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Configure Settings: Submittals Tool

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  1. Navigate to the project's Submittals tool. 
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click one of the links described below:
  4. Click Update when you are finished changing the configuration settings.

Configure the Submittal Tool's Settings

  1. On the Configure Submittal Settings page, click Submittal Settings.
  2. Under Submittal Settings, configure these settings:

    submittals-submittal-settings.png
     
    • Default Submittal Manager
      Select the person that you want to designate as the submittal manager for new submittals from this drop-down list.  
    • Default Distribution
      Select all of the contacts to include on the tool's email notification distribution for new submittals.
    • Submittal Spec Section List Sort By Number
      Select 'Ascending' or 'Descending' from the list. The default setting is descending (e.g., 999 to 1). 

    • Set the Sort Order for Submittal Package Items
      Select 'Ascending' or 'Descending' from the list.  The default setting is ascending (e.g., from a to z). 

    • Label for Custom Fields

      • To add a short text field, type the desired field label in the Label for Custom Field 1 (Short) box. For example, type: Commitment Number
      • To add a long text field, type the desired field label in the Label for Custom Field 2 (Long) box. For example, type: Notes
        The short text field is used for short data entry. The long text field lets users enter long strings of text (e.g., messages) and also provides users with basic formatting tools.
        Note: Custom Field 1 has a character-limit of 255 characters.
    • Dynamic Approver Due Dates
      Place a mark in the check box to give Procore the ability to adjust the approver due date setting. To keep the feature OFF, leave the check box clear. To learn about this setting, see What are dynamic approver due dates?
    • New Submittals Will be Due In
      Enter a number of days in the text box. The default setting in Procore is 14 days.
      Note: The due date respects which days are set as 'working days' for the project. See Set Project Working Days.

    • Submittals Private by Default
      Place a mark in this checkbox to make submittals private by default. In Procore, marking submittals as private limits the audience to users who are assigned 'Admin' level permissions to the Submittals tool, members of the submittal's distribution list, and reviewers assigned to the submittal workflow. By default, this checkbox is cleared in Procore, which means that new submittals are visible to users assigned 'Read Only' or above on the Submittals tool.
      Note: Users with the 'View Private Submittals Associated to Users within Same Company' granular permission enabled on their permission template can view a submittal marked 'Private' if another user in their company is the submittal's creator or is designated as the Submittal Manager, a Submitter, an Approver, or a Distribution List member.

    • Allow Approvers to Add Reviewers to their Step in the Workflow 
      This setting is enabled by default and allows Approvers to add other reviewers to the submittal. Reviewers are identical to Approvers, except they cannot add other reviewers. 

    • Approvers' Responses are Required by Default
      Place a mark in this checkbox to make approvers' responses on submittals required by default. By default, this checkbox is marked in Procore, which means that responses from selected approvers are required when approving the submittal.

    • Enable Email Reminders For Overdue Submittals
      Place a mark in this checkbox to automatically send an overdue notification by email to the Ball In Court approver when that person's 'Approver Due Date' on the submittal passes. The system will also send a notification to the approvers on the workflow when the final due date passes. This checkbox is selected by default in Procore. 

    • Enable QR Codes on Submittal Items and Custom PDF Template
      Place a mark in this checkbox to allow QR codes to be generated for submittals.

    • Enable Submittal Schedule Calculations
      This setting is disabled by default. When ON, the New Submittal page includes the Submittal Schedule Information area, which takes the end user's data entry in the 'Required On-Site Date' field and automatically calculates the 'Planned Return Date', 'Planned Internal Review Complete Date', and 'Planned Submit By Date'.

  3. Under Submittal Emails, choose from these options to configure the email notification settings for submittal items:
    Notes: 
  4. Remove a mark from the desired check box to prevent the system from sending an automatic email notification to the user(s) designated in each role for each event. 
  5. Place a mark in the appropriate checkbox to give the system permission to send an automatic email notification to the user's designated in the appropriate role for each event.
  6. Click Reset to Default to restore the system's default settings for Submittal Emails.

    submittals-emails-default-send-events.png
     
  7. When finished updating the settings in the Submittal Settings page, click Update.

Create Custom Submittal Responses

  1. Navigate to the project's Submittals tool.
  2. Click the Configure Settings icons-settings-gear.png icon. 
    This reveals the ‘Submittal Settings’ page.
  3. Click Submittal Responses. 
  4. Locate the submittal response that you want to change.
  5. Choose from the following options:
    • Change a Custom Submittal Response:
      You can change an existing response to a custom value for all eight (8) of the default submittal responses in Procore.
      1. Click the pencil icon next to a response to edit it.
      2. Type in the new name for the response. Click Edit Response to save your changes.
    • Add a New Custom Submittal Response:
      You can add up to twelve custom submittal responses for several of the default submittal responses in Procore. For three (3) of the responses (FORWARDED FOR REVIEW, PENDING, and SUBMITTED), the system limits you to only one (1) custom response.
      1. Click Add Response.
      2. Select the associated default response.
      3. Enter your custom response, and click Add Response to save.
        Note: You can modify the associated default response by clearing the selection and making a new one.
    • Delete a Custom Submittal Response:
      You can only delete the custom responses that have been added to the system. Each of the default responses can be customized, but not deleted. 
      1. Click the delete icon next to the desired response.
      2. When prompted to confirm you want to delete the response, click Delete Response.

Where Do Custom Submittal Responses Appear? 

 After customizing your responses, they will appear as selections in any space in the Submittals tool where default responses are visible, such as filters or in the response selection screen in a submittal workflow.  

Set User Permissions for the Submittals Tool

If you have a small number of users without permission templates assigned to them, you might choose to manage user permissions to the project's Submittals tool using the steps below. If you have a large number of users, we recommend that you manage user permissions on Procore's project tools using permission templates. See Manage Permission Templates.

  1. Navigate to the project's Submittals tool.
  2. Click the Configure Settings icons-settings-gear.png icon.
  3. Click Permissions Table.

    permissions-table.png
     
  4. Set each user's permission for the Submittals tab according to your preferences.  
    • check.png Access
    • x.png No Access
      Note: To view a complete list of available tasks by permission level, see Permissions.
  5. Click Back when you are finished updating the user permissions.

See Also