How to Respond to a Submittal in Procore

Understanding the Submittal Workflow

The submittal process forms the backbone of quality control in construction projects. Before diving into the technical aspects of responding to submittals in Procore, it's crucial to understand the overall workflow and its significance in project management.

Submittals serve as formal documentation that contractors provide to demonstrate compliance with project specifications. These documents typically include product data sheets, shop drawings, material samples, and technical specifications that require approval before implementation. The review process ensures that all proposed materials and methods align with the design intent and contract requirements.

In the Procore ecosystem, the submittal workflow follows a structured path from creation to final approval. Initially, a submittal is created by a subcontractor or project manager detailing the materials or products requiring approval. The system then assigns designated approvers to review the submittal, sending automatic notifications to alert them of pending actions. When your name appears in the "Ball in Court" field, you become responsible for reviewing and responding to the submittal within the specified timeframe.

The efficiency of this process directly impacts project timelines, as delays in submittal responses can lead to cascading schedule setbacks. Understanding this workflow context helps you appreciate the importance of timely and accurate responses within the Procore platform.

Required Permissions and Prerequisites

Before attempting to respond to a submittal in Procore, you must ensure you have the proper access rights and understand your role in the approval chain. This preparation prevents workflow disruptions and ensures smooth processing.

To respond to a submittal, you need at least Standard-level permissions for the project's Submittals tool. Additionally, your name must appear in the "Ball in Court" or "Action Required By" field, indicating you're the designated responder at this stage. The project status must be "Open" to accept responses, and you should be aware of any custom submittal responses your company might use.

Procore's permission structure is designed to maintain accountability throughout the submittal process. When multiple reviewers are involved, the system enforces a sequential workflow where each person must complete their review before the submittal moves to the next approver. This structure creates a clear audit trail and prevents conflicting responses that might confuse contractors.

Familiarizing yourself with these prerequisites before attempting to respond saves time and prevents potential frustration. If you find yourself unable to respond despite receiving a notification, check with your Procore administrator to verify your permission settings and role assignment within the project.

Step-by-Step Response Process

The submittal response process in Procore follows a logical sequence designed to capture all necessary information while maintaining workflow integrity. Understanding each step helps ensure your responses are complete and properly recorded.

When a submittal requires your attention, you'll receive an email notification with the subject "Action Required for Submittal." This email contains two primary options: "View Online" which opens the submittal directly in Procore, and "View PDF" which provides a downloadable copy of the submittal details. For the most efficient workflow, click "View Online" to access the full functionality of the Procore platform.

Once you've accessed the submittal, take time to thoroughly review all attached information, including specifications, drawings, and any previous comments. Pay special attention to any markup annotations that highlight specific areas of concern or required modifications. After completing your review, click the "Respond" button next to your name in the Submittal Workflow table to begin recording your decision.

The response form allows you to select your decision from a dropdown menu, attach supporting files, and add explanatory comments. Before finalizing, use the "Preview" function to review your complete response and confirm the next steps in the workflow. When satisfied with your response, click "Submit" to record your decision and advance the submittal to the next stage or approver.

Reviewing Submittal Information

Thorough review of submittal information forms the foundation of an effective response. This critical step ensures your decision is based on complete understanding of the proposed materials or methods.

When you open a submittal for review, Procore presents all relevant information in an organized interface. The main submittal details include the description, specification section, and current status. You'll also see any attached files, which might include product data sheets, shop drawings, samples, or other supporting documentation.

Take time to examine each attachment carefully, noting any discrepancies between the proposed items and project requirements. Procore's built-in markup tools allow you to annotate documents directly within the platform, highlighting specific areas that need attention or modification. These markups become part of the permanent record and help communicate your concerns clearly.

If the submittal includes technical specifications or performance data, compare these details against the project requirements to ensure compliance. When reviewing complex submittals, you might need to consult reference materials or project specifications outside of Procore before making your decision.

Submitting Your Response

After thoroughly reviewing the submittal, you'll need to provide your formal response through Procore's structured workflow. This process ensures your decision is properly documented and communicated to all stakeholders.

To begin your response, click the "Respond" button next to your name in the workflow table. The system will prompt you to select your decision from a dropdown menu, which typically includes options like "Approved," "Approved as Noted," "Revise and Resubmit," or "Rejected." Some organizations customize these response options to match their specific workflow needs, so your available choices might vary.

