Document Management: General FAQ
Background
Procore's Document Management tool allows users to organize, access, collaborate, approve, and manage permissions for documents throughout the construction lifecycle. See Document Management, Document Management (iOS), and Document Management (Android).
Answer
Below is a list of general FAQ for the Limited Release (Beta) release of the Document Management tool. For more detailed articles, see the FAQ tab.
Why did Procore decide to build a new tool for Documents?
While Procore’s original Documents tool is still widely praised in the industry for its ability to serve multiple stakeholders across the project lifecycle, the needs of Procore customers are evolving rapidly. Some of these needs are driven by regulatory requirements such as ISO 19650 and 9001. Other needs are driven by desires to optimize workflows to support better access to, and collaboration with, information.
The goal with this new solution is to not only support compliance and workflow needs for customers, but to do it in a way that is fully integrated into Procore's platform and tools. This will allow customers to truly manage their information across the project lifecycle, from preconstruction through closeout.
WHat is the Difference between Procore's Documents and Document Management Tools?
For a comparison of the two tools, see What is the difference between the 'Documents' and 'Document Management' tools in Procore?
How Can field users view approved construction documents on their mobile device?
Mobile users can view approved documents in the Document Management tool on the Procore mobile applications for iOS and Android. You can restrict their access to only approved documents. When a user opens a document to view, it is downloaded to their device at that time.
What metadata Can be automatically populated?
See What data can Procore automatically populate when uploading files to the Document Management tool?
Who can add markups to a document?
Only workflow assignees can add markup to a .pdf document. See About Workflows in the Document Management Tool.
Does the Document Management tool support folders?
Folders are not supported in the Document Management tool because they can increase the chance of a document losing its single source of truth.
To organize files in a visual manner similar to folders, you can create “saved views” that allow users to quickly and easily access specific documents. See Create a Saved View in the Document Management Tool. Unlike traditional folders, saved views automatically show relevant documents based on applied filters and document permissions while preserving a single source of truth for each document.
How do I group and organize my documents for easy browsing?
You can create custom "saved views" to quickly and easily access specific documents at any time. See Create a Saved View in the Document Management Tool. All users can create their own personal views, and users with 'Admin' permissions to the Document Management tool can create views for everyone on the project to use.
Aside from saved views, there are also several ways to browse your documents:
- Apply filters and sort results. You can even filter by "Me" to see documents authored or updated by you. See Search for and Filter Documents in the Document Management Tool.
- Show, hide, or reorder any data column. See Configure Your View in the Document Management Tool.
How do users get notified when new documents are available to them?
Users who are assigned to an approval workflow step will be notified by email when it is their turn to approve a document. No other automated notifications will be sent by the Document Management tool at this time.
Can I view what changes occurred to documents and when?
Yes, Admins and users with appropriate permissions can view all changes to a document’s attributes and metadata, along with when those changes occurred. See View Change History for Documents in the Document Management Tool.
Does the Document Management tool integrate with the Drawings tool?
No, there is currently no integration with the Drawings tool. If you want to upload drawings from the Document Management tool to the Drawings tool, you will need to download them from the Document Management tool first. See Download Documents from the Document Management Tool and Upload Drawings.
Does Document Management integrate with third-party applications?
While there are no integrations with third-party applications yet, we will be working closely with our third-party partners to build new integrations with the Document Management tool.
Does the Document Management tool integrate with the Company level Documents tool?
No, there is no integration with the Company or Project level Documents tools.
Will there be a migration of files from the Documents tool to the Document Management tool?
No, there will be no automated migration of data between the Documents and Document Management tool. If you would like to transfer data between the two tools, you will need to download documents from the Documents tool and upload them to the Document Management tool.