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Import Submittals (Parallel Approval)

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in the Procore Import Template that you submit, it will be returned to you for correction. 

 

Objective

To submit a request to Procore to upload a batch of submittals to the project's Submittals tool when the Parallel Approval process is enabled on the project. 

Note: If Sequential Approval is enabled on the project, follow the instructions in Import Submittals (Sequential Approval) instead of the instructions below. 

Background

If you have a batch of submittals that you want to upload into Procore at the beginning of a project, a member of the Procore team can import your submittals data to the project's Submittals tool. To request an import, a user with 'Admin' level permissions to the project's Submittals tab will need to complete these steps:

  1. Download the import template. Use the XLSX template below to gather the user information that you want to import into your project's Submittals tool. 
  2. Update the template with the user information that you want to import. It is important to follow the instructions in this article to prevent delays, errors, or failures with the import process.  
  3. Send an email request to support@procore.com as follows:
    • In your email's 'Subject' line, include your project's name and ID. See How do I find the project ID?
    • Review all of the information in this article and add as much information as possible to the template before submitting your import request.

After receiving your import data, your Procore point of contact reviews your submission to ensure the data is formatted properly and meets the import requirements. Your Procore point of contact then converts the XLSX file to the required Comma Separated Values (CSV) format and performs the import for you.

After the import process is complete, you can log into Procore to validate that your data was imported as expected. 

Things to Consider

  • Required User Permission
    • 'Admin' level permissions on the Submittals tool to request an import.
    • A Procore point of contact will perform the import process for you.
  • Import Template Requirements:
    • For general formatting considerations, see How do I prepare my data for import into Procore?
    • The XLSX file must be formatted as a table. 
    • The first line of the table must include the header, which defines the fields in the database.
      • For Submittals, the following headers are supported: Package Title, Package Spec Section Number, Package Spec Section Description, Title, Spec Section Number, Spec Section Description, Submittal #, Description, Received Date, Issue Date, Submittal Type, Submittal Status, Submit By, Submittal Manager, Sent Date, Date Returned, Responsible Contractor, Received From, and Location. (Note: The required fields to create a new submittal via the import process are Submittal # and Submittal Manager. )
      • If your project is using the Submittal Schedule Calculations feature (see Set Up Submittal Schedule Calculations), these headers are also supported: Required On-Site Date, Lead Time, Design Team Review Time, and Internal Review Time.
    • Your Procore point of contact will convert your XLSX file to the CSV file format for you. The maximum file size for a CSV import file is 1 MB.
  • Limitations:
    • Important! If you use the Export Data As CSV feature in the Submittals tool, the exported data cannot be directly imported into Procore. This is because CSV export files are formatted to match the report structure and not the database structure. See Export Submittals to CSV or PDF.  You must always reformat exported data to match the database structure specified in the import template.
    • You are allowed to create submittals with the same Submittal #. The import process can only be used to add new submittals to the project, the import process will not overwrite or delete a project's existing submittals.
    • If your project is using multi-tiered locations, you can only associate submittals with existing tiers. You cannot create new multi-tiered locations via the submittals import process.

Prerequisites

Before submitting your import data to Procore, complete these prerequisites:

Steps​

To import submittals data, do the following:

Download the Import Template 

  1. Download the import template: import-submittals-parallel.xlsx
    Note: For a complete list of import templates for all of the Procore tools, see Procore Import Templates
  2. Open the XLSX file in Microsoft Excel. 
    The following is an illustration of the Excel workbook used to gather your import data.There are three worksheets:
    • Instructions. This worksheet provides you with important information, prerequisites, and instructions about the import process. 
    • Sample Data. This worksheet contains sample data, instructions, links to helpful support articles, and general import guidelines. 
    • Add Data Here-CalcOFF. If the Submittals Schedule Calculations option is disabled (this is the default setting), you will enter the data you want to import in this worksheet, starting in cell A2. 
    • Add Data Here-CalcON. If the Submittals Schedule Calculations option is enabled (see Request to Enable Submittal Schedule Calculations), you will enter the data you want to import in this worksheet, starting in cell A2. 

      import-parallel-workbook.png
       
  3. Continue with Update the User Import Template and Send it to Procore.

Update the Import Template and Send it to Procore 

  1. In the Microsoft Excel worksheet, choose from these options:
    • If the Submittal Schedule Calculations feature is disabled (this is the default setting), you should leave the Required On-Site Date, Lead Time, Design Team Review, and Internal Review time cells blank. 
      OR
    • If the Submittal Schedule Calculations feature is enabled (see Request to Enable Submittal Schedule Calculations), you have the option to add data in the Required On-Site Date, Lead Time, Design Team Review, and Internal Review time cells as described in step 3 below. 
  2. Complete the data entry as follows:
    • Package Title
      To create an unpackaged submittal, leave this cell blank. To create a submittal in a package, enter the package title here. To include multiple submittals in a package, repeat the package title entry in each submittal record (i.e., row).
    • Package Spec Section Number
      Enter the spec section number for the package exactly as it appears in the Specifications or Admin tool.  If the spec section number does not exist in the Specifications or Admin tool (depending on how specs are being managed in Procore), a new number will be created based on your entry.
      (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format that matches your spec section numbering convention in the Number tab. See Create or Delete a Custom Number Format in Excel.)
    • Package Spec Section Description
      Enter the package spec section description here. You can enter up to 255 alphanumeric characters. The entry does NOT have to match the Spec Section Description in the Specifications or Admin tools. However, inputting a matching entry is recommended for consistency.
    • Package #*
      Enter a submittal package number. This is a required field. Duplicate package numbers are NOT allowed and the value entered in this field must be less that 255 characters. You can also create a unique numbering scheme if desired (e.g., PKG001, PKG002, etc.).  
      Note: If you do not enter submittal package numbers, Procore's default numbering scheme is 1, 2, etc. 

