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2 - Creating Packages & Submittals

The following tutorials pertain to the website application only.

Items Covered Below:

  • Create a Submittal Package
  • Create a Submittal
  • Add a related Item to a Submittal Package
  • Add a Related Item to a Submittal

1. Create a Submittal Package

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

Background

submittal package is a container that stores one or more submittals. Typically, a general contractor creates submittal packages that list all of the individual submittals specific to a particular trade or subcontractor. For example, one might create a submittal package to contain all of the plumbing-related submittals in a commercial building project.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions to the project's Submittals tool.
  • Limitations:
    • A submittal can only be added to one (1) submittal package. However, you can move a submittal from one package to another when editing the submittal. 
  • Additional Information:
    • After a submittal package is created, a user with 'Admin' level permission to the Submittals tool can use the Create Revision button to revise the submittal package. 

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. In the right pane, click Create Package.
    This reveals the New Submittal Package page. 
  3. In the 'General' tab, complete the data entry in the 'General Information' area as follows:
    Note: An asterisk (*) denotes a required field. 


     
    • Title*. Enter a descriptive name for the submittal package in the Title box. This title is visible when viewing Submittal Packages in the List view. 
    • Spec Section. Depending upon whether the Project level Specifications tool (see Specifications) is enabled or disabled on the project, choose one of these options:
      • If the Specifications tool is enabled and the tab visible on the project, select the appropriate spec section for the submittal package from the drop down list.
        Note: If you want to create a new Spec Section in the Specifications tool, click the Create New Spec Section option. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section.

        OR
      • If the Specifications tool is disabled and the tab is hidden from the project, type the corresponding spec section number for the submittal in the field. The number you enter here should always correspond to the appropriate section of the project's spec book. 
    • Number. Enter a submittal package number. This is a required field. The system will automatically assign sequential numbers by default (i.e., 1, 2, etc.). Duplicate package numbers are NOT allowed and the value entered in this field must be less that 255 characters. You can also create a unique numbering scheme if desired (e.g., PKG001, PKG002, etc.). 
    • Description: Enter a descriptive summary about the submittal package. This description is visible to the reviewers designated in the Design Team Workflow, the responsible subcontractor, and members of the package's distribution list. 
    • Package Attachments: Choose from these options to add file attachments to the submittal item:
      • To move files from your computer or a network location into Procore, select the desired file(s) and use a drag-and-drop operation to place them in the grey Drag and Drop File(s) area. 
      • To select a file stored in the Drawings tool (see Drawings), click Attach File(s) and choose Select a Drawing from Procore from the shortcut menu. 
      • To select a file stored in the Documents tool (see Documents), click Attach File(s) and choose Select a File from Procore from the shortcut menu.
        Note: If your company has integrated third-party tools with Procore, additional options may appear in the shortcut menu.
      • To upload a file from your computer, click Attach File(s) and choose Upload a File From Your Computer from the shortcut menu. 
  4. If you want to add one or more existing submittals to this package, see Add an Existing Submittal to a Submittal Package.
  5. If you want to create a new submittal in this package, see Create a New Submittal in a Submittal Package
  6. Click Create Package
    A GREEN banner appears at the top of the package's page to confirm that the system successfully created the new submittal package. 


2. Create a Submittal

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

Things to Consider

  • Required User Permissions
    • 'Standard' or 'Admin' level permissions on the Submittals tool to create a submittal.
      • If you are a user with 'Standard' level permissions to the Submittals tool, you can only add reviewers with 'Admin' level permissions to the workflow.
      • If you are a user with 'Admin' level permissions to the Submittals tool, you can add reviewers with either 'Admin' or 'Standard' level permissions to the workflow. 
  • Configuration Options:
    • At the start of a new project, your project can be configured so that submittals can be reviewed individually using a sequential approval (default) or parallel approval process. 

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. In the right pane, click Create Submittal.



    This reveals the New Submittal page.


     
  3. Create the new submittal by following the steps in these tasks:

Add General Information

  1. In the New Submittal page, complete the data entry in the 'General Information' area as follows:



     
    • Title. Enter a descriptive name for the submittal. 

    • Spec Section. Select the appropriate section from your project's spec book in the drop-down list.

      • If the Specifications tool is an active tab on the project (see Enable the Specifications Tool):
        • The selections in the drop-down list correspond to your spec book in the Specifications tool.
        • If you want to create a new spec section in the Specifications tool, click the Create New Spec Section button. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section. This creates a spec section in the Specifications tool, but it will not be associated with a PDF until one is uploaded with a matching title and number (see Upload Specifications and Upload Specification Revisions). 
      • If the Specifications tool is NOT an active tab on the project,
        • The selections in the drop-down list correspond to your spec book in the project's Admin tool (see Add Spec Sections to the Admin Tool).
        • If you want to create a new spec section in the Admin tool, click the Create New Spec Section button. In the Create New Specification Section window, enter a new Spec # (this is a required field) and Description. Then click Create Spec Section. This creates a new spec section in the Admin tool. To make changes spec section you created, see Edit Spec Sections in the Admin Tool.
    • Number & Revision. Depending on the configuration settings for the Submittals tool, Procore automatically updates the values in the submittal's Number & Revision fields. (e.g. "03-3000-1.2" or "1").  See How are submittals numbered in Procore?

