Create New Submittals
The new submittal process follows a guided workflow to help you define the responsible party (Who), the required items (What), and the schedule (When).
General Information: Contains point-of-contact information and submittal details.
Submittal Plan: Houses all date-related information and schedule links.
Linking Schedule Information (Optional)
Select an activity from the Procore Scheduling tool. Procore will automatically populate the Start Date and Finish Date.
By default, this matches the schedule activity’s Start Date. You can manually adjust this as needed.
Input the time required for material delivery after final approval. This factors into the Final Due Date calculation.
Advanced Date Management & Overrides
The Dynamic Submittal Plan is built to be flexible while protecting your project schedule.
Adjustable Field Logic: The Required On-Site Date, Lead Time, and Review Times are all adjustable to fit your specific project needs.
Automatic Recalculation: Once these inputs are modified, the Submittals tool automatically re-calculates the Final Due Date and Submit-By Date.
Buffer Time: This allows Submittal Managers to build in extra time between the end of the workflow and the Final Due Date to account for potential delays or necessary revisions.
Preparation Tools: Prepare Time and Open-By Date help managers track the latest possible date a workflow must begin to remain on schedule.
Overriding the 'Submit By' Date
While Procore typically uses a 'just-in-time' model (calculating backward from the Final Due Date), you can choose to pull dates forward.
When to Override: This is useful if you need to receive and review submittals far in advance of the Final Due Date—for example, receiving all submittals shortly after contract signing.
How to Apply: You can override the date manually on an individual submittal or use the bulk edit menu in the Submittal List View.
Forward Calculation: When an override is applied, the first workflow step is set to that manual date. All subsequent steps are then calculated forward from that point based on their "Days to Submit/Respond."
The "Drop-Dead" Date: Even with an override, the Final Due Date remains unchanged. It stays tied to the Required On-Site Date and Lead Time to serve as your permanent "drop-dead" deadline indicator.
Configuring Submittal Review and Approval
You have three options for creating a review plan:
Option 1: Submittal Workflow (Best Practice)
Using a workflow allows you to define specific reviewers and track progress.
Automatic Adjustment: Workflow step due dates adjust automatically to protect the Final Due Date while respecting the defined "Days to Submit/Respond" for each step.
Buffer Time: Managers can add extra time between the final workflow step and the Final Due Date to accommodate unexpected delays.
Manual Override: If you need to receive submittals far in advance, you can override the Submit By Date manually.
Option 2: Default Review Times
If no workflow is added, Procore uses the Internal Review and Design Team Review Times from your project settings to back-calculate the Submit By Date. Note: Progress updates are not available for this option.
Option 3: For Record Only
For items that do not require material tracking or a schedule link, select For Record Only. This provides a simplified interface to manually set a Final Due Date and workflow.