Sync Stages

Stage 1: The Initial Sync Process

When you first connect a project, the integration must run an "Initial Sync" to establish the connection, mirror your folder structures, and perform the first major data transfer. There are two ways this initial sync can occur, depending on where your data currently lives before adding project to sync. Refer this article on how to add a project to sync

Option 1: Standard Sync (All tools)

Use this option when: You have data in Procore, and your destination SharePoint location is completely empty.

When you add a project to sync using this method, the system will first mirror your Procore folder structure to the destination in SharePoint, and then begin copying the files into their relevant folders.

• Timeframe: Depending on the total size of your data, the initial sync can take anywhere from 15 minutes to 48+ hours.

• ⚠️ IMPORTANT WARNING: During this initial sync period, do not add, edit, or move any files in the SharePoint destination folder. Modifying data while the system is building its database can cause the integration to miss those changes.

• Completion: Once the initial sync is fully completed, you will receive an automated email notification with the subject line: "Two way sync initiated for project XXXX". At this point, you can safely begin adding and editing data in both systems.

Option 2:  Initiate the first sync from SharePoint (Project Documents Tool ONLY)

Use this option when: You already have existing data inside your SharePoint destination folder prior to connecting the integration (your Procore side may or may not have data), and you want to push that existing SharePoint data into Procore during the initial sync period.

If you have existing data in SharePoint, you can still map the project to that location. To start a sync with existing SharePoint data, please follow the steps outlined in our FAQ guide:  How to perform a first sync from SharePoint

What to expect during a Reverse Sync:

• Sync Speed: The initial sync process will be 3 to 5 times slower than a standard sync. This is because the system must meticulously check and compare every single file in both SharePoint and Procore before moving them.

• Conflict Resolution (Same File Names): During the initial sync, if a file exists in both Procore and SharePoint with the exact same name and extension, the system will compare their last modified dates. It will retain the newest file, overwrite the obsolete one, and save the updated metadata in our database.

• Best Practice: We highly recommend using this option only when your Procore project has very little to no data. This helps avoid version clashing.

• Completion: Just like Option 1, you will receive the "Two way sync initiated for project XXXX" email once the system is ready for regular use.

Stage 2: Regular Sync Behavior

Once the Initial Sync is complete and you have received the confirmation email, your integration enters the "Regular Sync" phase.

How data flows during Regular Sync:

• Documents & Photos: Will actively sync two-way. Any changes made in either system will reflect in the other.

• All other tools: Will actively sync one-way. Any new data or changes made in Procore will automatically push to SharePoint.

Timing and Sync best practice:

• Trigger Time: After a file has been edited, closed, and saved, the system will receive the changes within 1 to 5 minutes and begin processing the data to the opposite app. The total time it takes for the file to appear / show changes, depends on the file's size.

• Save & Close Rule: - Ensure files are properly saved and closed before expecting sync.