Procore to SharePoint Two-way Integration: Set-up your SyncEzy Account & 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 support@syncezy.com

About the Procore to SharePoint 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 SharePoint via its API, the individual users don't have to install any SyncEzy apps to their local machines.

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

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

What tools can be integrated from Procore to SharePoint?

We currently support syncing the following Procore tools with SharePoint:

Project Documents

Photos

RFIs (Requests for Information) – One-Way Sync

Submittals – One-Way Sync

Drawings – One-Way Sync (New Feature! - Beta Version)
Forms - One Way Sync

Observations - one Way Sync
Inspection - One Way Sync
Incident - One Way Sync

The newly added Drawings Tool allows for a one-way sync from Procore to SharePoint, ensuring that the latest drawings are always available in your SharePoint repository.

For RFIs and Submittals, files are saved as PDFs in the designated SharePoint location. Since Procore is the primary source, any updates made in Procore will trigger a new PDF synchronization, replacing the previous version to maintain the most up-to-date records.

We are also planning to expand our integration to include additional Procore tools such as Models and more. If you have specific data extraction needs or require syncing for specific Procore tools, please reach out to our support team—we’d be happy to assist!

Technical Details - Initial Setup

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

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

SyncEzy does not require company-level admin permissions in Procore. Instead, the user only needs admin access to the specific projects and company documents that will be integrated with SyncEzy.

To ensure smooth syncing of files and folders between Procore and SharePoint, it's essential that you have admin access to all the projects and company documents you plan to configure. This will allow seamless two-way synchronization across both platforms.

Can I choose which Procore projects to sync to SharePoint?

Yes. The integration portal has a configuration settings area where this can be configured. You can also have multiple app subscriptions and connect them to different SharePoint accounts.

How can I add a Project to sync to SharePoint?

The Configuration tab is where you will add your projects from Procore and select the location in SharePoint you want to sync it to.

We have four methods to configure the projects.

1. Full Project Sync
2. Auto Project Sync

3. Selected Folder Sync

4. Documents only 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, Submittals ,Forms, Inspection , Incident, Observations, Drawings 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, Submittals ,Forms, Observations, Drawings) 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 ,Submittals, Forms, Observations, Drawings) 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, Submittals , Inspection , Incident ,Drawings, Forms, Observations, 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, Submittals, Drawings ,Forms, Observations) 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.

4. Documents- Only Sync

We are excited to announce a new feature that enhances our integration with SharePoint. Now, instead of creating a new "Documents" folder layer, the integration will sync all folders from the documents tool directly to your chosen path in SharePoint, maintaining the original structure. This feature currently supports the Documents tool and allows seamless syncing of your Procore project folders to a selected SharePoint location.

Prerequisite:

Create a folder in SharePoint with the project name or any identifiable name where you want to sync your project.

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, Select Documents-only Sync and then choose your Procore company first

3. Select the Procore project from the list

4. On the right-hand side, select your SharePoint Site and Library.
5. Navigate and select the folder you want to sync to. This is the folder that we created with the project name in SharePoint and all the folders from Procore Documents tool will sync here.

6. Click on "Select this location" to sync your Procore project files to the desired location and click on Add Project.

Once you have clicked on "Add Project" your project will be added to the integration configuration and folders from the Procore Documents tool will be created in SharePoint under the chosen path folder during the initial sync. Please do not change/rename/move/delete these folders as the sync will break. 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.

Can I also 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.

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 Test 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".

How can I disable Auto Sync feature?

If you wish to disable the auto sync feature, you will need to navigate to the Auto Sync tab again (Configuration > Add Project to sync > Auto Sync) and deselect the checkbox to disable Auto Sync, and then click on the Save Configuration button.

Once this feature is disabled, no new active projects will be auto-synced to your chosen SharePoint location. The projects that are already set up by the auto-sync feature will continue to sync and be visible in the Configuration/File Manager menus in your SyncEzy portal.

Please refer to the guided example screenshot below to disable Auto-Sync.

Can I add files to SharePoint in order to sync them to Procore right after adding the project to integration?

Once you have added a 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. If the project size is big it can take upto 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 (screenshot below) once the initial sync is completed for that particular added project. (Please refer to the example screenshot below where we used the Project with the name Working Project 8686).

You can also utilize the SyncEzy file manager to check the status of the initial synchronization process. In the SyncEzy file manager, you'll find a progress bar associated with each newly added project. As the synchronization progresses, a green line will fill the bar, and once the synchronization is complete, the bar will vanish from the file manager. In cases where the project is relatively small, the bar may disappear quickly, but you will still receive an email notification confirming the completion of the initial synchronization. Please refer to the example screenshot below.

