Project Folder/File Sync Best Practices for Administrators

Project Folder/File Sync Best Practices for Administrators



Project Folder/File Sync Best Practices for Administrators


There are five main reasons why folders/files will not sync from one application to the other:

Reason 1

Please ensure that you are not renaming or moving any of the top-level folders in Procore or SharePoint.This includes the project path folders and the documents/photos folders inside the root path folder. For Procore, the file structure can be set as you like, as long as you are adding folders/files to sync inside the Documents and/or Photos Tools in the project (shown below). 
For 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).



Procore
SharePoint




Reason 2

There are also some other important factors to consider when adding files in Procore or SharePoint to sync:

1. 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.
2. 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.
3. SharePoint file character limit - please avoid using file names of more than 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.

Please also avoid special characters or leading/trailing spaces in project names in Procore. SharePoint does not allow these and these folders/files will not sync. Please find more information here on this.

Reason 3

Premature deleting – when you add a folder to sync (either in Procore or SharePoint) and it has folders/files within it, it will take some time to sync to the opposite application. Usually, the top folder is created first quite quickly, then the rest of the data in the folder you added will take more time to sync over. If someone deletes or moves that top level folder before it has had a chance to fully sync all the data inside it, it will cause a break in the sync of that folder. It is best to allow the folder to complete syncing first and then make any necessary changes.

Reason 4

There is a disconnect in the integration for either Procore or SharePoint. This will require you as an Administrator to reconnect the Procore or SharePoint account within the SyncEzy portal. The Sync Status menu in your SyncEzy integration will show you this error.

To re-authenticate Procore,  please refer to the guided screenshot below.






To re-authenticate SharePoint,  please refer to the guided screenshot below.





Authenticate and provide access to Procore/SharePoint again by authorizing the prompted permissions.

Once the account has been re-authenticated, we should be able to extract data from Procore/SharePoint as normal.

Reason 5

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 up to 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.

Please contact support@syncezy.com 24 hours a day, 5 days a week if you have any questions or require any assistance. 


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