How to Upload Submittals to Procore

Understanding Submittals in Procore

In the construction industry, submittals serve as crucial documentation that ensures project compliance and quality. These documents include drawings, plans, cut sheets, product samples, and material specifications that subcontractors and vendors provide to the general contractor (GC) or design team. They verify that proposed materials and methods align with project design documents and contract requirements, creating a foundation for successful project execution.

The submittal process in Procore transforms what was once a paper-heavy workflow into a streamlined digital experience. This organized system enables real-time collaboration and communication about these essential documents, eliminating delays that traditionally plagued construction projects. Team members can instantly access, review, and approve documents from anywhere, significantly reducing the time between submission and implementation.

Properly managing submittals directly impacts project timelines, budget adherence, and quality outcomes. When teams upload and process submittals correctly in Procore, they create a single source of truth that prevents miscommunications and costly errors. This centralized approach ensures everyone works from the most current information, fostering accountability and transparency throughout the project lifecycle.

Why Proper Submittal Management Matters

Effective submittal management through Procore delivers tangible benefits that extend beyond basic organization. When implemented correctly, this digital process transforms how teams collaborate and make decisions on construction projects.

Uploading submittals correctly in Procore helps meet critical project deadlines by accelerating review cycles and eliminating bottlenecks in the approval process. The platform's notification system ensures responsible parties take action promptly, preventing delays that could impact construction schedules. This efficiency becomes particularly valuable when dealing with time-sensitive materials or components with long lead times.

The digital submittal process creates an unmatched level of accountability in construction documentation. Every action within the system—from initial uploads to approvals and rejections—gets timestamped and attributed to specific team members. This audit trail proves invaluable for resolving disputes, tracking decision-making processes, and maintaining compliance with contractual obligations throughout the project.

Key Roles in the Submittal Workflow

Understanding who does what in Procore's submittal process helps ensure smooth document handling and review. The platform assigns specific responsibilities to different team members, creating a structured workflow that moves submittals efficiently from creation to approval.

The Submittal Manager typically creates submittals in Procore, handling initial data entry and assigning team members to designated roles. This person often works for the general contractor (GC) and oversees the entire submittal process, ensuring documents move through the workflow according to schedule. They serve as the primary point of contact for submittal-related questions and troubleshooting issues that arise during the review process.

When assigned as a Submitter, you become responsible for uploading necessary attachments to fulfill submittal requirements. This role typically falls to subcontractors or vendors who must provide documentation proving their materials or methods meet project specifications. Submitters receive automated notifications when action is required, with their name appearing in the "Ball In Court" field until they complete their assigned tasks.

Approvers review submitted documents to verify compliance with project requirements. These team members—often architects, engineers, or project managers—receive notifications about submittal changes and must carefully evaluate each submission. They can approve documents outright, request revisions, or reject submissions that don't meet specifications, providing feedback that guides necessary corrections.

Essential Prerequisites for Submittal Access

Before uploading submittals in Procore, several conditions must be met to ensure proper system access and workflow participation. Understanding these requirements helps prevent frustrating roadblocks when attempting to respond to submittal requests.

Your Procore user account requires at least 'Standard' level permissions on the project's Submittals tool to upload and attach files. Without these permissions, you'll encounter access restrictions that prevent full participation in the submittal process. Contact your project administrator if you need permission adjustments to fulfill your submittal responsibilities.

The submittal workflow only functions properly when you've been officially designated as a 'Submitter' by your project's submittal manager. This role assignment triggers automated email notifications and places your name in the "Action Required By" field when submissions are needed. The submittal must also maintain an "Open" status for you to add your response—completed or closed submittals typically lock further modifications.

Proper communication channels must be established for the submittal process to function smoothly. The submittal manager must click "Create and Send Emails" when setting up the submittal to ensure all required parties receive notifications. Without these automated alerts, team members might remain unaware of pending actions, causing delays in the submittal workflow.

Step-by-Step Submittal Upload Guide

Navigating Procore's submittal upload process requires following specific steps to ensure documents are properly submitted and tracked. This systematic approach helps maintain organization and accountability throughout the submittal workflow.

Accessing Your Submittal Request

When it's time to upload a submittal, you'll typically receive notification through one of two primary channels. Understanding how to access your pending submittals ensures you can respond promptly to these requests.

The most common entry point comes through email notification with the subject "Action Required on a Submittal." Opening this message reveals details about the submittal and a prominent "View Online" link that directs you to the specific submittal in Procore. This direct access simplifies the process, eliminating the need to search through projects to find your pending action items.

Alternatively, you can access submittals directly through the Procore interface by logging into your account and navigating to the project's Submittals tool. The 'Items' view displays all project submittals, including those requiring your attention. Look for submittals where your name appears in the "Ball In Court" field, indicating action is required from you.

