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Prepare Submittals for Import to the Procore Imports App

Objective

To import submittals into your Submittals tool with Procore Imports.

Background

The Procore Imports app is used to self-import your submittals in bulk to your Project's Submittals tool. This will add as many submittals to your project as you need without having to manually add each submittal in Procore.

Things to Consider

  • Required User Permissions: 
    • 'Admin' level permission on the project's Submittals tool.
      Note: Granular Permissions are not supported in the Procore Imports application.
  • Additional Information:
    • This import can only be used to add submittals. Your import will not edit or delete any existing submittals in your project.

Video

 

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Prerequisites

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

Steps

Download the Submittals Import Template

  1. Download the Submittals Import Template: import-submittals.xlsx

Format the Submittals Import Template

  1. See below considerations when filling out the template.
    • Date Formats
      • All Date Formats must be entered using the date format that corresponds to your locale. For example, use MM/DD/YYYY for US and Canadian English or DD/MM/YYYY for French Canadian and LATAM Spanish.
    • Email Addresses (Submittal Manager)
      • Users’ email addresses must be in the Project Directory in order to be imported. Please ensure the email address on the import template is exactly how it is input in the Project Directory.
    • Required Fields
      • Submittal Manager and Submittal Number
  2. Complete the import template. 
    Notes:
    • If you want to import submittals WITHOUT adding them to a package, leave cells A-D blank.
    • If you want to import submittals with spec sections, enter the existing spec sections in the columns Submittal Spec Section Number and Submittal Spec Section Description.
Submittal Package Information

For submittals you want in a package, include the following information:

  • Package Title
    To create a submittal in a package, enter the package title here exactly as it appears in the Submittals tool. To include multiple submittals in a package, repeat the package title entry in each submittal entry.
  • 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.
  • Package Spec Section Description
    Enter the spec section description exactly as it appears in the Specifications tool.
  • Package Number
    Enter the submittal package number exactly as it appears in the Submittals tool. Duplicate package numbers are allowed and the value entered in this field must be less than 255 characters. 
Submittal Information

For individual submittals, include the following information:

  • 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.
  • 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.
  • 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.
  • 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.
  • 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).
  • 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.
    Note: Users should already exist in the Project Directory. See Add a User Account to the Project Directory.
    Important! The submittal manager must be entered as an email address and have Admin permissions to the Submittals tool.
  • 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.
  • 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.
  • 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.
  • Received Date
    Enter the date the submittal was received using the date format that corresponds to your locale. For example, use MM/DD/YYYY for US and Canadian English or DD/MM/YYYY for French Canadian and LATAM Spanish.
    Important! If you enter dates in another format such as M/D/YYYY or D/M/YYYY format, 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' or 'dd/mm/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel
  • Issue Date
    Enter the date the submittal was issued using the date format that corresponds to your locale. For example, use MM/DD/YYYY for US and Canadian English or DD/MM/YYYY for French Canadian and LATAM Spanish. 
    Important! If you enter dates in another format such as M/D/YYYY or D/M/YYYY format, 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' or 'dd/mm/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel
  • 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 that corresponds to your locale. For example, use MM/DD/YYYY for US and Canadian English or DD/MM/YYYY for French Canadian and LATAM Spanish. 
    Important! If you enter dates in another format such as M/D/YYYY or D/M/YYYY format, 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' or 'dd/mm/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel
  • 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.

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 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 Date
      Enter the on-site date for the submittal using the date format that corresponds to your locale. For example, use MM/DD/YYYY for US and Canadian English or DD/MM/YYYY for French Canadian and LATAM Spanish. 
      Important! If you enter dates in another format such as M/D/YYYY or D/M/YYYY format, the import will fail.
    • Lead Time
      Enter a number of days (e.g., 15 or 30) to specify the lead time for the submittal. 
    • 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. 
    • 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. 

Next Steps

  1. Send an email request to: imports@procore.com and add the completed XLSX file as an attachment.
    Note: In your email's 'Subject' line, include your project's name and ID. See How do I find the project ID?
    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.
  2. After your Procore point of contact notifies you that the import is complete, navigate to the Submittals tool to validate that the imported submittal records are displaying as expected.