How to Create a Submittal Workflow Template in Procore

Introduction on Procore Submittal Workflows

In the fast-paced construction industry, clear and efficient communication is key. Submittals play a crucial role in making sure that all documentation—whether it’s shop drawings, material samples, or compliance certificates—meets project requirements before installation. With Procore, creating submittal workflow templates allows you to predefine the review process, set deadlines, assign roles, and save precious time on each new submittal. Procore’s process gives you the flexibility to adjust the workflow based on the project’s unique needs while maintaining consistency across your submittal management efforts.

By setting up your submittal workflow template, you can:

• Standardize the submittal review process across multiple projects.
• Automatically apply the proper review stages to new submittals.
• Save time by avoiding repetitive data entry for each submittal.
• Ensure that all required information is captured and that the appropriate team members are notified.

Understanding User Permissions and Prerequisites

Before you dive into creating a submittal workflow template, it’s vital to ensure that you have the correct access level in Procore. Here’s what you need to know:

• User Permissions:
  To create or modify a submittal workflow template, you must have ‘Admin’ level permissions on the project’s Submittals tool. Users with 'Standard' or 'Read Only' levels can apply templates, but only users with the appropriate administrative rights can create new templates or edit existing ones.

• Project Setup:
  The project must already have the Submittals tool configured. If you haven’t already set up your project’s submittal configurations—such as default deadlines, distribution lists, and submittal managers—it’s a good idea to accomplish that prior to customizing your workflow templates.

• User Directory:
  Any user added to the workflow must exist in the Project Directory and have at least ‘Standard’ level permission on the Submittals tool. This step ensures that only authorized individuals receive notifications and can take action during the submittal process.

Creating Your First Workflow Template

The process of creating a submittal workflow template involves several key steps that must be followed carefully. Understanding each component will help you build effective templates that serve your project's needs.

Begin by logging into your Procore account and navigating to your project. Once there, locate and click on the Submittals tool in the main project navigation. This tool serves as the central hub for all your submittal processes and management.

Within the Submittals tool, look for the settings icon (typically a gear symbol) and click it to access configuration options. On the right sidebar, select "Submittal Workflow Templates" to view existing templates or create a new one. This section is where all your template management will take place.

To create a new template, click the "Add New Template" button and enter a descriptive name that clearly identifies its purpose. Good naming conventions might include the submittal type and phase, such as "Shop Drawings Approval – Phase 1" or "Material Samples Review Process." Clear names help team members quickly identify and select the appropriate template when needed.

Configuring Workflow Steps

Each step in your workflow represents a stage in the submittal review process. Properly configuring these steps ensures your submittal moves efficiently through the approval chain.

For the first workflow step, click under the "Name" column to search for and select users or distribution groups. These individuals can be designated as either submitters or approvers depending on their role in the process. You can add multiple people to a single step if parallel review is appropriate.

Next to each user's name, you'll find a checkbox that determines whether their response is mandatory or optional. Checking this box makes their response required before the submittal can proceed to the next step. This feature gives you precise control over which approvals are critical to the process.

Set the number of days each user has to respond in the "Days to Submit/Respond" field. While this value typically defaults to your project's global setting, you can customize it for each step as needed. Realistic deadlines help keep your project on schedule while giving reviewers adequate time to provide thorough feedback.

Adding Multiple Review Stages

Most submittal workflows require multiple review stages to ensure thorough evaluation. Creating a comprehensive workflow template captures the entire approval process from start to finish.

To add another step to your workflow, click the "Add Step" button. This action creates a new row where you can configure the next stage of your review process. You can add as many steps as necessary to fully capture your approval path.

For each additional step, repeat the configuration process by selecting users, determining if their response is mandatory, assigning roles, and setting response deadlines. This sequential setup allows you to create a logical progression through your review process.

Consider the natural flow of your submittal review when organizing your steps. Typically, internal reviews should precede external ones, and specialized technical reviews might come before general approvals. This thoughtful organization prevents unnecessary back-and-forth and streamlines the entire process.

Once you've configured all necessary steps, click "Update" to save your workflow template. Your new template will now be available when creating or editing submittals on this project. Remember that templates can be modified later if your process changes or improvements are identified.

Applying Templates to Submittals

After creating your workflow templates, you'll need to apply them to actual submittals. This application process connects your predefined workflow to specific project documentation.

When creating a new submittal, look for the "Submittal Workflow" dropdown menu on the creation page. This menu displays all available workflow templates for your project. Select the appropriate template based on the submittal type and required review process.

Once applied, you can still customize the workflow for that specific submittal if needed. You can modify the "Name," "Role," and "Days to Submit/Respond" fields without affecting your saved template. This flexibility allows for submittal-specific adjustments while maintaining your standard templates.

For greater efficiency, Procore allows you to apply workflow templates to multiple submittals simultaneously using Bulk Actions. This feature is particularly useful when processing submittal packages that share the same review requirements. Simply select the submittals, choose the "Apply Workflow Template" action, and select your template.

Managing Workflow Templates

As your project progresses, you may need to update or remove workflow templates. Proper management ensures your templates remain relevant and effective throughout the project lifecycle.

To edit an existing template, navigate back to the "Submittal Workflow Templates" section, select the template you wish to modify, make your changes, and click "Update." Remember that editing a template won't affect submittals that have already used it—changes only apply to future applications of the template.

If a workflow template becomes obsolete, you can delete it by clicking the trash can icon next to its name. Deletion won't impact submittals that previously used the template; it simply removes it from the available options for new submittals. This cleanup helps maintain an organized template library.

Regularly review your workflow templates to ensure they align with current project requirements and team structures. As projects evolve, approval chains may change, requiring template updates. Proactive management prevents workflow disruptions and maintains efficient submittal processing.

