As construction projects get more complex, we need a way to manage and store all the documentation that comes along with it. That is the foundation for the Procore Documents tool. However, it has a reputation of being clunky and not easy to use. We’re going to discuss how to overcome those hurdles and how you can unlock the potential of the Documents tool and use it to streamline processes, share information with only select individuals, and more.
Mass Uploading Files and Folders
Did you know that you can easily drag and drop folders when uploading to Procore? This means you can follow your standard folder process with your standard documents and mass upload these into Procore. No more missing folders and files! The Procore Imports tool can also upload many files and folders and is suitable for those extremely large projects.
Managing Folder Permissions & Hiding Folder Structures
If you’re a Procore Administrator, you know having custom permissions can be quite overwhelming. However, there is an easy solution to this obstacle. You can click on a single folder (or several utilizing the checkbox next to them) and then click on the 3 dots to show all the settings. Click on Info and it should bring a side panel up. Here you have several options you can change. The first is a checkbox to Make Private. This will make the folder hidden and have a lock. See below for a screenshot.
Once a folder is locked, you can click on Manage Permissions and a window will show up like below. Here you can easily add different user groups, distribution groups, and even individual users to see this folder and the files inside of it.
Utilizing Project Templates
Now that you have uploaded all your standard project documentation and folder structure, you can apply that to your standard templates when you create a project in Procore. That’s it! If you want to add different project templates, you’ll have to reach out to your Procore representative. However, ZenTek Consultants assists many companies during their template setup ahead of time to make the process smooth. We go over more than the Documents tool within Procore. To learn more about our Procore services, click here.
Don’t Duplicate Efforts or Files
There is already a submittal tool, an RFI tool, and more that store that information much better than the Documents tool. We see companies add Final Approved Submittals to their documents quite frequently; however nearly every time there are submittals missing their initial revision which may have had notes or missing submittals entirely. Typically, contractors do this because it’s easier to access for those individuals who don’t know Procore but 9 out of 10 times it leads to confusion among everyone during the project duration. There are numerous Procore Support Articles on the Document but we also offer customized training as well if it’s internal staff having difficulties, where we can utilize your system, your Projects, and your Documents.
By utilizing the above tips and tricks, you can unlock the full potential of Procore’s Document tool. No more having files in 3 spaces, unsure of which is the accurate version. No more sharing files externally via email and providing another email attachment when that file is updated. No more having different folder structures on a per project basis. All of these help get you the return on investment you expected from Procore and allow for better accuracy, better workflows, and overall a better experience with Procore.
