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Bulk Edit Submittals in a Package

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Objective

To perform bulk-editing on the submittals in a submittal package. 

Background

If your project has a large number of submittals, you might want to occasionally make bulk edits to all or some of the submittals in a package. For example, if you want to associate all of the submittals in a package with a particular spec section or change the status of all the submittals at once, use the steps below. 

Note: To edit an individual submittal, see Edit a Submittal. 
Important! If you want to perform bulk editing actions on individual submittals that are NOT in the same Submittal Package, see Perform Bulk Actions on Submittals. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level users can bulk edit submittals
  • Additional Information:
    • If you want to perform bulk editing actions on individual submittals that are NOT in the same submittal package, see Perform Bulk Actions on Submittals. ​​​​
    • If one or more of the selected submittals has already been submitted to reviewers for approval, the Submittal Workflow field will be greyed out and unavailable. You cannot bulk edit submittal workflow when one or more submittals have a workflow in progress. 
    • You can apply submittal workflow templates to the selected submittal(s) in a package, as long as the selection(s) workflow is not already in progress.

Demo

bulk-edit-submittals.gif

Steps

  1. Navigate to the project's Submittals tool.
  2. Click the Packages tab.
  3. Locate the desired package in the list. Then click View.
    This opens the selected submittal package. 
  4. Scroll down to the '[#] Submittal Items' list. Then click Bulk Edit Submittals.
    This opens the  'Step 1: Select Submittals' page.
  5. Choose from these options:
    • Mark the checkbox(es) that correspond to the submittals you want to edit. 
      OR
    • Mark the checkbox at the top of the column to select all of the listed submittals. 
  6. Click Next Step.
    This opens the 'Step 2: Select and Edit Fields' page.
  7. Edit the following options as desired:
    • Mark the tickbox(es) that correspond to the fields you want to edit in the selected submittals. The changes made here will affect all of the selected submittals. You can edit the following fields:

      • Spec Section. Denotes the corresponding section from the project's specifications book (a.k.a., spec book). See Where do the selections in the 'Spec Sections' drop-down list in the Submittals tool come from?

      • Status. The current status of the submittal. Only a user with 'Admin' level permission to the Submittals tool can change a submittal's status. See What are the default submittal statuses in Procore? and What is a 'Draft' Submittal?

      • Issue Date. The date the contractor/subcontractor submitted the submittal items (i.e., documents, plans and so on) to your project team for the review process. 

      • Received Date. The date that the submittal information was received from the contractor/subcontractor responsible for the performing work associated with the submittal.

      • Responsible Contractor. The company name of the contractor/subcontractor that is responsible for completing the work specified on the submittal. 

      • Lead Time. The expected number of calendar days that will be required for the material/services for the submittal to arrive.

      • Required On-Site Date. The date by which materials related to the work detailed on the submittal must be delivered and available at the construction site.

      • Submit By. Select the date by which a contractor/subcontractor must submit all relevant documentation (i.e., documents, drawings, manuals, plans and so on) for the submittal to the project's design team for review.

      • Type. The information type associated with the submittal. The default type selections in Procore include: Document, Pay Request, Payroll, Plans, Prints, Product Information, Product Manual, Sample, Shop Drawing, Specification, and Other. See Create Custom Submittal Types.

      • Location. The location at the job site for the submittal. This can be an existing location from the Location list or a tiered location. See Add Tiered Locations to a Project. 

      • Description. Informative details, notes and/or actions that describe the submittal. 

      • Submittal Workflow. The people assigned to complete the submittal workflow. In Procore, the submittal workflow includes two roles: a submitter and the approvers who are responsible for performing/completing the approval process. Typically, approvers are members of the design team.

        Notes:
        • If you want to apply a submittal workflow template, select one from the Select a Template drop-down list. To create a template, see Manage Submittal Workflow Templates.
        • If one or more of the selected submittals has already been submitted to reviewers for approval, the Submittal Workflow field will be greyed out and unavailable. You cannot bulk edit submittals in a package when one or more of the submittals already has submitters or approvers in its Submittal Workflow.

      • Distribution List. The people who will receive email notifications from Procore as the submittal progresses through the submittal workflow. If your project team has created any distribution lists in the Project Directory, you can select those lists here. See Add a Distribution Group to the Procore Directory). 

    • Click Next Step.
      The 'Step 3: Confirmation' page appears.
  8. Choose from the following options:
    • To make changes, click Previous Step. 
    • To cancel all of your changes, click Cancel. 
    • To send one email for each selected submittal, mark the Send an Email Notification for these Changes checkbox. 
  9. When finished, click Confirm.
    Procore redirects you to the Submittal Package view. A 'Bulk Edit Successful' banner appears at the top of the page to confirm your changes have gone into effect.