Extracts Pro is designed for flexibility. Sometimes, Procore Submittals isn't a perfect fit for what your team needs to collect documents, like Warranty Documents. If that's the case, you can use Extracts Pro to request, collect, and review documents from outside contractors or other third parties.
Background
There are two "tabs" as part of Extracts Pro's Closeout Log: Closeout Requirements, which is a summary of all Documents to be turned over, as well as File Requests.
File Requests are designed to be utilized to request, track, and approve documents from Subcontractors. At the top of the page, you'll find a list of all open file requests. When a file request is created for a Requirement, you'll also find it linked under the "Items" field.
File requests can either be created one-by-one or in bulk. In general, Extracts Pro recommends creating file requests in bulk to cut down on email noise for those you're requesting files from.
Required Set-up
- Each requirement must have an associated Responsible Contractor
- It is recommended to configure a Substantial Completion date.
- To do this, select the settings gear icon right-hand corner of the screen. Then select "Details", and enter a Substantial Completion Date.
How To Create File Requests
To create a file request, check the boxes on the left-hand side of the screen for the Requirements you'd like to request. On the menu that appears at the bottom of the screen, you can then select Request Files.
Creating File Requests
Configure and Send File Requests
After selecting Request Files, a window will appear on the right-hand side of the screen.
For each requirement, you'll need to designate one (or many contacts) at your Subcontractor who should be notified with this request. If the Responsible Contractor and Submitters fields are blank, you must go back to your main Closeout Log and first designate a Responsible Contractor. Both Responsible Contractor and Submitters are sourced directly from your Procore Project Directory.
By default, the Due Date will be the project's designated Substantial Completion date (as configured above). The due date field can be changed at this time if you'd like. Additional Notes will be passed along to the subcontractor and visible to them on their File Requests Portal.
Once these options have been configured, select "Create Requests". Extracts Pro will now begin sending emails to your contacts to request documents. By default, Extracts Pro will combine multiple requests to a subcontractor into a single email.
Next: How Do I Manage and Approve Subcontractor File Requests?