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Procore

Change the Ball in Court on a Submittal

Objective

To reassign the Ball In Court (BIC) person for a submittal using the Project level Submittals tool.

Background

In Procore, being designated as the Ball In Court (BIC) person indicates that an action is required by the designee. For example, when you first send out a submittal for approval, the members of the first group in a submittal workflow are automatically assigned the 'Ball In Court' responsibility. When all members of that group submit a response (e.g., Approved, Approved as Noted, etc.), the 'Ball In Court' designation proceeds to the next group of approvers in the submittal workflow's sequence. The designation changes in sequential order until all submitter(s) and approver(s) have submitted ther response. Note: The 'Ball In Court' concept is also used with the project's RFIs tool (see RFIs).

As a project manager, you might occasionally have a need to move the system's 'Ball In Court' designation to a different approver or submitter in the submittal workflow sequence. For example, earlier in the week, you received verbal approval about a submittal from your project's architect. On the day you received approval, you input a response for the architect on his behalf (see Edit a Submittal Response). However, today, the architect notified you that instead of 'Approved' response, he would like to enter an 'Approved As Noted' response. To do that, you can change the system's Ball In Court designation for the architect. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the Project level Submittals tool.
  • Additional Information:
    • Currently, you can only change the Ball In Court (BIC) for a workflow group when the workflow group is set up for sequential approval. See How do I add people to the submittal workflow?
      Important! If a workflow group is configured use parallel approval, you CANNOT currently change the BIC person. An updated to address this issue is planned for future release. 

Steps

  1. Navigate to the project's Submittals tool.
    The Items view in the Submittals page appears. 
  2. Locate the desired submittal in the Items list. 
  3. Click View or Edit
    This opens the submittal in view or edit mode.
  4. Scroll down to the Submittal Workflow area.
    The people listed here are the submitter(s) and approver(s) for the submittal. The person who is the active Ball In Court (BIC) assignment is highlighted in GREEN, as illustrated below.



    Note: If your system is configured to use sequential approval (this is Procore's default setting), you can change the BIC assignment to any person with a previously recorded response. These are the people listed in GRAY in the illustration above.
  5. If you want to change the system's current Ball In Court assignment to a different person named on the workflow:
    • Locate the desired submitter or approver in the list.
      Note: In this example, we will move the Ball In Court designation backwards to Andy Architect, so he can change his response from 'Approved' to 'Approved as Noted' later. 
    • Click the Set as Ball In Court link.
      This moves the BIC assignment to the selected person and the system highlights that person's name in GREEN. That person can now proceed with their desired task. 

 

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