There are two ways to build a Closeout Log on a project:
- Begin from a template (recommended)
- Start from scratch with an empty log
If starting from an empty log, Extracts Pro recommends importing some Procore submittals to help build out a baseline register.
Best Practice when not using Closeout Log Templates
Early in a project, it is recommended to use Procore's submittal builder to build a list of required submittals on a project. You can then group them into Action and Closeout submittals. Extracts Pro highly recommends tagging all submittals with the Type or Submittal Package fields. This will help keep a clean log of all required items for turnover and enable your team to be more proactive throughout a project.
Once you're happy with your Submittal register in Procore, you can then link Extracts Pro to your submittals in Procore.
How to Import Submittals
- Create an empty Submittal Log
- Select Submittal Import
This will then bring you to the following window where you can begin filtering which submittals you'd like to import into Extracts Pro. It is normal to take a moment on larger projects to load all submittals.
From here, simply select "Add Filters" and filter to which submittals you'd like to import - by type, package name, etc.
Now, select the checkboxes next to the item(s) you'd like to import.
RECOMMENDED!
There is a "configure fields" option on the bottom left-hand corner of the screen. We recommend ensuring that the submittal title is what is imported into Extracts Pro's description field.
You can now import your Procore Submittals. Each imported submittal will create one requirement/row in your team's log.
FAQ
How do statuses work with imported submittals?
Extracts Pro is built to support importing/building a Closeout Log at any point throughout a project. When submittals are imported, they are marked as complete automatically if they have been "Closed" in Procore. However, if they are in an "Open" status, they will import as pending.
Extracts Pro will listen for changes throughout a project. If a submittal is later closed, the status of the requirement/row in Extracts Pro will automatically update from Pending to Complete, with no work required from you.
How do submittal revisions work with imported submittals?
As before, Extracts Pro is built to support creating a submittal log at any point in a project. If a log is created early and a revision occurs to a submittal, Extracts Pro will automatically "hear" the revision, and keep the log up to date and linked to the latest revision.
What happens if I create a new submittal in Procore?
Extracts Pro will not assume that new submittals in Procore should be included in a Closeout Log. Towards the end of a project, it's recommended to follow the above "Add" process, apply filters, and ensure all items relevant to closeout have been selected. Extracts Pro will not allow for duplicate importing of the same submittal.