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1 - Submittal Configuration & Importing

The following tutorials pertain to the website application only.

Items Covered Below:

  • Configure Advanced Settings
  • Request a Submittal Import

1. Configure Advanced Settings:

The following tutorial applies to the website application only; no mobile

Things to Consider

  • Required User Permission
    • 'Admin' level permissions on the Submittals tool.

Steps

  1. Navigate to the project's Submittals tool. 
    This reveals the Submittals page.
  2. Click the Configure Settings  icon.
    This reveals the Submittal Settings page. 
  3. In the right pane, click one of the available links to change the configuration settings:
    • Submittal Settings. To configure general settings for the features and default behavior of the Submittals tool, click Submittal Settings. Then see Configure the Submittal Tool's Settings below. 
    • Submittal Responses. To create custom submittals responses, click Submittal Responses. Then, see Create Custom Submittal Responses below. 
    • Custom Reports. To create new custom reports for your submittals data, click Custom Reports. Then see Create Custom Reports for the Submittals Tool below. 
    • Permissions Table. To set end user permissions for the Submittals tool, click Permissions Table. Then see Set User Permissions for the Submittals Tool below. 
  4. When finished changing the configuration settings, click Update

Configure the Submittal Tool's Settings

  1. In the 'Configure Submittal Settings' page, click Submittal Settings.
  2. In the 'Submittal Settings' page, you can configure these options:
    • Default Submittal Manager:
      From the Default Submittal Manager drop-down list, select the person that you want to designate as the submittal manager for new submittals. If you want the system to populate the 'Submittal Manager' field with the name of the person who created the submittal, leave Submittal Creator selected. 


       
    • Create the Default Distribution List for New Submittals:
      From the Default Distribution drop-down list, select all of the contacts to include on the default distribution list for new submittals.


       
    • Set the Sort Order for the Spec Section List:

      From the Submittal Spec Section List Sort By Number drop-down list, select 'Ascending' or 'Descending.' The default setting is descending (e.g., 999 to 1). 



       

    • Set the Sort Order for Submittal Package Items:

      From the Submittal Packages List Sort by Title drop-down list, select 'Ascending' or 'Descending.'  The default setting is ascending (e.g., from a to z). 

       


       

    • Add Custom Text Fields to the New Submittals Page:

      • To add a short text field, type the desired field label in the Label for Custom Field 1 (Short) box. For example, type: Confirmed Delivery Date
      • To add a long text field, type the desired label in the Label for Custom Field 2 (Long) box. For example, type: Notes



        The illustration below shows you how these fields will look to your end users in the New Submittals page. The long text field lets users enter long strings of text (e.g., messages) and also provides users with basic formatting tools. The short text field is used for short data entry. 
        Note: Custom Field 1 has a character-limit of 255 characters.




         
    • Set a Default Due Date for Submittals:
      In the New Submittals Will be Due In box, enter a number of calendar days. The default setting in Procore is 14 days. However, you can change this to value to suit your project preferences (e.g., in the illustration below, we changed the default value to five (5) calendar days). 





       

    • Mark New Submittals as Private:
      ​Mark the Submittals Private By Default 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' level permissions or higher to the Submittals tool. 



       

    • Alert Reviewers About Reviewer Comments:
      Mark the Notify Approvers Of Approver Comments checkbox to automatically send an email notification to reviewers assigned to the submittal workflow. By default, this checkbox is cleared in Procore, which means that reviewers are not automatically alerted about other reviewer's comments.

       

    • Alert Members of the Distribution List About Reviewer Comments:
      Mark the Notify Distribution Members Of Approver Comments checkbox to automatically send an email notification about reviewer comments to members of the submittal item's or package's distribution list. This checkbox is selected by default in Procore. 

    • Alert Creator About Reviewer Comments:
      Mark the Notify Creator of Approver Comments checkbox to automatically send an email notification about reviewer comments to the user who created the submittal item or package. This checkbox is selected by default in Procore. 



       

    • Alert Reviewers About Overdue Submittals:
      Mark the Enable Email Reminders For Overdue Submittals 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. 


       

    • Default Internal Review Time. Enter a number of days to set the amount of time needed for your internal project team to complete a submittal review. The default value is 14 days. 

