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Procore-Connected Submittals

Current-reviewer and sent-date rules, the review round trip, and returning responses to Procore.

Overview

On a connected project, the CM/GC creates Submittals in Procore; LiveArch runs the design-team review and returns the official response. LiveArch participates only in Submittals actually routed or assigned to it — Procore does not grant it visibility into unrelated project records. This page covers the Procore-side rules; for the review workflow itself, see Submittals.

Routing: what makes a Procore Submittal reach LiveArch

Required Submittal information must be complete, and a few conventions on the Procore record decide whether it reaches LiveArch — plus one field that looks like it should route it, doesn't:
  • Specification and Number & Revision — the complete project-required structure, commonly the six-digit specification section, file number, and revision number.
  • Attachments — one combined searchable PDF containing the transmittal, CM/GC stamps, and all material for review.
  • Submittal Workflow — the LiveArch Integration user as the reviewer, and the only one when consultant review runs in LiveArch. LiveArch pulls the Submittal only when this row is the current reviewer — required, and not immediately obvious.
  • Distribution List — optional, for awareness. Being listed here does not trigger the sync.
  • Create & Send Emails — issuing this way sets the workflow row's sent date, which must be set before LiveArch will pull the Submittal.
LiveArch pulls the Submittal once the integration user is the current reviewer and the sent date is set.
If a Submittal does not appear in LiveArch, check the fields above — especially that there is a “Sent” date for LiveArch. This is the most common cause of issues; more info is available in Troubleshooting: Procore Syncing.

Returning a response to Procore

Video: Return a response to Procore (~60 sec)
Finalize the review, sync it back, and verify the Procore record.
  1. Confirm reviews are complete
    Confirm that all required reviewers have completed their work.
  2. Confirm the formal response
    Confirm that the formal response is complete and uses the approved response value, and check the final PDF and attachments.
  3. Return it
    Use the available Submit and Sync, Return to Procore, or equivalent action.
  4. Verify in Procore
    Open the Procore record and verify that the response, status, and attachments arrived correctly.
When a Submittal is returned successfully, Procore marks it returned and advances its configured workflow as if the response had been entered through Procore.

Closing or deleting connected records

Coordinate with the BBB project team before prematurely closing or deleting a connected record in Procore. The corresponding LiveArch record may also need attention. An uncoordinated change can leave an orphaned or inconsistent record in one system. If a record already looks out of step, start with Troubleshooting: Procore Syncing.

Support

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