Project Folder/File Sync Best Practices for End Users
Project Folder/File Sync Best Practices for End Users
Please use the following guidelines to ensure best practices around syncing folders/files for your Procore projects to SharePoint and back to Procore.
Best Practice 1
Please ensure that you are not renaming any of the top-level folders in Procore or SharePoint. Per the images below, the project name in Procore/SharePoint and the Documents/Photos/RFIs/Submittals folders that are created inside the project folder in SharePoint cannot be renamed or moved (highlighted in red). This will break the integration that your company admin has established for your team.
Edits or updates made within those folders will trigger the sync which runs every minute searching for changes in the background. Though the sync runs every minute searching for updates, the time the integration takes to fully sync the data will depend on the size of the data to be updated.
Please note: We also sync the RFI and Submittals PDF summary attachments automatically generated by Procore one-way to your SharePoint account to show the latest snapshot of RFI/Submittals statuses. If this tool isn't visible, it is because your team admin did not select to sync during set-up. If you have any questions, please contact your admin.
Procore | SharePoint |
Best Practice 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.
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.
Best Practice 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.
Best Practice 4
The flatter and shorter the folder structure, the better. Be mindful to keep the total folder and file paths as short as possible. Microsoft's path limitations vary from 400 characters maximum in OneDrive to as small as 256 characters maximum in SharePoint. Check with your admin to confirm any limitations pertaining to your current business plan. For ease of reference, here are all the limitations to be mindful of when working.
We work within the limitations of both systems to bridge the gap as best as we can, however, there are a few ways a user can break the sync so please take note of these and share with your colleagues as required.
Still have questions? Reference our FAQ Guide, contact your team's admin to clarify or please email support@syncezy.com 24 hours a day, 5 days a week.
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