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Update the Submittals Import Template

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 update the submittals import template.

Things to Consider

  • Required User Permissions: 
    • To update the import template: None. This task is performed in Microsoft Excel.
  • 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 Number, Submittal Title, Submittal Spec Section Number, Submittal Spec Section Description, Submittal Number, Description, Submittal Manager, Submittal Status, Submittal Type, Location, Received Date, Issue Date, Submit By Date and Responsible Contractor Name
        Note: At a minimum, your complete import template must include data in the Submittal Number 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.
  • Additional Information:
    • You are allowed to create submittals with the same submittal number. 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

Steps

  1. Complete 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.
    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.
      Note: 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.
    3. Package Spec Section Description
      Enter the spec section description here (e.g., 03 or 04). This is an open text field.
    4. Package Number
      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 than 255 characters. 
  2. Submittal Information
    For individual submittals, include the following information:
    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! The spec section number must be entered exactly as it is listed in Procore or the import will fail.
    3. Submittal Spec Section Description
      Enter the spec section description for the submittal. This is an open text field.
      Note: 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 Number*
      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*
      Enter the email address for the Procore user you want to designate as the submittal's Submittal Manager. In Procore, a submittal manager is the person responsible for overseeing a submittal throughout its lifecycle.
      Note: Users added to this row need to be already added to the Project Directory with 'Standard' level permissions or higher on the project's Submittals tool. See Add a User Account to the Project Directory.
      Important! The email address must be entered exactly as it is listed in Procore or the import will fail.
    7. Submittal Status
      Enter a status for the submittal. The Procore default statuses that are available to assign to a submittal include: Open, Draft, and Closed. To create a custom status, see Create a Custom Submittal Log Status.
      Important! The status must be entered exactly as it is listed in Procore or the import will fail.
    8. Submittal Type
      Enter the information type associated with the submittal. The default type selections in Procore include: DocumentPlansPrintsProduct InformationProduct ManualSampleShop Drawing, and Other. To create a custom type, see Create Custom Submittal Types.
      Important! The type must be entered exactly as it is listed in Procore or the import will fail.
    9. Location
      Enter the location at the job site for the submittal. This can be an existing location from the Location list or a tiered location. See Add Tiered Locations to a Project.
      Important! The location must be entered exactly as it is listed in Procore or the import will fail.
    10. Received Date
      Enter the date the submittal was received using the date format MM/DD/YYYY.
      Important! If you enter dates in another format such as M/D/YYYY, 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 Microsoft's Create a Custom Number Format
    11. Issue Date
      Enter the date the submittal was issued using the date format MM/DD/YYYY. 
      Important! If you enter dates in another format such as M/D/YYYY, 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 Microsoft's Create a Custom Number Format
    12. Submit By Date
      Enter the date the submittal must be submitted to the design team on the submittal workflow for review using the date format MM/DD/YYYY. 
      Important! If you enter dates in another format such as M/D/YYYY, 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 Microsoft's Create a Custom Number Format
    13. Responsible Contractor Name
      Enter the company name of the contractor/subcontractor that is responsible for completing the work specified on the submittal.
      Important! The company name must be entered exactly as it is listed in Procore or the import will fail.
  3. For Submittal Schedule Calculations, do the following:
    • If the Submittal Schedule Calculations feature is disabled (this is the default setting), leave columns R, S, T, and U 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 manually enter this information.
      OR
    • If you have enabled the Submittal Schedule Calculations feature in the Submittals tool (see Enable Submittal Schedule Calculations), you have the option to include this information:
    1. Required On-Site Date
      Enter the on-site date for the submittal using the date format MM/DD/YYYY. 
      Important! If you enter dates in another format such as M/D/YYYY, 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 Microsoft's Create a Custom Number Format
    2. Lead Time
      Enter a number of days (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. 
  4. Save your updates to the file.
  5. When your data entry is complete, continue with Send a Completed Submittals Import Template to Procore.