Procore to Dropbox 2-way integration FAQs

Procore to Dropbox 2-way integration FAQs

This document addresses the variety of questions we encounter while helping clients. If you have a question that’s not addressed her please write to us at

About the Procore to Dropbox integration

Please also visit our Integration Menu Overview article to learn more about each and every menu of this integration.

Is this tool 100% web-based, or do we need to install an application on a desktop or server?

This is 100% web-based, we integrate the data directly into Dropbox or Dropbox Business via its API. Individual users do not have to install any SyncEzy apps to their local machines.

We’re going to be turning on multi-factor authentication in Dropbox. Will this cause any issues?

No, only the site admin has to authenticate Dropbox during the initial setup.  Once set up the other users simply log in to their normal Dropbox account.  The Two-factor auth on users has no effect on the integration.

Technical Details - Initial Setup

Where do I login to change settings / setup the integration?

Login link to the SyncEzy integrations portal: Only the admin user needs to login here.  Individual users continue to use their separate dropbox accounts.

What access do I need in Procore to sync the Projects to Dropbox?

SyncEzy does not require you to have Admin permissions on the company level in Procore. We just need the user to have Admin access to those particular projects that will be added to SyncEzy integration.

So for all the projects that you will configure, you need to have Admin access to those projects in Procore. Your Admin access on those projects will ensure smooth syncing of files and folders between Procore to Dropbox and vice versa.

Can I choose which Procore projects to sync to Dropbox?

Yes. The integration Portal has a configuration settings area where this can be configured.  You can sync projects from multiple Procore Companies to a single Dropbox account. Or have multiple app subscriptions and connect them to different Dropbox accounts. For more details, ask your Solutions Consultant.

We support Dropbox Business and Dropbox.

Can you support multiple companies in Procore?

Yes. We can connect Projects from multiple Procore companies to a single organization’s Dropbox Business Team folder.

What can be synced from Dropbox to Procore?

Currently we can sync three tools from Dropbox to Procore.
  1. The Documents tool 
  2. The Photo tools
  3. The daily log or the site diary tool.

To set up a project, create an empty Project Folder in DropBox with the same name as your Project you want to connect from Procore for ease of reference. You can put this empty folder inside a folder for your team to easily identify that these are Documents and Photos syncing with Procore such as “Procore Synced Company Projects” per below or just “Procore Sync” to keep your character count down.

Once you select your location of choice, the sync will begin to populate a Documents and Photos folder into the project folder you selected in DropBox mirroring the exact folder structures you have in place in Procore for the project selected.

How long does it take for the sync to complete the initial configuration set-up on each project once I’ve added a project in the portal?

If you have recently connected the integration, it can take upto 10-15 minutes for the first folder to appear and then upto 24 to 48 hours or longer for the initial sync to complete (depending on the amount of data in your Procore Project).  Roughly at the rate of 900 files per hour. If you have less than 5 GB of data in Procore, typically the initial sync should take less than 24 hours to complete. 
For example a 50 GB Project can take upto 5 days for the initial sync to complete. This is due to throttling limits from Procore and Dropbox.

Is the one way integration available with Dropbox Business?

Not yet, currently the one way integration is only available for Dropbox Personal.

Can multiple people use the integration?

Yes, we do not restrict the number of users, once we sync the data into a Dropbox all of your Dropbox users can have access to the data. You can control different levels of access within Dropbox Business. Only the administrator needs to login to SyncEzy.

I connected both of my accounts but I can’t see any files in Dropbox?

If you’ve just connected Procore it can take up to 24 hours for the initial sync to complete. You should start seeing data in the Procore folder within 15 minutes.
Going forward, ongoing syncs happen every 30 minutes.

Technical Details - Regular Sync

Can I rename file names when they are in my Dropbox account or Procore?

Yes, you can rename the file within your Dropbox account. When you rename it, it will update in Procore in the next 5 minutes.

How often does the sync run?

