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 Google Drive and back to Procore.
Avoid Renaming or Moving Top-Level Folders
Please ensure that you are not renaming any of the top-level folders in Procore or Google Drive. Per the images below, the project name in Procore/Google Drive and the Documents/Photos folders that are created inside the project folder in Google Drive 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.
Considerations for File Size and Character Limits for file path and name
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 955 MB. 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
1. Please ensure individual files are not larger than 955 MB. 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
Prevent Sync Issues by avoiding Premature Deletion
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.
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 them with your colleagues as required.
Still have questions? Reference our FAQ Guide or contact your team's admin to clarify.
Still have questions? Reference our FAQ Guide or contact your team's admin to clarify.
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