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Procore

Configure Settings: Submittals Tool

Objective

To customize the Submittal tool's configuration settings for a project as a user with 'Admin' level permissions to the Submittals tool.

Things to Consider

  • Required User Permission
    • 'Admin' on the Submittals tool.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

  1. Navigate to the project's Submittals tool. 
  2. Click Configure Settings .
  3. In the right pane, click one of the available links to change the configuration settings:Submittal Settings. To configure general settings for the features and default behavior of the Submittals tool, click Submittal Settings. Then see Configure the Submittal Tool's Settings below. 
  4. When finished changing the configuration settings, click Update

Configure the Submittal Tool's Settings

  1. On the Configure Submittal Settings page, click Submittal Settings.
  2. Under Submittal Settings, configure these settings:

    submittal-settings.png
     
    • Default Submittal Manager
      Select the person that you want to designate as the submittal manager for new submittals from this drop-down list.  
    • Default Distribution
      Select all of the contacts to include on the tool's email notification distribution for new submittals.
    • Submittal Spec Section List Sort By Number
      Select 'Ascending' or 'Descending' from the list. The default setting is descending (e.g., 999 to 1). 
    • Set the Sort Order for Submittal Package Items
      Select 'Ascending' or 'Descending' from the list.  The default setting is ascending (e.g., from a to z). 

    • Label for Custom Fields

      • To add a short text field, type the desired field label in the Label for Custom Field 1 (Short) box. For example, type: Commitment Number
      • To add a long text field, type the desired field label in the Label for Custom Field 2 (Long) box. For example, type: Notes
        The short text field is used for short data entry. The long text field lets users enter long strings of text (e.g., messages) and also provides users with basic formatting tools.
        Note: Custom Field 1 has a character-limit of 255 characters.
    • COMING SOON Dynamic Approver Due Dates
      Place a mark in the check box to give Procore the ability to adjust the approver due date setting. To keep the feature OFF, leave the check box clear. To learn about this setting, see What is a 'dynamic approver due date' in the Submittals tool?
    • New Submittals Will be Due In
      Enter a number of calendar days in the text box. The default setting in Procore is 14 days. However, you can change this to value to suit your project preferences. 
    • Submittals Private by Default
      Place a mark in this checkbox to make submittals private by default. In Procore, marking submittals as private limits the audience to users who are assigned 'Admin' level permissions to the Submittals tool, members of the submittal's distribution list, and reviewers assigned to the submittal workflow. By default, this checkbox is cleared in Procore, which means that new submittals are visible to users assigned 'Read Only' or above on the Submittals tool. 

    • Allow Approvers to Add Reviewers to their Step in the Workflow 
      This setting is enabled by default and allows Approvers to add other reviewers to the submittal. Reviewers are identical to Approvers, except they cannot add other reviewers. 

    • Approvers' Responses are Required by Default
      Place a mark in this checkbox to make approvers' responses on submittals required by default. By default, this checkbox is marked in Procore, which means that responses from selected approvers are required when approving the submittal.

    • Enable Email Reminders For Overdue Submittals
      Place a mark in this checkbox to automatically send an overdue notification by email to the Ball In Court approver when that person's 'Approver Due Date' on the submittal passes. The system will also send a notification to the approvers on the workflow when the final due date passes. This checkbox is selected by default in Procore. 

    • Enable QR Codes on Submittal Items and Custom PDF Template
      Place a mark in this checkbox to allow QR codes to be generated for submittals.

    • Enable Submittal Schedule Calculations.
      This setting is disabled by default. When ON, the New Submittal page includes the Submittal Schedule Information area, which takes the end user's data entry in the 'Required On-Site Date' field and automatically calculates the 'Planned Return Date', 'Planned Internal Review Complete Date', and 'Planned Submit By Date'.

