Project Folder/File Sync Best Practices for Administrators
Project Folder/File Sync Best Practices for Administrators
There are four main reasons why folders/files will not sync from one application to the other:
Reason 1
Please ensure that you are not renaming any of the top-level folders in Procore or SharePoint.This includes the project folder name and the documents/photos folders inside the project 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.
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.
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 on 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.
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