    • Default Design Team Review Time.  Enter a number of days to set the amount of time needed for your internal project team to complete a submittal review. The default value is 14 days. 
       

       

  3. 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  icon. 
    This reveals the ‘Submittal Settings’ page.
  3. Click Submittal Responses.



    This reveals the list of submittal responses shown below. To learn about each response, see What are the default submittal responses in Procore?


     
  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 nine (9) of the default submittal responses in Procore. See What are the default submittal responses in Procore?

  1. In the responses list on the 'Submittal Settings' page, type over an existing value.
    For example, type AAN in place of ‘APPROVED AS NOTED’ as shown below.



    The system automatically saves your changes when you click out of the box. A GREEN banner appears at the top of the page when the update is saved.  To see how this looks in the web application, see Where do custom submittal responses appear? 

Add a New Custom Submittal Response

You can add up to twelve submittal responses for six (6) out of the nine (9) default submittal responses in Procore. For three (3) of the responses (i.e., FORWARDED FOR REVIEW, PENDING, and SUBMITTED), the system limits you to only one (1) custom response. See What are the default submittal responses in Procore?

  1. In the responses list on the 'Submittal Settings' page, click +Add New


     
  2. In the box that appears, enter a new response. For example, in place of APPROVED, you might want to add responses for both ‘FURNISH AS NOTED’ and ‘NO EXCEPTIONS TAKEN’.



    The system automatically saves your changes when you click out of the box. A GREEN banner appears at the top of the page when the update is saved.  To see how this looks in the web application, see Where do custom submittal responses appear? 

Delete a Custom Submittal Response

If you want to delete a custom response, click the RED 'x' that appears next to the item.
Note: You can only delete the custom responses that have been added to the system. Each of the nine (9) default responses requires at least one (1) response (which you may customize, but cannot delete). 



When the system deletes the response, a confirmation banner appears at the top of the page. 

Where Do Custom Submittal Responses Appear? 

 After customizing your responses, they will appear as selections in various drop-down lists in the Submittals tool. The primary areas include: 

  • Responses. In the Submittals tool, this list appears in the 'Requires Your Attention' for users who are designated as the Ball in Court (BIC) person on a submittal. 

     
  • Add a Filter. This list appears at the top of the Submittals tool (next to the Search field) and lets users filter the list of submittals by the response. 

Create Custom Reports for the Submittals Tool

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Click the Configure Settings  icon.
  3. In the right pane, click Custom Reports.


     
  4. In the Custom Reports page, you can configure these options:
    • Create a Custom Report:
      Click the Create Custom Report button. This reveals the New Custom Report page. See Create a Custom Submittals Report. 



      Note: Company-wide and project-specific reports display under the 'Custom Reports' area (pictured above). If you mark a report as 'Private' it will be available only to you and display in the 'My Reports' area (not pictured).
       
    • View a Custom Report:
      Click the View button. See View a Custom Submittal Report.



       

    • Edit a Custom Report:
      Click the Edit button. See Edit a Custom Submittal Report.


       
    • Delete a Custom Report:
      Click the red 'X' icon. 


Set User Permissions for the Submittals Tool

If you have a small number of users, 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, it is recommended that you manage user permissions on Procore's project tools using permission templates. For instructions, see Manage Permission Templates

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Click the Configure Settings  icon.
    This reveals the Submittals Settings page. 
  3. In the right pane, click Permissions Table.


     
  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. When finished, click Back.


2. Request a Submittal Import

The following tutorial applies to the website application only; no mobile

Background

If you need to add a large number of submittals to a project, you can save data entry time by importing submittals to Procore using the Submittals import template. To get started, download the appropriate import template from one of the articles below. Then update it with the data to import. After completing the update, send an email request (and include the completed template as attachment) to imports@procore.com. Your Procore point of contact will validate the data and import it for you. 
Tip! For best results, review all of the information in this article and add as much information as possible to the template before submitting your import request.

Things to Consider

  • Required User Permission
    • 'Admin' level permissions on the project's Submittals tool. 

Steps

  1. Ensure that you have 'Admin' level permission on the projects Submittals tool. 
  2. Download a submittals import template:
  3. After completing the required data entry on template, you may submit a request to your Procore point of contact or email imports@procore.com.


 

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Last modified
11:43, 12 Aug 2016

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