Once you locate the appropriate submittal, clicking "View" opens the detailed submittal page where you can review requirements and begin your response. This page displays comprehensive information about what's needed, including any previously uploaded files and the complete workflow showing all assigned team members.

Uploading Your Documents

After reviewing the submittal details, you're ready to begin the upload process. Taking the right steps ensures your documents are properly attached and visible to all relevant team members.

Begin by clicking the "Respond" button next to your name in the submittal workflow table. This action takes you to the response screen where you'll provide your submission. The system automatically selects a response option (typically "Submitted"), though some workflows might use custom responses configured in Procore settings.

To attach your files, click "Attach File(s)" and select documents from your preferred source:

• Local computer files - Upload directly from your hard drive
• Procore integrated sources - Select from My Computer, Photos, Documents, or Forms
• Drag and drop method - Simply drag files from your desktop into the designated upload area

Add optional comments that provide context or important information about your submission. These notes help reviewers understand specific aspects of your documents or explain particular choices made in your submittal. Clear communication at this stage can prevent misunderstandings and reduce the likelihood of revision requests.

Finalizing Your Submission

Before completing your submittal response, take time to review all elements for accuracy and completeness. This final check helps prevent errors that could delay approval or require resubmission.

On the preview screen, carefully verify that all uploaded attachments appear correctly and completely. Ensure file names are clear and descriptive, making it easy for reviewers to identify document contents. Check that any comments you've added accurately convey your intended message and provide necessary context for your submission.

When everything looks correct, click "Respond" to save and submit your response. This action triggers Procore to send email notifications to members designated under the "Submitter Role Submits" configuration. The system then waits for all required users in each workflow step to respond before advancing the submittal to the next stage, ensuring proper sequencing of the review process.

Avoiding Common Upload Pitfalls

Even experienced Procore users occasionally encounter challenges when uploading submittals. Knowing how to avoid these common issues can save significant time and prevent frustration during the submittal process.

File Upload Verification

Ensuring complete file uploads prevents many common submittal problems. Partial uploads can create confusion and delays in the review process, affecting project timelines and team coordination.

Always verify that files have finished uploading before proceeding to the next step. Incomplete uploads appear as "blue and white lines" in the interface, indicating the file is still processing. Clicking "Next" prematurely can result in files that appear in the system but cannot be properly viewed or downloaded by other team members.

File size and type can significantly impact upload success. Extremely large files may time out during upload, especially with slower internet connections. Consider compressing large documents or breaking them into smaller, logically organized sections when possible. Additionally, some specialized file formats may not display properly within Procore's viewer, so converting to standard formats like PDF often provides the best results.

Network stability plays a crucial role in successful uploads. Unstable connections can interrupt the upload process, resulting in corrupted or incomplete files. When uploading important submittals, ensure you're connected to a reliable network with sufficient bandwidth to handle your document sizes.

Managing File Restrictions

Document security settings can create unexpected obstacles in the submittal process. Understanding how these restrictions impact Procore functionality helps ensure smooth document handling and review.

Procore works best with unrestricted files that allow full system functionality. When uploading PDFs, verify they don't have security restrictions related to copying or editing. Restricted files may display properly but limit important Procore features like markup tools, page additions, or collaborative annotations.

The following file characteristics can impact Procore functionality:

• Password protection - Prevents viewing within Procore's interface
• Editing restrictions - Blocks markup tools and annotations
• Copying limitations - Prevents text extraction and certain collaboration features
• Printing restrictions - May interfere with document sharing capabilities

When restricted PDFs receive markups or stamps within Procore, the system automatically restricts downloads and displays a lock icon next to the file name. To resolve these limitations, either remove security restrictions before uploading or avoid applying markups to restricted documents within the Procore environment.

Optimizing Your Submittal Management

Beyond basic uploads, implementing strategic approaches to submittal management can dramatically improve efficiency and organization. These practices help teams handle large volumes of submittals while maintaining clarity and accountability.

Creating Effective Submittal Systems

Establishing consistent systems for submittal management creates predictability and reduces confusion across project teams. These foundational practices ensure everyone understands how to find, process, and track submittals throughout the project lifecycle.

Utilize Procore's submittal logging capabilities to maintain comprehensive records of all project submittals. This approach proves especially valuable for complex projects with dozens or hundreds of individual submittal items. The centralized log provides instant visibility into submittal status, responsible parties, and upcoming deadlines, helping teams prioritize their work effectively.

Implement standardized naming conventions for all submittal files to enhance searchability and organization. Clear, consistent file names should indicate document type, specification section, revision number, and other relevant details. For example, "23-HVAC-01-AirHandlers-Rev2" immediately communicates the document's content and version, eliminating confusion when multiple similar submittals exist.

