How to Download all Submittals From Procore

Why Bulk Downloading Matters for Projects

Submittals often grow larger than anticipated during a project's lifecycle. Imagine managing a 2-year construction project with over 2000 submittals from multiple contractors and subcontractors. Opening each submittal individually and saving files one by one quickly becomes an administrative nightmare that drains valuable time and resources.

Bulk downloading transforms this tedious process into a streamlined workflow that saves countless hours. When you can download all submittals at once, you create a centralized storage system that keeps everything organized and accessible. This centralization proves invaluable when team members need quick access to specific documentation or when preparing for client meetings and inspections.

The benefits extend beyond mere convenience. Having local copies of all submittals creates an essential backup system that protects against data loss, server issues, or unexpected access problems. This redundancy becomes particularly important for regulatory compliance, legal protection, and project archiving purposes.

Procore Extracts Tool Capabilities

The Procore Extracts tool represents one of the original solutions developed for exporting project data from the Procore platform. Despite being considered a legacy tool, many construction professionals still rely on it for bulk downloading submittals and other critical project documentation.

Procore Extracts functions as a Windows-compatible desktop application that requires Windows 7 or newer operating systems. The tool grants users with administrative permissions the ability to extract comprehensive data sets from various project tools, including submittals, Requests for Information (RFIs), observations, photos, and more. This versatility makes it a valuable asset for project managers handling multiple documentation types.

The application creates an organized folder structure on your computer, typically within an "Extracts" directory that contains separate folders for each project and tool. This automatic organization helps maintain consistency across projects and simplifies the process of locating specific documents later. However, users should note that while the tool excels at handling RFIs and submittals, it may struggle with more complex tools like commitments or change order requests.

Despite its continued utility, Procore's support team acknowledges that the Extracts tool no longer receives active development updates. This status means that while existing functionality remains reliable for basic extraction needs, users shouldn't expect new features or significant improvements to address current limitations.

Step-by-Step Extraction Process

Getting started with Procore Extracts requires some initial setup before you can begin downloading your project submittals. The installation process follows standard Windows application protocols and requires administrative privileges on your computer system.

Once installed, launching the application prompts you to sign in with your Procore credentials. The interface presents a straightforward project selection screen where you can choose which project to work with. After selecting your project, you'll need to specifically choose the Submittals tool from the available options to focus your extraction efforts.

The extraction settings allow some basic configuration options, though they're more limited than newer alternatives. You can decide whether to extract all submittals or focus on specific subsets based on revision status. The system will download all attachments for every step in the submittal workflow without discrimination, providing a comprehensive but potentially overwhelming collection of files.

When you initiate the extraction by clicking the "Extract" button, the system begins downloading files according to your specifications. Depending on the project size and number of submittals, this process may take considerable time to complete. The resulting folder structure follows Procore's organizational logic rather than allowing custom configurations.

Common Limitations to Consider

While Procore Extracts provides a functional solution for bulk downloading, several limitations impact its effectiveness for modern construction documentation needs. Understanding these constraints helps teams determine whether this legacy tool meets their specific requirements.

File naming represents one of the most significant challenges when using Procore Extracts. The tool doesn't allow customization of file names, which can lead to Windows MAXPATH errors if the combined folder path and filename exceed system limitations. This issue becomes particularly problematic for large projects with deeply nested folder structures or lengthy submittal descriptions that translate into extended filenames.

The lack of filtering capabilities creates another notable limitation. Procore Extracts doesn't provide options to download only the latest submittals or specific workflow steps. Instead, it extracts everything without discrimination, potentially cluttering your storage with unnecessary interim files and duplicative content. This all-or-nothing approach often results in downloading significantly more files than actually needed.

For teams working with complex submittal workflows or those requiring precise document control, these limitations may prove too restrictive. In such cases, exploring alternative solutions like Extracts Pro becomes necessary to achieve the desired level of customization and efficiency in the bulk download process.

Extracts Pro for Customized Downloads

Extracts Pro emerges as a more sophisticated alternative for construction professionals who find Procore Extracts too rigid for their documentation needs. This specialized tool focuses on delivering a streamlined and highly configurable experience when downloading submittals from Procore projects.

The customization capabilities represent Extracts Pro's most significant advantage over the legacy tool. Users can apply specific filters to match conditions such as current revision status, particular divisions (like Division 15 for mechanical systems), or certain approval statuses. This filtering functionality prevents the download of unnecessary files and focuses only on the documentation that matters for your current needs.

Extracts Pro also excels at organizing downloaded files through automatic folder grouping. The system can intelligently sort submittals into folders based on specification section, division, status, subcontractor, type, and other relevant categories. This automatic organization saves considerable time that would otherwise be spent manually sorting files after download.

