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Import Users to the Company Directory

IMPORTANT! In order to protect the integrity of your company’s data, Procore Employees are restricted from modifying the data that clients submit in all Procore Import Templates. This restriction applies to all data modifications, including correcting typographical errors. If Procore determines that errors are present in the Procore Import Template that you submit, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To submit a request to Procore to import a list of users to your company's Directory tool. 

Background

During the Procore implementation process (or at the beginning of a new project), a member of the Procore team can import your user data to the company's Directory tool. To request an import, a user with 'Admin' level permissions to the company's Directory tab will need to complete these steps:

  1. Download the import template. Use the XLSX template below to gather the user information that you want to import into your company's Directory tool. 
  2. Update the template with the user information that you want to import. It is important to follow the instructions in this article, to prevent delays, errors, or failures with the import process.  
  3. Send an email request (and include the updated template as an attachment) to imports@procore.com. For best results, review all of the information in this article and add as much information as possible to the template before submitting your import request.

After receiving your import data, your Procore point of contact reviews your submission to ensure the data is formatted properly and meets the import requirements. Your Procore point of contact then converts the XLSX file to the required Comma Separated Values (CSV) format and performs the import for you. 

After the import process is complete, you can then log into Procore to validate that your data was imported as expected. 

Things to Consider

  • Required User Permission:
    • 'Admin' level permission on the company's Directory tool to request an import to the Company Directory.
  • Prerequisites:
  • Import Template Requirements:
    For general considerations, see How do I prepare my data for import into Procore?
    • The XLSX file must be formatted as a table.
      Note: After you submit your completed XLSX file, your Procore point of contact will convert the data from the XLSX format to the required CSV import format for you.
    • The completed template must be submitted to imports@procore.com in XLSX format.
    • Required Column Data:
      • Important! To avoid import errors, do not add empty rows, blank columns, or new data columns. Also, do not delete the header row from the contact import template. 
      • The first line of the table must include the header, which defines the fields in the Excel table and your company's contact database in Procore.
        • The following headers are required. A header refers to the top row of the worksheet (i.e., Row A): first_name*, last_name*, company, job_title, address, city, state, zip, country, business_phone, fax_number, mobile_phone, email_address*, password, notes, trade_name, and default_permission_template*. 
          Note: The required fields (i.e., the cells that require data entry in order to create a user record in the database) are denoted in bold text and an asterisk (*) above. 
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns, or remove columns from the template.
      • The import process will fail if you change the column header order in the template.
    • Required Row Data:
      • Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
      • Each row in the table corresponds to a contact record (a.k.a., a user). At a minimum, each record requires a value for the contact's first_name, last_nameemail_address, and default_permission_template. The required fields are marked with an asterisk (*) in the worksheet. All Other columns and cells in a single row may be left blank.
      • Each row in the table corresponds to an individual user.

Steps

To collect your data, your organization's Procore Administrator must complete the following steps:

Download the User Import Template

  1. Download the import template: import-directory-users.xlsx
    Note: For a complete list of import templates for all of the Procore tools, see Procore Import Templates
  2. Open the XLSX file in Microsoft Excel. 
    The following is an illustration of the Excel workbook used to gather your import data.There are two worksheets:
    • Sample Data. This worksheet contains sample data, instructions, links to helpful support articles, and general import guidelines. 
    • Add Data Here. You will enter the data you want to import in this worksheet, starting in cell A2. 


