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).
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.
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.
For a comparison of the two tools, see What is the difference between the 'Documents' and 'Document Management' tools in Procore?
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.
See What data can Procore automatically populate when uploading files to the Document Management tool?
Only workflow assignees can add markup to a .pdf document. See About Workflows in the Document Management Tool.
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.
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.
Users who are assigned to an approval workflow step will be notified by email when it is their turn to approve a document. In addition, Document Management tool admins can select to notify individuals or distribution groups about new documents in the Uploads tab or when someone uploads a new document revision that meets a particular saved view criteria. For example, notify a team when someone uploads a new version of an approved electrical drawing. Recipients click a link in the email notification to efficiently view the updated drawing.
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.
Yes, you can open Document Management files in the Drawings tool. Instead of bringing the same document through the full upload process in both tools, do it once in the Document Management tool. Then, from the file selector in the Drawings tool, find that document and quickly bring it over with all the metadata attached. Learn more in What happens when I import a Document Management file into the Drawings tool?
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.
No, there is no integration with the Company or Project level Documents tools.
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.
Yes. The Unified Viewer in Document Management supports comprehensive keyboard shortcuts for navigation, measurement tools, markup creation, and panel toggles (such as RFIs, Observations, and Punch items). To view the full list of available shortcuts while viewing a document, press ? on your keyboard. See What keyboard shortcuts are available in the Unified Viewer?
Yes. Users with the 'View Workflow History' permission can export workflow history in PDF or CSV format for individual items or in bulk (up to 300 documents at a time) directly from the Documents tab.
Yes. You can select multiple documents on the Documents tab and click Download > Document with Markups. You can choose to export Public Markups, Private Markups (only those created by you), or Workflow Markups.
Yes. When creating a new project from a Procore Project Template with Document Management enabled, the system automatically carries over saved collections, saved views (shared with "Everyone in the project"), custom permission group settings, document fieldsets/custom fields, naming standards, default workflows, and originators.
Note: Individual user assignments to permission groups and notification settings are not copied and must be configured manually after the project is created.
Yes. Deleting an upload or placeholder soft-deletes the item and moves it into the Placeholders and Uploads collection inside the Recycle Bin. Original file metadata (Upload Date, Uploader, File Size, and Path) is preserved, allowing authorized users with Uploads tab permissions to view and download recycled files at any time.
A Package is a dedicated container used to group related documents and placeholders together with unique Package-level metadata, ownership details, and real-time progress metrics (including content completion, placeholder fulfillment, and workflow status).
No. Access to documents inside a Package is strictly governed by existing document-level permissions. If a user views a Package containing files they lack permission to access, those files are hidden, and progress stats automatically recalculate to reflect only the documents they can view.
Yes. A single document version or placeholder can be added to multiple Packages simultaneously without duplicating files or interfering with native workflows.