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Procore

Close a Submittal

  1. Last updated
    Nov 22, 2023
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Objective

To change the status of a submittal to Closed using the project's Submittals tool.

Background

After a submittal has been approved by all of the individuals who have been designated as approvers in the submittal's approval workflow, a user who has been assigned 'Admin' level permissions can mark the submittal as Closed. This indicates the submittal approval workflow is complete and/or requires no further action.

Things to Consider

  • Required User Permission:
    • To close a submittal, 'Admin' level permissions on the project's Submittals tool.
    • To edit a closed submittal, 'Admin' level permissions on the projects Submittals tool. 

Video

Video content may not accurately reflect the current state of the system, and/or it may be out of date.

Steps

There are three (3) ways to close a submittal in Procore:

Close a Submittal from the Submittals Items Page

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page. 
  2. Locate the desired submittal in the list. Then click the Status box for the desired submittal and select Closed from the list.
    (Note: Your company's list may contain custom status values that were created for use on your projects. See Create a Custom Submittal Register Status.)

    2015-08-27_09-28-08.png

Close a Submittal from its Edit Page

  1. Navigate to the project's Submittals tool.
    This reveals the Submittals page.
  2. Locate the desired submittal and click Edit. See Search for and Filter Submittals.
    This opens the submittal in edit mode.
  3. Select Closed from the Status list.
    (Note: Your company's list may contain custom status values that were created for use on your projects. See Create a Custom Submittal Register Status.)
  4. Edit any other information as needed.
  5. Choose one of these options:
    • If you want to save the submittal without sending an email notification to approvers and members of the distribution list, click Update.
      OR
    • If you want to send an email notification to approvers and members of the distribution list, click Update and Send Email(s).

Close and Distribute a Submittal

  1. Navigate to the project's Submittals tool.
  2. Click the Items tab.
  3. Click View next to the submittal you want to distribute.
  4. If at least one required member of the submittal workflow has submitted their response, click Close and Distribute.
    submittal-close-and-distribute.png
  5. Enter the information you want to include in the distribution.
     Note
    • The distribution list and the user roles selected in the Submittals tool configuration settings to receive a notification for the action 'Submittal Distributed', are automatically added as recipients.
  6. Mark the checkbox if you want to automatically Create a Revision Upon Close and Distribution.
  7. Mark the checkboxes for what General Information to include in the distribution.
  8. Mark the checkboxes to select which Workflow Responses to include in the distribution.
  9. Click Distribute
    OR
    Distribute and Create Revision to distribute the submittal.  
 Note

The following events occur when a submittal is distributed:

  • Procore generates a PDF of the submittal and sends it by email to the chosen recipients. 
  • The PDF shows the name and company of the person who distributed the submittal.
  • The submittal's status is set to Closed.
  • The date, action, and timestamp are logged in the Change History tab of the submittal. 
  • The 'Submittal Distributed' banner appears (as illustrated below) showing the date and time the submittal was distributed.

    submittal-distributed.png