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Distribute a Submittal

Objective

To distribute one or more reviewed submittals to the responsible contractor and pertinent stakeholders.

Background

Users who have been assigned 'Admin' level permissions to the Submittals tool have the ability to distribute reviewed submittals to the responsible contractor and other pertinent stakeholders (e.g., subcontractor, superintendent, project manager, etc.). By electronically distributing copies of reviewed submittals to key team members (who may or may not be an approver on the submittal workflow), you provide your project teams with communications that enable them to move forward.

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the Submittals tool.
  • Prerequisites:
    Before you can distribute the submittal items in a package, the approval process on each submittal must be completed as follows:
    • If your project is using sequential approval, the submittals in the submittal package that you want to distribute:
      • Must not be in the Recycle Bin.
      • Must have a minimum of one (1) approver added to the submittal workflow.
      • Must have a response other than 'Pending' from all workflow members OR at least one (1) approver response (other than Pending or Approved) of For Record Only, Revised and Resubmit, Void, or Rejected, or Forwarded for Review.
        Note: Your system's responses may be different. See Create Custom Submittal Responses.
    • If your project is using parallel approval, the submittals in the submittal package that you want to distribute:
      • Must not be in the Recycle Bin.
      • Must have a minimum of one (1) approver added to the Submittal Workflow list. 
      • Must have at least one (1) approver response other than 'Pending' (i.e., Approved, Approved as Noted, Revise and Resubmit, Rejected, Void, For Record Only, or Forwarded for Review).
        Note: Your system's responses may be different. See Create Custom Submittal Responses.
    • Additional Information:
      • After distributing a submittal, the system automatically changes its status to 'Closed.'

Steps

Distribute a Submittal

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. Locate the desired submittal. See Search for and Filter Submittals
    The submittal should be reviewed and ready to distribute to the responsible contractor and pertinent stakeholders.
  3. Click View
    This opens the selected submittal in view mode. 
  4. If the submittal workflow is complete (see Things to Consider above), the 'Ready to Distribute to Contractor' banner appears.


     
  5. Click Distribute Submittal.
    The Submittal Wizard appears to guide you through the distribution process.
  6. In the 'Step 1: Select Which Response(s) You Wish to Distribute' page, mark the checkbox(es) that correspond to the response(s) you want to distribute to the contractor and stakeholders.
  7. Click Next Step.
    The 'Step 2: Prepare Distribution' page appears.


     
  8. Ensure the Status and Response(s) you want to send are displayed. 
    Note: Any attachments or comments included with the selected Response(s) are automatically included in the communication. If you do not want to include these items with a response, remove the check mark from the Include Comment? and/or Include Attachments? boxes. 
  9. Enter any comments or a description about the distribution in the Message box.

  10. Click the Attach File(s) link or drag-and-drop any files to attach in the Drag and Drop File(s) box.
  11. Click Next Step
  12. In the 'Step 3: Prepare and Distribute' page, review the submittal.
    Note: If you want to make any changes, click Previous Step, edit the distribution package as needed, and then return to the Step 3 page.

  13. Click Distribute.
    Procore distributes the submittal response(s) to the selected recipients. A 'Submittal Distributed' banner appears to confirm the date and time Procore emailed the distribution package to your selected recipients. The PDF file exported to the email lists the name of the person who distributed the submittal, as well as their company name. The submittal is also placed in the 'Closed' status.
    After a submittal has been distributed, users with access to the Submittals tool have the ability to redistribute it an unlimited number of times (see Redistribute a Submittal). 
    If you want to view the details of the distribution, scroll down the page and click the Change History tab. Procore also closes the submittal and records a date and timestamp that shows when Procore sent the distribution.

See Also

 

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Last modified
08:53, 13 Apr 2017

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