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Import Submittals (Sequential 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. Please note that the import process may take up to 72 hours to process.

 

Objective

To submit a request to Procore to upload submittals in bulk to a project's Submittals tool when the sequential approval process is enabled on the project. 

Note: If parallel approval is enabled on the project, follow the instructions in Import Submittals (Parallel 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 instructions below to download the import template to gather the 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 imports@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. If you used the XLSX template, your Procore point of contact will convert it to the required CSV (UTF-8) format and perform 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 template 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, Package #, 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, Location, Submitter, Submitter Due Date, Approvers, Approver Due Date. (Note: The required fields to create a new submittal via the import process are Submittal # and Submittal Manager. The required field to create a new submittal package via the import process is Package #).
      • 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 import the template into the required CSV (UTF-8) 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 or create new multi-tier locations via the 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. Choose one of these options, to download the import template:
    • If you are familiar with the process of importing data into a program using a CSV file:
      You can download a CSV version of the template from the Procore web application. For instructions, see Download the Submittals Import Template (CSV). With this method, the system identifies your company's configuration settings for the project's Submittals tool and creates a CSV file with the required column headers that exactly match your existing Submittals fields.
      OR
    • If you are unfamiliar with the process of importing data into a program using a CSV file:
      Procore has created a detailed version of the template in the Microsoft Excel (XLSX) format. This template provides you with instructions to help you complete your data entry: import-submittals-sequential.xlsx
      Note: For a complete list of import templates for all of the Procore tools, see Procore Import Templates
  2. Open the template file in Microsoft Excel. 
    • If you are using the CSV version of the template, continue with Update the Import Template and Send it to Procore
      OR
    • If you are using the XLSX version of the template, review each of the available worksheets:
      • Instructions. This worksheet contains instructions and guidelines for updating the import template. 
      • Sample Data. This worksheet contains sample data. Use this as a guideline for completing your data entry.
      • Add Data Here if Sched Calc OFF. If the Submittals Schedule Calculations option is disabled on your project (this is the default setting), you will enter the data you want to import in this worksheet, starting in cell A2. 
      • Add Data Here if Sched Calc ON. If the Submittals Schedule Calculations option is enabled on your project (see Request to Enable Submittal Schedule Calculations), you will enter the data you want to import in this worksheet, starting in cell A2. 


         
  3. Continue with Update the User Import Template and Send it to Procore.

Update the Import Template and Send it to Procore 

  1. If you are using the XLSX template, 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  Required On-Site Date, Lead Time, Design Team Review, and Internal Review time cells as described below. 
  2. For both the CSV and XLSX template, 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 spec section description here. 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.
    • Package #*
      Enter a submittal package number (e.g., 0001, PKG001, etc.). If you want to create a submittal package via the import process, this is a required field. Duplicate package numbers are allowed and the value entered in this field must be less that 255 characters. 
      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. 
      Important! If the spec section number being imported does exactly match the number in the Specifications or Admin tool (depending on which tool your project uses to manage specs in Procore), a new number will be created in the corresponding tool for your entry.
    • Spec Section Description
      Enter the spec section description for the submittal. This is an open text field.
      (​Note: 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 numbers are permitted (i.e., more than one submittal can have the same number). This is a required field. (Note: Do not include revision numbers). 
    • 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. The default type selections include: Document, Pay Request, Payroll, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, Specification, or Other. To add a custom submittal type, see Create Custom Submittal Types.
      Important! Always check your data entry to make sure that your entries exactly match the submittal types in your system. A small typo, such as an additional 's' or a missing 's' can lead to an import failure. 


       
    • 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). 
    • Submittal Manager

      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.

      When configured to use the sequential approval workflow, 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). 
    • 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 a pipe (|) symbol and no spaces between the dates (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.).
      Important! If you attempt to import a vendor/company that does not exist in the Directory tool, the import process will fail.
    • 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).
    • Submitter
      If the project uses sequential approval, enter the full email address of the submitter 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). 
    • Submitter Due Date
      Enter the date the submitter must submit the submittal to approvers for review using the MM/DD/YYYY date format. 
    • Approvers
      Enter the email address (i.e., for each individual to add to the submittal workflow) exactly as it appears in the Project Directory. Separate the emails with a pipe (|) symbol and no spaces between each email address (e.g., john.doe@example.com|ann.smith@example).
      (Note: Users should already exist in the Project Directory. See Add a Person to the Project Directory or Import Users to the Project Directory). 
    • Approver Due Dates
      Enter the date a response is due from the approver using the MM/DD/YYYY date format. If the project uses sequential approval, separate each approver's due date pipe (|) symbol and no spaces between the dates (e.g., 02/14/2016|02/16/2016). 


       
  3. Choose from 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 manual enter this information). 
      OR
    • If you have enabled the Submittal Schedule Calculations feature in the Submittals tool (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: imports@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. 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 your Procore point of contact 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
10:02, 31 Jul 2017

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