The sync runs every five minutes searching for latest updates and is triggered to make a full update when any changes are made within any of the connected parent folders in Procore or DropBox respectively syncing to mirror. 

What if I already have a Dropbox folder for the project?

In order to maintain the integrity of the sync, we have to start the integration from scratch in a new top level folder in Dropbox. Once the initial sync is complete and the data structure is created in Dropbox, you can move your existing data from the existing folders into the folders created by SyncEzy.

What if I want only certain folders or files synced from Dropbox or Procore?

This sort of custom integration is currently not possible in the standard product. We may be able to do some limited customisations to meet your requirements. This will be at an additional cost as it deviates from our standard integration product.

Are there any limits to how much data can be synced?

There are no technical limits to the amount of data that can be synced. We have synced individual projects with over 50,000 files each and over 50 GB of data per project. Our standard plan comes with some fair use limits detailed in your proposal which can be extended upon request and special pricing.
The only hard limit we have is for individual files to be less than 1GB. Typically this would be data like large laser scans (point cloud) of buildings, large drone video captures and special purpose files. We do not have any file type restrictions. We can sync and support all file types and data types.
We do not stop syncing the files just because the limit has been reached, this will only ever be done after consultation with you.  You do not have to worry about the sync stopping once the limits are reached.

What if I need to change the Dropbox Account?

We currently do not support that for a live sync. You will need to reset or delete the configuration and start from scratch again.

How quickly does the data sync? What is your sync speed?

We sync data every 30 minutes after edits or changes in Dropbox.  The time to move the files can depend on the size of the file and number of files edited. In 98% of cases, this happens within a few minutes.
We do not throttle data transfer speeds from our end, we are only limited by Dropbox or Procore limits.  In most cases this is done every 5 minutes for hundreds of files at once. Initially, once the projects are connected, the first download can take from 4 to 48 hours depending on the amount of data in Procore. Once the initial sync is complete every future sync happens automatically, every five minutes, whenever a file change is detected in either system.

Can I rename my files in Dropbox?

Yes, you can rename the files or folders within Documents or Photos folders that are automatically populated from the sync. Any renaming of the parent folders connected in the Configuration section of our integration portal will break your sync.

Best practices around the integration

Do not have any trailing spaces at the end of folders or project names

Dropbox (Windows) does not handle Document library names well with spaces at the end of the name. Procore allows trailing spaces at the end of Album names in their Photos tool. We also have a setting to turn on automatic rename of certain special characters.

Make sure your team does not change the first three levels of folders in the Dropbox Folders.

Level 1: The parent folder in Procore and SharePoint/Teams/OneDrive 

Level 2:  The project folder

Level 3: The name of the tool, for example, Documents, Photos etc.

Make sure your team does not change any of the parent folder names in either Procore or DropBox once selected and configured in your integration portal

This will break the sync as the storage of these exact folder names is an integral part of how we create and maintain your integration for each project. 

Note: if you need to delete a large number of files

If you need to delete a large number of files from both systems, do it manually from both systems.  This is because as a safety mechanism, SyncEzy has a delete limit for the maximum number of files that can be deleted through the sync in any 24-hour period.

Once the limit is hit, the sync will not delete any more files and the sync will email the administrator with the path of the files not deleted.

Can I buy additional space? I’m getting an out of space error?

Yes this will be based on your Dropbox account. Please contact your organization's Dropbox account admin for details. We do not have space restrictions for the integration.

Some of my folders look different or have not been synced?

This can occasionally happen when the delete limit has been reached, due to somebody manually deleting a large number of files or a top level folder from one of the systems, and the corresponding data isn’t deleted from the second system. In these cases, reach out to support and we will assist you. 

How does your pricing work?

Please contact us for pricing. Pricing is based on theAnnual Construction Volume.

Does SyncEzy keep a copy of my data stored?