How to switch locations in SharePoint for auto sync and what happens with other project already syncing?

The SharePoint location can be changed by navigating to (Configuration > Add Project to sync > Auto Sync). 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 projects paths will remain unchanged and continue to sync normally.

Is it possible to rename folder on SharePoint in an already synced project in Procore?

Top level or Parent folders in SharePoint:
Unfortunately, it is not possible to rename top level folder in an already synced project as it will break the sync. This is because the integration relies on specific folder paths to identify and sync projects. If you wish to rename top level folder in an already synced project in Procore, then it needs to be deleted from the Configuration menu in your SyncEzy integration portal. You will then need to re-add as a new project with new location folder in SharePoint.
Folders under Documents folder
When a project is synced, it will create folder under top level folder such as Documents, Photos, Inspection , Incident, RFI, and Submittals, Drawings, Forms, Observations, according to the associated tools selected for sync.
Any folders within Documents folder of the Project in SharePoint can be moved, deleted or renamed and changes will sync back to Procore.

Please refer to image below:

When an already synced project is renamed on Procore will it affect the sync?

If a project is renamed or its project number is changed, it will not disrupt the sync. All data will be synced as it is. New project name change will be reflected on integration in next cron There will not be any changes on SharePoint as well.

How to reauthenticate your integration applications with new accounts, without breaking your project sync?

Please click here to view the detailed article.

Is it possible to initiate the first sync from SharePoint?

Yes, it is possible to initiate the sync from SharePoint first. In order to start the sync from SharePoint, you will need to complete the following steps:

1) Add the project folder in to your chosen site in SharePoint - for example; Project ABC123 in Procore you would setup a corresponding ABC123 folder for the project in the SharePoint site you want to sync to.

2) Inside the newly created project folder, add a folder called Documents.

3) Inside the Documents folder, add the folder structure/files you want to sync back to Procore.

4) Initiate the sync in the Configuration menu on your SyncEzy account - when you choose the location on the SharePoint side, be sure to choose down to the project folder level only.

5) The integration will recognise the Documents folder you have added in the project folder and commence the sync from SharePoint.

The integration will then commence the sync from the Documents folder within your project folder in SharePoint and sync the data over to Procore, creating the same folder structure/files.

Please note this only works for Documents tool. Photos will sync from Procore as normal.

Is it possible to sync an inactive project?

If the project is inactive in Procore, you will not be able to add that project to our integration configuration as it will not appear in the project dropdown list. However if an active project was added to the configuration but later the project becomes inactive in this case the sync should work as usual. All the functionalities will work fine.

Can you support multiple companies in Procore?

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

What can be synced from SharePoint to Procore?

Currently we can sync four tools from SharePoint to Procore.

The documents tool -
The photo tools
RFIs
Submittals
Drawings
Forms
Observations
Drawings
Incident
Inspection

We can sync Procore Project Documents & Photos (two-way) and RFIs ,Drawings, Forms, Inspection , Incident, Observations & Submittals (one-way Procore to SharePoint in PDF)

Where is the data saved in SharePoint?

The data is saved to the root folder of your chosen path when the project was configured.

Can multiple people within the same company use the integration?

Yes, we do not restrict the number of users, once we sync the data into a SharePoint all of your SharePoint users can have access to the data as long as they have access to the added projects/sites. You can control different levels of access within SharePoint. Only the administrator needs to login to SyncEzy. You can now also invite users with varying permission levels from within the My Account menu in your SyncEzy integration portal account. Please refer to the below point.

Can I add users to my SyncEzy account?

The Owner account responsible for hosting integration has the ability to add and invite users, granting them different levels of permissions as needed. This allows for greater flexibility and control over user access within the integration. To understand this better, please visit the Company section in our SyncEzy Portal Overview guide.

Can I change the Folder structure in SharePoint?

Yes, you can change the folder structure ONLY inside a Project. Please ensure that you are not renaming or moving any of the top-level folders in SharePoint.This includes the project path folders and the documents/photos folders inside the root path folder.

In SharePoint, folders/files inside the Documents and Photos folders can be edited/deleted/added etc. Please do not move any of the top level folders to a new location. Also, please do not rename the top-level folders or add any folders/files outside the Documents/Photos folders (shown below).

Are there any file formats that the integration does not support?

