Please follow the guidelines below to ensure best practices when syncing folders and files between your Procore projects and Box.

Best Practice 1: Avoid Renaming Top-Level Folders

Ensure that you do not rename any of the top-level folders in Procore or Box. As shown in the images below, the project name in Procore/Box and the Documents/Photos/RFIs/Submittals folders created inside the project folder in Box cannot be renamed or moved (highlighted in red). Renaming or moving these folders will break the integration set up by your company admin.

Edits or updates made within these folders trigger a sync process that runs every minute, searching for changes in the background. While the sync checks for updates every minute, the time it takes to fully sync the data will depend on the size of the changes.

Note: We also sync the RFI and Submittals PDF summary attachments automatically generated by Procore one-way to your Box account to provide the latest snapshot of RFI/Submittals statuses. If this tool is not visible, your team admin might not have selected to sync during the setup. Contact your admin if you have any questions.

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Best Practice 2: Important Considerations for Adding Files

When adding files in Procore or Box, keep the following in mind:

1. File Size Limit: Ensure individual files are not larger than 1GB. Files exceeding this size will need to be manually added to either Procore or Box.

2. Zero-KB Files: Ensure no files are 0KB in size. Files such as empty templates without any data (0KB) will not sync. It's best to add at least one character to make the file syncable (1KB or larger).

3. File Name Length: Avoid using file names longer than 400 characters, as Box may not support such long names. Depending on the version of Microsoft Office or Box, this limit may be smaller (e.g., 256 characters). Consult with your admin to confirm the exact limitation.

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Best Practice 3: Avoid Premature Deleting

When syncing a folder (in Procore or Box), ensure the sync is complete before making any changes. The top-level folder typically syncs quickly, but the content inside may take longer depending on the volume. Deleting or moving the top-level folder before all its contents have synced can cause a break in the integration.

It's crucial to allow the folder to fully sync before making any edits or moving it.

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Best Practice 4: Keep Folder Structure Flat and Simple

Maintain a short and flat folder structure for the best performance. Both Box and Microsoft have limitations on the total length of file paths—Box has a maximum path length of 400 characters, while some versions of Microsoft software may limit paths to 256 characters.

A simple, flatter structure reduces sync issues and improves file accessibility.

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Best Practice 5: Two-Way Sync for Documents and Photos

The Documents and Photos tools in Procore support two-way synchronization, meaning changes made within these folders are reflected in both Procore and Box.

However, moving a file outside of these folders (to a different project or location in Box) will not trigger synchronization with Procore. The sync only occurs for files located in the Documents and Photos folders designated by Procore. If a file is moved outside these locations in Box, it will be unsynced in the SyncEzy file manager.

To resolve this, either move the file back to its original location or manually delete it from Procore. Alternatively, if the project is configured to sync in the new location, the file will be treated as a new entry and synced from that point.

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Final Thoughts

We aim to bridge the gap between Procore and Box, working within the limitations of both systems. However, it's important to be aware of the potential issues that could break the sync. Please share these best practices with your team to prevent disruptions.

Still have questions? Check out our [FAQ Guide] or contact your team's admin. You can also email us at support@syncezy.com, 24 hours a day, 5 days a week.