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Create a Submittal Revision

Objective

To create a revision of an existing submittal using the Project level Submittals tool. 

Things to Consider

  • Required User Permissions: 'Standard' or 'Admin' level permissions on the Submittals tool.
    • 'Standard' level users only have permission to revise the submittals they create. 
    • 'Admin' level users have permission to revise any submittal in a project. 
  • Additional Information:
    • You can only create a revision for the most current revision of submittal (i.e., If a submittal at Revision 0, you can only create Revision 1. If a submittal is at Revision 1, you can only create Revision 2, and so on. You cannot create Revision 3 based on Revision 0). To learn more, see What is a submittal revision?

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. In the Submittals log, locate the desired submittal. Then click View
    This opens the submittal in view mode. 
  3. In the right pane, click Create Revision.
    Note: This button is only visible and available when you are viewing the most current revision of a submittal. This is because you are only permitted to revise the most recent revision. 



    This opens the 'Create Revision' page. 
  4. Scroll to the 'General Information' area and note that all of the general information from the previous revision is inherited. In addition, the revision number is automatically incremented by one (n +1). In the example below, the previous revision number was 1, so Procore automatically increments the new revision number to 2. 

    submittal revision number1.png
     
  5. Revise the following submittal information as needed: 
    • 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.
    • Received From. Select the name of the person from whom you received the submittal information. 

    • 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.)
    • 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?

    • 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). 

    • 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.

    • 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.
      Note: If the previous revision of the submittal had any file attachments, you will need to reattach them in the new revision, if desired. Attachments are NOT carried over between revisions. 
    • 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.

    • 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). 

    • Related Items. Add any related items to the submittal. See Add a Related Item to a Submittal

    • Custom Fields​. If your company has added custom text fields to the submittals data-entry form, enter the required data in those fields. See Configure Advanced Settings: Submittals Tool for more information.

  6. Choose from the following:
    • Create & Send Emails: Use this option to create the new submittal revision and send it to the designated submittal approver(s), as well as all members on the submittal's distribution list (optional).
    • Create But Do Not Send Emails: Use this option to only create the new revision but not send any email notification.
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Last modified
15:59, 6 Feb 2017

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