Project Folder/File Sync Best Practices for Administrators.
Please use the following guidelines to ensure best practices around syncing folders/files for your Procore projects to Google Drive and back to Procore:
Please ensure that you are not renaming or moving any of the top-level folders in Procore or Google Drive. 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 Google Drive, folders/files inside the Documents and Photos folders can be edited/deleted/added etc. Do not rename the toplevel folders or add any folders/files outside the Documents/Photos folders (shown below).
There are also some other important factors to consider when adding files in Procore or Google Drive 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 Google Drive 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. Google Drive file and path character limit - there is no limit on the length of file names or paths for Google Drive.
4. Google Drive does not have restrictions on special characters in folder/file names. You may use any special characters you like.
Premature deleting – when you add a folder to sync (either in Procore or Google Drive) 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.
There is a disconnect in the integration for either Procore or Google Drive. This will require you as an Administrator to reconnect the Procore or Google Drive account within the SyncEzy portal. The Sync Status menu in your SyncEzy integration will show you this error and which application it relates to.
To re-authenticate Procore, please refer to the guided screenshot below.
To re-authenticate Google Drive, please refer to the guided screenshot below.
Once the affected account has been re-authenticated, we should be able to extract data from Procore/Google Drive as normal.
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 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 email@example.com 24 hours a day, 5 days a week if you have any questions or require any assistance.