      Note: If you attempt to create a submittal with a duplicate number, the system a popup notification message appears. It is recommended that you click Cancel in the notification message, and then assign the submittal the next available number. However, if you click OK, the system will permit you to create a submittal with a duplicate number.


       
    • Submittal Package. Select an existing submittal package from the drop-down list. See Create a Submittal Package.

    • Status. Define the state of the submittal in the Status box. You have these options:
      Note: Only users with 'Admin' level permission to the Submittals tool can change the status of a submittal. 

      • Open (Default). Select this option to indicate that the submittal is waiting for approvers to respond.
      • Draft. Select this option to indicate that the submittal has been created but has not yet entered the submittal review and approval workflow
      • Closed. Select this option after both the submittal and the subcontractor is approved to perform the contracted work. 
        (Note: A user with 'Admin' level permissions to the company's Admin tool can create custom statuses for use with the Project level Submittals tool. See Create a Custom Submittal Log Status.)



    •  
    • Responsible Contractor. Select the name of the contractor or subcontractor that is responsible for completing the work on the construction project. 

    • Received From. Select the name of the person from whom you received the submittal information. 

    • Submit By. Select a due date from the calendar control. This specifies the date by which the subcontractor needs to submit all of the relevant documents pertaining to the submittal to the general contractor for review.

    • Issue Date. Choose the Issue Date from the list box. This defines the date the contractor submitted the item to the design team for review.

    • Received Date. Select a date from the Received Date calendar. This defines the date that the general contractor received the submittal from the subcontractor.

    • Final Due Date. Choose the Final Due Date from the calendar. This defines the date the submittal must be reviewed. 

      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. Enter the expected number of calendar days that are required for the material to arrive.

    • Required On-Site Date. Choose the Required On-Site Date from the calendar. This defines the date on which materials must be delivered and available for use on the construction site.



    •  
    • Cost Code. Enter the cost code for the submittal. To learn more about cost codes and what codes are available on your system, see What are Procore's Default Cost Codes?

    • Submittal Manager. Enter the name of the submittal manager. This is the person who is responsible for overseeing the submittal throughout its lifecycle in Procore. 

    • Type. Select a classification for the submittal from the Type list. The default type selections include: Document, Pay Request, Payroll, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, Specification, or Other. This list cannot be customized.

    • Private. Next to Private, place a check mark in the Visible Only to Admins, Workflow, and Distribution List Members box. For more information, see Mark a Submittal as Private.

    • Location. Select or enter a location from the Location drop-down menu (Note: You have the option to select an existing location from the list, or you can Add Tiered Locations to a Project). 

    • Description. Enter some informative text detailing any important notes or actions required on 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)

If your company has turned the 'Enable Submittal Schedule Calculations' option on for use with your project, the New Submittal page includes the Submittal Schedule Information area, which uses your data entry to automatically calculate the submit and review dates for the submittal. (Note: To learn how to enable and configure this feature for a project, see Set Up Submittal Schedule Calculations.)

  1. Under Submittal Schedule Information, use the calendar control to enter a date in the Required On-Site Date box. 
  2. Enter the expected number of days for the following:
    • Lead Time. Enter the expected number of calendar days that are required for the material to arrive.

    • Design Team Review Time
      Enter the number of days the design team is expected to take to review the submittal.
    • Internal Review Time
      Enter the number of days your internal team is expected to take to review the submittal.
    • Required On-Site Date
      Enter the date the scope of work or materials are required on site.

       
  3. When configured properly, Procore automatically populates dates in the following fields:

    • Planned Return Date
      Required On Site - Lead Time
    • Planned Internal Review Completed Date
      Planned Return Date - Design Team Review Time
    • Planned Submit By Date
      Planned Internal Review Completed Date - Internal Review Time

back to steps

Update the Delivery Information


 

  • 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 PowerprojectMicrosoft 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

Create the Distribution List


 

  • Select one or more individuals using the Select A Person drop-down menu.
    The users on this list will receive email updates about the submittal. ​They are not approvers and they are not required to approve/reject a submittal. 
  • If you want to remove someone from the list, click the red X next to their name.

back to steps

Add Reviewers to the Submittal Workflow

Use the steps below when your project is configured to use submittal workflow (this is the default setting), submittals will be reviewed by the contacts named here using either the sequential approval (default) or parallel approval process. 

