How Do I Manage & Approve Subcontractor File Requests?

Subcontractor File Requests ("File Requests") help solicit collaboration from subcontractors to manage building a closeout binder. File requests are separate from the main Requirements listed on your Closeout Log: they can have different statuses , internal comments, and more.

For example: A Requirement can be in "Pending" status, but if a file requested from a subcontractor is rejected, the File Request can be in "Revise and Resubmit" status. 

Managing Requests

Once requests have been created, they can be found on the "File Requests" Tab. Several fields are automatically populated from the underlying Requirement attached to the File Request, including: 

• Responsible Contractor
• Title [Type]
• Trade
• Spec Section

 There are two primary fields designated for internal and external communication:  

• Description (Think of this as an external note to your subcontractor)
• Internal Notes (Not visible to collaborators outside of your company). 

Like the Closeout Log, most fields are inline editable; meaning that you can double-click on a cell to edit it (such as due date). 

Shareable Links

To help facilitate collaboration, each subcontractor receives a unique, no-login required portal displaying only their outstanding file requests for your project. 

A link to this portal is included in each request and reminder email. However, you may need to resend a subcontractor a link to their unique portal.  To do so, select the Shareable Links option in the top right-hand corner,  and then select the subcontractor you'd like to share a link with. The link will be automatically be copied to your computer's clipboard. 

Shareable Links

Important Note to users of Procore's Embedded App

Procore does not allow automatic copying of the link into your clipboard from an embedded app.  Clicking on a shareable link will open the subcontractor's portal in a new window. You'll then need to manually copy the URL (address bar) of the page you're seeing. 

Managing Submissions

Once a subcontractor has submitted a file for your review,  the status of that request will change to Ready for Review automatically. All subcontractor document file submissions are uploaded into Procore Documents, into a folder tree called "Extracts Pro" > "File Uploads". This provides long-term discoverability of the document for the team. 

1. To review a file, click on the link to the document. Procore documents will open the file in a new window.

Note: It is recommended to rename the file in Procore Documents for easy, consistent identification by your team. This will not affect the Extracts Pro link to the file. Likewise, moving the file in Procore documents (such as into another folder) will not break the link. 

Subcontractor's Uploaded File and Provide Response Option

2. To approve or reject an item, select the Provide Response option. You'll then find yourself in a new window: 

Provide Response

There are two options: 

• Approved
  
  • Automatic Completion: If a file request is approved and this request fully completes the underlying Requirement on the main Closoeut Log, it is recommended to first enable the Automatic Completion slider. This will ensure that your log is up-to-date and eliminate the need to go back to the main log to mark the Requirement as Complete. 
    
  • Comments: Comments are optional, and will be included below the "status" field. 
    
    
• Revise & Resubmit 
  • The Automatic Completion slider will not update the underlying requirement regardless of the status it's in.  
  • Comments will be included in an email sent to the subcontractor, notifying them that the document was rejected. 

Best Practices

• As with the primary Closeout Log, it is recommended to arrange the fields (columns) in a way that makes the most sense for your team; they can be placed in any order and resized. 
• When approving documents, enable the Automatic Completion slider early. It will stay in whichever selected location you choose (enabled/disabled).
• As files are submitted, rename them in Procore Documents. This can help mitigate risk of Windows MAXPATH file length issues upon final extract. 
• Comments should be descriptive; you can even include notes/initials of who approved/rejected documents.