Perhaps most valuable for many teams is the selective attachment download feature. Instead of downloading every file version from every workflow step, Extracts Pro allows users to select only the "latest" or "distributed" attachments. This selectivity dramatically reduces storage requirements and eliminates confusion caused by multiple versions of the same document.

When to Choose Advanced Options

Determining whether to invest in Extracts Pro depends largely on your project's specific documentation requirements and workflow complexity. The tool proves particularly valuable for projects with extensive submittal processes or those requiring precise document organization.

Projects involving multiple stakeholders with different documentation needs benefit significantly from the filtering capabilities. When team members need access to specific submittal types without wading through irrelevant files, Extracts Pro's targeted download approach saves considerable time and reduces frustration. This efficiency becomes especially important during critical project phases when quick access to documentation can prevent costly delays.

Teams working under strict file naming conventions or organizational standards find Extracts Pro's customization options essential. The ability to rename PDFs according to company guidelines ensures consistency across all project documentation and helps avoid the file path limitations that plague the legacy tool. This standardization simplifies document retrieval and improves overall workflow efficiency.

For projects approaching closeout or requiring comprehensive documentation archives, Extracts Pro's organizational features streamline the process of creating final documentation packages. The logical grouping of files reduces the manual effort needed to prepare deliverables and ensures that all required documentation is properly categorized and accessible.

Implementation and Configuration

Getting started with Extracts Pro involves a straightforward installation process through the Procore App Marketplace. The application integrates directly with your existing Procore account, providing seamless access to project data without requiring separate authentication processes.

After installation, the configuration process allows you to establish your preferred filtering parameters. You might choose to select only submittals in the "final approval" stage or focus on specific divisions relevant to current project phases. These filters can be saved as presets for future use, creating consistent extraction patterns across multiple download sessions.

The file naming configuration represents one of the most valuable setup options. Users can establish naming conventions that align with company standards or client requirements. For example, you might structure filenames to include the specification section, submittal number, and approval status for immediate visual identification. This customization helps avoid the path length issues common with the legacy tool.

Once configured, initiating the bulk download process follows a simple workflow. The system provides progress indicators during download, allowing you to monitor completion status for large extraction jobs. The resulting folder structure reflects your customization choices, creating an immediately usable document repository without requiring additional organization.

In-App Bulk Download Alternatives

Beyond dedicated extraction tools, Procore's native interface offers limited but useful options for downloading submittal attachments directly from the platform. This in-app approach provides a convenient alternative for handling individual submittals or troubleshooting specific documentation issues.

Accessing this functionality begins by navigating to your project's Submittals tool through the main Procore dashboard. The interface presents various tabs for viewing submittals organized by Items, Packages, Spec Sections, or Ball In Court status. This organization helps you quickly locate specific submittals without extensive searching.

Once you've identified the submittal requiring download, the process focuses on accessing attachment options through the workflow table. Each row in the submittal workflow contains a vertical ellipsis menu (⋮) that reveals additional actions, including download options. Hovering over "Download All" displays a preview of which attachments will be included in the resulting zip file.

This method allows targeted downloading from specific workflow steps, providing flexibility when you need attachments from particular stages of the submittal process. However, this approach becomes impractical for projects with hundreds or thousands of submittals, as it requires individual action for each document.

Limitations of Native Downloads

While convenient for occasional use, Procore's native download functionality presents several limitations that impact its viability for comprehensive documentation management. Understanding these constraints helps teams determine when to use in-app downloads versus external extraction tools.

The most significant limitation stems from the individual submittal focus. The native interface only allows operations on one submittal at a time, making it impractical for bulk documentation needs. For projects with substantial submittal volumes, this approach would require hundreds or thousands of individual download operations, consuming excessive time and introducing potential for human error.

Attachment availability presents another challenge when using the in-app method. Attachments previously linked to earlier workflow stages may not remain accessible for download from the original step if they've been updated or responded to in subsequent stages. This limitation can create gaps in documentation when attempting to capture the complete submittal history.

File organization also suffers when using native downloads. Unlike external tools that create structured folder hierarchies, files downloaded through the in-app method typically arrive in simple zip archives without meaningful organization. This requires manual sorting and relocation into appropriate folders, adding significant administrative overhead to the documentation process.

Overcoming Common Download Challenges

When downloading large volumes of submittals from Procore, several technical challenges can complicate the process. Understanding these potential pitfalls and their solutions helps ensure successful documentation extraction without frustrating delays or errors.

