Procore to SharePoint Integration Overview

Summary

This guide will give a detailed overview of the Procore SharePoint integration dashboard and reporting tools available.

Getting Started

Make sure you have the correct user credential permissions in Procore and SharePoint to setup up your SyncEzy integration account linking both company accounts in your SyncEzy portal.

Dashboard

The dashboard tab gives you detailed information on your added projects. For example, project names, size, and logged activities. It also shows you how much data has been synced and how much data has been deleted from the sync. To know this you can simply click on the details button (highlighted above) and filter the dates to see the data.

The Dashboard tab also shows the Average File Sync Speed as highlighted above).

Actions:

In this section, you will see a list of added projects and their size of synced data on the right.

Active Projects:

In this section, you will find all of your active projects, their IDs, and last synced time.

Logs:

In this section you will find a list of actions that you have taken on your projects (added or removed), it will also record the time the action was taken at.

Details

SyncEzy-Email

This is the email you signed up with to access the integration portal on integrations.syncezy.com

Procore-Username

This is the email associated with the Procore account you connected.

SharePoint-Username

This is the email associated with the SharePoint account you connected.

Sync Options :

App Owners can choose what options are selectable during Sync. Basically the APP Owner can enable/disable the sync methods and features. Please note these toggles are visible to APP Owner only.

Notification Email

Enabling this option will send you an email to the SyncEzy-Email about the sync status.

Special Characters

The Procore-SharePoint sync does not allow special characters in the naming. Enabling this option allows us to replace these Special Characters in the Procore Photos tool Album names from # % * : < > ? / \ | ~ " to Hyphen '-'. You may face errors while syncing if you add any of these special characters in Procore or SharePoint and if this option is disabled. This feature works for the Photos tool only as Procore itself cleans up the special characters for the Documents tool whereas in the Photos tool, they allow special characters.

Sync Deletes

Enabling this option will allow end users to delete files from either system and the sync will mirror those deletions provided the files/folders are within your syncing folders as set up in the configuration step. If you delete a file from Procore, it will delete it from SharePoint. If you delete a file from SharePoint, it will delete it from Procore. If this option is disabled, deleted files will not be synced and you will have to manually remove it from the other system. You can increase or decrease the limit by inputing the limit you want and clicking save. Once the limit is hit, the sync will not delete any more files and the sync will email the SyncEzy admin with the path of the files not deleted. The Sync deletes limit will reset after 24 hours. Please note that the 24-hour deletion limit reset is based on the file deletion time, which means the 24-hour starts from the time you have deleted the file. The important thing to note is that, currently this feature works within the "Documents" tool only. For "Photos" tool you will need to manually delete the files from both sides.

Please note: For example, if this feature is enabled and your sync delete limit is set to 25 in 24 hours and you have deleted 100 files from SharePoint, the deletion of 25 files only will be synced back to Procore. This means those 25 files only will be deleted from both applications (you are syncing your deletes). However, the deletion of the remaining 75 files will remain unsynced in Procore unless those files are deleted manually from Procore. These 75 files will be shown as unsynced when you check the File Manager in your SyncEzy Integration Portal. To avoid this we recommend you to increase the Sync Delete limit to 10000 or more. The deletion limit can be changed in the Details menu.

Be sure to review this article and share with your end users so all team members are clear on how this functions to avoid accidental unintended syncing of deletions.

Integration Name

This setting is to give a custom name to your integration. Click on the pencil icon to edit and click save when you are done. You can enter 70 characters maximum.

Notifications Emails

Add emails to receive notifications. Multiple emails can be added. Separate each email with a comma, like: mail@example.com, mail2@example.com.

Data View

The Data View tab is all of the data SyncEzy has stored historically from a compliance perspective and you can export into an excel spreadsheet if required. The integration is programmed to alert your admin(s) of any pertinent actions needed to be taken if there's ever an issue created by an end user so you will not need to be searching in the reporting on a daily basis. If you have questions on any of these reports as they are developer-friendly for referencing, please use the 24/5 icon and start a chat with a Tech Specialist from our Support Team for clarification. You can screenshare with our Tech Specialists to walk them through any questions you may have as well in your Procore or SharePoint accounts regarding end user activities, etc.

