Prerequisites
- Have a licensed Extracts Pro account with Closeout Log enabled
Steps
- Proceed to a licensed Procore project in Extracts Pro.
- Click New > Closeout Log
If you do not have a dropdown menu that appears when clicking New, your organization has not licensed Extracts Pro's Closeout Log. Please reach out to sales@extractspro.com if you'd like more information. - Select Add Requirements. Requirements are unique documents that need to be turned over to a client. For example, an O&M for a specific piece of equipment. They can also be bulk items: for example, the final punch list.
- Requirements can be imported directly from Procore Submittals.
- Requirements can also be created on the fly with Quick Create. - From Submittal Import, filter submittals by any relevant parameters (specification section, type, etc). Click the checkboxes next to the items you'd like (or select all using the Select Filtered button).
- Extracts Pro will automatically import the Submittal Type, Status*, Spec Section, and Responsible Contractor, and Description.
How do I change the Status of a Requirement?
Note that you can decide whether the Procore Submittals' Submittal Title or Submittal Description populates Extracts Pro's Description field by selecting the Configure Fields option on the bottom left-hand corner of the screen.
Once imported into a log, these fields can all be changed by double-clicking or via bulk editing.
Important Note
Updating most Submittal fields in Procore (Title, Responsible Contractor, Type, Spec Section) will not update the Requirement fields in Extracts Pro once the Submittals have been imported. However, updating the status of the item in Procore (Open to Closed) will update the status field in Extracts Pro (From Pending > Complete ✅). - For items that are not found in Procore as Submittals, click Add Requirements > Quick Create.
- Types are typically used for types of documents: O&M's, 1 Year Warranty, etc. The Type field will have any types that are already existing in the log. Users can create new types on the fly by free-form typing in the Type box, then clicking Add New Type.
How do I bulk-create Types or Trades of Closeout Log Requirements?
- To bulk create many new requirements, users can select multiple Types, Responsible Contractors or Spec Sections.
For example, you may create a type "1 Year Warranty", then bulk select many subcontractors. This would create one requirement of type "1 Year Warranty" for each of the Contractors selected. - Users can fulfill Quick Created requirements one of three ways:
1. By linking to Procore objects (like RFI's)
2. By uploading directly from their computer.
3. By requesting documents directly from Subcontractors via Extracts Pro. - Statuses can be updated to Complete ✅ by double-clicking on Pending, or by taking an action that will automatically change the status of the item.