Workflow Template Best Practices

Implementing these best practices will help you create effective workflow templates that enhance your submittal management process. These strategies come from experienced Procore users who have refined their approaches over time.

Always use clear, descriptive template names that indicate their specific purpose. This clarity helps team members select the appropriate template without confusion. Names should reference both the submittal type and any phase or section relevance.

Decide whether your review process requires sequential approval (one user after another) or parallel approval (multiple reviewers responding simultaneously). For sequential approval, add only one user per step; for parallel, add multiple users to the same step. This structure should reflect your actual review requirements.

The following elements should be considered when designing your workflow templates:

• User Instructions: Include clear notes about response requirements and deadlines.
• Review Sequence: Structure steps to follow your organization's standard review hierarchy.
• Approval Authority: Ensure final approvers have appropriate decision-making authority.
• Response Timeframes: Set realistic deadlines that align with project schedules.

Maintain consistency across projects by creating standard templates that reflect your organization's typical approval processes. This standardization helps ensure quality control and makes training new team members easier. Your templates should embody your company's best practices for submittal review.

Advanced Workflow Strategies

Once you've mastered basic templates, you can implement more sophisticated strategies to further optimize your submittal management process. These advanced approaches address complex project requirements.

Procore integrates with other project management tools, allowing for a more comprehensive workflow system. At the company level, you can create flexible workflows that cater to multiple project types. This integration ensures your workflow structure follows organization-wide standards while accommodating project-specific needs.

In complex projects, the default roles (Submitter and Approver) may not fully capture every team member's responsibilities. Consider creating custom template roles that better align with your organization's structure. This customization helps address specialized review scenarios and clarifies each participant's duties.

For sophisticated submittal reviews, you might need conditional workflow steps that activate based on specific criteria. For example, if a material cost exceeds a certain threshold, the workflow could include additional financial approval steps. These conditions help route submittals appropriately without creating unnecessarily complex standard templates.

Real-World Application Example

Understanding how workflow templates function in practice helps clarify their value. This example demonstrates a typical application for shop drawings in a construction project.

Imagine you're managing a commercial building project and need to establish a submittal workflow for structural steel shop drawings. The process begins with the steel fabricator (Submitter) creating a submittal in Procore. Your template automatically assigns a due date based on your project settings, typically allowing 10 business days for review.

The first step in your workflow template designates the Project Engineer as an initial reviewer. This engineer checks that all specifications and details meet the project requirements. Your template specifies a 3-day response time for this initial technical review.

After the internal review, the workflow moves to the Structural Engineer of Record for validation against design intent. This external reviewer has 5 days to respond, and their approval is marked as mandatory. The template ensures they receive proper notification when the submittal reaches their step.

The final approval comes from the Construction Manager, who confirms that all previous reviews are satisfactory and the submittal can be approved for fabrication. This structured process ensures thorough review while maintaining clear documentation of each step in the approval chain.

Avoiding Common Template Pitfalls

Even experienced Procore users occasionally encounter challenges with workflow templates. Awareness of these common issues can help you avoid disruptions to your submittal process.

Adding users to workflows who lack proper permissions or aren't in the project directory will cause workflow disruptions. Always verify that every user in your template exists in your Project Directory and has the required permissions. This verification should be part of your template creation process.

Setting unrealistic deadlines can lead to bottlenecks or rushed reviews that compromise quality. Base your "Days to Submit/Respond" settings on realistic timeframes that consider reviewers' workloads and the complexity of submittals. Appropriate deadlines balance efficiency with thoroughness.

1. Verify all users have proper permissions before adding them to templates.
2. Set realistic review timeframes based on submittal complexity and reviewer workloads.
3. Keep workflows as streamlined as possible, adding steps only when necessary.
4. Regularly review and update templates to reflect current project requirements.

Overly complex workflows with unnecessary steps create confusion and delays. Keep your templates as simple as possible while still meeting your review requirements. Each step should add clear value to the review process, and redundant approvals should be eliminated.

Optimizing Template Performance

Regular assessment and refinement of your workflow templates ensures they continue to serve your project effectively. This ongoing optimization improves efficiency and user satisfaction.

Collect feedback from team members involved in the submittal process to identify bottlenecks or recurring issues. This feedback provides valuable insights into how your templates perform in real-world conditions. Users often discover practical improvements that weren't apparent during the initial template creation.

Monitor key performance metrics such as review cycle times, approval rates, and revision frequencies. These metrics help identify which templates are performing well and which might need adjustment. Data-driven optimization leads to more effective workflow structures.

As construction projects evolve, so should your workflow templates. Periodically review and refine your templates to accommodate new project requirements, team changes, or process improvements. What worked for last year's project might need adjustments to suit current conditions.

Streamline Your Submittal Process Today

Creating effective submittal workflow templates in Procore transforms your project management capabilities. By implementing the strategies outlined in this guide, you'll establish consistent, efficient review processes that save time and reduce errors.

Standardized workflows ensure every submittal follows the proper approval path, eliminating confusion and preventing documentation from slipping through the cracks. Your team will appreciate the clarity of knowing exactly who needs to review each submittal and when their response is due. This structure creates accountability while maintaining flexibility for project-specific needs.

The time savings from predefined workflows compound throughout your project lifecycle. Instead of repeatedly configuring review chains for similar submittals, your team can focus on the actual review content. This efficiency translates to faster approvals, reduced administrative burden, and ultimately, smoother project execution.

Begin implementing these workflow template strategies on your next project, and you'll quickly see the benefits of streamlined submittal management. Your improved process will contribute to better documentation, clearer communication, and more successful project outcomes. The investment in proper template setup pays dividends throughout the entire project lifecycle.