Sync Status

You can view the sync status in this tab - success or failure. The sync runs every day and you will be able to see when it starts and when it completes.

File Manager

The "File Manager" tab offers a comprehensive view of files in both Procore and SharePoint, allowing easy navigation and management.

Here is an overview of the File Manager menu, based on the screenshot below.

1 - Select whether you wish to view files/folders for your projects or Company level documents

2 - This is a dropdown list of all the projects/companies (for company-level documents) you configured and added to the integration.

3 - Select whether you want to view Documents, Photos, RFIs Drawings, Forms, Observations Inspection , Incident or Submittals, and then press Search to load the results. (This is applicable for the projects only, as for company-level documents there is no Photos, RFIs tool)

4 - This link provides direct access to the SharePoint location where syncing folders and files for the current navigated level are stored.

5 - This button will allow you to sync ONLY the files and folders in the navigated level. Child and parent files/folders will not sync when this is pressed.

6 - This link provides direct access to the Procore location where syncing folders and files for the current navigated level are stored.

7 - The right side is a list and count of all files and folders in the SharePoint location.

9 - The left side is a list and count of all files and folders in the Procore Project.

8 - The green tick marks indicate that the files/folders are synced and matching between both systems. If it is not matching or synced, it will appear with a red cross and the text in either the Procore or SharePoint side will be greyed out.

Error Logs

This section is basically for Support Users and Developers only to investigate issues within the integration.

In this tab, you can view a log of errors by the project. This is useful in case you want to know why the project may not have been synced.

Simply choose the project from the dropdown and it will populate the errors. If there are no errors, nothing will be populated.

Configuration

The Configuration tab is where you will add your projects and Company Documents from Procore and select the location in SharePoint you want to sync it to. Refer to the steps outlined below for adding a project, followed by instructions on integrating company documents to sync the data to Sharepoint and vice versa.

We have three methods to configure the projects.

1. Full Project Sync
2. Auto Project Sync

3. Selected Folder Sync

1. Full Project Sync

Classic Method is useful when you have a few projects to add. With this method, you can add the projects one by one.

Prerequisite: Create a folder with the project name or any identical name in SharePoint where you would like to sync your project. (In this example we have created a folder with the Project name in SharePoint).

Once you have the folder created please refer to the steps below :

1. Click on the "Add Project to Sync" button under the Configuration tab in SyncEzy Portal.

2. In the window that pops up, choose your Procore company first

3. Select the Procore project from the list

4. In Project Tools, select whether you want to sync Documents, Photos, RFIs, Inspection , Incident Drawings, Forms, Observations, Submittals or all.

5. On the right-hand side, select your SharePoint Site and Library.
6. Navigate and select the folder you want to sync to. This is the folder that we created with the project name in SharePoint. Selected tools folder (Documents, Photos, RFIs, Inspection , Incident Drawings, Forms, Observations, Submittals) will be created on this location only to sync the data.

7. Click on "Select this location" to sync your Procore project files to the desired location.

8. Click on Add Project when you get the message "Path selected successfully".

Once you have clicked on "Add Project" your project will be added to the integration configuration and tools folders (Documents, Photos, RFIs, Inspection , Incident Drawings, Forms, Observations, Submittals) will be created in SharePoint under the chosen path folder during the initial sync and data from Procore tools will be synced to these folders. Please do not change/rename/move/delete these folders as the sync will break (Screenshot below). To learn more about path and folder structure please click here.

Please note that once you have added a project to integration, you will need to wait for the initial sync to be completed. Please do not make any changes within the Project while the initial sync is going on. Initial sync can take a few minutes (Normally 5-10 minutes, depending on the number of folder structures in your Procore Project. If the project size is big it can take upto 24-48 hours). Once the initial sync is completed then only you can add the data to either side to sync across. You will receive an email notification once the initial sync is completed for that particular added project. Meanwhile, you can add more projects to the configurations if you have any. For each and every project you will receive a separate email.

