Step-Based Submittals (Procore Connected)

In this article, we'll take a closer look at step-based submittals—where the Prime Consultant can assign tasks in a structured, step-by-step workflow to streamline and simplify the submittal review process. 💫

We’ll walk you through getting started, adding assignees, responding to submittals, and returning them to the General Contractor.

Why would you use this feature? 💡

If your GC only assigns the Prime Consultant to submittals, this feature is a great opportunity to either:

1. Structure the response workflow. Ie, Structural first, then Mechanical, then Architectural.
2. Allow everyone to work at the same time with their own response areas and review status.
3. Includes a cover page once the submittal is returned to Procore!

To Get Started

Step 1: Ensure that step-based submittals are enabled.

To do this, navigate to Project Settings > Document Settings > Submittals, and toggle on “Use Step-Based Submittals.”

Step 2: When you open a submittal, check who is currently listed as the Ball-in-Court (BIC).

Step 3: If you’re the Ball-in-Court (BIC), your step will be highlighted with a blue outline—this means it’s your turn to review.

Adding steps to your review

If you are a prime consultant listed as BIC, you have the ability to add review steps and assign reviewers to a submittal.

Step 1: Click Add Steps to begin creating your review workflow.

Step 2: Start adding your steps. For each step, click + Add Assignee, then select the discipline and individuals who should participate in that review step.

• Step 1 represents the first reviewer of the submittal, followed by Step 2, and so on.

Step 3: For each assignee, select their role from the dropdown menu — either Reviewer or Submitter.

• Keep the checkbox next to their name checked if their review is required; uncheck it if their review is optional.
• Adjust the review period to fit your project timeline.

Step 4: Repeat Steps 2 and 3 to add as many steps and assignees as needed. When finished, click Save.

• An email notification will be sent to the assigned users, and a new task will be created for them in Part3.

Reviewing a Submittal

Step 1: In your blue-outlined section, click “+ Add Files” to attach the submittal to your workflow so you can begin your review. You have a few options

• Option 1: Click “Select from this workflow” to bring in the latest version of the drawing — this could be from the General Contractor or another reviewer earlier in the workflow.
• Option 2: Upload your own attachment(s).
• Option 3: Do both!

Step 2: Click the green “Review” button to open the submittal using the annotation tools. When you’re done, click the “<” button in the top left to return to the main submittal view.

Step 3: Click “+ Add Comment” to include any optional review notes, then click “Save.”

Step 4: Choose your review status by selecting “… Under Review” in the top right corner, then pick the appropriate status from the dropdown menu.

Step 5: Click the blue “Return to [Name]” button to complete your review and send it to the next person in the workflow. 🙌

How to Return a Reviewed Submittal:

Step 1: Make sure all assignees have submitted their reviews. You can confirm this by checking under each assignee’s step—if it says “returned on [Date & Time]” in blue, their review is complete. If you see “Not Returned” in grey, that means their review hasn’t been submitted yet and won’t be included in the return.

Step 2: Click the orange “Return to Procore” button, then click the blue “Return to Procore” button to confirm.

Step 3: Wait briefly while the system processes your return. You’ll see status updates in the bottom-right corner. Once finished, the status will update to “Returned on [Date & Time]”. You’ll also be able to download the submittal from the top-right as usual. 🙌