  1. In the new submittal page, scroll down to the Submittal Workflow area.
  2. In the Start Typing to Search People box, choose the desired reviewer. 
  3. In the Role drop-down list, select the 'Approver' or 'Submitter' role.
    Keep these points in mind:
    • To be designated as an approver, the person must exist in the Project level Directory tool (see Add a Person to the Project Directory) and must also be granted 'Admin' or 'Standard' level permissions to the Submittals too (see Set User Permissions for the Submittals Tool).
    • If you are a user with 'Standard' level permissions to the Submittals tool, you can only add reviewers with 'Admin' level permissions to the workflow.
    • If you are a user with 'Admin' level permissions to the Submittals tool, you can add reviewers with either 'Admin' or 'Standard' level permissions to the workflow. 
  4. Use the calendar control to select a due date. Each 'Approver' must submit their response by the Final Due Date. 
  5. Click Add. 
  6. Repeat these steps to add another reviewer to the workflow. 

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 reviewers and distribution list members, click Create
    OR
  • To save your changes and to send an email notification to alert the reviewers on the workflow and to alert the members of the distribution list, click Create & Send Emails.

Submittal Workflow

Create a Submittal


3. Add a Related Item to a Submittal Package

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

Background

When approvers and interested parties review a submittal package, it may be helpful for them to have all the information they need (e.g., bids, change orders, documents, drawings, punch items, RFIs, and more) to make informed decisions and take informed action.  

In Procore, a related item is link between two Procore objects. It is an option that's available in many Procore tools (i.e., Commitments, Documents, RFIs Submittals, and Transmittals). For example, if you are creating a submittal, you might want add a Procore drawing of the installation location or a photo of the item to be installed as a related item on the submittal. If you are adding a new punch item, you might want link a Potential Change Order (PCO) or a Commitment Change Order (CCO) as a related item, so the subcontractor can view the costs associated with the punch item. 

In the Submittals tool, you can also add related items to your submittal packages (see Create a Submittal Package). This helps you keep the information associated with your submittal package organized. It also provides responsible contractors and reviewers access to the information they may need in reference to the package. 

Things to Consider

  • Required User Permission:
    • To add or delete related items, 'Admin' level permission on the project's Submittals tool. 
  • Additional Information:
    • For a selection to appear in the 'Type' menu, the corresponding tool must be an active tool on the project. See Add and Remove Tools from a Project.
    • For a selection to appear in the 'Description' menu, you must be granted the appropriate permission to view that item in the corresponding Procore tool. 

Steps

  1. Navigate the project's Submittals tool.
  2. Click Packages.
    This reveals the Submittal Packages page. 
  3. Locate the desired submittal package and click View.
    This opens the submittal package in view mode. 
  4. Click the Related Items tab. 
  5. Next to the 'Related Items' table, click Edit.
    This places the 'Related Items' table into edit mode.
  6. Add the related item to the package as follows:

    add related items to submittal package.png
     
    • Type
      Select an item type for the related item from this list. For example, if you want to add a bid sheet, select Bid. The selections available in this list will depend upon which Procore tool's are active tabs on the project. See Set the Active Tabs on a Project
    • Description
      Select the appropriate item from the list. For example, if you are adding a bid sheet, a list of all the bid sheets for the project is available. 
    • Date
      This date populates automatically with the current date. 
    • Notes
      Type any details about the related item. 
  7. Click + Add.
    Notes:
    • If the Add button does not appear on the page, you must go back and select a Type and Description 
    • You can add one related item per line item.
    • You can add as many line items as desired. 
  8. Click Save.
    The system places the submittal back into view mode and your new item(s) will be listed the 'Related Items' tab of the submittal package. 


4. Add a Related Item to a Submittal

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

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Click Items.



    This reveals a list of the individual submittals on the project. 
  3. Locate the desired submittal in the list and click View.
    This reveals the Submittal page. 
  4. Click the Related Items subtab.
  5. At the top-right of the Related Items page, click Edit.



    This places the Related Items table into edit mode. 
  6. From the Type drop-down list, select the item to related to the submittal item. These selections correspond to existing Project level items in Procore.