    • Title
      Enter a submittal title. You can enter the same title for multiple submittals. To create the submittal in a package, the row must contain a Package Title, Package Spec Section Number, and Package Spec Section Description.
    • Spec Section Number
      Enter the spec section number for the submittal exactly as it appears in the Specifications or Admin tool. If the spec section number does not exist in the Specifications or Admin tool (depending on how specs are being managed in Procore), a new number will be created based on your entry.
    • Spec Section Description
      Enter the spec section description for the submittal. This is an open text field. The entry does NOT have to match the spec section description in the Specifications or Admin tools. However, inputting a matching entry is recommended for consistency.


       
    • Submittal #*
      Enter the submittal number. Duplicate submittal numbers are permitted (i.e., more than one submittal can have the same number). Do not include revision numbers. This is a required field.
    • Description
      Enter a description for the submittal. This is an open text field. Duplicate submittal descriptions are permitted (i.e., more than one submittal can have the same description).
    • Received Date
      Enter the date the submittal was received using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel.)
    • Issue Date
      Enter the date the submittal was issued using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel).
    • Submittal Type
      Submittal types must be already added to the project. To add a custom submittal type, see Create Custom Submittal Types.
    • Submittal Status
      Enter a status for the submittal. The default status selections are:
      • Open. Enter 'Open' to indicate that the submittal is waiting for approvers to respond. 
      • Draft. Enter 'Draft' to indicate that the submittal has been created but has not yet entered the submittal review and approval workflow
      • Closed. Enter 'Closed' to indicate that the submittal is closed.
        (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.)
        Note: If you do not include an entry, it will automatically be set to 'Open' by default. If your company has custom statuses, the entry must exactly match. See Create a Custom Submittal Log Status
    • Submit By
      Enter the date the submittal must be submitted to the design team on the submittal workflow for review using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel). 


       
    • Due Date
      Enter the due date for the submittal response using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel). 
    • Submittal Manager
      EOF expected: /content/body/div[4]/div[2]/ol/li[2]/ul/li[16]/pre, line 1, column 1 (click for details)
    • Assignee
      ​Enter the full email address of the assignee for the submittal. Always enter the email address exactly as it appears in the Project Directory. This individual is automatically designated as the Ball In Court person for the submittal. (Note: Users should already exist in the Project Directory. See Add a Person to the Project Directory or Import Users to the Project Directory.)
    • Status
      Input the Assignee's response (e.g., Pending, Approved, Approved as Noted, Revise and Resubmit, Rejected, Void, and For Record Only). 


       
    • Sent Date
      Enter the date the submittal was sent to reviewers for approval using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail.
    • Date Returned
      Enter the date a response was returned from the approver using the MM/DD/YYYY date format. If multiple approvers have returned responses, separate each date with a SPACE on both sides of a pipe (|) symbol (e.g., 05/10/2016 | 05/11/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. If the Excel column is not permitting you to add a leading zero for the month or day, select the entire column, choose Format > Cells and then apply a 'Text' format in the Number tab. See Create or Delete a Custom Number Format in Excel. You must ensure that you type the leading zero for both the month and day in every entry). 
    • Responsible Contractor
      Enter the vendor/company name exactly as it appears in the Project Directory. (Note: Ensure that you enter the vendor/company name exactly as it appears in the Project Directory, as it cannot be modified later.)
    • Received From
      Enter the full email address of the individual from whom you received the submittal exactly as the email appears in the Project Directory. (Note: Users should already exist in the Project Directory. See Add a Person to the Project Directory or Import Users to the Project Directory.)
    • Location
      Enter the location exactly as you want it to appear in Procore. 
      Important! If your project is using multi-tiered locations, you must enter the location exactly as it appears in Procore and separate each tier with the greater than (>) symbol and no SPACES between tiers (e.g., Lot 1>Section A).


       
  3. Choose one of these options:
    • If the Submittal Schedule Calculations feature is disabled (this is the default setting), leave the four columns detailed below blank. (Note: If you include information in any of these columns, the data will be disregarded by the import because the feature is disabled. If you enable the feature at a later time, you will need to manually enter this information). 
      OR
    • If the Submittal Schedule Calculations is enabled (see Request to Enable Submittal Schedule Calculations), you have the option to include this information.
      • Required On-Site Date
        Enter the on-site date for the submittal using the MM/DD/YYYY date format (e.g., 05/01/2016).
        Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail.
      • Lead Time
        Enter a number of days (e.g., 15 or 30) to specify the lead time for the submittal. 
      • Design Team Review Time
        Enter a number of days (e.g., 15 or 30) to specify the total of days allotted to the design team to review and approve the submittal. 
      • Internal Review Time
        Enter a number of days  (e.g., 15 or 30) to specify the total number of days allotted to the submittal for internal review. 


         
  4. Email the request for the import to: support@procore.com and add the completed XLSX file as an attachment. 
    Important! You will not be able to undo the import, so it is imperative that the data that you submit to Procore for the import is accurate and complete. Your Procore point of contact will convert your XLSX file to the CSV file format for you. The maximum file size for a CSV import file is 1 MB.
  5. After a Procore representative notifies you that the import is complete, continue with Validate the Import below.

Validate the Import 

  1. Navigate to the project's Submittals tool. 
  2. In the page that appears, validate that the imported contact records are displaying as expected. 
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Last modified
12:54, 23 Feb 2017

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