Procore Step-Based Submittals

Once a new Submittal is created in Procore, it will automatically sync in Part3, and users can begin their review.

In this article we'll cover how to get started, add assignees, respond to submittals, and of course, return them to the General Contractor.

We're going to explore step-based submittals in more detail, where the prime consultant can add assignees to contribute in a step-based fashion, to help streamline the submittal review process! 💫

To Get Started

Step 1: Make sure stepped-based submittals are toggled on. To do this, go to your project settings, document settings, submittals, and toggle on use step-based submittals".

Step 2: When you first open a submittal, have a look at who is named as the ball in court (BIC).

Step 3: If your name is in the BIC, or you've been added as an assignee, your step will be highlighted with a blue outline. If it's blue, it's time to review! If you are an assignee, jump down to Reviewing a Submittal.

Make sure you've authorized your own account so you can return your submittals to Procore. Click here to learn how.

Add Assignees to Your Review:

If you are a prime consultant and listed as BIC, you have the ability to add the steps (to add the assignees) to the submittal!

Step 1: To add a steps, click +add or edit steps.

Step 2: Now add your steps! In Step 1, click +add assignee. Select the discipline and people you want in this step. Step 1 is the first person who will review the submittal, followed by Step 2.

Step 3: Select their role from the dropdown as reviewer or submitter. Leave the box next to their name checked if their review is required, uncheck if not required. Now change the review period to align with your project timelines.

Step 4: Repeat Steps 2 & 3 to add more steps, and click save! An email notification will be sent out to the selected users, and a new task will be created for them in Part3.

Hot Tip: Pay close attention to the box next to a users name. If the box is checked ✅, they will be required to review. If the box unchecked 🔲 , their response is not required! You can also select multiple people from the same discipline in a step.

The difference between 'reviewer' and 'submitter' roles are:

Reviewer is a user reviewing the submittal. This is typically the consultant team.

Submitter is a user who submits the document for approval. This is typically the prime consultant if not reviewing the submittal, and simply returning to Procore.

You can always use this opportunity to create a template, to use for future submittals.

Reviewing a Submittal

Step 1: In your blue outlined review area, click edit ✏️ to add your review.

Step 2: Add the submittal attachment to your workflow, so you can complete your review! To do this, you have the following options:

Option 1: Click 'Select from this workflow' to bring in the latest version of the drawing. This may be directly from the General Contractor, or from someone in a previous step.
Option 2: Upload your own attachments.
Option 3: Do both!

Step 3: In the response area, change the review status with the drop down menu. You can also add an optional review comment, followed by save.

Step 4: Review the submittal with our annotations tools, and return the submittal to the next persons court! 🙌

If an assignee needs to revise their submittal response, but the ball has shifted to the next step, the person named as BIC or the Prime Consultant can set the ball back in their court by selecting the '...' at the right of that persons name, and selecting set ball in court.

Return to Procore:

Once all assignees have submitted their reviews, the prime can send the reviewed submittal to Procore by selecting return to procore.

Remember, your name needs to be in the Ball-in-Court in order to return to Procore.

The submittal review status will change to returned, and the ball in court field will be updated to show the name of the Submittal manager designated in Procore:

Once the Submittal has been distributed in Procore, the status will change to closed 🙌

Cover pages for step-based submittals are generated once the submittal has been returned! You will see the cover page when you download the submittal.

As always, if you have any questions or see any issues with this article, please reach out to by emailing support@part3.io