    Choose from the following selections. You must have the appropriate access permissions to the associated tool in order to select the items in the corresponding Description list:
    • Bid. To associate the item with an particular bid submitted to the project, select this option. Then select the bid from the Bidding tool from the Description list. See Submit a Bid.
    • Change Event. To associate the item with particular change event, select this option. Then select the specific event from the Description drop-down list. See What is a Change Event?
    • Change Order Request. To associate the item with particular change order request, select this option. Then select the specific COR from the Description drop-down list. See Create a Change Order Request
    • Commitment Contract. To associate the item with a particular commitment contract, select this option. Then select the commitment contract from the Description drop-down list. See Create a Commitment.
    • Commitment Contract Change Order. To associate the item with a particular commitment contract change order, select this option. Then select the company name from the Description drop-down list. See Create a Commitment Change Order
    • Company. To associate the item with a particular company, select this option. Then select the company name from the Description drop-down list. See Add a Company to the Project Directory
    • Contact. To associate the item with a particular person, select this option. Then select the contact's name from the Description drop-down list. See Add a Person to the Project Directory.
    • Cost Code. To associate the item with a cost code, select this option. Then select the desired cost code from the Description drop-down list. See Request a Cost Code Import or Edit and Add Cost Codes and Descriptions
    • Custom. To associate the item with an item from a custom tool, select this option. Then select the generic tool item from the list. See Procore Customs
    • Daily Construction Report Log. To associate the item with an entry from the project's daily construction report log, select this option. Then select the lot item from the Description drop-down list. See Daily Construction Report Log
    • Document. To associate the item with a related document, select this option. Then click Attach Files, enter any additional information in the Notes box, and click Add. See Upload Files into a Folder
    • Drawing Revision. To associate the item with a related drawing revision, select this option. Then select the drawing revision from the Description drop-down list. See Upload a Drawing Revision
    • Email. To associate the item with an email message stored in the project's Email tool, select this option. Then select the email message from the Description drop-down list. See Create an Email
    • Field Order. To associate the item with a field order, select this option. Then select the specific field order from the Description drop-down list. 
    • Image. To associate an item with an image, select this option. Then select the specific Image from the Description drop-down list. 
    • Inspection. To associate an item with an inspection, select this option. Then select the specific inspection from the Description drop-down list. See Create a Project Level Inspection
    • Location. To associate an item with a location, select this option. Then select the location from the Description drop-down list.
    • Meeting. To associate an item with a particular meeting, select this option. Then select the Meeting from the Description drop-down list. See Create a Meeting.
    • Meeting Item. To associate an item with a business item from a meeting, select this option. Then select the item from the Description drop-down list. See Add a Business Item
    • Observation. To associate an item with an observation, select this option. Then select the project's observation from the Description drop-down list. See Create an Observation
    • Payment Application. To associate an item with a payment application, select this option. Then select the payment application from the Description drop-down list. See Create a Payment Application (Pay App)
    • Potential Change Order. To associate an item with a PCO, select this option. Then select the PCO from the Description drop-down list. See Create a Potential Change Order
    • Prime Contract. To associate an item with a prime contract, select this option. Then select the prime contract from the Description drop-down list. See Create a Prime Contract
    • Prime Contract Change Order. To associate an item with a PCCO, select this option. Then select the PCCO from the Description drop-down list. Create a Prime Contract Change Order (PCCO)
    • Productivity Log. To associate an item with a productivity log entry, select this option. Then select the log entry from the Description drop-down list. See Add Productivity Log Entries.
    • Punch Item. To associate an item with a Punch List item, select this option. Then select the punch list item from the Description drop-down list. See Create a Punch List Item
    • Purchase Order Contract. To associate an item with a contract PO, select this option. Then select the contract PO from the Description drop-down list. 
    • RFI. To associate an item with an RFI, select this option. Then select the RFI from the Description drop-down list. See Create an RFI.
    • Request for Quote. To associate an item with an RFQ, select this option. Then select the RFQ from the Description drop-down list. See Create RFQs
    • Specification Section Revision. To associate an item with a spec section revision, select this option. Then select the spec section revision from the Description drop-down list. See Edit Spec Sections
    • Submittal Package.  To associate an item with a submittal package, select this option. Then select the submittal package from the Description drop-down list. See Create a Submittal Package (with Submittal Workflow) or Create a Submittal Package (with Package Workflow)
    • Submittals. To associate an item with a submittal, select this option. Then select the submittal  from the Description drop-down list. See Create a Submittal
    • Task. To associate an item with a schedule task, select this option. Then select the task from the Description drop-down list. See Schedule
    • Transmittals. To associate an item with a transmittal, select this option. Then select the transmittal from the Description drop-down list. See Create a Transmittal
    • Direct Costs Expense. To associate an item with a transmittal, select this option. Then select the transmittal from the Description drop-down list. See Create an Expense.
    • Direct Costs Invoice. To associate an item with a transmittal, select this option. Then select the transmittal from the Description drop-down list. See Create an Invoice
    • Daily Log Tools. To associate an item with an item from one of the daily logs, select the desired daily log from the Type list. Then select the log from the Description drop-down list. See Daily Log
  7. If you want to provide any additional clarification about the, enter the needed detail in the Notes box. 
  8. Click + Add.  Then repeat the steps above to add other related items if desired. 
  9. When finished, click Save.


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Last modified
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