In the construction industry, a submittal is a key document or set of documents issued by subcontractors to the general contractor—and sometimes further forwarded to the design team—to confirm that equipment, materials, or methods meet project specifications. These documents can include shop drawings, product manuals, material samples, and many other types of documentation.
Procore's Submittals tool centralizes this process by providing a digital workflow that helps maintain accountability, reduce redundancy, and track every step from creation to approval. The platform creates a transparent environment where all stakeholders can monitor progress and receive notifications about required actions.
Being familiar with this tool means that you can upload and process submittals efficiently, saving valuable time and avoiding unnecessary rework. Many construction professionals report significant time savings—often cutting submittal processing time by 50% or more—when transitioning from paper-based systems to Procore's digital workflow.
Before diving into the technical aspects of uploading submittals, understanding the different roles within the process is crucial for smooth collaboration. Each role has specific responsibilities and requires appropriate permissions within the Procore platform.
The submittal manager serves as the process coordinator, responsible for initiating submittals, completing initial data entry, and assigning workflow roles. This person typically needs 'Admin' or 'Standard' level access to the Submittals tool, allowing them to create new submittals and designate users as either submitters or approvers.
Submitters receive automated emails from Procore with "Action Required on a Submittal" notifications. Their primary responsibility is uploading the requested documentation such as drawings, specifications, or product data. To perform these actions, submitters must have at least 'Standard' level permissions on the project's Submittals tool.
Approvers review submitted documents and provide feedback or approval decisions that move the submittal forward in the workflow. Like submitters, they typically need 'Standard' level access, though specific permission requirements may vary based on project configurations.
Understanding your designated role and obtaining the necessary permissions from your project administrator constitutes the first critical step toward successfully navigating the submittal process in Procore.
Proper preparation before uploading submittals can prevent numerous headaches and workflow delays. Taking time to organize your documents and understand requirements will streamline the entire process.
First, confirm your role in the submittal workflow by checking your email notifications or consulting with your project manager. If you've been designated as a submitter, you should receive clear instructions about what documentation is needed and when it's due. Pay close attention to deadlines, as delays in submittal processing can impact project timelines.
Verify that you have the correct permissions in Procore before attempting to upload any files. You'll need at least 'Standard' access to the Submittals tool, and your project settings should allow for file attachments. If you're unsure about your access level, contact your project administrator for assistance.
Gather all required documents and ensure they meet project specifications. This preparation phase is crucial for avoiding revision requests later in the process. Documents should be properly formatted, clearly labeled, and free from any security restrictions that might limit functionality in Procore.
The following document preparations will ensure smooth processing:
Accessing the submittal in Procore is your first step in the upload process. The system provides multiple pathways to reach the submittal form, accommodating different work preferences.
When Procore requires your action on a submittal, you'll receive an automated email notification. You can simply click the "View Online" link in this email to be directed to the specific submittal page. If you're not already logged in, the system will prompt you to enter your credentials first. Alternatively, you can access the submittal directly through the Procore platform by logging in, navigating to your project's Submittals tool, and locating the item where your name appears in the "Ball In Court" field.
Once you've accessed the submittal page, take time to thoroughly review all provided information. Check any reference documents that have already been uploaded and make sure you understand exactly what's being requested. This careful review helps prevent misunderstandings and ensures your response will meet project requirements.
To begin your response, locate your name in the Submittal Workflow table and click the "Respond" button. This action opens the response interface where you'll upload your documents and provide any necessary comments or clarifications.
Procore offers flexible options for attaching files to your submittal response. Understanding these options helps you choose the most efficient method for your specific situation.
The platform provides two primary methods for file attachment. You can click the "Attach File(s)" button and select files either from within Procore's project file library or from your local computer. Depending on your permissions and project configuration, you might see various source options like "My Computer," "Photos," "Documents," or "Forms." Alternatively, for quick uploads, you can simply drag files directly from your computer onto the designated upload area in the Procore interface.
When selecting files, ensure you're uploading the correct and final versions to avoid confusion. Monitor the upload progress carefully—Procore typically indicates a complete upload by displaying the file in solid blue. If you see blue and white stripes, the file is still uploading, and you should wait before proceeding.
After attaching all necessary files, you can add explanatory comments to provide context or highlight important aspects of your submission. These comments can be particularly valuable when there are special considerations that reviewers should be aware of, such as deviations from specifications or alternative solutions being proposed.
After attaching all required files and adding any necessary comments, you'll need to complete several final steps to submit your response properly. This finalization process ensures that your submittal moves smoothly to the next stage in the workflow.
Click the "Next" button to proceed to the review screen where you can verify all information before submission. Procore will display a preview showing your selected response (typically defaulted to "Submitted"), any comments you've added, and a complete list of attached files. Take time to carefully review this information for accuracy and completeness.
Use the "Preview" option to examine how your submittal will appear to reviewers. This preview can help identify any formatting issues or missing elements that might need correction. If you spot any problems or realize you need to make changes, simply click "Back" to return to the editing screen.
When everything looks correct, click "Respond" to finalize your submission. Procore will immediately send automated notifications to the next users in the workflow, alerting them that action is now required on their part. The system will track the submittal as it progresses through each designated step, ensuring accountability and transparency throughout the process.