Add detailed comments explaining your decision, particularly if you're requesting revisions or rejecting the submittal. Clear communication at this stage prevents misunderstandings and reduces the likelihood of multiple revision cycles. If necessary, attach supporting files by clicking "Attach File(s)" or simply dragging and dropping documents into the designated area.

Before finalizing your response, use the "Preview" function to review all information for accuracy and completeness. When satisfied, click "Respond" to submit your decision, which automatically updates the submittal status and notifies relevant team members of your action.

The following response options typically appear in the dropdown menu:

• Approved - The submittal meets all requirements and can proceed without changes
• Approved as Noted - The submittal is conditionally approved with minor comments that must be addressed
• Revise and Resubmit - The submittal requires significant changes before it can be approved
• Rejected - The submittal does not meet project requirements and must be completely redone

Advanced Response Options

Procore offers several advanced options that enhance the submittal response process, allowing for more detailed communication and specialized workflows. These features help address complex situations that arise during project execution.

When responding to technically complex submittals, you might need input from specialists before making your decision. Procore's forwarding feature allows you to temporarily reassign the submittal to another user for review while maintaining the original workflow sequence. To use this feature, select "Forward" when responding and choose the appropriate reviewer from your project team.

For submittals requiring conditional approval, the "Approved as Noted" response works in conjunction with markup tools to communicate specific modifications. When selecting this option, ensure your markups clearly indicate all required changes and add explanatory comments to prevent misinterpretation. The contractor must implement these noted changes without resubmitting unless specifically requested.

Procore also supports custom response statuses configured at the company level. These tailored options might include specialized responses like "Approved for Fabrication" or "Coordinate with Other Trades" that address industry-specific workflow needs. Familiarize yourself with any custom responses available in your organization to ensure you're using the most appropriate option for each situation.

File Attachments and Markups

Visual communication through file attachments and markups significantly enhances the clarity of submittal responses. These tools help reviewers precisely communicate their concerns and requirements.

When responding to a submittal, you can attach various file types to support your decision. These might include annotated drawings, reference materials, or comparison documents that help explain your reasoning. Procore accepts most common file formats, including PDF, DOC, XLS, DWG, and various image formats.

The platform's built-in markup tools allow you to add annotations directly to submittal documents without leaving Procore. These tools include options for highlighting text, adding comments, drawing attention to specific areas, and even measuring dimensions. All markups are automatically saved with the submittal record, creating a comprehensive history of the review process.

For complex technical issues, consider creating a dedicated markup summary that consolidates your comments in a single document. This approach helps contractors quickly understand all required changes without having to review multiple annotated files. Remember that clear visual communication often prevents misunderstandings that could lead to costly rework.

Best Practices for Effective Responses

Adopting best practices for submittal responses improves project efficiency and reduces the likelihood of miscommunication. These strategies help maintain clarity throughout the approval process.

Respond to submittals promptly to prevent project delays. Most construction schedules include specific timeframes for submittal reviews, and delays at this stage can impact material procurement and installation timelines. Aim to complete your review within the designated period, typically 5-10 business days depending on project requirements.

Provide clear, specific feedback that leaves no room for misinterpretation. Vague comments like "fix this" or "doesn't meet specs" create confusion and often lead to multiple revision cycles. Instead, reference specific requirements from project documents and explain exactly what changes are needed to achieve compliance.

Maintain consistency in your response approach across similar submittals. Using standardized language and evaluation criteria helps contractors understand your expectations and improves the quality of initial submissions over time. This consistency is particularly important on large projects with numerous similar submittals.

When reviewing submittals, consider these important factors:

• Technical compliance with project specifications
• Coordination requirements with other building systems
• Installation details and accessibility considerations
• Maintenance requirements and long-term performance
• Aesthetic considerations and finish quality

Managing Workflow Considerations

Effective management of the submittal workflow ensures smooth progression through the approval process while maintaining accurate documentation. Understanding these workflow considerations helps prevent bottlenecks and ensures timely project execution.

Procore's automated reminder system sends daily notifications for overdue responses, continuing for up to 45 days until action is taken. These reminders help keep the submittal process moving but can become overwhelming if not addressed promptly. Establish a regular schedule for reviewing and responding to submittals to prevent accumulation of overdue items.

The "Ball in Court" functionality clearly identifies responsibility at each stage of the review process. This feature prevents confusion about who needs to take action and creates accountability throughout the workflow. Always verify that you're the current responsible party before attempting to respond to a submittal to avoid workflow disruptions.