We offer compatibility with a wide range of essential file formats. Nevertheless, it's important to note that Procore and SharePoint may impose certain restrictions on specific file formats, preventing their use. This can be checked on their website.

For example only the following file types can be uploaded/synced in Procore Photos tool: .jpg, .jpeg, .tif, .tiff, .gif, .png, .x-png, .bmp, but there is an alternative workaround available. You have the option to sync other files using the Documents tool. To make this possible, you can manually move the unsupported files to the project Documents tool folder in SharePoint and it should sync to Procore.

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

Immediately upon connecting, our system will create a documents and photos folder in your chosen location in SharePoint. Once the one way sync is complete, all future two way syncs trigger every minute.

If you’ve just connected Procore it can take a few minutes for the initial sync to complete. You should start seeing data in the Procore folder within 15 minutes.

Going forward, ongoing syncs happen every 1 minute.

What is Force Sync and how this can be done?

We have 2 methods to sync the files/folders forcefully. Please note that the below option can only be used after the completion of the initial sync.

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, whomever 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 setup a service email account with a generic name if you wish to avoid using your name when the integration makes changes. You could setup an email called procore@yourcompany.com or another alias and use this account to connect Procore and SharePoint to easily identify what changes our integration has made.

What if I already have a SharePoint 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 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 customisations 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 upto 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.

Is there a character limit for Project names?

Yes, to ensure smooth and reliable syncing, we've set a maximum character limit of 100 for Project names.

This limit helps prevent potential sync issues caused by file path size limitations in SharePoint. Long file paths can sometimes cause problems in SharePoint, and keeping Project names concise helps avoid these issues.

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 setup 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 setup an account in Procore with an email called procore@yourcompany.com 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 setup 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.

Best practices around the integration

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

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.

Also, SharePoint does not accept the following special characters in file names:

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.

Make sure your team does not delete/rename/move the below folder structure in SharePoint.

1. The path that you have selected to sync your project. For example (screenshot below) the project "01 New Procore Test" is syncing to the folder location "Sample Project" within the SharePoint. You can view the path for your configured project under the "Configuration" tab. Please ensure you do not delete/rename/move the path parent folders, else the sync will break.

2. The integration creates the tools folders (Documents, Photos, RFIs, Drawings, Forms, Observations ,Inspection , Incident & Submittals) to the path folder location. In continuation to the above given example, the tools folders have been created under the path folder "Sample Project" in SharePoint. Please ensure you do not delete/rename/move these tool folders, else the sync will break. You can make any changes inside the Documents and Photos folder. Please note that we sync RFIs (Request for Information) and Submittals from Procore to SharePoint one way only. RFI ,Drawings, Forms, Observations, Inspection , Incident and Submittals files are saved as PDFs in your designated SharePoint location. As Procore is the primary source of truth, so it's one way and any updates made within Procore will trigger a new PDF synchronization to SharePoint. This new PDF will replace the previous version, ensuring that your SharePoint repository always reflects the latest information.

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. (If enabled in the integration)

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. 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).

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

Yes this will be based on your SharePoint account. Please contact your organization's SharePoint 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.

I accidentally selected the incorrect path using Auto Project Sync, now my projects are syncing to an incorrect location. How to correct default path?

To change path for Auto project sync again for your reference. Please find the steps below:

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

2. Navigate to the Auto Project Sync tab and allow some time for SyncEzy to load your default path and projects.

3. Once the process is complete, you will see a default path already selected for syncing projects on the right side under SharePoint.

To change the path:

4. Choose the "company" in Procore

5. Choose the tool you wish to sync

6. Click on "Show Advanced Configuration Options."

7. Choose at least one project from the list.

8. Select the SharePoint Site, then the *Library*, and finally, choose the "Project Files" folder.

9. Click on "Select This Location", and then click on "Add Project."

The path you have selected will now be set as the default path. You will not need to select the path again when adding new projects.

Next time you add a project:

1. Simply go to Auto Project Sync, allow it to load its default values, and select the project.

2. Click on "Add Project" instead of selecting the SharePoint site and path again.

Pricing / Accounts / SyncEzy-related questions

How does your pricing work?

Please contact us for pricing. Pricing is based on the number of Projects and amount of data synced.

Does SyncEzy keep a copy of my data stored?

Your data is only stored on your Procore account and in your SharePoint 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 support@syncezy.com 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 SharePoint 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 SharePoint, 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.

Procore to SharePoint 2-way integration FAQs