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:

Avoid Renaming or Moving Top-Level Folders

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

File Size and Naming/Path length Considerations for Syncing

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 955 MB . 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 has a maximum file path length limit of 400 characters. This includes the full directory path and the file name. Therefore, it's important to avoid using overly long folder or file names, as this can prevent successful syncing. In some versions of Microsoft Office 365, the character limit may be even lower, at 256 characters.

• Best Practice: Keep folder and file names concise and structured to avoid hitting these character limits. Reducing folder nesting can help minimize the overall path length.

• Procore Considerations: While Procore itself does not impose strict limits on file name or path length, syncing issues may arise due to SharePoint and OneDrive restrictions. If a file path exceeds the SharePoint or OneDrive limit, the sync process may fail for those files.
  

4. In addition to length limitations, certain characters are not allowed in file or folder names in SharePoint or OneDrive, which may cause sync errors. Some of these invalid characters include:

• * : < > ? / \ |

• Best Practice: Avoid using these characters in both file names and folder structures. Always adhere to SharePoint’s naming rules to avoid disruptions in synchronization.

For more detailed information about SharePoint and OneDrive restrictions, visit Microsoft’s official support page:
Restrictions and Limitations in OneDrive and SharePoint.

By adhering to these guidelines, you can minimize the risk of sync errors and ensure that your files synchronize smoothly between Procore and SharePoint.

Allow Full Sync Before Modifying or Deleting Folders

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. You will receive an email notification once the initial sync is complete and the two-way synchronization has begun.

Re-authentication of Procore or SharePoint Integration

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.

Initial Sync Duration for New Projects

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 a few 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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