Skip to main content
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 project's 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.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

Distribute a Submittal

  1. Navigate to the project's Submittals tool.
  2. Locate the desired submittal. Then click View
    Note:
    • If you have a long list of submittals, see Search for and Filter Submittals
    • Depending on the state of the submittal workflow, one of these banners appears:
      • If the required members of the submittal workflow have submitted a response (see Things to Consider above), a GREEN 'Workflow is Complete' banner appears.

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

        workflow-in-progress.png
         
  3. Ensure that the required submitters/approvers on the workflow have submitted responses. Then click Close and Distribute.
    Note: This button is NOT available when the submittal is awaiting a response from members on the submittal workflow. 
    close-distribute-submittal.png
     
  4. In the Step 1: Select Which Attachments and Response(s) You Wish to Distribute page, do the following:

    step-1-select-responses.png
     
    1. Place a checkmark in the boxes that correspond to the attachments and response(s) to distribute.
      Note: If markups or stamps have been applied to one or more PDF attachments (see Apply Markup and Add a Stamp to PDF Attachments in a Submittal), Procore will require additional time to process the attachments in order to complete the distribution process. 
    2. Click Next Step.
  5. In the Step 2: Prepare Distribution page, do the following:

    step-2-prepare-distribution-checkboxes.png
    1. To. Select any desired recipients from this drop-down list. 
    2. Status. Ensure the Status (e.g., Closed).
    3. Response(s). Ensure the responses you selected in Step 1 appear.
    4. 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. 
    5. 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. 
    6. Message. Enter text her to serve as the body of your distribution's email message. 
    7. Attach File(s). Click this link to attach file(s) to your distribution.
      OR
    8. Drag and Drop File(s). Use a drag-and-drop operation to add any files from your computer as an attachment.
    9. Click Next Step
  6. In the Step 3: Preview and Distribute page, 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.  
      Notes:
      • The system exports a PDF file of the submittal and sends it by email to the person who clicked Distribute and to all of the 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's status is set to Closed.
      • The system logs the date, action, and timestamp in the Change History tab. 
      • The Submittal Distributed banner appears (as illustrated below) to show the date and time the submittal was distributed.

        submittal-distributed.png

See Also