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Create a Submittal

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In Procore, a submittal manager is a 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.

It is recommended that the majority of your submittals are generated from the Specifications tool. The following procedure can be used when additional submittals are required or you have to create a submittal that was not generated from the specifications book. 

  1. Navigate to the project's Submittals tool.
  2. Click + Create > Submittal.

​Add General Information

  1. Complete the data entry in the General tab as follows:

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    • Title. The descriptive name that best summarizes the information in the submittal. 

    • Spec Section. Denotes the corresponding section from the project's specifications book (a.k.a., spec book). See Where do the selections in the 'Spec Sections' drop-down list in the Submittals tool come from?

    • Number & Revision. The submittal number and its revision number. See How are submittals numbered in Procore?

      Note: If you attempt to create a submittal with a duplicate number, this message appears. You have two options for responding to this message:
      • (Recommended) To create a submittal with a unique number, click Cancel and assign it the next available number.
        OR
      • To create a submittal with a duplicate number, click OK.

        duplicate-number-message.png
         

    • Submittal Package. The submittal package that contains the submittal. In Procore, adding submittals to a package is optional. The decision to add submittals to a submittal package is based on your project's requirements, which is determined by your company's or project's management team. For instructions, see Create a Submittal Package.

    • Status. The current status of the submittal. Only a user with 'Admin' level permission to the Submittals tool can change a submittal's status. See What are the default submittal statuses in Procore? and What is a 'Draft' Submittal?



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    • Responsible Contractor. The company name of the contractor/subcontractor that is responsible for completing the work specified on the submittal. 

    • Received From. The contact for the responsible contractor who provided the submittal information to the project team. 

    • Submit By. Select the date by which a contractor/subcontractor must submit all relevant documentation (i.e., documents, drawings, manuals, plans, and so on) for the submittal to the project's design team for review.

    • Issue Date. The date the contractor/subcontractor submitted the submittal items (i.e., documents, plans, and so on) to your project team for the review process. 

    • Received Date. The date that the submittal information was received from the contractor/subcontractor responsible for the performing work associated with the submittal.

    • Final Due Date. The due date by which all approvers on the submittal workflow must submit a response.

      Notes: When the 'Final Due Date' occurs, the system sends an automated email notification to notify users that the submittal is overdue. If your system is configured to use sequential approval, the notification goes to the Submittal Manager and the Ball in Court person on the approval workflow. If your system is configured to use parallel approval, the notification goes to the Submittal Manager and members of the approval workflow).

    • Lead Time. The expected number of calendar days that will be required for the material/services for the submittal to arrive.

    • Required On-Site Date. The date by which materials related to the work detailed on the submittal must be delivered and available at the construction site.


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    • Cost Code. The cost code for the submittal. Cost codes are managed in the 'Cost Code' segment in Procore's Work Breakdown Structure.

    • Submittal Manager. The name of the submittal manager. This is the person who is responsible for overseeing the submittal throughout its lifecycle in Procore. Each submittal can have a different submittal manager or your project team can configure a 'Default Submittal Manager' for all of your submittals. See What is the 'Submittal Manager' role?

    • Type. The information type associated with the submittal. The default type selections in Procore include: Document, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, and Other. See Create Custom Submittal Types.

    • Private. Indicates privacy settings for the submittal. When a submittal is marked 'Private', it is only visible to users with 'Admin' level permissions on the Submittals tool, users in the Submittal Workflow, and members of the submittal's Distribution List. Users with the 'View Private Submittals Associated to Users within Same Company' granular permission enabled on their permissions template can also view a submittal marked 'Private' if another user in their company is associated with the submittal. See Mark a Submittal as Private.

    • Location. 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. 

    • Linked Drawings. Renderings stored in the project's Drawings tool that are linked to the submittal. See Link Related Items on a Drawing.

    • Description. Informative details, notes, and/or actions that describe the submittal. 

    • Attachments. Attach any relevant files. You have these options:

      • Click Attach File(s) and then choose the appropriate option from the shortcut menu that appears.
        OR
      • Use a drag-and-drop operation to move files from your computer into the grey Drag and Drop File(s) box.

back to steps

Calculate Submittal Schedule Information (If Enabled)

Submittal Schedule Calculations is an optional feature that you can enable. See Enable Submittal Schedule Calculations. When enabled, the Submittals tool will analyze your entries in the 'Required On-Site Date', 'Lead Time', 'Design Team Review Time', and 'Internal Review Time' fields to provide suggestions for the Submitter and Approver 'Due Date' on the submittal workflow. It also automatically populates the 'Planned Return Date', 'Planned Internal Review Completed Date', and 'Planned Submit By Date' fields.