  3. Under Submittal Emails, choose from these options to configure the email notification settings for the Project level Submittals tool:
    Notes
  4. Remove a mark from the desired check box to prevent the system from sending an automatic email notification to the user(s) designated in each role for each event. 
  5. Place a mark in the appropriate checkbox to give the system permission to send an automatic email notification to the user's designated in the appropriate role for each event.
  6. Click Reset to Default to restore the system's default settings for Submittal Emails.

    submittals-emails-default-send-events.png
     
  7. When finished updating the settings in the Submittal Settings page, click Update.

Create Custom Submittal Responses

  1. Navigate to the project's Submittals tool.
  2. Click the Configure Settings  icon. 
    This reveals the ‘Submittal Settings’ page.
  3. Click Submittal Responses. This reveals the list of submittal responses shown below. To learn about each response, see What are the default submittal responses in Procore?

    submittal-responses.png
     
  4. Locate the submittal response that you want to change.
  5. Choose from the following options:

Change a Custom Submittal Response

You can change an existing response to a custom value for all eight (8) of the default submittal responses in Procore. See What are the default submittal responses in Procore?

  1. In the responses list on the 'Submittal Settings' page, type over an existing value.
    For example, type AAN in place of ‘APPROVED AS NOTED’ as shown below.



    The system automatically saves your changes when you click out of the box. A GREEN banner appears at the top of the page when the update is saved.  To see how this looks in the web application, see Where do custom submittal responses appear? 

Add a New Custom Submittal Response

You can add up to twelve submittal responses for six (6) out of the eight (8) default submittal responses in Procore. For three (3) of the responses (i.e., FORWARDED FOR REVIEW, PENDING, and SUBMITTED), the system limits you to only one (1) custom response. See What are the default submittal responses in Procore?

  1. In the responses list on the 'Submittal Settings' page, click +Add New
    add-custom-submittal-response.png
  2. In the box that appears, enter a new response. For example, in place of APPROVED, you might want to add responses for both ‘FURNISH AS NOTED’ and ‘NO EXCEPTIONS TAKEN’.



    The system automatically saves your changes when you click out of the box. A GREEN banner appears at the top of the page when the update is saved.  To see how this looks in the web application, see Where do custom submittal responses appear? 

Delete a Custom Submittal Response

If you want to delete a custom response, click the RED 'x' that appears next to the item.
Note: You can only delete the custom responses that have been added to the system. Each of the eight (8) default responses requires at least one (1) response (which you may customize, but cannot delete). 
delete-custom-submittal-response.png
When the system deletes the response, a confirmation banner appears at the top of the page. 

Where Do Custom Submittal Responses Appear? 

 After customizing your responses, they will appear as selections in various drop-down lists in the Submittals tool. The primary areas include: 

  • Responses. In the Submittals tool, this list appears in the 'Requires Your Attention' for users who are designated as the Ball in Court (BIC) person on a submittal. 

     
  • Add a Filter. This list appears at the top of the Submittals tool (next to the Search field) and lets users filter the list of submittals by the response. 

    add-response-filter.png

Create Custom Reports for the Submittals Tool

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Click the Configure Settings  icon.
  3. In the right pane, click Custom Reports.


     
  4. In the Custom Reports page, you can configure these options:
    • Create a Custom Report:
      Click the Create Custom Report button. This reveals the New Custom Report page. See Create a Custom Submittals Report. 



      Note: Company-wide and project-specific reports display under the 'Custom Reports' area (pictured above). If you mark a report as 'Private' it will be available only to you and display in the 'My Reports' area (not pictured).
       
    • View a Custom Report:
      Click the View button. See View a Custom Submittal Report.



       

    • Edit a Custom Report:
      Click the Edit button. See Edit a Custom Submittal Report.


       
    • Delete a Custom Report:
      Click the red 'X' icon. 


Set User Permissions for the Submittals Tool

If you have a small number of users, you might choose to manage user permissions to the project's Submittals tool using the steps below. If you have a large number of users, it is recommended that you manage user permissions on Procore's project tools using permission templates. For instructions, see Manage Permission Templates

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Click the Configure Settings  icon.
    This reveals the Submittals Settings page. 
  3. In the right pane, click Permissions Table.


     
  4. Set each user's permission for the Submittals tab according to your preferences.  
    • check.png Access
    • x.png No Access
      Note: To view a complete list of available tasks by permission level, see Permissions.
  5. When finished, click Back.

See Also

 

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