Requested, received and approved are different submittal states
Format: Explainer.
A file can reach the office without passing review. Keep those two events separate. A submittal is an item sent for project review, such as a product sheet or shop drawing.
Procore has a “FOR RECORD ONLY” response for a submittal kept on record.[7] That is a label in its product. Ask your project's responsible professionals which review terms to use and what each one means.
Name the next step
Use this proposed tracking guide. It does not set your project's approval rules.
- Requested: The office asked for a named item. The coordinator follows up if it has not arrived.
- Received: A file arrived. The document owner checks its job, item and version. Receipt alone is not approval.
- Routed: The matching file went through the agreed review path. Name the person who must review it.
- Response recorded: Keep the reviewer's exact words and source. The project lead checks what the response allows.
- Approved: Use this label only when the authorized decision supports it. The responsible professional sets its meaning.
A positive comment is not enough to mark a file approved. Keep any limits in the response. Record who gave it and which version they reviewed.
Try a missing-file handoff
In this hypothetical example, the office receives submittal S-22, revision 1. The cover names the right job, but an attachment is missing.
Mark the packet “received, incomplete.” The coordinator requests the missing file. The named reviewer owns the review once the packet is routed. Neither step approves materials, design or work.
When the corrected file arrives, link it as a new revision. Keep the first packet so staff can see what changed.
Core Agentic can discuss custom document tracking around your review roles. Book a Demo to map who receives, checks and approves each item.
Sources
These sources describe the named provider or framework. They do not establish a Core Agentic integration, customer result or certification.