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Add a Related Item to a Submittal

Objective

To associate related items to an existing submittal using the project's Submittals tool.

Background

When reviewing a submittal, it is often helpful to supply your team members with all the information they need to make informed decisions (e.g., bids, change orders, documents, drawings, punch items, RFIs, and more).

In Procore, a related item is link between two Procore objects. It is an option that's available in many Procore tools (i.e., Commitments, Documents, RFIs Submittals, and Transmittals). For example, if you are creating a submittal, you might want add a Procore drawing of the installation location or a photo of the item to be installed as a related item on the submittal. If you are adding a new punch item, you might want link a Potential Change Order (PCO) or a Commitment Change Order (CCO) as a related item, so the subcontractor can view the costs associated with the punch item. 

For example, let's say you create a submittal to confirm specific product data (e.g., manufacturer, model number, and quantity) for a garbage disposal that is to be installed with the kitchen sink on a project site. When preparing your submittal, you might want to create a related item and then attach that specific garbage disposal's installation manual. This ensures that designated approvers on the submittal workflow (and individual members on the distribution list) have access to same installation instructions that will be used onsite. As a best practice, adding related items helps to keep team members properly informed and accountable for their actions. 

 

Things to Consider

  • Required User Permissions:
    • To add or delete a related item on a submittal, 'Admin' level permissions to the project's Submittals tool. 
    • To view the title of a related item, 'Read Only' level permission or higher on the project's Submittals tool. 
    • To view and access a related item, 'Standard' level permission or higher on the Submittals tool. Note: If you are not a member of the submittal's distribution list or the submittal's approval workflow, you will not be permitted to view more than the related item title. 
  • Additional Information:
    • For a selection to appear in the 'Type' menu, the corresponding tool must be an active tool on the project. See Add and Remove Tools from a Project.
    • For a selection to appear in the 'Description' menu, you must be granted the appropriate permission to view that item in the corresponding Procore tool. 
  • Limitations:

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Click Items.



    This reveals a list of the individual submittals on the project. 
  3. Locate the desired submittal in the list and click View.
    This reveals the Submittal page. 
  4. Click the Related Items subtab.
  5. At the top-right of the Related Items page, click Edit.



    This places the Related Items table into edit mode. 
  6. From the Type drop-down list, select the item to related to the submittal item. These selections correspond to existing Project level items in Procore.

    Choose from the following selections. You must have the appropriate access permissions to the associated tool in order to select the items in the corresponding Description list:
    • Bid. To associate the item with an particular bid submitted to the project, select this option. Then select the bid from the Bidding tool from the Description list. See Submit a Bid.
    • Change Event. To associate the item with particular change event, select this option. Then select the specific event from the Description drop-down list. See What is a Change Event?
    • Change Order Request. To associate the item with particular change order request, select this option. Then select the specific COR from the Description drop-down list. See Create a Change Order Request
    • Commitment Contract. To associate the item with a particular commitment contract, select this option. Then select the commitment contract from the Description drop-down list. See Create a Commitment.
    • Commitment Contract Change Order. To associate the item with a particular commitment contract change order, select this option. Then select the company name from the Description drop-down list. See Create a Commitment Change Order
    • Company. To associate the item with a particular company, select this option. Then select the company name from the Description drop-down list. See Add a Company to the Project Directory
    • Contact. To associate the item with a particular person, select this option. Then select the contact's name from the Description drop-down list. See Add a Person to the Project Directory.
    • Cost Code. To associate the item with a cost code, select this option. Then select the desired cost code from the Description drop-down list. See Request a Cost Code Import or Edit and Add Cost Codes and Descriptions
    • Custom. To associate the item with an item from a custom tool, select this option. Then select the generic tool item from the list. See Procore Customs
    • Daily Construction Report Log. To associate the item with an entry from the project's daily construction report log, select this option. Then select the lot item from the Description drop-down list. See Daily Construction Report Log
    • Document. To associate the item with a related document, select this option. Then click Attach Files, enter any additional information in the Notes box, and click Add. See Upload Files into a Folder
    • Drawing Revision. To associate the item with a related drawing revision, select this option. Then select the drawing revision from the Description drop-down list. See Upload a Drawing Revision
    • Email. To associate the item with an email message stored in the project's Email tool, select this option. Then select the email message from the Description drop-down list. See Create an Email
    • Field Order. To associate the item with a field order, select this option. Then select the specific field order from the Description drop-down list. 
    • Image. To associate an item with an image, select this option. Then select the specific Image from the Description drop-down list. 
    • Inspection. To associate an item with an inspection, select this option. Then select the specific inspection from the Description drop-down list. See Create a Project Level Inspection
    • Location. To associate an item with a location, select this option. Then select the location from the Description drop-down list.
    • Meeting. To associate an item with a particular meeting, select this option. Then select the Meeting from the Description drop-down list. See Create a Meeting.
    • Meeting Item. To associate an item with a business item from a meeting, select this option. Then select the item from the Description drop-down list. See Add a Business Item
    • Observation. To associate an item with an observation, select this option. Then select the project's observation from the Description drop-down list. See Create an Observation
    • Payment Application. To associate an item with a payment application, select this option. Then select the payment application from the Description drop-down list. See Create a Payment Application (Pay App)
    • Potential Change Order. To associate an item with a PCO, select this option. Then select the PCO from the Description drop-down list. See Create a Potential Change Order
    • Prime Contract. To associate an item with a prime contract, select this option. Then select the prime contract from the Description drop-down list. See Create a Prime Contract
    • Prime Contract Change Order. To associate an item with a PCCO, select this option. Then select the PCCO from the Description drop-down list. Create a Prime Contract Change Order (PCCO)
    • Productivity Log. To associate an item with a productivity log entry, select this option. Then select the log entry from the Description drop-down list. See Add Productivity Log Entries.
    • Punch Item. To associate an item with a Punch List item, select this option. Then select the punch list item from the Description drop-down list. See Create a Punch List Item
    • Purchase Order Contract. To associate an item with a contract PO, select this option. Then select the contract PO from the Description drop-down list. 
    • RFI. To associate an item with an RFI, select this option. Then select the RFI from the Description drop-down list. See Create an RFI.
    • Request for Quote. To associate an item with an RFQ, select this option. Then select the RFQ from the Description drop-down list. See Create RFQs
    • Specification Section Revision. To associate an item with a spec section revision, select this option. Then select the spec section revision from the Description drop-down list. See Edit Spec Sections
    • Submittal Package.  To associate an item with a submittal package, select this option. Then select the submittal package from the Description drop-down list. See Create a Submittal Package (with Submittal Workflow) or Create a Submittal Package (with Package Workflow)
    • Submittals. To associate an item with a submittal, select this option. Then select the submittal  from the Description drop-down list. See Create a Submittal
    • Task. To associate an item with a schedule task, select this option. Then select the task from the Description drop-down list. See Schedule
    • Transmittals. To associate an item with a transmittal, select this option. Then select the transmittal from the Description drop-down list. See Create a Transmittal
    • Direct Costs Expense. To associate an item with a transmittal, select this option. Then select the transmittal from the Description drop-down list. See Create an Expense.
    • Direct Costs Invoice. To associate an item with a transmittal, select this option. Then select the transmittal from the Description drop-down list. See Create an Invoice
    • Daily Log Tools. To associate an item with an item from one of the daily logs, select the desired daily log from the Type list. Then select the log from the Description drop-down list. See Daily Log
  7. If you want to provide any additional clarification about the, enter the needed detail in the Notes box. 
  8. Click + Add.  Then repeat the steps above to add other related items if desired. 
  9. When finished, click Save.
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