2. Auto Project Sync

Auto Sync method allows you to sync all your newly created Procore Projects to the SharePoint location automatically. Please note that this feature will only work if you have checked the box against "Enable Auto Sync". With enabling Auto Sync only new projects will be auto-synced when the cron runs overnight. So if you have existing projects to sync you can use "Show Advance Configuration Options" checkbox to sync them. Please note that if you wish to disable auto sync you will need to navigate to this tab again (Configuration- Auto Sync) and remove the checkbox to disable Auto Sync and then click on Save configuration button.

If you do not wish to enable Auto Sync you can simply select the Project location in SharePoint and then select the existing projects to sync to that location through "Show Advance Configuration Options".

You can also select and configure multiple projects to the same location with this option as this it will create folders with the Project name in your chosen SharePoint location. Once you have added the Projects, your projects will be added and visible under the configuration tab within 30 seconds.

Prerequisite : Create a folder with the Procore Projects or any identical name in SharePoint where you would like to Auto Sync all of your projects. (In this example we have created a folder with the Procore Projects name in SharePoint).

Below are the steps to use Auto Sync :

1. Click on the "Add Project to Sync" button under the Configuration tab

2. In the window that pops up, navigate to Auto Sync tab.

3. Select the Procore Company from the list

4. In Project Tools, select whether you want to sync Documents, Photos, RFIs, Inspection , Incident Drawings, Forms, Observations, Submittals or all.

5. Select "Show Advance Configuration Options" if you have existing projects to add to the sync.

6. On the right hand side, select your SharePoint Site and Library.

7. Navigate to the folder you want to sync your existing or Auto sync your newly created projects. All the projects will be synced to your chosen location as this functionality will create the folders with the project name and then sync the data in it. In this example we are syncing all the Projects to the folder "Procore Projects" that we created in SharePoint.

8. Click on "Select this location" to sync your Procore project files to the desired location.

9. Select Enable Auto Sync (if you would like your new projects to be added to the configurations automatically)

10. Click on Save Configuration when you get the message "Path selected successfully". Please note we have selected 3 existing projects to sync and these will be synced to the folder "Procore Projects".

Upon selecting "Save Configurations" your current projects (we selected 3 in above example) will seamlessly integrate into the configuration. The integration will auto-generate folders named after your projects, each housing dedicated tool folders (Documents, Photos, RFIs, Inspection , Incident Drawings, Forms, Observation ,Submittals) for example, refer to the screenshots below for Project 01 New Procore Test. All the newly created project will be auto added and synced to the selected location (Procore Project in this example) automatically in the same way. It's crucial not to modify, rename, relocate, or delete these folders, as doing so will disrupt the sync process.

Please note that once you have added a project to integration, you will need to wait for the initial sync to be completed. Please do not make any changes within the Project while the initial sync is going on. Initial sync can take a few minutes (Normally 5-10 minutes, depending on the number of folder structures in your Procore Project. If the project size is big it can take upto 24-48 hours). Once the initial sync is completed then only you can add the data to either side to sync across. You will receive an email notification once the initial sync is completed for a particular added project. For each and every project you will receive a separate email.

In future if you would like to change SharePoint location for your new projects, then location can be changed by navigating to (Configuration > Add Project to sync > Auto Sync) and then change the site/path folder if needed. As soon as you change the location, from that moment onwards all newly created Procore projects will be synced to the new SharePoint location. Any previously auto-synced project paths will remain unchanged and continue to sync normally.

3. Selected Folder Sync

This method allows you to sync multiple top-level folders from your Procore project to your chosen SharePoint location. This method is for those who do not wish to sync the whole project but like to sync one or multiple folders to SharePoint. You can add those folders by selecting the checkboxes and the folders will be synced to the SharePoint location. Currently, the Folder Sync method syncs the Documents tool only. Please note that only the top-level (Level 1) folders can be synced with this method.