For submittals requiring revision and resubmission, Procore maintains the original submission (typically labeled as Revision 0) while creating a new revision (Revision 1) for the updated information. This approach preserves the complete history of the submittal process while clearly distinguishing between different versions. When requesting revisions, clearly indicate whether the contractor should submit a completely new package or just address specific items from the original submission.

Handling Revision Requests

Managing revision requests effectively ensures that contractors understand exactly what changes are needed while maintaining a clear record of the review process. This approach minimizes confusion and prevents unnecessary revision cycles.

When requesting revisions, be explicit about which aspects of the submittal require modification. Distinguish between major issues that affect approval and minor comments that are informational in nature. This clarity helps contractors prioritize their response efforts and address critical concerns first.

Procore automatically tracks revision numbers and maintains the complete history of each submittal. When reviewing a revised submittal, you can easily compare the current version with previous submissions to verify that all requested changes have been implemented. Use the side-by-side comparison feature to efficiently identify modifications between revisions.

For complex revisions involving multiple disciplines, consider scheduling a brief clarification meeting with the contractor before they prepare the revised submittal. This proactive approach often prevents misunderstandings and reduces the number of revision cycles needed to reach approval. Document any verbal clarifications in the submittal comments to maintain a complete record of the review process.

Troubleshooting Common Challenges

Even with a well-designed system like Procore, users occasionally encounter challenges when responding to submittals. Understanding common issues and their solutions helps maintain workflow efficiency.

If you receive a notification but cannot access the submittal, first verify your permission settings and ensure you're logged into the correct project. Permission issues are among the most common barriers to submittal access. Contact your Procore administrator if you believe your permissions are incorrectly configured.

Sometimes technical issues prevent file attachments from uploading properly. If you encounter this problem, try reducing file sizes, using a different browser, or splitting large documents into smaller segments. For persistent upload problems, Procore's support team can provide technical assistance and troubleshooting guidance.

Workflow confusion sometimes occurs when multiple reviewers are involved in a sequential approval process. If you're unsure about your role or the current status of a submittal, check the workflow diagram in Procore, which visually displays the approval sequence and current position. This diagram helps clarify who needs to take action at each stage and prevents workflow bottlenecks.

The following numbered list outlines a systematic approach to troubleshooting submittal response issues:

1. Verify your permission level for the project's Submittal tool is set to Standard or higher in your user profile.
2. Confirm your name appears in the "Ball in Court" field, indicating you're the current responsible reviewer.
3. Check that all necessary attachments are properly uploaded and visible within the submittal record.
4. Ensure you're selecting the appropriate response option from the dropdown menu based on your review findings.
5. Verify that any markup annotations are properly saved and visible to other users before finalizing your response.

Optimizing Your Submittal Response Workflow

Developing an efficient personal workflow for handling submittals can significantly improve your productivity and response quality. These optimization strategies help manage the submittal review process more effectively.

Set aside dedicated time blocks for reviewing submittals rather than addressing them sporadically throughout the day. This focused approach improves concentration and allows you to process multiple related submittals in sequence, often revealing coordination issues that might otherwise be missed. Many experienced reviewers find that morning hours provide the best concentration for detailed technical reviews.

Create a personal submittal tracking system to complement Procore's built-in tools. This might be as simple as a spreadsheet listing pending submittals with their due dates and current status. Reviewing this list at the beginning of each week helps prioritize your workload and ensures critical submittals receive timely attention.

Develop standardized response templates for common submittal types to maintain consistency and save time. These templates might include standard language for conditional approvals, typical coordination requirements, or frequently referenced specification sections. While each submittal requires individual evaluation, these templates provide a starting point that ensures comprehensive responses.

Consider these productivity-enhancing approaches for managing your submittal workload:

• Group similar submittals for consecutive review to maintain context and improve consistency
• Address simple submittals first to reduce your pending queue and build momentum
• Schedule complex technical reviews when you have access to necessary reference materials
• Document recurring issues to address with contractors in project meetings
• Periodically review your response patterns to identify opportunities for process improvement

Streamline Your Submittal Approval Process Today

Mastering the submittal response process in Procore transforms a potentially cumbersome administrative task into a streamlined workflow that enhances project communication and quality control. The techniques and best practices outlined in this guide provide a comprehensive framework for efficient submittal management.

Implementing these strategies yields immediate benefits in terms of reduced response times, clearer communication, and fewer revision cycles. Start by focusing on response quality and consistency, ensuring your feedback clearly communicates all requirements while maintaining a professional, collaborative tone. As you become more comfortable with Procore's tools, gradually incorporate advanced features like custom markups and specialized response templates to further enhance your efficiency.