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Create/View a Custom Submittal Report

Objective

To create a custom report to quantify the submittal data of your choice using the Reports and Submittals tools.

Background

There are common reports that are used on all projects and some that are project specific, either due to the uniqueness of project, owner, or project team managing the job. There are also personal reports that PEs/PMs use to meet day-to-day business goals that should not be shared and visible to all members of their team. Procore's custom submittal reports functionality makes it easy to organize your submittals into relevant reports for your both personal use as well as for company or project-specific needs.

Prerequisites

  1. To include data in a report, it must correspond to an active tool on the project (e.g., Submittals, Committments, and so on). 
  2. To create a custom Submittal report, you will need 'Standard' level permissions and above on the Reports tool and 'Admin' level permissions on the Submittals tool to be able to create custom submittal reports.
  3. To view a custom Submittal report, you will need 'Read-only' level permissions and above on the Reports tool and the Submittals tool to be able to view custom submittal reports.

Things to Consider

  • Required User Permissions:
    'Admin' level permissions to the Submittals tool to create, edit, and view reports that have not been marked 'Personal' to another user.
    'Standard' level permissions to the Submittals tool to can create personal reports, view reports that are not marked 'Personal' to another user, and edit those personal reports that they have created.
    'Read Only' level users on the Submittals tab can view reports that are not marked 'personal'' to another user.
    • Note: Users must have at least 'Read Only' level permissions for both the Reports and Submittals tabs to view custom submittal reports.
  • The data displayed in the custom portfolio reports is dynamically generated and always reflects current project data.
  • Custom submittal reports are only viewable under the Submittals tab; they are not shown under the Reports tool.
  • There is no limit to the number of custom reports that you can create.
  • Any report made before 1/8/15 will appear as a company-wide report unless an 'Admin' level user modifies the report type to be either 'Personal' or 'Project Specific'.

Steps

  1. Navigate to the Project level Submittals tool.
  2. Choose one of these options:
  • If you are a user with 'Standard' or 'Admin' level permissions, go to the right navigation bar under Submittal Reports. Then click the Create New Custom Report link.

    submittal reports12.png
     
    OR
  • If you are a user with 'Admin' level permissions, click the Configure Submittal Settings link in the right navigation bar. Then click Custom Report
  1. Enter a name for the custom report (e.g. Ball in Court) and then select how to sort the report data choosing an option in the Sort by list. 
    Tip: ​Users can later change the sort order of the report while viewing a report by clicking a column header in the report. 


    sortsubmittal.png
     

  2. Select which type of submittal you would like to create.

    report type.png
     
    • Global reports appear on all projects (e.g. Overdue Submittals).
    • Project Specific reports only appear in a project where you created the report (e.g. Meeting 1/7/15).
    • Personal​ reports are only visible to the creator (e.g. My Reports).
  3. Use the "Group By" menu to group the submittals in the report by one of the following fields: Spec Section, Created By, Responsible Contractor, Package Name, Status, or Location. When you select one of the "group by" options in the drop down menu, the submittal report will organize the submittals by whichever option you choose. If you choose "no grouping" the submittals will be grouped by the submittal number (#). The example below shows a submittal custom report grouped by spec section.

    submittals grouped by spec section.png
     
  4. Select which columns of information should be included in the report. You'll notice that several other columns (that are not displayed in the default list view for Submittals) are available and can be displayed in a custom report. Change the order of column data by dragging and dropping each column to the desired position.

    BIC Due date.png   
     
  5. Use the various filter options to create more granular and targeted reports. You can include multiple items in a filter. For example, you can view all "Rejected" and "Revise and Resubmit" submittals in one report. 


     
  6. Click Save. (Note: You will be directed to the report where you can easily view and edit the report.)
  7. Custom reports will be found under the Submittals tab under the "Submittal Reports" section. The example screenshot below shows Project Specific and Global (company-wide) reports. Personal reports are located under the "My Reports" section.

    submittal reports1.png

Next Steps

  • Export a Custom Submittal Report to a PDF or CSV
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Last modified
10:09, 12 Aug 2016

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