Support Home > u > Zwick > Project Manager > Tutorials > Submittals > 3 - Edit & Send Submittals for Review

Learn more about page titles
3 - Edit & Send Submittals for Review

The following tutorials pertain to the website application only.

Items Covered Below:

  • Make a Submittal Private
  • Edit a Submittal Package
  • Edit a Submittal
  • Bulk Edit Submittals

1. Make a Submittal Private

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

Things to Consider

  • Required User Permissions:
    • To mark the submittals you create on a project as private, 'Standard' level permissions to the Project level Submittals tool
    • To mark any submittal on a project as private, 'Admin' level permissions to the Project level Submittals tool
  • Additional Information:
    • ​A 'Private' submittal is only visible to the 'Submittal Manager', persons designated in the submittal workflow, members of the distribution list, and users with 'Admin' level permissions to the Submittals tool. 
    • If you are a user with 'Admin' level permissions to the project's Submittals tool, you can change the default privacy setting for new submittals. See Mark New Submittals as Private.

Steps

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



    This reveals a list of the submittals on the project. 
  3. Locate the desired submittal in the list and click Edit.
  4. Under 'General Information', scroll to the 'Private' label.
  5. Mark the Visible Only to Admins, Workflow, and Distribution List Members checkbox.


     
  6. Click Update.


2. Edit a Submittal Package

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

Things to Consider

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

Steps

  1. Navigate to the project's Submittals tool.
  2. Click Packages.
    This reveals the Submittal Packages page.
  3. Locate the submittal package that you want to edit and click Edit.


     
  4. In the 'General Information' area, update the following fields as needed:
    • Title. Modify the title of the submittal package. 
    • Spec Section. Select a spec section from the drop-down list. 
    • Number. Enter a number for the submittal package. 
    • Description. Update the submittal summary/description as needed. 
    • Package Attachments. Click Attach Files or move files from your computer to the Drag and Drop File(s) area. 
  5. In the 'Submittals in this Package' list, you have these options:
    • To edit a submittal item, click in any cell with a BLUE caret in the top-right corner and change the value as needed. 
      OR
    • To remove a submittal item, click the RED 'x' to remove a submittal from the package. 
  6. In the 'Create a New Submittal in this Package' area, you can update the values in these fields and then click Create Submittal:
    Note: For information about these fields, see Create a New Submittal in a Submittal Package
    • Title. Modify the title of the submittal package. 
    • Private. Mark this check box to make the submittal visible only to Admins, members of the Submittal Workflow, and members of the Distribution List. 
    • Spec Section. Select a spec section from the drop-down list. 
    • Type. Select a type from the drop-down list (e.g., Document, Drawing, and so on). 
    • Number & Revision. This field is populated for you automatically. 
    • Status. Select the status for the submittal. The default selection is Open. 
    • Responsible Contractor. Select the subcontractor/vendor who is responsible for completing the work detailed by the submittal. 
    • Received From. Select the name of the person from whom the submittal information was received. 
    • Submittal Manager. Select the person in your organization who is responsible for managing the submittal throughout its workflow. Your name will appear in this field by default. 
    • Attachments. Click Attach Files or move files from your computer to the Drag and Drop File(s) area. 
  7. In the 'Add Existing Submittals to this Package' list, you have these options:
    • To narrow the items in the list, select a spec section from the Filter List By Spec Section field.
      AND
    • To add an existing submittal to the package, mark the check box that corresponds to the desired package. 
  8. Click Update


3. Edit a Submittal

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

Things to Consider

  • Required User Permissions:
    • To edit any existing submittal, 'Admin' level permissions to the Project level Submittals tool.
    • To edit one of the submittals that you created, 'Standard' level permissions to the Project level Submittals tool.

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. Locate the desired submittal. See Search and Filter Submittals.
    Note: If you want to make the same change on multiple submittals, see Perform Bulk Actions on Submittals instead.
  3. Place the submittal into edit mode as follows:
    • Click Edit
      OR
    • Click the corresponding Title link. Then in the submittal's page, click Edit.  
  4. Edit the following information:
  5. When finished, choose from these options:
    • To save your changes without sending an email to reviewers and distribution list members, click Update
      OR
    • To save your changes and send the submittal to the reviewers on the designated workflow and to members of the distribution list, click Update & Send Emails.


4. Bulk Edit Submittals

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

Objective

To perform bulk-editing on the submittals in a submittal package

Background

If your project has a large number of submittals, you might want to occasionally make bulk edits to all or some of the submittals in a package. For example, if you want to associate all of the submittals in a package with a particular spec section or change the status of all the submittals at once, use the steps below. 

Note: To edit an individual submittal, see Edit a Submittal
Important! If you want to perform bulk editing actions on individual submittals that are NOT in the same Submittal Package, see Perform Bulk Actions on Submittals

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Submittals tool.
  • Additional Information:
    • If you want to perform bulk editing actions on individual submittals that are NOT in the same submittal package, see Perform Bulk Actions on Submittals​​​​​

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the 'Submittals' page. 
  2. In the 'Views' area, click Packages.



    This reveals the Packages list. 
  3. Locate the desired submittal package. Then click View.



    This opens the selected submittal package. 
  4. Scroll down to the '[#] Submittal Items' list. Then click Bulk Edit Submittals.



    This opens the  'Step 1: Select Submittals' page.
  5. Choose from these options:


     
    • Mark the checkbox(es) that correspond to the submittals you want to edit. 
      OR
    • Mark the checkbox at the top of the column to select all of the listed submittals. 
  6. Click Next Step.
    This opens the 'Step 2: Select and Edit Fields' page.
  7. Edit the following options as desired:

    • Mark the checkbox(es) that correspond to the fields you want to edit in the selected submittals. The changes made here will affect all of the selected submittals. You can edit the following fields:
      • 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.
      • 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.)
      • 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.

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

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

        Note: If your project is using sequential approval, the Final Due Date field will be grayed out and unavailable. To edit this date, you must modify the response for the final reviewer in the submittal workflow.
      • 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.

      • 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.

      • 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.

      • 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.

      • 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. 

      • Submittal Workflow. Add the appropriate individuals to the submittal workflow. The workflow defines the submitter and individuals (a.k.a. "approvers") for the design team's approval process.

        Note: If one or more of the selected submittals has already been submitted to reviewers for approval, the Submittal Workflow field will be grayed out and unavailable. You cannot bulk edit submittal items when one or more submittals have a workflow in progress. 
      • Distribution List. Select one or more people from this list. If you've created distribution lists in the Directory tool, those appear as selections (see Add a Distribution Group to the Procore Directory). 

    • Click Next Step.
      The 'Step 3: Confirmation' page appears.
  8. Choose from the following options:

    • To make changes, click Previous Step
    • To cancel all of your changes, click Cancel
    • To send one email for each selected submittal, mark the Send an Email Notification for these Changes checkbox. 
  9. When finished, click Confirm.
    Procore redirects you to the Submittal Package view. A 'Bulk Edit Successful' banner appears at the top of the page to confirm your changes have gone into effect. 

See Also


You must to post a comment.
Last modified
11:43, 12 Aug 2016

Tags

This page has no custom tags.

Classifications

This page has no classifications.