View External Submittals on a Downstream Project

Procore's Connected Submittals feature automatically syncs distributed submittals from an upstream project to a downstream project. When an upstream company distributes a submittal, a permanent, read-only copy is routed directly to the 'External Items' tab within the downstream project's Submittals tool. This external view provides downstream project teams with a complete submittal record that is automatically updated if any changes occur, ensuring project participants are always looking at the most current documentation without the need for manual data entry or file transfers.

• Required User Permissions:

  • 'Admin' permissions on the Submittals tool.
    OR

  • 'Read Only' or 'Standard' permissions with the 'View External Items' granular permission to the Submittals tool .

• Additional Information:

  • External Submittals are read-only and cannot be edited in downstream projects.

  • If the upstream project severs the connection, previously copied Submittals remain in the downstream project permanently.

  • The system continuously monitors the upstream project, ensuring that any re-distributions, status changes, or new revisions are reflected in your downstream project immediately.

    • When you create a new revision for a distributed submittal, the downstream version automatically moves to an 'Outdated' status. To ensure the team uses the correct information, a warning banner appears in the Submittal Detail view to alert downstream users that they are viewing an old version.

    • When the revision is distributed from the upstream account, the revision will sync to the downstream project. The downstream project will not receive the revision while it is in progress, they will only see it after it is distributed.

  • Procore only syncs Submittals where a member of your company is listed as a Submittal Manager, Submitter, Approver or is on the Distribution list

1. Navigate to the project's Submittals tool.

2. Click the External Items tab.
   Note: The External Items tab appears only with an active Connection Manager connection.

3. Click View next to the relevant Submittal.