The Windows MAXPATH limitation represents one of the most common technical obstacles. This operating system constraint restricts file paths to 260 characters, which becomes problematic when combining lengthy folder structures with detailed file names. When Procore Extracts generates paths exceeding this limit, files become inaccessible or fail to download properly.

To overcome this limitation, consider implementing shorter base folder paths for your downloads. Instead of saving to deeply nested directories, use a shorter root location like "C:\ProDocs" to provide more character allowance for the generated file structure. Alternatively, Extracts Pro's file renaming capabilities can automatically create shorter, standardized filenames that avoid exceeding path limitations.

Another common challenge involves handling large attachment volumes efficiently. Projects with thousands of submittals can generate enormous file collections that overwhelm storage systems and complicate navigation. Breaking downloads into smaller batches organized by date ranges, divisions, or contractors helps manage these volumes more effectively and prevents system performance issues during extraction.

Optimizing File Organization

Effective file organization transforms a chaotic document collection into a valuable, accessible resource. Implementing thoughtful organizational strategies from the beginning saves countless hours of searching and sorting later in the project lifecycle.

Consider these proven approaches to optimize your submittal file organization:

• Division-based hierarchy - Create top-level folders for each CSI division to group related submittals logically
• Contractor segregation - Separate submittals by responsible contractor to simplify accountability tracking
• Status categorization - Organize files by approval status to quickly identify approved versus pending documentation
• Date-based archiving - Implement chronological subfolder structures for projects spanning multiple years

When using Extracts Pro, leverage its automatic folder grouping capabilities to implement these organizational patterns without manual intervention. The tool can automatically sort downloaded files according to your preferred hierarchy, maintaining consistency across all extraction sessions.

For teams still using the legacy Procore Extracts tool, consider implementing post-download organization scripts or procedures. While more labor-intensive, establishing a standardized process for reorganizing files after extraction helps maintain consistency and accessibility despite the tool's limitations.

Remember that effective organization extends beyond folder structures to include meaningful file naming conventions. Standardized naming patterns that incorporate submittal numbers, brief descriptions, and status indicators make files instantly identifiable without opening them. This naming consistency dramatically improves team efficiency when searching for specific documentation.

Implementing Best Practices

Successful submittal downloading requires more than just technical knowledge—it demands thoughtful planning and consistent implementation of best practices. Following established guidelines helps avoid common pitfalls and ensures reliable documentation management throughout your project lifecycle.

Before initiating any bulk download, develop a comprehensive plan for how the downloaded files will be organized and utilized. This planning should address folder structures, naming conventions, access permissions, and backup strategies. Taking time for this preparation prevents disorganized file collections that become increasingly difficult to manage as the project progresses.

Always verify that you possess the necessary administrative permissions before attempting extraction. Without proper access rights to the target Procore tools, you may encounter incomplete downloads or permission errors that compromise data integrity. These permission issues can be particularly problematic when attempting to access restricted submittal categories or confidential documentation.

Storage capacity represents another critical consideration often overlooked until problems arise. Large construction projects can generate terabytes of submittal documentation when including all attachments and revisions. Ensure your destination storage system has sufficient capacity before beginning downloads to prevent interrupted processes or fragmented file collections.

Testing and Validation Approaches

Implementing a systematic testing and validation process helps ensure the completeness and accuracy of your downloaded submittal documentation. This verification becomes particularly important for projects with regulatory compliance requirements or legal documentation needs.

Follow these numbered steps to establish an effective validation process:

1. Conduct an initial test download using a small, representative sample of submittals before attempting full-scale extraction. This test reveals potential issues with permissions, file naming, or organization before investing time in comprehensive downloads.

2. Implement a systematic verification process that compares downloaded file counts against Procore's reported submittal numbers. This comparison quickly identifies potential gaps in the extraction process.

3. Perform spot-checking of critical submittals to verify that all associated attachments and revision history transferred correctly. Focus particularly on complex submittals with multiple revisions or extensive attachment collections.

4. Document any discrepancies or issues encountered during validation, including specific submittal numbers and error conditions. This documentation helps troubleshoot systematic problems and provides valuable reference for future extraction processes.

After completing validation, maintain regular synchronization between Procore and your local documentation archive. Construction projects continuously generate new submittals and revisions, requiring periodic updates to your downloaded collection. Establishing a regular schedule for incremental downloads helps maintain documentation currency without requiring complete re-extraction.

Leveraging Community Knowledge

The broader Procore user community represents an invaluable resource for optimizing submittal download processes. Construction professionals across industries have developed innovative approaches and workarounds that address common challenges and improve efficiency.

