1. Sync Button - 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.
2. Individual file sync - Clicking this option will sync the individual file /folder but the Child and parent files/folders will not sync when this is pressed. Use this option only as a backup if the integration has failed to sync the files/folders and you need them urgently.
Technical Details - Regular Sync
Can I rename file names when they are in my SharePoint account or Procore?
Yes, you can rename the file within your SharePoint 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 1 minute and is triggered when any changes are made to the documents folder in SharePoint.
Can I export a list of all the configured projects?
Yes, to export a list of all the configured projects please navigate to Data View > Click on the Dropdown > Select Configurations
and then click on Export as Excel button.
Can I see who modified or added the files in Procore or SharePoint?
When you authenticate/connect your Procore and SharePoint accounts, this will determine what name/details are shown in files/folders in each application.
So for example, if you authenticate Procore and SharePoint with your own account it will work as follows:
1) Whomever adds a file/folder to Procore, it will show their username/details on that file or folder in Procore, however when it is synced to SharePoint, it will show with the details/username of whomever authenticated SharePoint (in this example, your account) in the SyncEzy portal.
2) It works the same the other direction, whoever adds a file/folder to SharePoint it will show in SharePoint with that user's name/details however when it is synced back to Procore it will show the user’s name/details of the account who authenticated Procore in the SyncEzy portal.
We recommend you set up a service email account with a generic name if you wish to avoid using your name when the integration makes changes. To learn more about service account please click here.
What if I already have a SharePoint folder for the project?
To maintain the integrity of the sync, we have to start the integration from scratch in a new top-level folder in SharePoint. Once the initial sync is complete and the data structure is created in SharePoint, you can move your existing data from the existing folders into the syncezy.procore.com folders created by SyncEzy.
What if I want only certain folders or files synced from SharePoint or Procore?
This sort of custom integration is currently not possible in the standard product. We may be able to do some limited customizations to meet your requirements. This will be at an additional cost as it deviates from our standard integration product.
Why my SharePoint site is not appearing while configuring a project?
If you have recently created the SharePoint site then SharePoint can take a few hours to index the site in its API. As long as permissions are correct, the site will appear in the list in some time. Usually a few hours but it can be up to 24 hours.
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 SharePoint 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 1-3 minutes after edits or changes in SharePoint. 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 SharePoint 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.
Is there any file path/name limit?
Please avoid using long file names as the file path limit for SharePoint is 400 characters. SharePoint does not accept long folder/file names. Please note in some versions of Microsoft Office 365 this limit may be smaller - 256 character limit.
Is there any file size limit?
Please ensure individual files are not larger than 1GB. Files of this size will need to be added manually into Procore or SharePoint as required. Also please ensure files are not 0KB in size. Adding a document as a template for later with no data inside it, for example, will be 0KB in size. These files are not able to be synced. The best practice here is to place at least one character inside the document to make it at least 1KB.
Service account - Introduction and benefits
Service accounts are usually created specifically for a particular service or application and are granted only the permissions necessary for that service to function properly. They are often used to access other resources such as databases, APIs, file systems, or other services that the application or service needs to interact with. Basically, we use a service account to differentiate the user activity in a particular application.
Why use a service account to connect the integration applications?
We highly recommend you set up a service email account with a generic name if you wish to avoid using your individual account name on folders/files when the integration syncs folder/file changes to the opposite application. You could set up a user in Procore and SharePoint with an email called firstname.lastname@example.org
for example and use this account to connect Procore and SharePoint in your integration. This will ensure you can easily identify what synced changes our integration has made. Please ensure any new service accounts you set up have full admin permissions on the Documents, Photos, and RFIs tools for all projects you want to sync in Procore and also full read/write permissions on the applicable SharePoint account/sites.
There are several reasons why you might want to use service accounts in your computing environment:
Security: By using service accounts, you can limit the permissions granted to individual applications or services, which helps to reduce the risk of security breaches. Service accounts are typically used for automated processes, they do not require interactive login sessions or access to sensitive information that humans would normally need, such as passwords or other confidential data.
Accountability: When you use service accounts, you can track the actions of individual services or applications, making it easier to identify which system or service is responsible for particular actions or changes within your environment.
Centralization: By using service accounts, you can centralize the management of access and permissions across multiple applications or services, making it easier to ensure that each application has the appropriate level of access and reducing the complexity of managing permissions across your computing environment.
SharePoint (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.
Hash(#),percentage(%),star(*),colon(:),angular brackets(<>),question mark(?),slash(/), vertical pipe(|). Full stop/period (.) is permitted within the filename however full stops/periods are not permitted at the end of a file name. Please avoid naming your Procore files and folders with these characters to avoid errors in the integration.