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Procore

Distribute a Submittal

Objective

To distribute one or more reviewed submittals to the responsible contractor and pertinent stakeholders.

Background

Users who have been assigned 'Admin' level permissions to the Submittals tool have the ability to distribute reviewed submittals to the responsible contractor and other pertinent stakeholders (e.g., subcontractor, superintendent, project manager, etc.). By electronically distributing copies of reviewed submittals to key team members (who may or may not be an approver on the submittal workflow), you provide your project teams with communications that enable them to move forward.

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the Submittals tool.
  • Prerequisites:
    The minimum requirements for distribution of a submittal are as follows:
    • It must have a minimum of one (1) approver added to the submittal workflow.
    • It must have at least one (1) approver response other than 'Pending' (i.e., Approved, Approved as Noted, Revise and Resubmit, Rejected, Void, For Record Only, or Forwarded for Review).
      Important!
      • You can now distribute a submittal BEFORE all approvers on the workflow have submitted a response. A response from all approvers is NOT required. You only need one (1) response other than 'Pending' to distribute it.
      • Your system's responses may be different. See Create Custom Submittal Responses.
  • Additional Information:
    • You cannot distribute submittals in the Recycle Bin.
    • After distribution, the system automatically changes the submittal's status to 'Closed.'

Steps

Distribute a Submittal

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. Locate the desired submittal. See Search for and Filter Submittals
    The submittal should be reviewed and ready to distribute to the responsible contractor and pertinent stakeholders.
  3. Click View
    This opens the selected submittal in view mode. 
  4. Depending on the state of the submittal workflow, you will see one of the following banners:
    • If the required members of the submittal workflow have submitted a response (see Things to Consider above), a GREEN 'Workflow is Complete' banner appears.

      banner-workflow-complete.png
       
    • If the workflow is NOT yet complete, a BLUE 'Workflow in Progress' banner appears. 

      workflow-in-progress.png
       
  5. If the required submitters/approvers on the workflow have responded, click Close and Distribute.
    Note: This button is NOT available when a submittal is awaiting a required response from a submitter and/or approver. 

    btn-close-and-distribute.png

    The Distrubte Submittal page appears to guide you through the distribution process.
  6. In the 'Step 1: Select Which Response(s) You Wish to Distribute' page, mark the checkbox(es) that correspond to the response(s) you want to distribute to the contractor and stakeholders.

    step-1-select-responses.png
     
  7. Click Next Step.
    The 'Step 2: Prepare Distribution' page appears.
  8. Do the following:
    • To. Select any desired recipients from this drop-down list. 
    • Status. Ensure the Status (e.g., Closed)
    • Response(s). Ensure the responses you selected in Step 1 appear.
    • Include Attachments?. If the approver included a file attachment with their response, the system includes them in the distribution by default. To remove the attachments from the distribution, remove the check mark from this box. 
    • Include Comment? If the approver included a comment with their response, the system includes them in the distribution by default. To remove the comment from the distribution, remove the check mark from this box. 
    • Message. Enter text her to serve as the body of your distribution's email message. 
    • Attach File(s). Click this link to attach file(s) to your distribution.
      OR
    • Drag and Drop File(s). Use a drag-and-drop operation to add any files from your computer as an attachment.

      step-2-prepare-distribution-checkboxes.png
       
  9. Click Next Step
    This reveals the 'Step 3: Preview and Distribute' page.
  10. Review the submittal. Then do the following:

    step-3-preview-and-distribute.png
     
    • Previous Step. If you want to edit the distribution, click this button to return to the previous step. 
      OR
    • Distribute. Click this button to distribute the submittal. 
      Procore distributes the submittal response(s) to the selected recipients. A GREEN banner appears at the top of the page and a GOLD 'Submittal Distributed' banner appears to confirm the date and time Procore emailed the distribution package to your selected recipients. The PDF file exported to the email lists the name of the person who distributed the submittal, as well as their company name. The submittal is also placed in the 'Closed' status.

      submittal-distributed.png

      After a submittal has been distributed, users with access to the Submittals tool have the ability to redistribute it an unlimited number of times (see Redistribute a Submittal). 
      If you want to view the details of the distribution, scroll down the page and click the Change History tab. Procore also closes the submittal and records a date and timestamp that shows when Procore sent the distribution.

      submittal-change-history.png

See Also