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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 on the project's Submittals tool.
    • To edit one of the submittals that you created, 'Standard' level permissions on the projects' Submittals tool.
      Note: After a submittal is 'Closed' (see Close a Submittal), it can only be edited by a user with 'Admin' level permission on the 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. The appropriate section from your 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?

      • 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?

      • 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.

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

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

        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. 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.

      • 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.

      • Submit By. 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.

      • Type. The information type associated with the submittal. The default type selections in Procore include: Document, Pay Request, Payroll, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, Specification, or Other. Types cannot be customized in Procore.

      • 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

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

      • Submittal Workflow. The people assigned to complete the submittal workflow. In Procore, the submittal workflow includes two roles: a submitter and the approvers who are responsible for performing/completing the approval process. Typically, approvers are members of the design team.

        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. The people who will receive email notifications from Procore as the submittal progresses through the submittal workflow. If your project team has created any distribution lists in the Project Directory, you can select those lists here. 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


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Last modified
11:43, 12 Aug 2016

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