Consider using Procore's integrated import tools for bulk uploading when dealing with numerous submittals. This feature allows you to import multiple submittals simultaneously from spreadsheets, dramatically reducing data entry time compared to manual creation. The import process maintains data integrity while accelerating the initial setup phase of submittal management.

Enhancing Team Collaboration

Effective submittal management extends beyond technical processes to include human collaboration. Implementing practices that facilitate clear communication and shared understanding helps teams work together more effectively throughout the submittal lifecycle.

Leverage Procore's workflow templates to standardize review sequences across similar submittals. These templates predefine the order of review and approval, ensuring consistent processes while reducing administrative work when creating new submittals. Templates also help team members understand their roles and responsibilities within each submittal workflow.

The following collaboration practices improve submittal outcomes:

• Centralize all documents - Keep everything in Procore to prevent version confusion
• Provide contextual comments - Add notes explaining unusual aspects or special considerations
• Use markup tools appropriately - Highlight specific areas needing attention or revision
• Maintain open communication - Address questions promptly to prevent workflow bottlenecks

Regular team training ensures everyone understands how to properly use Procore's submittal features. Even experienced users benefit from occasional refreshers on best practices and new functionality. Consider scheduling brief training sessions when onboarding new team members or implementing process changes to maintain consistent submittal handling across the project.

Troubleshooting Common Issues

Even with careful preparation, technical challenges occasionally arise during the submittal process. Knowing how to address these issues quickly helps maintain workflow momentum and prevent extended delays.

Resolving Upload Failures

When submittal uploads don't complete successfully, systematic troubleshooting helps identify and resolve the underlying causes. Understanding common failure points provides a roadmap for efficient problem-solving.

Start by checking your internet connection stability and speed, as network issues frequently cause upload failures. Intermittent connections or bandwidth limitations can interrupt file transfers, resulting in incomplete uploads or timeout errors. Moving to a more reliable network or scheduling large uploads during off-peak hours often resolves these connection-related problems.

If a specific file consistently fails to upload, examine its characteristics for potential issues:

1. File size exceeds system limits (try compressing or dividing the file)
2. Filename contains special characters that cause system conflicts
3. File is corrupted or improperly formatted
4. File is currently open in another program, creating a lock

When encountering 404 or 500 errors during the upload process, try standard browser troubleshooting steps like clearing cache, using incognito mode, or switching browsers. If problems persist, gather specific error details including screenshots and error codes to share with Procore support for more targeted assistance.

Addressing Workflow Obstacles

Beyond technical upload issues, workflow-related challenges can impede the submittal process. Recognizing and addressing these obstacles helps maintain smooth progression through the submittal lifecycle.

Permission issues frequently cause workflow disruptions when team members cannot access or modify submittals as needed. If you're unable to view or respond to a submittal despite receiving notification, contact your project administrator to verify your permission settings. The administrator can adjust your access level or role assignments to ensure proper workflow participation.

Communication gaps create another common obstacle when team members miss notifications or misunderstand requirements. If submittal responses seem delayed, verify that all participants received proper notifications and understand their responsibilities. Sometimes a quick follow-up message or brief conversation resolves confusion that would otherwise cause significant delays.

Complex approval chains sometimes create bottlenecks when multiple reviewers must sequentially approve a submittal. If a submittal seems stalled in the workflow, check whether it's waiting for a specific reviewer who may be unavailable or unaware of the pending action. Working with the submittal manager to temporarily adjust the workflow or prioritize critical reviews can help overcome these sequential approval challenges.

Advanced Submittal Techniques

As your team becomes more comfortable with basic submittal processes, implementing advanced techniques can further enhance efficiency and organization. These approaches are particularly valuable for complex projects with high submittal volumes.

Bulk Submittal Management

Managing large numbers of submittals individually can consume excessive time and resources. Procore offers several approaches to handle submittals in bulk, dramatically improving efficiency for projects with extensive documentation requirements.

Procore's Import tool transforms submittal creation from a tedious manual process into an efficient bulk operation. This powerful feature allows you to:

1. Log into the Procore Imports application
2. Select your company and project
3. Choose to add new submittals
4. Download and complete a template or upload your existing XLSX/CSV file
5. Process the file and review for errors before finalizing

This approach proves especially valuable during project startup when dozens or hundreds of submittals must be created simultaneously. The import process maintains data integrity while eliminating repetitive manual entry, saving hours of administrative work.

For even greater efficiency, consider integrating with specialized tools like The Link, which can automatically generate submittal logs from project specifications. This integration enables teams to create complete submittal logs with minimal manual input, ensuring comprehensive coverage of all required submittals while reducing the risk of overlooked items.

