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 permissions on the project's Submittals tool
Default Submittal Responses:
- Procore provides eight (8) submittal responses by default. 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

Navigate to the project's Submittals tool.
Click the Configure Settings icon.
This reveals the ‘Submittal Settings’ page.
Click Submittal Responses.
Locate the submittal response that you want to change.
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.
  1. Click the pencil icon next to a response to edit it.
  2. Type in the new name for the response. Click Edit Response to save your changes.
- Add a New Custom Submittal Response:
  You can add up to twelve custom submittal responses for several of the default submittal responses in Procore. For three (3) of the responses (FORWARDED FOR REVIEW, PENDING, and SUBMITTED), the system limits you to only one (1) custom response.
  1. Click Add Response.
  2. Select the associated default response.
  3. Enter your custom response, and click Add Response to save.
    Note: You can modify the associated default response by clearing the selection and making a new one.
- Delete a Custom Submittal Response:
  You can only delete the custom responses that have been added to the system. Each of the default responses can be customized, but not deleted.
  1. Click the delete icon next to the desired response.
  2. When prompted to confirm you want to delete the response, click Delete Response.

Where Do Custom Submittal Responses Appear?

After customizing your responses, they will appear as selections in any space in the Submittals tool where default responses are visible, such as filters or in the response selection screen in a submittal workflow.