Your data is only stored on your Procore account and in your Dropbox account. SyncEzy is only the conduit and does not store any of your organisation's project data files. We only store relevant metadata (file names, folder names and folder paths, sync time, modified time etc) as required for us to manage the integration and syncing the files. 
Your files are transferred through our servers for only as long as it takes to pass them from one system to the other. Once the transfer is complete the actual files are automatically deleted. We only store the metadata and the file paths.
This is why if you have any technical issues our support team may ask you to add to the project documents folder so we can review the data.  We do not have access to any of your tools or login to your Procore.

Where is SyncEzy hosted?

Our application and the metadata that we store is hosted securely with Amazon Web Services (AWS). This is the same back end infrastructure system that Procore uses.

Do the files transferred into cloud storage count towards my cloud storage account storage limits?

Yes, all files & folders synced across will count towards your file storage limits. 

How long does it take to transfer my files across?

The integration syncs every 30 minutes as long as the Dropbox file or folder has been edited and saved. 

What triggers the files being transferred?

Any changes made to the files or folders will trigger a sync. For example, renaming the file, opening the Word document and saving it,  revising it in Procore, editing a document in Dropbox, deleting the document in either system. All of these changes will trigger the sync, and the older file in either system will be replaced with the current / latest version of the file.

Where do I go to check the settings and billing details on my cloud storage integration?

You can view your settings configurations and any billing details by going to the SyncEzy Portal here. In the Portal, navigate to Plan Details to see billing details. Contact support to make changes or cancel your service.

Is there a limit on how many files can be synced in an hour? 

There are no limits from our side. On the Procore end, there is a hard limit of 3600 API calls per hour. On average, every single file takes about 4 API calls. Based on this, and depending on the speed of the data connection, we have a hard limit of 900 files that can be synced in one hour.
Most of the time we are only running an incremental sync of what has been changed in the last five minutes, which is far fewer files than 900. So on a day-to-day basis you should see all of your interactions sync automatically every five minutes.

What tools can be integrated from Procore to Dropbox? 

Currently we can sync Procore Project Documents, Photos & Daily Log / Site Diary.  We also plan to add additional modules to the sync like Drawings, Models, RFI and more. If you have any specific requirements regarding data extraction or having to sync specific tools from Procore, please reach out to our support team and we will do our best to help.

Other questions

Have a support question?

We offer three support channels: 

Chat - Live Chat (24x5 support) from within your integration portal.  

Phone - # 1 for Support
AUS: +61 2 9136 9448
NZ: +64 9 303 2999
UK: +44 203 670 1109
US: +1 720 500 9302

Have you done this before and what about security of data?

Yes we have, we have been building integrations for the last eight years with over 50 integrations built across various systems. All our communication between systems is fully-encrypted.  We do not store your actual data and files on our servers, we only store the IDs / names / and meta data of the records and some minimum information for logging and troubleshooting.  
This integration is also certified and validated by Procore and Dropbox and officially listed on both of their marketplaces.

How secure is the sync?

Short answer: Very secure.
The longer answer, The API keys are encrypted at rest and all our communication with Procore and SharePoint is through 256 Bit SSL connections.

To know more about our SSL certification details see this link.

In addition to this, we store the minimum amount of data in our servers relying on the metadata of the files to manage the integration.  Your data files are on SyncEzy servers only once during transfer and are automatically erased permanently from our servers once the data is moved to the second application. For servers and back end infrastructure we use the same secure AWS infrastructure that is used by all the world’s leading organizations including Procore.
We also offer two-factor authentication for the admin users using the SyncEzy integration

What if I need to use a different cloud storage system other than Dropbox?

Reach out to us at We are always looking to build more integrations. Chances are that we already have something in our plans.

What if I use a different project management system?

We have worked with a variety of job and project management systems in the past, including Aconnex, simPRO, ServiceM8, Aroflo and more. If you would like the data to go into a different job management system reach out to us and we’ll do the best to help.

What if I use a different cloud storage system?

We have worked with a variety of cloud storage systems in building integrations including Sharepoint, OneDrive, Google Drive, Dropbox, Dropbox Business and more. If you would like a different system integrated with Procore, reach out to us and we’ll do the best to help.

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