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Procore

Upload and Submit a Submittal

Objective

To upload a submittal as a submitter in a submittal's workflow.

Background

If the general contractor for a construction project assigns you to the 'Submitter' role in a submittal workflow, it means you will be required to perform an action on a submittal. For example, you might be required to upload drawings, plans, or other documents as attachments to the submittal in order to fulfill the submittal requirements and then proceed with the design review.

Typically, submittals in Procore are created by a submittal manager (however, the submittal manager role can be reassigned). That person names the submittal item and then completes the basic data entry on the submittal. The submittal manager also designates members of the project team as either a 'Submitter' or 'Approver' on the submittal workflow.

If you are designated as a 'Submitter' (typically a subcontractor), Procore will send you an automated email message with the subject line 'Action Required on a Submittal' to alert you that the general contractor requires your response on the submittal. 

Depending on the specific requirements of your agreement, you may be required to upload attachments (documents, drawings, plans, etc.) to the submittal, which will later be sent to the design team for review and approval. To assist you with this process, the email notification (see illustration below) contains a View Online link. It may also contain attachments that you might need to download and review before responding to their request for action. 

 

Things to Consider

  • Required User Permissions:
    • To respond to a request for action on a submittal, 'Standard' level permissions on the Submittals tool.
  • Requirements:
    • For the system to send you an automated email notification, you must have (1) a Procore user account that has been granted a minimum of 'Standard' level permission on the project's Submittals tool and (2) be designated as the 'Submitter' in submittal workflow. Additionally, the user who created the submittal (or the 'Submittal Manager') must have clicked the Create and Send Emails button in the submittal. 
  • Additional Information:
    • You might receive additional email notifications at various stages of the submittal's review, depending on the project's settings.

Steps

 Note
The following tutorial references a version of the Submittal Workflow table that may not be available in your current Procore experience. See Upload and Submit a Submittal (Legacy View) for information on how to perform this task if your Submittal Workflow table looks different than the version referenced below.

Respond to the Request for Action

  1. Choose from one of these options:
    • Open the email message and click the View Online link. If you are not currently logged into Procore, you will be prompted to log in. See Log into Procore Web.



      OR
    • Log in to Procore and navigate to the project's Submittals tool. Next, locate the submittal in the 'Items' view and click View next to the submittal. Your name will be listed in the 'Ball In Court' field.



       
  2. Review the submittal's information and any included attachments.
  3. Click Respond next to your name in the 'Submittal Workflow' table.

    submittals-upload-submit-submittal-1.png
     
  4. Add the following information:
    • Response. The system automatically selects the 'Submitted' as your response, or selects the custom response configured for a 'Submitted' item. 
      Note: The response automatically selected may be different if a custom response was configured in the tool's advanced settings.
    • CommentsOptional. Enter any comments to include with the response.
    • Attach FilesOptional. Attach any files to include with the response.

      submittals-upload-submit-submittal-2.png
  5. Click Preview.
  6. Preview the information and click one of the following options:
    • Click Respond to save your information and submit the submittal.
    • 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.

      Note: If there's another step in the submittal's workflow, the user's name or group of users' names in the next step will display in the 'Next in Workflow' field.

      submittals-upload-submit-submittal-3.png

The system sends an email notification to any user types selected in the 'Submitter Role Submits (via Workflow)' email configuration after you save your response. See When does the Submittals tool send email notifications to Procore users? 

The system waits until all required users in each step of a submittal's workflow respond before shifting the Ball In Court to the next step.

See Also