Sync Procore Project Metadata to Sharepoint
What’s in it for me?
Better organization: Add Procore project information as metadata to organize SharePoint folders.
Easy filtering: Filter and find project folders using metadata columns such as Project Stage, Project Region, Project Sector, and more.
Less manual work: Automatically populate selected project details from Procore.
Faster access: View and manage key project information directly in SharePoint.
Prerequisites
Before enabling Metadata Sync, you must upgrade your SharePoint permissions.
The existing SharePoint permissions do not provide the access required to add or update metadata. You can upgrade the permissions from the Connection page. Once upgraded, the integration will have the required access to manage metadata in SharePoint.
Note: If the Custom App Advanced Authentication option is enabled, the SharePoint connection page may appear differently.
Step 1: Upgrade SharePoint Permissions
- Access your Procore SharePoint Integration app
- On the Integration page kindly click on the “Up arrow” button
- Click on “Upgrade to Extended Permission” under SharePoint to re-authorize the account with extended perimssions.
- You will be redirected to a connected page, Select the option "Connect with Extended permissions".
- Add credentials when asked and the connection will complete.
Once the permissions are upgraded, the integration can add and update metadata in SharePoint.
Step 2: Enable Metadata
After upgrading your SharePoint permissions:
-
Visit the Settings tab.
- Enable the Metadata option.
- Select the Procore project fields you want to use as metadata.
-
Save your settings.
The selected fields will then be available for synchronization to SharePoint.
Available Metadata Fields
- Project ID
- Project Name
- Display Name
- Project Number
- Active
- Project Stage
- Start Date
- Projected Finish Date
- Completion Date
- Address
- City
- State
- Postcode
- Country
- Project Region
- Project Sector
- Estimated Value
- Total Value
- Work Scope
- Delivery Method
- Accounting Project Number
- Owners Project ID
- Parent Project ID
- Company ID
- Company Name
- Last Updated in Procore
- Created in Procore
- Is Demo Project
Where is the Metadata Added?
Metadata is applied to the parent folder selected for the project in SharePoint.
The metadata fields selected from the Settings page will be added to SharePoint and populated with the corresponding project information.
When Does Metadata Sync?
Metadata is added during the initial sync execution for the project.
There is no separate cron job dedicated to metadata synchronization.
For New Projects
When a project is initially synced, the integration will add the configured metadata to the selected parent folder in SharePoint during the initial sync execution. Please note:
- Metadata columns are created and populated only once during the initial project sync execution.
- The fields selected in Settings are automatically added as columns next to the project’s selected parent folder in SharePoint. Metadata applies only to selected parent project folders not subfolder inside it.
- There is no separate, recurring cron job dedicated to syncing metadata continuously.
For Existing Projects
If a project was already synced before Metadata Sync was configured, you will need to manually update its metadata.
Manual updates are also required when there are changes to the configured metadata fields.
How to Update Metadata Manually
For existing projects or changes to metadata fields:
Click on the Configuration tab.
Select Configuration Type as Project Configuration.
Select the project you want to update.
Click on the Update Metadata button to sync metadata.
The integration will then update the metadata in SharePoint using the latest configuration.
Troubleshooting Metadata Issues
If you encounter an error when accessing or updating metadata, reconnect the SharePoint connection using Extended Permissions.
This ensures that the integration has the required access to add and update metadata in SharePoint.
Unsupported Configurations
Metadata fields are currently not supported for:
- Procore Company Configuration
- Document sync configured at the Root folder level
Required SharePoint Permissions for Metadata Sync
Manage Lists – Allows the integration to manage SharePoint lists and their columns.
Add Items – Allows the integration to add items to lists and document libraries.
Edit Items – Allows the integration to update items and documents.
Delete Items – Allows the integration to delete items from lists and document libraries.
View Items – Allows the integration to view items in lists and document libraries.
Open Items – Allows the integration to access document contents.
View Versions – Allows the integration to view previous versions of items and documents.
Delete Versions – Allows the integration to delete previous versions.
Create Alerts – Allows the integration to create alerts.
View Application Pages – Allows the integration to access SharePoint forms, views, and application pages.
These permissions are shown in the SharePoint Edit Permission Level settings. Ensure they are enabled for the permission level assigned to the account used by the SyncEzy integration.
Important: The SharePoint connection must also be re-authorized using Extended Permissions through the SyncEzy Integration Portal. Enabling permissions in SharePoint alone does not replace the Extended Permissions authorization step.