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Procore

Import Submittals

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To complete a submittals import template that was provided to a user with 'Admin' level on the Submittals tool who submitted an import request to imports@procore.com.

Background

If you would like to import a batch of submittals at the beginning of a project, a user with 'Admin' level permission on the Project level Submittal tool must do the following:

  • Review this tutorial to understand the data requirements. 
  • Submit a import request by email to imports@procore.com. See Request a Submittals Import Template
  • After the Procore Import Team provides you with required template, complete the required data entry and ensure that it is formatted properly as described below.

Things to Consider

  • Required User Permission
    • To request a submittals import, 'Admin' level permissions on the Project level Submittals tool.
    • To complete the submittals import template, None (this is performed in Microsoft Excel).
      Important! Return your completed template to imports@procore.com. A member of the Procore Import Team will ensure you template is completed and formatted properly before performing the import for you. 
  • Import Template Requirements:
    • For general formatting considerations, see How do I prepare my data for import into Procore?
    • The template must be formatted as a table. 
    • The first line of the table must include the header, which defines the fields in the database.
      • For submittals, the following headers are supported: Package Title, Package Spec Section Number, Package Spec Section Description, Package #, Submittal Title, Submittal Spec Section Number, Submittal Spec Section Description, Submittal #, Description, Submittal Manager, Received Date, Issue Date, and Submit By Date
        Note: At a minimum, your complete import template must include data in the Submittal # and Submittal Manager fields for a successful import. 
      • If the Submittal Schedule Calculations feature is enabled (see Set Up Submittal Schedule Calculations), these headers are also supported: Required On-Site Date, Lead Time, Design Team Review Time, and Internal Review Time
    • If you leave the 'Submittal Status' value blank in the import template, the system sets the status to 'Draft' by default.
    • Your Procore point of contact import the template into the required CSV (UTF-8) file format for you. The maximum file size for a CSV import file is 1 MB.
  • Limitations:
    • Important! If you use the Export Data As CSV feature in the Submittals tool, the exported data cannot be directly imported into Procore. This is because CSV export files are formatted to match the report structure and not the database structure. See Export Submittals to CSV or PDF.  You must always reformat exported data to match the database structure specified in the import template.
    • You are allowed to create submittals with the same Submittal #. The import process can only be used to add new submittals to the project, the import process will not overwrite or delete a project's existing submittals.
    • If your project is using multi-tiered locations, you can only associate submittals with existing tiers or create new multi-tier locations via the import process. 

Prerequisites

Before submitting your import data to Procore, complete these prerequisites:

Steps​

To import submittals data, do the following:

  1. Review the submittals import template provided to you by the Procore import team
    • Instructions. This worksheet contains instructions and guidelines for updating the import template. 
    • Sample Data. This worksheet contains sample data. Use this as a guideline for completing your data entry.
    • Add Data Here if Sched Calc OFF. If the Submittals Schedule Calculations option is disabled on your project (this is the default setting), you will enter the data you want to import in this worksheet, starting in cell A2. 
    • Add Data Here if Sched Calc ON. If the Submittals Schedule Calculations option is enabled on your project (see Request to Enable Submittal Schedule Calculations), you will enter the data you want to import in this worksheet, starting in cell A2. 
  2. Continue with Update the User Import Template and Send it to Procore.

Update the Import Template and Send it to Procore 

  1. If you are using the XLSX template, choose from these options:
    • If the Submittal Schedule Calculations feature is disabled (this is the default setting), you should leave the Required On-Site Date, Lead Time, Design Team Review, and Internal Review time cells blank. 
      OR
    • If the Submittal Schedule Calculations feature is enabled (see Request to Enable Submittal Schedule Calculations), you have the option to add data in  Required On-Site Date, Lead Time, Design Team Review, and Internal Review time cells as described below. 
  2. Update the Submittal Package Information as follows:
    If you will be importing submittal package information, include the following information for each submittal line item. If you want to import submittals without adding them to a package, leave cells A-D blank and continue with Step 3.

    import-pkgtitle-packageno.png
     
    1. Package Title
      To create a submittal in a package, enter the package title here. To include multiple submittals in a package, repeat the package title entry in each submittal record (i.e., row).
    2. Package Spec Section Number
      Enter the spec section number for the submittal package exactly as it appears in the Specifications or Admin tool.  In our example data, note how the Package Spec Section Numbers in Column B (i.e., 033000 and 032200) exactly matches the corresponding Spec Section Numbers in Column F (i.e., 033000 and 032200) in the project's Specifications tool. 
      Notes:
      • If the Microsoft Excel column does NOT permit you to add a leading zero: Select the entire column, choose Format > Cells, and then create a 'Custom' Number Format that matches your spec section numbering convention in the Number tab. See Create or Delete a Custom Number Format in Excel.
      • If the spec section number does NOT exist in the Specifications or Admin tool (this depends on whether your project has decided to manage specs in Procore): a new number will be created in the Specifications tool based on your entry.
      • Notes:
    3. Package Spec Section Description
      Enter the spec section description here (e.g., 03 or 04). This is an open text field.
      Note: The entry does NOT have to match the spec section description in the Specifications or Admin tools. However, inputting a matching entry is recommended for consistency. In our example data, note how the Package Spec Section Numbers in Column B (i.e., 033000 and 032200) exactly matches the corresponding Spec Section Numbers in Column F (i.e., 033000 and 032200) in the project's Specifications tool. 
    4. Package #*
      Enter a submittal package number (e.g., 0001, PKG001, etc.). If you want to create a submittal package via the import process, this is a required field. Duplicate package numbers are allowed and the value entered in this field must be less that 255 characters. 
      Note: If you do not enter submittal package numbers, Procore's default numbering scheme is 1, 2, etc.
  3. Submittal Information
    For individual submittals, include the following information:

