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Procore

Forward a Submittal for Review

Objective

To forward a submittal item to a user not included in a submittal's workflow for their review.

Background

This functionality is available for those times that you need to forward a submittal to someone that you need information from who is not a member of the original submittal workflow.

Example
Let's say you are a project manager at a general contractor who is managing the submittal review process. Typically, after you create a submittal item and add members to the submittal workflow, you first have an architect review the item and then have a project engineer perform the review. However, for this particular submittal item, the architect wants a structural engineer to review the submittal item before submitting his or her own response and then passing the review authority to the project engineer. In this situation, the architect would use the steps below to forward the submittal item for review to the structural engineer. This adds the structural engineer to the submittal workflow in order to capture that response in Procore.

Things to Consider

  • Required User Permissions:
    • 'Standard' level permissions or higher on the project's Submittals tool and the current Ball In Court for the submittal.
  • Prerequisites:
  • Additional Information:
    • If a user has already been added to the submittal's workflow, you will not be able to forward the submittal to that user. They can respond to the submittal in the order specified by the submittal's workflow.
    • If you forward a submittal to another user, you must wait for them to submit their response before you can respond. After they respond, the BIC will be shifted back to you and you will have the option to either (1) respond to the submittal or (2) forward it to another user for their review. 
    • If a submittal is forwarded to you by a member of the submittal's workflow, you cannot forward the submittal to another user. 

Steps

  1. Navigate to the project's Submittals tool.
  2. Click View next to the submittal you want to forward for review.
  3. Review the submittal's information and any included attachments.
  4. Click Respond next to your name in the 'Submittal Workflow' table.

    submittals-forward-submittal-for-review-1.png
     
  5. Click Forward for Review in the 'Respond' window. Note: This link is only available when you are the Ball in Court person or a member of a workflow group with Ball In Court responsibility.

    submittals-forward-submittal-for-review-2.png
     
  6. Add the following information:
    • Forward To. Select the user you want to forward the submittal to.
      Note: To appear as a selection in the list, the user must be added to the Project level Directory tool. See Add a User Account to the Project Directory.
    • Return By. Select the date by which the reviewer must respond to the submittal.
      Note: The date you select must be on or before the due date for your response.
    • CommentsOptional. Enter any comments you want to send to the reviewer.
    • Attach FilesOptional. Add any files you want to send to the reviewer.

      submittals-forward-submittal-for-review-3.png
       
  7. Click Preview.
  8. Preview the information and click one of the following options:
    • Click Respond to forward the submittal to the user you selected.
    • Click Back if you need to change any information you added.
    • Click Cancel to close the window  and return to the submittal's page. Note: Any information you added before closing the window won't be saved.

      submittals-forward-submittal-for-review-4.png
       

The system automatically adds the user to the 'Submittal Workflow' table and sets them as the Ball In Court. Their name will be added to the same workflow step as the approver who forwarded the submittal to them.
Notes:

  • The reviewer will receive an email notification from Procore letting them know action is required.
  • The system changes the response of the approver who forwarded the submittal to 'Forwarded for Review'.

See Also