Project Folder/File Sync Best Practices for End Users

To ensure smooth syncing between Procore and Dropbox, follow these best practices. These guidelines help prevent sync errors, delays, and data loss.

Best Practice 1: Do Not Rename Top-Level Folders

🚫 What’s the limitation?
Renaming the Project Folder or the Documents/Photos folders in either Procore or Dropbox can break the sync, causing files to not update properly.

💡 Why does this happen?
Procore and Dropbox track these folders based on their names. If you rename them, the sync tool cannot find the original folder and may stop syncing files.

✅ What you can do:

• Organize your files inside the Documents and Photos folders.
• In Dropbox, feel free to edit, delete, or add files/folders inside these folders.
• Do not create new folders outside of Documents/Photos—they won’t sync.

Best Practice 2: File Size & Naming Limitations

🔹 File Size Limits

• Max file size: 1GB
  • If a file is larger than 1GB (e.g., large drone videos, laser scans), it won’t sync. You’ll need to upload it manually to Procore or Dropbox.
• Min file size: 1KB
  • 0KB files (empty templates) will not sync. Add at least one character in the file to enable syncing.

🔹 File Name & Path Limits

• Keep file paths under 260 characters (Dropbox restriction).
• Avoid spaces & special characters in project folder names in Procore.
  • Dropbox does not support certain characters, and these files won’t sync if used.

💡 Why does this happen?

• These restrictions are set by Dropbox and Procore to prevent technical issues with file storage and retrieval.
• The 260-character path limit is a Windows and Dropbox limitation, affecting how deeply nested folders can be.

✅ What you can do:

• Keep folder names short and simple.
• Do not use spaces or special characters in project names in Procore.
• If a file won’t sync due to size, manually upload it to Procore or Dropbox.

Best Practice 3: Initial Sync - What to Expect

⏳ How long does the first sync take?

• Small projects: 5-10 minutes (depending on folder structure).
• Large projects: Up to 24-48 hours for full sync.

📩 How will I know when it’s done?

• You’ll receive an email notification once the sync is complete.
• While waiting, you can add other projects to the sync queue.

💡 Why does this happen?

• The first sync processes all files from scratch, which takes time.
• Speed depends on file quantity, size, and Procore/Dropbox’s processing limits.

✅ What you can do:

• Do not make changes to files or folders in Dropbox until you receive the email confirming the sync is complete.
• You can continue working in Procore as usual—only avoid changes in Dropbox during the sync.
• We recommend syncing to a new, designated Dropbox location to prevent interruptions.
  • This allows teams to continue working in existing folders while the integration setup is completed.
  • Once the sync is complete, you can drag and drop or copy/paste files and folders into the synced location as needed.
  • The sync will update version control automatically for any of the same files or folders.

By following this, your team can avoid disruptions and ensure files are properly synced without delays.

Best Practice 4: Understanding Sync Speed

🔄 How often do files sync after the initial sync?

• Every 1-3 minutes when changes are detected.
• Large file moves or edits may take a few minutes longer.

⚡ Why does syncing take time?

• SyncEzy does not throttle speeds, but Dropbox and Procore have built-in sync limitations.
• Sync speed depends on your internet connection and server processing speeds.
• File updates will not sync until the file is closed—this means that if a file is left open (e.g., in Excel or Word), the changes won’t trigger a sync until it is saved and fully closed.

✅ What you can do:

• Ensure teams save and close files after making changes so edits sync properly.
• Avoid bulk-moving or renaming large numbers of files at once, as it may slow the sync process.
• Wait for files to sync before making additional changes.
• Syncing across both platforms (Dropbox & Procore) happens when the sync is triggered, ensuring version control and accurate updates.

By following these steps, your team can avoid sync delays and maintain accurate file updates across both systems. 🚀

Best Practice 5: Avoid Premature Deleting & Moving of Folders

🚫 Why is deleting or moving folders risky?

• The top-level folder syncs first, and then its contents sync gradually.
• If you delete/move a folder before it’s fully synced, it may cause missing files or errors.

✅ What you can do:

• Wait until sync is complete before deleting/moving folders.
• If you’re unsure, check your email notifications for sync status.

Best Practice 6: Keep Folder Structure Simple & Short

🚫 What happens if folder structures are too deep?

• Deeply nested folders take longer to sync.
• File paths exceeding 260 characters will not sync due to Dropbox’s technical limits.

✅ What you can do:

• Keep a flatter folder structure (fewer subfolders).
• Use short, clear folder names to stay within Dropbox limits.

Best Practice 7: Hourly File Sync Limits & API Constraints

🔹 Is there a limit to how many files can sync in an hour?

• Yes, but this comes from Procore’s system, not SyncEzy.
• Procore allows 3,600 API calls per hour.
• Each file takes about 4 API calls, meaning a max of 900 files/hour can sync.

💡 Why does this happen?

• Procore limits API calls to prevent server overload.
• SyncEzy works within these limits to ensure smooth syncing.

✅ What you can do:

• If syncing a large batch of files, expect a gradual sync over time.
• Most of the time, we only sync new or changed files, which keeps sync times shorter.

Common Questions

🔹 Is there a limit on how much data can sync?

• No strict limit. We’ve synced 50,000+ files and 50GB+ of data.
• There are fair use limits in place (refer to your proposal), but these can be extended if needed.

🔹 Does SyncEzy restrict file types?

• No. All file types are supported.

🔹 What happens if I exceed the 1GB file size limit?

• The file won’t sync and must be manually uploaded.

Final Tips for a Smooth Sync Experience

✅ Follow these best practices to prevent sync failures.
✅ Ensure files are under 1GB and not 0KB.
✅ Keep file/folder names short and avoid special characters.
✅ Allow the initial sync to complete before making changes.
✅ Do not delete/move folders while syncing.
✅ Check your email notifications for sync status updates.

By following these guidelines, you’ll ensure efficient, error-free syncing between Procore and Dropbox. 🚀