    import-subtitle-submanager.png
     
    1. Submittal Title
      Enter a submittal title. You can enter the same title for multiple submittals. To create the submittal in a package, the row must contain a Package Title, Package Spec Section Number, and Package Spec Section Description.
    2. Submittal Spec Section Number
      Enter the spec section number for the submittal exactly as it appears in the Specifications or Admin tool. 
      Important! If the spec section number being imported does exactly match the number in the Specifications or Admin tool (depending on which tool your project uses to manage specs in Procore), a new number will be created in the corresponding tool for your entry.
    3. Submittal Spec Section Description
      Enter the spec section description for the submittal. This is an open text field.
      Notes:
      • If the Spec Section Number that you entered in the previous column does NOT exist in the project's Specifications tool, a successful import process will also create the new Spec Section Number and Spec Section Description in the project's Specifications tool.
      • If the Spec Section Number that you entered in the previous column exactly matches an existing Spec Section in the project's Specifications tool, the Spec Section Description that is present in the Specifications tool will take precedence over your entry in this worksheet.
    4. Submittal #*
      Enter the submittal number. Duplicate numbers are permitted (i.e., more than one submittal can have the same number). This is a required field. (Note: Do not include revision numbers). 
    5. Description
      Enter a description for the submittal. This is an open text field. Duplicate submittal descriptions are permitted (i.e., more than one submittal can have the same description). 
    6. Submittal Manager

      In Procore, a submittal manager is the person responsible for overseeing a submittal throughout its lifecycle. If you create a submittal and have 'Standard' or 'Admin' level permission to the Submittals tool, your name appears as the 'Submittal Manager' by default. However, users with 'Admin' level permission to the Submittals tool have the ability to assign the submittal manager role to any Procore user who has been granted 'Standard' or 'Admin' level permission to the Submittals tool (Note: Users with 'Standard' permission do not have permission to change the submittal manager). The 'Submittal Manager' field lets you change ownership of a submittal, when the person who created a submittal (or that submittal's current manager) is no longer a member of the project team.

      When configured to use the sequential approval workflow, this individual is automatically designated as the Ball In Court person for the submittal. (Note: Users should already exist in the Project Directory. See Add a Person to the Project Directory or Import Users to the Project Directory). 

      received-date-to-submit-by-date.jpg
       
    7. Received Date
      Enter the date the submittal was received using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel). 
    8. Issue Date
      Enter the date the submittal was issued using the MM/DD/YYYY date format (e.g., 05/01/2016). 
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel). 
    9. Submit By Date
      Enter the date the submittal must be submitted to the design team on the submittal workflow for review using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail. (Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel). 
  4. For Submittal Schedule Calculations, do the following:
    • If the Submittal Schedule Calculations feature is disabled (this is the default setting), leave columns AA, AB, AC, and AD columns blank. Note: If you include information in any of these columns, the data will be disregarded by the import because the feature is disabled. If you enable the feature at a later time, you will need to manual enter this information.
      OR
    • If you have enabled the Submittal Schedule Calculations feature in the Submittals tool (see Request to Enable Submittal Schedule Calculations), you have the option to include this information:

      required-on-site-to-internal-review.jpg
       
    1. Required On-Site Date
      Enter the on-site date for the submittal using the MM/DD/YYYY date format (e.g., 05/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 5/1/2016) or the import will fail.
    2. Lead Time
      Enter a number of dys (e.g., 15 or 30) to specify the lead time for the submittal. 
    3. Design Team Review Time
      Enter a number of days (e.g., 15 or 30) to specify the total of days allotted to the design team to review and approve the submittal. 
    4. Internal Review Time
      Enter a number of days  (e.g., 15 or 30) to specify the total number of days allotted to the submittal for internal review. 
  5. Email the request for the import to: imports@procore.com and add the completed XLSX file as an attachment. 
    Important! You will not be able to undo the import, so it is imperative that the data that you submit to Procore for the import is accurate. Your Procore point of contact will convert your XLSX file to the CSV file format for you. The maximum file size for a CSV import file is 1 MB.
  6. After your Procore point of contact notifies you that the import is complete, continue with Validate the Import below.

Validate the Import 

  1. Navigate to the project's Submittals tool. 
  2. In the page that appears, validate that the imported contact records are displaying as expected. 

See Also

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