Online forums and user groups dedicated to Procore implementation contain extensive discussions about submittal management best practices. These communities often share custom scripts, folder templates, and naming conventions that solve specific extraction challenges. Taking time to explore these resources can reveal solutions to problems you're currently facing or help avoid issues before they arise.

Procore's official support documentation provides another valuable knowledge source, particularly for understanding tool limitations and recommended workflows. The support articles for both Procore Extracts and Extracts Pro contain detailed guidance on configuration options and troubleshooting approaches. Bookmarking these resources ensures quick access when questions arise during the extraction process.

Many construction firms have developed internal knowledge bases documenting their specific approaches to submittal management. These resources often contain company-specific naming conventions, folder structures, and process workflows tailored to organizational needs. Consulting these internal resources helps maintain consistency across projects and prevents documentation fragmentation caused by inconsistent approaches.

Real-World Implementation Examples

Examining how other construction teams have implemented submittal download strategies provides valuable insights for optimizing your own processes. These real-world examples illustrate both successful approaches and potential pitfalls to avoid.

A large commercial construction firm managing a hospital project with over 3,000 submittals developed a phased extraction approach. They divided downloads by construction phase and CSI division, creating manageable batches that prevented system overloads. This segmentation also aligned with their project schedule, ensuring that documentation was available when needed for each construction phase.

Another example comes from a specialty contractor who implemented automated post-processing of downloaded submittals. Their system automatically extracted key metadata from submittal PDFs and populated a searchable database that linked to the downloaded files. This integration dramatically improved document findability and reduced time spent searching for specific information across thousands of submittals.

A regional construction management company faced challenges with inconsistent submittal naming across multiple subcontractors. They implemented Extracts Pro with custom naming rules that standardized all downloaded files according to company conventions. This standardization eliminated confusion caused by varying submittal naming approaches and simplified document retrieval during inspections and client meetings.

Future Procore Documentation Trends

As construction technology continues evolving, submittal management approaches will likewise transform to meet changing industry needs. Understanding emerging trends helps teams prepare for future documentation requirements and tool capabilities.

Cloud-native documentation management represents one of the most significant shifts affecting submittal handling. While current approaches often focus on downloading files to local storage, future systems will likely emphasize cloud-based access with sophisticated search and retrieval capabilities. This transition reduces reliance on physical storage while improving accessibility across distributed teams.

Integration between platforms continues growing in importance as construction firms utilize multiple specialized software solutions. Future submittal management will likely feature stronger connections between Procore and dedicated document management systems, enabling seamless information flow without manual downloads. These integrations will automatically synchronize documentation across platforms, maintaining consistency without administrative overhead.

Artificial intelligence and machine learning technologies are beginning to transform document classification and retrieval. Future systems will likely incorporate intelligent categorization that automatically identifies submittal types, extracts key information, and organizes documentation without manual intervention. These capabilities will dramatically reduce the administrative burden of managing large submittal collections.

Mobile accessibility continues gaining importance as construction teams become increasingly distributed. Future submittal management solutions will emphasize responsive interfaces that provide full functionality on tablets and smartphones. This mobility enables field personnel to access critical documentation without returning to the office, improving efficiency and reducing communication delays.

Streamline Your Submittal Management Today

Implementing efficient submittal download processes transforms project documentation from a administrative burden into a valuable resource that supports successful project delivery. The methods and tools discussed in this article provide practical approaches for managing submittals at any scale, from small renovations to major infrastructure projects.

The choice between Procore Extracts, Extracts Pro, or in-app download methods depends on your specific project requirements and organizational workflows. For smaller projects with limited submittal volumes, the native in-app approach may prove sufficient. Medium-sized projects often benefit from the legacy Procore Extracts tool, despite its limitations. Complex projects with thousands of submittals and strict organizational requirements typically justify investing in Extracts Pro's advanced capabilities.

Regardless of which method you choose, implementing consistent naming conventions, folder structures, and validation processes ensures documentation integrity throughout the project lifecycle. These standardized approaches prevent the confusion and inefficiency caused by disorganized file collections or inconsistent naming practices.

Remember that effective submittal management extends beyond mere file downloads to encompass the entire documentation lifecycle. Consider how downloaded submittals integrate with other project documentation, including RFIs, change orders, and as-built drawings. This holistic approach creates comprehensive project records that support both current construction activities and future reference needs.

By applying the strategies and best practices outlined in this article, you'll transform submittal management from a tedious administrative task into a streamlined process that supports project success. Your improved documentation accessibility will benefit everyone from field personnel needing immediate information to executives requiring comprehensive project overviews. Start implementing these approaches today to experience the benefits of efficient submittal management on your current and future construction projects.