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Procore

Manage Custom Submittal Responses

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Objective

To create custom submittal responses for use with the Project level Submittals tool.

Background

Users with ‘Admin’ level permission to the project’s Submittals tool can configure a wide range of customized submittal responses using the new 'Submittal Responses' link in the Configure Submittals Settings page.  A submittal response is a list of pre-defined responses (e.g., APPROVED, APPROVED AS NOTED, REVISE AND RESUBMIT, REJECTED, and so on) that can be applied to a submittal by reviewers during the review and approval process.

Examples

There are a variety of reasons an organization might want to customize their submittal responses. For example:

  • To match specific contract language.
    Some organizations use the term ‘REVIEWED’ in place of ‘APPROVED or ‘REVIEWED AS NOTED’ in place of ‘APPROVED AS NOTED.’

  • To match the actions on the submittals review rubber stamp that your company traditionally used to process hard-copy submittals.
    Some organizations may prefer to use ‘FURNISH AS NOTED’ and ‘NO EXCEPTIONS TAKEN’ in place of ‘APPROVED AS NOTED’.

  • To use commonly understood acronyms instead of spelled words.
    Some organizations may prefer reviewers to use specific acronyms such as: A (in place of ‘APPROVED’), AAN (in place of ‘APPROVED AS NOTED’), R&R (in place of ‘REVISE AND RESUBMIT). 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the project's Submittals tool
  • Default Submittal Responses:
    • Procore provides eight (8) submittal responses by default. For information, see What are the default submittal responses in Procore?
    • You can create up to twelve (12) custom submittal responses for six (6) out of the eight (8) default submittal responses (Note: The system limits these responses to only one custom response (1) per project: PENDING and SUBMITTED).
  • Requirements:
    • Each submittal response requires a minimum of one (1) entry.
    • Each submittal response is limited to a maximum of 255 characters. For best readability, Procore recommends creating responses with 20 characters or fewer.

Steps

  1. Navigate to the project's Submittals tool.
  2. Click the Configure Settings icons-settings-gear.png 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?

    submittal-responses.png
     
  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 eight (8) 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.

    aan.png

    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 eight (8) 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. 
    add-custom-submittal-response.png
  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’.

    approved-alternates.png

    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 eight (8) default responses requires at least one (1) response (which you may customize, but cannot delete). 
delete-custom-submittal-response.png
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. 
    response-list.jpg
     
  • 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. 

    add-response-filter.png