In the realm of construction project management, the integration of Procore with Google Drive via SyncEzy represents a significant advancement in streamlining document management and enhancing collaboration. This comprehensive guide delves into the setup, usage, and troubleshooting of the Procore Google Drive Sync, ensuring a smooth and efficient experience for all users.

1. Overview and Benefits

• What Is Integration?

The Procore and Google Drive integration provides a seamless bridge between these two powerful platforms. The integration enhances real-time updates, bi-directional file sharing, and version control, making project workflows efficient and data easily accessible from any device or location. Currently, we can sync Procore Project Documents & Photos (two-way) .

 Benefits:

• Synchronise documents: Automatically sync files between Procore and Google Drive, ensuring data consistency.

• Enhance collaboration: Facilitate teamwork by allowing multiple users to access and edit files from either platform.

• Improve efficiency: Streamline workflows by eliminating manual data transfer and reducing errors.

2. Setting Up Procore Google Drive Integration

• Visit https://integrations.syncezy.com/pages/register and create an account.

• Select the Procore to Google Drive integration in the Integration library.
  The account you set up will be used to host your integration.
  Please see further details about our integration portal using this article 

• Authorising Procore to use Syncezy app:

• Log in to Procore and navigate to the App Marketplace.

• Search for "Syncezy" and install the app (GoogleDrive (Two way sync) by SyncEzy).

• Authorize the app by providing your Procore credentials.
  

•  Now coming back to our integration portal  Connect Procore and GoogleDrive as prompted.
  
  Use a Service Account:
  If possible, consider using a service account with limited permissions to enhance security. This account can be used to authenticate the integration without granting full access to individual users. Here is the article in detail
  
  Please confirm if you have the right permissions to connect with the integration.   Please refer to the next section for correct permissions. 

3. Authorization and Permissions

• Procore Permissions:

Ensure that your Procore user account has the necessary permissions for the integration. We need at least “admin”  level permissions for following tools:
- Documents
- Photos
- Admin

• Google Drive Permissions:

• Full read/write access to Google Drive is needed.

• For shared drives, at least a Content Manager or Manager access is required.
  Here is the article in detail

4. Adding Users and Permission Levels in the app

• You can invite your coworkers to manage/view the integration or billing as needed. Add new users and assign them appropriate permission levels such as App admin, Accounts, etc. Please refer to the article for more details
  
  

• App Admin: Full control over the integration in all apps. Less access to sync options than the owner. Cannot manage team and Billing. Can reset credentials of any app.

• Accounts: Only manage billing

• User: Can only access apps in account.  Less access than App Admin. 

• App User : Used for providing access to selected app to a user.  

5. Adding Projects

1. Click on the "Add Project to Sync" button

2. Choose your Procore company first.

3. In the Procore Project box select the Procore project from the list.

4.  In Project Tools, select whether you want to sync Documents, Photos, or both, and then select Google Drive.

To add projects in any of these ways , please refer to this detailed article

6. Troubleshooting Common Issues

Common Issues:

• Procore Project Not Found: 

Ensure that the project exists in Procore and is active.  Users who authenticated Procore in the app should have correct permissions of the project.

• New user added to shared drive but not appearing : 

Full read/write access to Google Drive is needed. 

Kindly make sure that the user has access to the drive.

For shared drives, at least a Content Manager or Manager access is required.
Here is the article in detail

• New shared drive created but not appearing :  

Kindly wait for the drive to be created and appear in the system.

Make sure that the user has access to the drive.

Please refer to our FAQs section for more information here

7. Adding Company level Documents to sync

Yes, it is possible to sync only company level documents with this integration. The user must have Admin access on Company level documents and Admin tool for the company. Here is article for detail

The Configuration tab is where you will need to select the company and select the location in GoogleDrive you want to sync it to. Please refer to this link to get more info.

8. Use of the “File Manager” tab.

The "File Manager" tab provides a unified view of files from both Procore and GoogleDrive, allowing for easy navigation and management. Users can select whether to view project or company-level data. The tab also indicates which files are synced between the two systems.

If a new project is added, use the File Manager to verify the synchronisation status of projects as well.

9. Immediate synchronisation with the “Sync” button.

Use the “Sync” button to manually initiate the synchronisation process. This forces an Instant sync at the current level in the file manager  for all files and folders displayed . This does not sync any sub folder  and files contained inside folders.  You can use Data View to see the status of that sync explained later.

10. Understanding Data View tab

• Explore the “Data view” tab and essential reports (e.g., sync_file_queue, Sync_queue_data).

• You can learn more about this feature using the following Link

11. Understanding Errors 

• To learn about common errors and their resolutions please visit this article.

12. Configuration, Details and Dashboard tab

• Details tab: Customise integration settings, such as type of sync, delete confirmation, sync delete and its limit, file types. Can view details of user who authenticated integration apps. Adjust notifications.

• Configuration tab: Can Add projects or company level documents. Shows details of all projects, their tools selected for sync, their GoogleDrive path, created and last updated timestamp in a tabular form. Users can folder out details.

• Dashboard: Monitor the integration's performance, view synchronisation history, and track error logs.

13. Data Management and Version History

• Use the integration for data storage and syncing.

• Review version history in both Procore and GoogleDrive.
  