Developing consistent routines for submittal management can significantly improve efficiency and reduce errors. These practices help establish a reliable system that works across multiple projects.
Creating a standardized checklist for submittal preparation saves time and prevents oversights. Your checklist might include verifying document completeness, checking file formats, confirming that security settings won't interfere with Procore functionality, and ensuring all required information is included. Having this systematic approach helps maintain quality even when working under tight deadlines.
Establishing clear file naming conventions makes document management much more efficient. When multiple team members follow the same naming structure, finding specific files becomes much easier. Consider including elements like submittal number, description, version, and date in your file names to provide maximum clarity.
Maintaining local backups of all submittal documents provides important protection against technical issues. While Procore stores your uploads securely, having your own copies ensures you can quickly re-upload if necessary. This redundancy can be particularly valuable when working with tight deadlines or in locations with unreliable internet connectivity.
Even experienced Procore users occasionally encounter challenges during the submittal process. Knowing how to address common problems can save significant time and frustration.
Incomplete file uploads represent one of the most frequent issues users face. If you click "Next" before a file finishes uploading, it might not be properly attached to your submittal. Always verify that the file status indicator shows complete (solid blue) before proceeding. If uploads repeatedly fail, try using a more stable internet connection or breaking large files into smaller components when possible.
Security restrictions on PDF files can create unexpected barriers. PDFs with copying or editing restrictions may prevent reviewers from adding markups or even downloading the document for review. Before uploading, check your PDF properties and remove any security settings that might limit functionality within Procore.
The following troubleshooting steps can resolve most common upload problems:
When technical issues persist despite your troubleshooting efforts, don't hesitate to contact your organization's Procore administrator or reach out to Procore's support team. They can provide specialized assistance for complex problems and may be able to identify system-wide issues affecting multiple users.
Beyond the basic mechanics of uploading submittals, several strategies can help optimize your entire submittal workflow. These approaches focus on improving communication and streamlining processes.
Utilizing distribution lists effectively ensures that all stakeholders receive appropriate notifications. Procore allows you to customize who receives updates at different stages of the submittal process. Taking time to configure these lists properly prevents information gaps while avoiding overwhelming team members with irrelevant notifications.
Regular team training on Procore's submittal features pays significant dividends in efficiency. Even experienced users benefit from refreshers on best practices and introductions to new features. Consider scheduling quarterly training sessions or creating internal reference guides that team members can consult when questions arise.
Implementing a consistent review schedule helps prevent bottlenecks in the approval process. When team members know exactly when submittals will be reviewed, they can plan their work accordingly. This predictability is particularly valuable for complex projects with numerous interdependent submittals.
Proactive communication about potential delays or issues prevents misunderstandings and builds trust among project stakeholders. If you anticipate challenges meeting a submittal deadline, notify affected parties as early as possible. This transparency allows for adjustments to the project schedule and prevents cascading delays.
Procore offers several advanced features that can further enhance your submittal management process. Familiarizing yourself with these capabilities allows you to maximize the platform's value.
The submittal log provides a comprehensive overview of all project submittals and their current status. This powerful tracking tool allows you to sort, filter, and export submittal data for reporting purposes. Project managers can use the log to identify bottlenecks, track overall progress, and ensure that critical submittals receive appropriate attention.
Submittal templates save significant time when dealing with repetitive documentation requirements. If your projects frequently require similar types of submittals, creating templates with pre-populated fields and standard instructions can dramatically reduce setup time. These templates ensure consistency across projects while minimizing the risk of overlooking important requirements.
Custom fields and statuses allow you to tailor the submittal process to your organization's specific needs. Beyond Procore's standard fields, you can add project-specific information that helps track specialized requirements or internal processes. Similarly, custom statuses can provide more nuanced tracking than the default options, particularly for complex approval workflows.
Integration with other Procore tools creates a seamless information ecosystem. For example, linking submittals to related RFIs (Request for Information) provides valuable context for reviewers. Similarly, connecting submittals to specific specification sections in the Documents tool helps maintain clear relationships between requirements and compliance documentation.
Mastering Procore's submittal upload process transforms what was once a cumbersome paperwork exercise into a streamlined digital workflow. The platform's structured approach eliminates many traditional pain points while providing unprecedented visibility into the approval process.
The benefits extend far beyond simple convenience. Properly managed digital submittals reduce project delays, minimize miscommunication, and create a comprehensive record that protects all parties. The time saved through efficient submittal processing can be redirected to more valuable activities like quality control, problem-solving, and relationship building.
Remember that continuous improvement comes through practice and refinement. As you become more familiar with Procore's submittal tools, look for opportunities to optimize your processes further. Share successful strategies with colleagues and remain open to new approaches that might enhance efficiency. Construction technology continues evolving rapidly, and staying current with best practices ensures you'll maximize the benefits of these powerful digital tools.
Whether you're new to Procore or looking to refine your existing processes, implementing the strategies outlined in this guide will help you navigate the submittal process with confidence and precision. Your improved efficiency will contribute to smoother project execution and stronger relationships with all stakeholders involved in the construction process.