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4 - Send Submittals for Review & Distribute to Subs

The following tutorials pertain to the website application only.

Items Covered Below:

  • Send a Submittal Package for Review
  • Email Forward a Submittal
  • Distribute a Submittal

1. Send a Submittal Package for Review

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

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the Project level Submittals tool.
  • Prerequisite:
  • Additional Information:
    • Procore only notifies users that their action is required when a submittal's Sent Date field is blank. See the Tip below for more information. 

Steps

  1. Navigate to the Project level Submittals tool. 
  2. Complete the steps in Create a Submittal Package
  3. Add the desired submittal items to the package. 
    Note: When the submittal in a package is ready for review, a yellow banner appears at the top of the page. It shows the total number of submittals that are ready for review.



    Tip: If you add a submittal item to a package and it has already been sent for review, that submittal will be excluded from the total number of submittal items showing in the banner. This is because the submittal has already been sent for review and any users whose action is required have already been notified. The quickest way to determine if a submittal has previously been sent for review is to scroll down to the Submittal Items area of the page. If a date appears in the Sent Date field, users have already been notified. 
  4. Click the Send Now button.
    The system sends these emails notification:
    • An 'Action Required' email message is sent to members of the submittal's workflow to alert the Ball in Court person that a response is required (Note: If parallel approval is enabled, all persons on the workflow receive an 'Action Required' message). 
    • A 'Updated Submittal' email message is sent to members of the distribution list.
    • A green confirmation banner appears to confirm the notifications were sent. 



      In the Submittal Items area, the Sent Date field is updated to show the date that the submittal items were distributed to reviewers for approval. 


2. Email Forward a Submittal

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

Background

The email functionality on the Submittals tool allows you to send an email outside of the emails that are automatically generated from the Submittals tool. Automatic emails are sent out to approvers and members of the distribution list when the email is created, when an approver responds, when an approver's response is edited, and when any changes are made to the submittal (attachments are attached, the submittal status is changed, etc).

Things to Consider

  • Required User Permissions: 'Standard' and 'Admin' level permissions on the Submittals tool.
  • Mobile: Supported on iOS and Android mobile devices.
  • You can only email the submittal to a user that exists in the project's directory. If a person is missing from the list, ask the project administrator (i.e. a user with 'Admin' permissions on the project's Directory tool) to add that the new user. Once the user has been added, they will become a selectable option in the person list. (Note: The added user does not have to accept the invitation to collaborate on the project before he/she becomes a selectable option in the person list.)

Steps

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. Locate the desired submittal. 
  3. Click View.
    This opens the submittal in view mode. 
  4. Click Email.



    This reveals the Emails subtab for the submittal. 
  5. Under the 'Forward Submittal' area, do the following: 


     
    • To. Select the desired recipient(s) from the drop-down list. 
    • Cc. Select any desired recipient(2) to receive a carbon copy of the email. 
    • 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.

    • Title. Enter a descriptive name for 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.
    • Message: Enter the body of your email message.
  6. Click Send
    The system sends the email to all of the recipients. A copy of the email and any replies are stored as a communication thread in the Emails subtab of the submittal. 

 


3. Distribute a Submittal

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

Objective

To distribute one or more reviewed submittals to the responsible contractor and pertinent stakeholders.

Background

Users who have been assigned 'Admin' level permissions to the Submittals tool have the ability to distribute reviewed submittals to the responsible contractor and other pertinent stakeholders (e.g., subcontractor, superintendent, project manager, etc.). By electronically distributing copies of reviewed submittals to key team members (who may or may not be an approver on the submittal workflow), you provide your project teams with communications that enable them to move forward.

Things to Consider

  • Required User Permission:
    • 'Admin' level permissions on the Submittals tool.
  • Prerequisites:
    Before you can distribute the submittal items in a package, the approval process on each submittal must be completed as follows:
    • If your project is using sequential approval, the submittals in the submittal package that you want to distribute:
      • Must not be in the Recycle Bin.
      • Must have a minimum of one (1) approver added to the submittal workflow.
      • Must have a response other than 'Pending' from all workflow members OR at least one (1) approver response (other than Pending or Approved) of For Record Only, Revised and Resubmit, Void, or Rejected, or Forwarded for Review.
        Note: Your system's responses may be different. See Create Custom Submittal Responses.
    • If your project is using parallel approval, the submittals in the submittal package that you want to distribute:
      • Must not be in the Recycle Bin.
      • Must have a minimum of one (1) approver added to the Submittal Workflow list. 
      • Must have at least one (1) approver response other than 'Pending' (i.e., Approved, Approved as Noted, Revise and Resubmit, Rejected, Void, For Record Only, or Forwarded for Review).
        Note: Your system's responses may be different. See Create Custom Submittal Responses.
    • Additional Information:
      • After distributing a submittal, the system automatically changes its status to 'Closed.'

Steps

Distribute a Submittal

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. Locate the desired submittal. See Search for and Filter Submittals
    The submittal should be reviewed and ready to distribute to the responsible contractor and pertinent stakeholders.
  3. Click View
    This opens the selected submittal in view mode. 
  4. If the submittal workflow is complete (see Things to Consider above), the 'Ready to Distribute to Contractor' banner appears.


     
  5. Click Distribute Submittal.
    The Submittal Wizard appears to guide you through the distribution process.
  6. In the 'Step 1: Select Which Response(s) You Wish to Distribute' page, mark the checkbox(es) that correspond to the response(s) you want to distribute to the contractor and stakeholders.
  7. Click Next Step.
    The 'Step 2: Prepare Distribution' page appears.


     
  8. Ensure the Status and Response(s) you want to send are displayed. 
    Note: Any attachments or comments included with the selected Response(s) are automatically included in the communication. If you do not want to include these items with a response, remove the check mark from the Include Comment? and/or Include Attachments? boxes. 
  9. Enter any comments or a description about the distribution in the Message box.

  10. Click the Attach File(s) link or drag-and-drop any files to attach in the Drag and Drop File(s) box.
  11. Click Next Step
  12. In the 'Step 3: Prepare and Distribute' page, review the submittal.
    Note: If you want to make any changes, click Previous Step, edit the distribution package as needed, and then return to the Step 3 page.

  13. Click Distribute.
    Procore distributes the submittal response(s) to the selected recipients. A 'Submittal Distributed' banner appears to confirm the date and time Procore emailed the distribution package to your selected recipients. The PDF file exported to the email lists the name of the person who distributed the submittal, as well as their company name. The submittal is also placed in the 'Closed' status.
    After a submittal has been distributed, users with access to the Submittals tool have the ability to redistribute it an unlimited number of times (see Redistribute a Submittal). 
    If you want to view the details of the distribution, scroll down the page and click the Change History tab. Procore also closes the submittal and records a date and timestamp that shows when Procore sent the distribution.


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Last modified
11:43, 12 Aug 2016

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