       
  3. Continue with Update the User Import Template and Send it to Procore.

Update the User Import Template and Send it to Procore

  1. Open the Microsoft Excel workbook. 
  2. Review the instructions in the 'Sample Data' worksheet. 
  3. When ready to enter your data, click the 'Add Data Here' worksheet.
  4. Complete the data entry as follows:
    Tip!  If you are working from an Excel spreadsheet that includes both the first and last name in a single cell, you must separate the names into separate cells in the Procore import template. See this article on the Office Support site for assistance Split Test Into Different Cells
    • first_name*
      Enter the user's first name exactly as you want it to appear in the Directory tool (e.g., Archie).
      Important! The first_name is a required field. First names are case- and punctuation-sensitive. 
    • last_name*
      Enter the user's surname exactly as you want it to appear in the Directory tool (e.g., Adams).
      Important! The last_name is a required field. Last names are case- and punctuation-sensitive. 
    • company
      Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive in Procore. 
      Important!  If the vendor/company already exists in the Directory tool, enter the name exactly as it appears in the Directory to avoid creating a duplicate. See Add a Company to the Company Directory.


       
    • job_title
      Enter the user's professional title exactly as you want it to appear in the Directory tool. You can enter up to 255 alphanumeric characters. 
    • address
      Enter the user's address (e.g., company or mailing address) exactly as you want it to appear in the Directory tool.  
    • city
      Enter the full city name for the user's address (e.g., La Jolla).
    • state
      Enter the two-letter state or territory abbreviation (e.g., CA). See U.S. State Abbreviations.
    • zip
      Enter the ZIP or postal code.
      Tip! If Microsoft Excel cuts off the leading zeros in the code, right-click the cell (or cell range) and choose 'Format Cells' from the shortcut menu. Next, under 'Number,' click 'Special.' Then apply the 'Zip Code' or 'Zip Code + 4' format. For more details, visit the Microsoft Office web site for instructions: Displaying Numbers as Postal Codes.   
    • country
      Spell out the full country name.
      Important! Do NOT use abbreviations (e.g., United States or Canada).


       
    • business_phone
      Enter the user's business telephone number using the NANP number format (e.g., 805-555-0100). Do not use SPACES or parentheses as delineators. 
    • fax_number
    • Enter the user's business facsimile number using the NANP number format (e.g., 805-555-0106). Do not use SPACES or parentheses as delineators. 
    • mobile_phone
      Enter the user's mobile telephone number using the NANP number format (e.g., 805-555-0107). Do not use SPACES or parentheses as delineators. 


       
    • email_address*
      Enter the user's full email address  (e.g., jsmith@example.com)
      Important! The email_address field is a required field and it must be unique to each individual. It is also used as the unique identifier for the user's profile.
    • password (optional).

      You may leave this cell blank. If you choose to enter a password, it must meet these requirements:

      • Must be at least 8 characters
      • Must contain at least one upper case character
      • Must contain at least one lower case character
      • Must contain at least one numeric character
      • Must contain at least one of the following special characters (! @ # $ % ^ & * ( ) - _ = + ` ~ ' " , < . > / ? [ { ] } \ | ; :)



       

    • notes
      Add up to 255 alphanumeric characters. 
      (Note: The notes you enter here populate the 'Tags / Keywords' field on the person's profile. Users can later search the notes field for matches using different Procore tools: Search and Filter the Company DirectorySearch and Filter the Project Directory, and Search for and Invite Bidders).
    • trade_name
      Enter one or more trade names. Separate names with a single SPACE on BOTH sides of the pipe (|) symbol (e.g., Concrete | Masonry). 
      (Note: Adding trades (see Add or Delete Trades) gives users the ability to filter records by trade name in the Company and Project level Directory tools. See Search and Filter the Company Directory or Search and Filter the Project Directory). 
    • default_permission_template*
      Enter the name of the user permission template that will be applied to each user record. You must enter the name exactly as it appears in the Directory. See Create/Modify User Permission Templates.
      Important! The default_permission_template is a required field.


       
  5. Email the request for a user import to: imports@procore.com and add the file as an attachment. 
    Important! You will not be able to undo a user directory import, so it is imperative that the data that you submit to Procore for the import is accurate.  
  6. After your Procore point of contact notifies you that the import is complete, continue with Validate the Import

Validate the User Directory Import

  1. Navigate to the company's Directory tool. 
  2. In the page that appears, validate that the imported contact records are displaying as expected. 
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Last modified
09:51, 31 Jul 2017

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