Features - bulk export/import
Bulk Export/Import - Submittals
Detailed guide for bulk export and import of submittals in Procore, including available fields, data types, and tool-specific limitations.
This guide covers the specific implementation of bulk export/import for the Submittals tool in Procore. For general concepts and the overall process, see the Bulk Export/Import - Overview.
- 1 - Submittals Available Fields
- 2 - Submittals Fields Specificities
- 3 - Data Model Reference Sheets
- 4 - Submittals-Specific Limitations
- 5 - Common Use Cases
- 6 - Related Documentation
1 - Available Fields
1.1 - Native Fields
The following native fields are available for export and import:
| Field Label | Export Name | Data Type |
|---|---|---|
| ID | id | string |
| Number | number | string |
| Title | title | string |
| Description | description | rich_text |
| Revision | revision | string |
| Private? | private | boolean |
| Status | submittal_log_status_id | lov_entry |
| Type | submittal_type | lov_entry |
| Location | location_id | lov_entry |
| Cost Code | cost_code_id | lov_entry |
| Spec Section | specification_section_id | lov_entry |
| Sub Job | sub_job_id | lov_entry |
| Package | submittal_package_id | lov_entry |
| Responsible Contractor | responsible_contractor_id | vendor |
| Received From | received_from_id | login_information |
| Submittal Manager | submittal_manager_id | login_information |
| Distribution Member(s) | distribution_member_ids | lov_entries |
| Due Date | due_date | date |
| Submit By Date | submit_by | date |
| Received Date | received_date | date |
| Issue Date | issue_date | date |
| Required on Site Date | required_on_site_date | date |
| Actual Delivery Date | actual_delivery_date | date |
| Confirmed Delivery Date | confirmed_delivery_date | date |
1.2 - Custom Fields
All custom fields configured in the Correspondence tool’s fieldset are automatically included. These follow the standard Procore data types (Text, Rich Text, Number, Date, Checkbox, and Dropdowns). Custom fields appear with their configured names and follow the same data type rules as native fields.
2 - Field-Specific Details
2.1 - Number Field
When importing new items, ensuring a unique number is required otherwise the import will log an error message.
2.2 - Description Field (rich_text)
- Export of Description field for Submittals is done in flat text (API limitation) and therefore does not include HTML formatting
- If the Description is not modified, it is not re-imported so that it does not modify the formatting. However if you changfe the Description, it will reimport and you will loose specific rich text content (multiple lines, color, bold parts, etc) you may have initially.
Note: This only applies to the Description field and not to the custom rich text fields.
- Limited to ~25,000 characters on export - Longer descriptions will be truncated
Best practice: For submittals with very long descriptions, or if you don’t want to modify Descritpions, exclude this field from export (or suppress the column in the Excel).
2.3 - Received from and Responsible contractor
The “received from” user must match the “Responsible Contractor” vendor. This is not checked during reimport and may lead to import errors if not respected.
3 - Data Model Reference Sheets
The export file includes these sheets for submittals (some are hidden by default):
| Sheet Name | Contains |
|---|---|
| location_id | Project locations |
| cost_code_id | Project cost codes |
| specification_section | Project spec sections |
| sub_job_id | Project Sub jobs |
| submittal_type | Company Submittal types |
| submittal_package_id | Project Submittal packages |
| submittal_log_status_id | Company Submittal statuses |
| vendor | Contractors/vendors |
| login_information | Users with emails |
| boolean | True/false values |
Custom field dropdowns: Each custom dropdown field gets its own reference sheet with valid values.
4 - Submittals-Specific Limitations
4.1 - Elements not Checked
The “received from” user must match the “Responsible Contractor” vendor. This is not checked during reimport and may lead to import errors if not respected.
4.2 - Technical & Data Constraints
- Attachments: Files and photos cannot be uploaded via bulk import; they must be attached manually to individual items.
- Workflow-Locked Fields: Workflows and workflow answers are managed directly in Procore and are NOT modifiable by this bulk action
- Elements not available: Schedule task assignments (task_id) and some internal time tracking fields are not available in the export / import
- Fieldset Alignment: The import will fail if the Excel file contains columns (Export Names) that do not exist in the submittals’s current Configurable Fieldset.
- Trade IDs (Multi-select): Currently, the bulk tool supports only single-value “Trade” fields. Multi-select Trade configurations are not supported.
4.3 - File Integrity
The main data sheet must be named exactly as defined in the export (SUBMITTALS).
5 - Common Use Cases
5.1 - Mass Status Update
Update status for multiple submittals:
- Export with only ID, Number, Title, and Status fields
- Filter to submittals needing status change
- Update Status column with new value from reference sheet
- Import with mandatory check disabled
5.2 - Bulk Creation from Template
Create multiple submittals with similar data:
- Export template without existing items
- Add rows with unique numbers and titles
- Copy common field values down columns
- Leave ID column empty
- Import with mandatory check enabled
5.3 - Update custom field in Batch
Adjust custom fields for a group of submittals:
- Export with ID, Number, Title, and relevant custom fields
- Filter as required
- Update custom fields values
- Import with mandatory check disabled
6 - Related Documentation
- Bulk Export/Import - Overview (general process and concepts)