Procore to SharePoint 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 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? 

Currently, we can sync Procore Project Documents, Photos, RFIs, & Submittals .  We also plan to add additional modules to the sync like Drawings, Models, 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. Please note that we sync RFIs (Request for Information) and Submittals from Procore to SharePoint one way only. The RFIs and Submittals files will be saved as PDFs in your SharePoint location under their respective tool folder. This works one way only as RFIs and Submittals are updated in Procore as the main source so when we sync changes to the RFIs and Submittals a new PDF is synced with those changes in SharePoint and replaces the previous PDF.

Technical Details - Initial Setup

Where do I log in to change settings/setup the integration?

Login link to the SyncEzy integrations portal: integrations.syncezy.com

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

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 SharePoint and vice versa.

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?

To access the comprehensive article on Projects, kindly click here.

Can I also sync company-level documents?

To access the comprehensive article on Company Documents, kindly click here.

How can I disable the 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 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 projects 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 and click on Save Configuration button from that moment onwards all newly created Procore projects will be synced to the new SharePoint location/site/folder. Any previously auto-synced project paths will remain unchanged and continue to sync normally.

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

Unfortunately, it is not possible to rename an already synced project as it will break the sync. If you wish to rename 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 a new location folder in SharePoint.

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. 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; in Project ABC123 in Procore you would set up 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 site, be sure to choose down to the project folder level only.

5) The integration will recognize 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 the 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 Procore to SharePoint?

Currently, we can sync three tools from SharePoint to Procore.

1. The documents tool 
2. The photo tools
   
3. RFIs
   
4. Submittals

Where is the data saved in SharePoint?

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

How to Use the File Manager to check your data sync?

Please click here to understand the File Manager.

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 log in 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). Please click here to learn more.

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 the 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, 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 syncezy@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 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.

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 "01 New Procore Test" that was created manually in 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, or else the sync will break.

2. The integration creates the tools folders (Documents, Photos, RFIs, Submittals) to the path folder location. In continuation to the above-given example, the tools folders have been created under the path folder "01 New Procore Test" in SharePoint. Please ensure you do not delete/rename/move these tool folders, or else the sync will break because these folders are directly linked with Procore tools creating a link between Procore and SharePoint to sync the data.

You can make the changes inside the Documents and Photos folder and the same will be synced to Procore and vice versa.  Please note that we sync RFIs (Request for Information) and Submittals from Procore to SharePoint one way only. The RFIs and Submittals files will be saved as PDFs in your SharePoint location under their respective tool folder. This works one way only as RFIs and Submittals are updated in Procore as the main source so when we sync changes to the RFIs and Submittals a new PDF is synced with those changes in SharePoint and replaces the previous PDF.

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.

Pricing / Accounts / SyncEzy-related questions

How does your pricing work?

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

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

Email - support@syncezy.com

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.  

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

Reach out to us at support@syncezy.com. 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, Google Drive, OneDrive, Dropbox, SharePoint 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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