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Create a Submittal

Objective

To create a submittal for a project using the project's Submittals tool.

Background

In the construction industry, a submittal is written and/or physical information provided by subcontractors to the general contractor and then to the design team for approval of equipment, materials, etc. before they are fabricated and delivered to the project. Submittals can be presented in various formats, such as shop drawings, cut sheets on equipment, and material samples. Submittals are required primarily for the architect and engineer to verify that the correct products and quantities will be installed on the project in compliance with the design documents/contract documents. 

In Procore, a submittal manager is the person responsible for overseeing a submittal throughout its lifecycle. If you create a submittal and have 'Standard' or 'Admin' level permission to the Submittals tool, your name appears as the 'Submittal Manager' by default. However, users with 'Admin' level permission to the Submittals tool have the ability to assign the submittal manager role to any Procore user who has been granted 'Standard' or 'Admin' level permission to the Submittals tool (Note: Users with 'Standard' permission do not have permission to change the submittal manager). The 'Submittal Manager' field lets you change ownership of a submittal, when the person who created a submittal (or that submittal's current manager) is no longer a member of the project team.

Although every company and project may have its specific process, it is common for the project manager or engineer to be responsible for acting as the submittal manager. First, the submittal manager will create the submittal. Next, the subcontractor provides the required documentation for the submittal. Then, when the required documentation is in place, the submittal is sent to the appropriate members of the design team for review and approval.

Things to Consider

  • Required User Permissions
    • 'Standard' or 'Admin' level permissions on the Submittals tool to create a submittal.
      • If you are a user with 'Standard' level permissions to the Submittals tool, you can only add reviewers with 'Admin' level permissions to the workflow.
      • If you are a user with 'Admin' level permissions to the Submittals tool, you can add reviewers with either 'Admin' or 'Standard' level permissions to the workflow. 
  • Configuration Options:
    • At the start of a new project, your project can be configured so that submittals can be reviewed individually using a sequential approval (default) or parallel approval process. 

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. In the right pane, click Create Submittal.



    This reveals the New Submittal page.


     
  3. Create the new submittal by following the steps in these tasks:

Add General Information

  1. In the New Submittal page, complete the data entry in the 'General Information' area as follows:



     
    • Title. Enter a descriptive name for the submittal. 

    • 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.
    • Number & Revision. Depending on the configuration settings for the Submittals tool, Procore automatically updates the values in the submittal's Number & Revision fields. (e.g. "03-3000-1.2" or "1").  See How are submittals numbered in Procore?

      Note: If you attempt to create a submittal with a duplicate number, the system a popup notification message appears. It is recommended that you click Cancel in the notification message, and then assign the submittal the next available number. However, if you click OK, the system will permit you to create a submittal with a duplicate number.


       
    • Submittal Package. Select an existing submittal package from the drop-down list. See Create a Submittal Package.

    • 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.)



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

    • Received From. Select the name of the person from whom you received the submittal information. 

    • 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.

    • 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.

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

      Notes: When the 'Final Due Date' occurs, the system sends an automated email notification to notify users that the submittal is overdue. If your system is configured to use sequential approval, the notification goes to the Submittal Manager and the Ball in Court person on the approval workflow. If your system is configured to use parallel approval, the notification goes to the Submittal Manager and members of the approval workflow).
    • 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.



    •  
    • Cost Code. Enter the cost code for the submittal. To learn more about cost codes and what codes are available on your system, see What are Procore's Default Cost Codes?

    • Submittal Manager. Enter the name of the submittal manager. This is the person who is responsible for overseeing the submittal throughout its lifecycle in Procore. 

    • 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.

    • Private. Next to Private, place a check mark in the Visible Only to Admins, Workflow, and Distribution List Members box. For more information, see Mark a Submittal as Private.

    • 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. 