  Overview of Document Versioning:
  
  Explain what document versioning is and its importance in managing project files within the Procore-GoogleDrive integration. Highlight how it helps maintain a history of changes, improves collaboration, and ensures that team members are working with the most up-to-date documents.
  
  How Versioning Works in the Integration:
  
  Detail the mechanics of document versioning within the Procore-GoogleDrive integration. Describe how files are synced between the two platforms, and how version history is maintained. Include information on the conditions under which new versions are created during sync operations.
  
  Benefits of Version Control:
  
  Discuss the advantages of using version control in project management, such as minimising the risk of data loss, enabling easy retrieval of previous document versions, and supporting compliance with regulatory requirements. Emphasise how this feature contributes to overall project efficiency.

14. Managing Deletes

• The Sync Delete option is pivotal for maintaining data consistency and preventing accidental loss of important documents. Here's a comprehensive guide on how to use this feature effectively:
  
  Why Users Keep Sync Delete On:
  

Sync delete is commonly used by most users to ensure that if a file is deleted, it is because they no longer need it. This option ensures that both platforms reflect the same data and eliminates the need for manual deletion in two places.Most users find it convenient, especially when combined with a Delete Limit.

• What's a Delete Limit?
  This is a safety net you can set to prevent accidental mass deletions. It limits the number of files/folders that can be deleted in a 24-hour period through Sync Ezy. This helps avoid unintended consequences!
  
  
  
  
  For more details on using the Delete Limit feature with Procore integration, you can check out this helpful Please click this link

15. Best Practices and Limitations

• File Size Limit: 955 MB maximum file size.

• Special Characters: Avoid using special characters in Procore project names.

• Avoid renaming or moving top level folders. 

• You can move the data within the documents folder created in GoogleDrive, but if you move any data outside of that folder (instead of deleting), it will not reflect on GoogleDrive. – This is because Procore does not have a feature to move data outside of documents. To learn more about Best Practices for Administrators kindly refer to this link.

• To learn more about Best Practices for End Users kindly refer to this link.

• How Sync works initially when a new project is added: 
  Once you have added a new project to integration, you will need to wait for the initial sync to be completed. Initial sync can take a few minutes (Normally 5-10 minutes, depending on the number of folder structures in your Procore Project). Large projects can take 24-48 hours. Once the initial sync is completed then 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.

16. Resolving Errors and Handling Delays

• Troubleshoot common issues. 

• To understand and solve common issues you can refer to this help page link.

• Understand queue behaviour during new project additions.

• Any data changes will be reflected on either side on a FIFO basis. You can track this data queue under the data view tab explained earlier. Comes in handy when a new project is added or bulk action is made on the file folder. 

17. Notifications

• Learn about common notifications sent from the Procore Google Drive Integration.

• Enabling this option will send you an email to the SyncEzy-Email about the sync status . We can add up to 5 email addresses separated by commas (,)
  Please click this link for more information

Remember, this integration streamlines your workflows, enhances collaboration, and ensures that your team operates efficiently. If you encounter any challenges, refer back to this guide or seek assistance—We’re here to help! 😊

Comprehensive User Access Guide: Support, User Management, and Security Settings

How to Access Support: A Step-by-Step Guide :

How to access support : If you’re facing any issues, have questions, or need assistance, our support team is here to help. Follow these steps to get the support you need quickly and effectively.

Support via Email :
One of the easiest ways to reach out to support is through email. Simply send an email to our support address support@synezy.com

Support via Phone:
For urgent issues or if you prefer speaking directly, you can call our support team

Phone - # 1 for Support

AUS: +61 2 9136 9448

NZ: +64 9 303 2999

UK: +44 203 670 1109

US: +1 720 500 9302

Live Chat Support :

For real-time assistance, our live chat option is available 24/5
How to add other users : Please click this link for full detailed Article

Creating a Company (First-time setup):

• For first-time users, you must create a company before adding co-workers. Click "Create Company," enter your company name, and save it. Once the company is created, it will appear under the "My Account" section.

Navigating to the Company Tab:

• Once the company is created (or already exists), go to the "Company" tab in the "My Account" section to invite co-workers.

Account Owner Privileges:

• Only the account Owner can invite and manage co-workers within the "Company" tab. The Owner can also assign permissions and manage billing or integrations.

Inviting Co-workers: 

• To invite a co-worker, click "Invite Co-worker," enter their Name, Email, and User Type, and send the invite. The invite will expire after 7 days if not accepted.

User Permissions:

• When adding co-workers, specify the level of access they will have by selecting from four types of user roles. The permissions for each role are detailed in the accompanying table.
  
  How to enforce Sign in with Microsoft / Google / One time password :
  
  Please click this link for detailed article
  
  Enable Microsoft/Google:
  
  Account Owners can easily activate this from My Account > Company Settings. Turn on "Force Google/Microsoft Login," and users will be required to use these methods for authentication, preventing password logins.
  
  Enforce OTP-Based Login :

• From My Account > Company Settings, activate "Force Login with One Time Password." Users will need to enter a one-time password sent via email each time they log in, ensuring enhanced security with limited-time OTPs.
  
  Benefits of Passwordless Authentication: 

• By eliminating traditional passwords, this approach reduces risks like password breaches and phishing attacks. It offers secure, user-friendly login options while providing organisations with stronger defences against cyber threats.