Prerequisite: Create a folder with the project name or any identical name in SharePoint where you would like to sync the folders from project. (In this example we have created a folder with the Project name in SharePoint). You can also use an existing folder in SharePoint to sync folders from Procore.

Below are the steps to use Folder Sync :

1. Click on the "Add Project to Sync" button under the Configuration tab

2. In the window that pops up, navigate to Folder Sync tab.

3. Select the Procore Company from the list

4. Select the Procore project from the list

5. Select the folders from the list that you would like to sync to SharePoint and then click on Select this location. We have selected two folders to sync.

6. On the right-hand side, select your SharePoint Site and Library.

7. Navigate to the folder you want to sync to. Note: There will be a red text saying "You can't select this location" if you have selected an invalid location.

8. Click on "Select this location" to sync your Procore project folders to the desired location.

9. Click on Add Project when you get the message "Path selected successfully".

Once you click on "Add Project" the project will be added to the configurations and selected folders will be created in your chosen location in SharePoint. (Refer to the screenshot below)

Please note that once you have added a project to integration, you will need to wait for the initial sync to be completed. Please do not make any changes within the Project while the initial sync is going on. Initial sync can take a few minutes (Normally 5-10 minutes, depending on the number of folder structures in your Procore Project. If the project size is big it can take upto 24-48 hours). Once the initial sync is completed then only you can add the data to either side to sync across. You will receive an email notification once the initial sync is completed for a particular added project. For each and every project you will receive a separate email.

Please note that in future if you would like select more folders from the existing added project or would like to sync the whole project then you will need to delete the existing configuration and re-add the project again.

Please find following a video showing detailed instructions on how to use this feature:

2. Sync Company level documents:

Yes, it is possible to sync only company-level documents with this integration. The Configuration tab is where you will need to select the company and select the location in SharePoint you want to sync it to.

Prerequisite: Create a folder with the Company name/Company Documents or any identical name in SharePoint where you would like to sync your Company Documents . (In this example we have created a folder with the name "Company Documents" in SharePoint).

Please refer to the steps below.

1. Click on the "Add Company Documents to Sync" button under the Configuration tab.

2. In the window that pops up, choose your Procore company first

3. On the right hand side, select your SharePoint Site and Library
4. Select the location folder where you would like to sync your company level documents (In the example given below, in screenshot 2, the documents will be synced to Company Documents folder that was manually created in SharePoint

5. Click on "Select this location" to sync your Procore Company Documents to the desired location.

6. Click on Add Project when you get the message "Path selected successfully".

Please note that once you have added the Company Documents to the configurations, you will need to wait for the initial sync to be completed. Please do not make any changes within the Company Documents while the initial sync is going on. Initial sync can take a few minutes (Normally 5-10 minutes, depending on the number of folder structures in your Procore Project. If the size is big it can take upto 24-48 hours). Once the initial sync is completed then only you can add the data to either side to sync across. You will receive an email notification once the initial sync is completed for your Company Documents.

Please find following a video showing detailed instructions on how to use this feature:

Plan Details

The Plan Details tab is a summary of your current subscription status. Below is a brief explanation of each text box.

Customer Name

This is the name you signed up with on the integrations portal.

Customer Email

This is the email you signed up with on the integrations portal

Plan Name

This will always be Procore SharePoint Two Way.

Plan Code

This is the code we use internally and it is related to the plan name.

Plan Price

This will show the amount you paid for the integration, depending on the plan tier and how long you have chosen to subscribe for.

Interval of Subscription and Interval - unit of subscription

These two fields are related and specify how many months or years you have opted to subscribe for.

Next Bill Date

This field specifies the next date you will be billed for the subscription.

Subscription ID and Subscription Number

These two fields are the references to your subscription. If you have any issues with your subscription, you can give either of these to SyncEzy's support team to help you check.

Connection Details

The Connection Details tab is simply the details of the database and hosting information for the Procore-SharePoint integration.

Procore to SharePoint Integration