Leveraging Integration Capabilities

Procore's ability to connect with other construction management tools creates powerful opportunities for streamlined submittal handling. These integrations eliminate duplicate data entry and ensure consistent information across platforms.

Third-party integrations extend Procore's native capabilities, creating seamless connections with specialized tools. Systems like Buildr can import Procore submittals as requirements, ensuring that closeout documentation and other crucial attachments synchronize automatically between platforms. This integration maintains consistency across project management tools while reducing duplicate work.

Document management integrations prove particularly valuable for submittal handling. Cloud storage connections allow teams to maintain files in their preferred systems while still making them accessible through Procore's submittal workflow. This flexibility accommodates different team preferences while maintaining the benefits of Procore's structured submittal process.

Mobile capabilities transform how teams interact with submittals in the field. Procore's mobile application enables:

• Reviewing submittal details from construction sites
• Uploading photos directly into submittal responses
• Checking submittal status without returning to the office
• Responding to urgent submittal requests from any location

This mobility ensures the submittal process continues smoothly even when team members are away from their desks, preventing delays that traditionally occurred when field personnel couldn't access office-based systems.

Measuring Submittal Process Success

Implementing effective metrics helps teams evaluate and improve their submittal management approach. These measurements provide objective insights into process efficiency and identify opportunities for enhancement.

Key Performance Indicators

Tracking specific metrics related to submittal management reveals process strengths and weaknesses. These measurements help teams identify bottlenecks, recognize successful practices, and make data-driven improvements.

Turnaround time serves as a fundamental metric for submittal efficiency, measuring how quickly submittals move through each workflow stage. Tracking average review times helps identify bottlenecks in the approval process and establish realistic expectations for submittal completion. Teams can use this data to implement targeted improvements where delays consistently occur.

Quality metrics assess how effectively the submittal process prevents errors and ensures compliance. Tracking rejection rates, revision requests, and approval percentages reveals how well submittals meet project requirements on first submission. Lower rejection rates generally indicate better preparation and clearer communication of expectations.

Process adherence measures how consistently teams follow established submittal procedures. Tracking metrics like proper file naming, complete information provision, and appropriate workflow utilization helps identify training needs or process adjustments. Higher adherence rates typically correlate with smoother submittal processing and fewer complications.

Continuous Improvement Strategies

Beyond measuring current performance, implementing structured improvement approaches helps teams continuously enhance their submittal management practices. These strategies transform measurement insights into practical process enhancements.

Regular process reviews provide opportunities to evaluate submittal workflows and identify improvement opportunities. Schedule periodic meetings to discuss what's working well and where challenges persist. These conversations should include representatives from different roles in the submittal process to capture diverse perspectives on potential enhancements.

The following improvement strategies yield significant benefits:

• Template refinement - Regularly update workflow templates based on lessons learned
• Training reinforcement - Provide refresher training on best practices and new features
• Process documentation - Maintain updated guides reflecting current procedures
• Feedback integration - Incorporate team suggestions into workflow adjustments

Automation expansion represents another powerful improvement strategy as teams become more comfortable with basic Procore functionality. Identify repetitive manual tasks within the submittal process that could be automated through templates, integrations, or custom workflows. Each automated element reduces administrative burden and minimizes the risk of human error.

Transform Your Construction Documentation Today

Mastering Procore's submittal process delivers tangible benefits throughout your construction project lifecycle. The structured approach to document management creates efficiency, accountability, and clarity that traditional paper-based systems simply cannot match.

The digital submittal workflow eliminates common construction documentation challenges like version confusion, delayed approvals, and lost information. Team members always access the most current documents, review cycles proceed according to defined sequences, and every action leaves a clear audit trail. These improvements directly translate to smoother project execution and fewer documentation-related delays.

Start implementing these submittal best practices on your next project to experience the difference proper document management makes. Begin with the fundamentals—correct file uploads, clear naming conventions, and appropriate workflow assignments—then gradually incorporate advanced techniques as your team's proficiency grows. The investment in proper submittal management pays dividends through reduced administrative burden, improved team collaboration, and more predictable project outcomes.

Remember that effective submittal management represents an ongoing journey rather than a destination. Continue refining your approach based on project experiences, team feedback, and evolving best practices. By maintaining this commitment to improvement, your organization will develop increasingly efficient documentation processes that support successful project delivery time after time.

Whether you're uploading detailed construction drawings, managing specifications, or handling contractual documents, applying these principles will transform your submittal process into a strategic advantage. Your team will spend less time managing paperwork and more time focusing on what truly matters—delivering exceptional construction projects that meet or exceed client expectations.