: If one or more of the selected submittals has already been submitted to reviewers for approval, the Submittal Workflow field will be grayed out and unavailable. You cannot bulk edit submittal items when one or more submittals have a workflow in progress. 
      • Distribution List. Select one or more people from this list. If you've created distribution lists in the Directory tool, those appear as selections (see Add a Distribution Group to the Procore Directory). 

    • Click Next Step.
      The 'Step 3: Confirmation' page appears.
  8. Choose from the following options:

    • To make changes, click Previous Step
    • To cancel all of your changes, click Cancel
    • To send one email for each selected submittal, mark the Send an Email Notification for these Changes checkbox. 
  9. When finished, click Confirm.
    Procore redirects you to the Submittal Package view. A 'Bulk Edit Successful' banner appears at the top of the page to confirm your changes have gone into effect. 
You must to post a comment.
Last modified
15:41, 6 Mar 2017

Tags

Classifications

This page has no classifications.