  1. Follow the steps in Create a Submittal. 
    This reveals the New Submittal page.
  2. Scroll down to the Submittal Schedule Information area. 
  3. Set the following information:
    1. Schedule Task. The schedule task associated with the submittal being created. A schedule must be uploaded to the project first. See Upload a Project Schedule File to Procore's Web Application.

    2. Design Team Review Time. The number of days allotted for the design team's review on the submittal.

      Note: If you enter 7, the system subtracts '7' calendar days from the Planned Return Date to automatically populate the date entry for the Planned Internal Review Completed Date.

    3. Lead Time. The expected number of calendar days that will be required for the material/services for the submittal to arrive.

      Note: If you enter 10, the system subtracts '10' calendar days from the Required On-Site Date to automatically populate the date entry for the Planned Return Date.

    4. Required On-Site Date. The date by which materials related to the work detailed on the submittal must be delivered and available at the construction site.

    5. Internal Review Time. The number of calendar days that your project's design team requires to ensure the submittal is properly reviewed.

      Note: If you enter 5, the system subtracts '5' calendar days from the Planned Internal Review Completed Date to automatically populate the date entry for the Planned Submit by Date.
      This illustration shows you an example of these entries and calculations.

      create-submittal-schedule-info.png
       

back to steps

Update the Delivery Information

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  • Anticipated Delivery Date
    View the date displaying in the Anticipated Delivery Date. This is the date between the 'Lead Time' and when the submittal was distributed, and it will not populate upon the creation of the submittal. This date is calculated by Procore once the submittal has been distributed. See Distribute a Submittal.​​
  • Schedule Task
    If you have enabled the Schedule tool on the project and integrated an Asta Powerproject, Microsoft Project, or Oracle Primavera schedule with Procore, you are permitted to select a project task from the Schedule Task drop-down list when you have a user account that has been granted 'Read-Only' level permission or higher on the Schedule tool. This is for reference only.
  • Confirmed Delivery Date
    Select the date the subcontractor or supplier confirmed the freight would arrive using the Confirmed Delivery Date calendar. 
  • Actual Delivery Date
    Select the date the material arrived on site using the Actual Delivery Date calendar. Typically, this value is updated by the project superintendent. 

back to steps​​

Add a Submitter and Approvers to the Submittal Workflow

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A user with 'Admin' level permission to your project's Submittals tool should create  submittal workflow templates which you can then add to a new submittal when you first create it. This saves a lot of data-entry time by preventing you from having to add a new submittal workflow each time you create a submittal.  Some modification may still be required but if you can save even two minutes per submittal, you will save 16+ hours of work over the course of a project, simply by taking a few minutes to set up or Manage Submittal Workflow Templates periodically.

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  1. Follow the steps in Create a Submittal or Edit a Submittal. 
  2. Under Submittal Workflow, do the following:
    1. Select a Template. Select a workflow template from the drop-down list. 
      Notes:
      • This drop-down list is only visible and available to users with 'Admin' level permission on the Submittals tool. 
      • This action applies the person(s) named on the submittal workflow template to your submittal. 
      • To learn how submittal workflow templates are created, see Manage Submittal Workflow Templates.
  3. Continue by modifying the Name, Role, and Days to Submit/Response fields as needed for the submittal. Your changes only affect the workflow on the submittal, your changes do NOT affect the submittal workflow template. 
  4. (Optional) Continue with the steps in Add Reviewers to the Submittal Workflow.

Add to the Distribution List

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  • The default distribution list should be configured or updated regularly in the Submittal Configuration Settings to include the Project Manager, Assistant Project Manager, Project Coordinator, Architect, Site Manager (optional), and Assistant Site Manager (optional). 
  • Any other Approvers you have added to the workflow should be included in the distribution list using the Select A Person drop-down menu. The users on this list will receive email updates about the submittal, but are not required to participate in the submittal process in any way.

  • If you want to remove someone from the list, click the red X next to their name.

Update and Send the Submittal for Review

When finished with the steps above, choose one of these options:

  • To save your changes without sending an email to members of the submittal workflow, distribution list members, and submittal manager, click Create. 
    OR
  • To save your changes and to send an email notification to alert the members of the submittal workflow and to alert the members of the distribution list, click Create & Send Emails.