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Perform Bulk Actions on Submittals

Objective

To use the Bulk Actions menu in the Submittals tool to perform bulk edits on a batch of submittals. 

Background

Use the Bulk Actions > Edit option when you want to apply the same edits on multiple submittals. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions to the Project level Submittals tool.
  • Supported Views:
    • The Bulk Actions menu is supported in the Submittals tool's Items, Packages, Spec Sections, and Ball In Court views (see Switch Between Views). 
    • The Bulk Actions menu is grayed out and unavailable in the Recycle Bin view. 
  • Additional Information:

Steps

  1. Navigate to the project's Submittals tool.
    This opens the Submittals page. 
  2. Click Items



    This reveals the Items subtab, which shows all of the individual submittals for the project (except for the submittals that have been sent to the Recycle Bin).
  3. Locate the submittals that you want to modify and then:
    • To select all of the submittals in the list, mark the checkbox at the top of the left column.
      OR
    • To select one or more of the submittals in the list, mark the check box to the left of each desired submittal. 


       
  4. Open the Bulk Actions menu and click Edit in the drop-down list. 
    Note: The Bulk Actions menu is supported in the Items, Packages, Spec Sections, and Ball In Court views. It it grayed out and unavailable in the Recycle Bin view. 



    This reveals the Bulk Edit page. The 'Selected Submittals' box shows the individual submittals to which your edits will be applied. 


     
  5. Choose from these options to edit the selected submittals:
    • Spec Section. Select the appropriate section from your project's spec book in the drop-down list.

      • If the Specifications tool is an active tab on the project (see Enable the Specifications Tool):
        • The selections in the drop-down list correspond to your spec book in the Specifications tool.
        • If you want to create a new spec section in the Specifications tool, click the Create New Spec Section button. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section. This creates a spec section in the Specifications tool, but it will not be associated with a PDF until one is uploaded with a matching title and number (see Upload Specifications and Upload Specification Revisions). 
      • If the Specifications tool is NOT an active tab on the project,
        • The selections in the drop-down list correspond to your spec book in the project's Admin tool (see Add Spec Sections to the Admin Tool).
        • If you want to create a new spec section in the Admin tool, click the Create New Spec Section button. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section. This creates a new spec section in the Admin tool. To make changes spec section you created, see Edit Spec Sections in the Admin Tool.
    • Status. Define the state of the submittal in the Status box. You have these options:
      Note: Only users with 'Admin' level permission to the Submittals tool can change the status of a submittal. 

      • Open (Default). Select this option to indicate that the submittal is waiting for approvers to respond.
      • Draft. Select this option to indicate that the submittal has been created but has not yet entered the submittal review and approval workflow
      • Closed. Select this option after both the submittal and the subcontractor is approved to perform the contracted work. 
        (Note: A user with 'Admin' level permissions to the company's Admin tool can create custom statuses for use with the Project level Submittals tool. See Create a Custom Submittal Log Status.)
    • Submit By. Select a due date from the Submit by calendar. This specifies the date by which the subcontractor needs to submit all of the relevant documents pertaining to the submittal to the general contractor for review.
    • Submittal Manager. Enter the name of the submittal manager. This is the person who is responsible for overseeing the submittal throughout its lifecycle in Procore. 

    • Type. Select a classification for the submittal from the Type list. The default type selections include: Document, Pay Request, Payroll, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, Specification, or Other. This list cannot be customized.

    • Received Date. Select a date from the Received Date calendar. This defines the date that the general contractor received the submittal from the subcontractor.
    • Responsible Contractor. Select a vendor, company, or subcontractor from the Responsible Contractor drop-down menu. This is the company that is responsible for submitting the submittal.
    • Location. Select or enter a location from the Location drop-down menu (Note: You have the option to select an existing location from the list, or you can Add Tiered Locations to a Project). 

    • Issue Date. Choose the Issue Date from the list box. This defines the date the contractor submitted the item to the design team for review.
    • Received From. Select the name of the person from whom you received the submittal information. 

    • Lead Time. Enter the expected number of days required for the material to arrive on site in the Lead Time box.
    • Req On Site. Choose the Required On-Site Date from the calendar. This defines the date on which materials must be delivered and available for use on the construction site.
    • Private. Select Yes to make the selected submittals Private. Otherwise, choose No
  6. Click Update
    This applies the specified edits to all the selected submittals. A GREEN banner appears to confirm the total number of submittals that were successfully edited. A RED banner will appear in the event that the edits were not successfully saved. 
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Last modified
15:00, 10 Mar 2017

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