    • Attachments. Attach any relevant files. You have these options:

      • Click Attach File(s) and then choose the appropriate option from the shortcut menu that appears.
        OR
      • Use a drag-and-drop operation to move files from your computer into the grey Drag and Drop File(s) box.

back to steps

Calculate Submittal Schedule Information (If Enabled)

If your company has turned the 'Enable Submittal Schedule Calculations' option on for use with your project, the New Submittal page includes the Submittal Schedule Information area, which uses your data entry to automatically calculate the submit and review dates for the submittal. (Note: To learn how to enable and configure this feature for a project, see Set Up Submittal Schedule Calculations.)

  1. Under Submittal Schedule Information, use the calendar control to enter a date in the Required On-Site Date box. 
  2. Enter the expected number of days for the following:
    • Lead Time. Enter the expected number of calendar days that are required for the material to arrive.

    • Design Team Review Time
      Enter the number of days the design team is expected to take to review the submittal.
    • Internal Review Time
      Enter the number of days your internal team is expected to take to review the submittal.
    • Required On-Site Date
      Enter the date the scope of work or materials are required on site.

       
  3. When configured properly, Procore automatically populates dates in the following fields:

    • Planned Return Date
      Required On Site - Lead Time
    • Planned Internal Review Completed Date
      Planned Return Date - Design Team Review Time
    • Planned Submit By Date
      Planned Internal Review Completed Date - Internal Review Time

back to steps

Update the Delivery Information


 

  • Anticipated Delivery Date
    View the date displaying in the Anticipated Delivery Date. This is the date between the 'Lead Time' and when the submittal was distributed, and it will not populate upon the creation of the submittal. This date is calculated by Procore once the submittal has been distributed. See Distribute a Submittal.​​
  • Schedule Task
    If you have enabled the Schedule tool on the project and integrated an Asta PowerprojectMicrosoft Project, or Oracle Primavera schedule with Procore, you are permitted to select a project task from the Schedule Task drop-down list when you have a user account that has been granted 'Read-Only' level permission or higher on the Schedule tool. This is for reference only.
  • Confirmed Delivery Date
    Select the date the subcontractor or supplier confirmed the freight would arrive using the Confirmed Delivery Date calendar. 
  • Actual Delivery Date
    Select the date the material arrived on site using the Actual Delivery Date calendar. Typically, this value is updated by the project superintendent. 

back to steps

Create the Distribution List


 

  • Select one or more individuals using the Select A Person drop-down menu.
    The users on this list will receive email updates about the submittal. ​They are not approvers and they are not required to approve/reject a submittal. 
  • If you want to remove someone from the list, click the red X next to their name.

back to steps

Add Reviewers to the Submittal Workflow

Use the steps below when your project is configured to use submittal workflow (this is the default setting), submittals will be reviewed by the contacts named here using either the sequential approval (default) or parallel approval process. 

  1. In the new submittal page, scroll down to the Submittal Workflow area.
  2. In the Start Typing to Search People box, choose the desired reviewer. 
  3. In the Role drop-down list, select the 'Approver' or 'Submitter' role.
    Keep these points in mind:
    • To be designated as an approver, the person must exist in the Project level Directory tool (see Add a Person to the Project Directory) and must also be granted 'Admin' or 'Standard' level permissions to the Submittals too (see Set User Permissions for the Submittals Tool).
    • If you are a user with 'Standard' level permissions to the Submittals tool, you can only add reviewers with 'Admin' level permissions to the workflow.
    • If you are a user with 'Admin' level permissions to the Submittals tool, you can add reviewers with either 'Admin' or 'Standard' level permissions to the workflow. 
  4. Use the calendar control to select a due date. Each 'Approver' must submit their response by the Final Due Date. 
  5. Click Add. 
  6. Repeat these steps to add another reviewer to the workflow. 

Update and Send the Submittal for Review

When finished with the steps above, choose one of these options:

  • To save your changes without sending an email to reviewers and distribution list members, click Create
    OR
  • To save your changes and to send an email notification to alert the reviewers on the workflow and to alert the members of the distribution list, click Create & Send Emails.
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Last modified
14:21, 9 Mar 2017

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