What are the different fields in the Document Management tool?

regional availability
The Document Management tool is available in select countries. It is not yet available for Procore accounts in the United States. For more information, please reach out to your Procore point of contact.

Background

Procore's Document Management tool uses metadata and document fields to automatically grant access to and organize document revisions, making them easier to find. A project's document fields are configured in the Company level Admin tool through configurable fieldsets. Field options can be shown or hidden from the Document Management tool's Configure Settings page. 
Note: Required fields for every document: Name, Type, Status, and Revision.

2024-07-18_PDM fields.png

Answer

The table below lists Document Management tool field names and their descriptions, along with notes about where information for these fields populates from. 

Note:

Field Name Field Definition Data Entry Type Field Source and Notes
Assigned Workflow The Workflow template that has been assigned to the document.  Single Select Dropdown

Manual selection in the Document Management tool.


You can assign a Default Workflow to apply automatically to all documents uploaded to the project. See About Workflows in the Document Management Tool.
Authored By The person who created the document. Single Select Dropdown

Generates automatically based on who uploads the document, but you can edit the field if needed.


Field options are copied from the Project level Directory tool. 
Classification A specific subtype of a document. For example, a drawing could have a classification of plan view, elevation, or section.  Single Select Dropdown (includes Code)

Configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool.


Can be detected and copied from the original file name if the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool.
Current Step Assignees

All assignees in the current step of the workflow template.

 Non-editable Reference 

Populates based on the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.
Current Workflow Step

The name of the workflow step that the document is currently in.

 Non-editable Text Populates based on the workflow template in the Company level Workflows tool and the current step of the workflow. See About Workflows in the Document Management Tool.
Date Authored The date the document was created. Date Selector Manual selection in the Document Management tool.
Date Updated The date and time the document was last updated in Procore.  Non-editable Date Updates automatically and cannot be edited. This field auto-updates from the following: document edits, metadata changes, and when a document revision supercedes or is superceded by another revision.
Date Uploaded The date and time the document was uploaded to Procore.  Non-editable Date Generates automatically based on the upload and cannot be edited.
Description A brief title for the document.  Text Field

Manual entry in the Document Management tool.


For drawings, Procore's machine learning will look for the Description in the drawing title block. See What data can Procore automatically populate when uploading files to the Document Management tool?
Discipline The trade associated with this document, such as Architectural, Electrical, or Mechanical.  Single Select Dropdown (includes Code)

Configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool.


Can be detected and copied from the original file name if the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool.
File The original filename of the document at the time of upload.  Non-editable File Name and Extension Generates automatically based on the uploaded file and cannot be edited.
Format The file's type, such as EXCEL, PDF, etc. Non-editable Text Generates automatically based on the uploaded file and cannot be edited.
In Active Workflow Whether the file is actively in a workflow ('Yes') or not ('No').  Non-editable Text Generates automatically based on whether a workflow has been initiated. See Start a Workflow in the Document Management Tool. 
Location The location associated with the document. Single Select Dropdown (includes Code)

Can be detected and copied from the original file name as long as the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool.


Field options are copied from the Locations section of the Project level Admin tool. See Add Tiered Locations to a Project. 
Name*

A document's unique identifier that can also be configured with a project's requirements.

 Non-editable Text
OR
Text Field

Generates automatically based on the naming standard and field entry in the Document Management tool. See Edit the Naming Standard for the Document Management Tool and Edit the Upload Requirements for the Document Management Tool. 


If no naming standard is applied, this becomes a Plain Text Field that can be edited.
Number The numeral digits that are typically listed at the end of a document's name. Text Field

Can be detected and copied from the original file name if the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool.


Drawing numbers can be automatically detected on documents with 'Drawing' as the Type.
Originator

The name of the company that the person who created or uploaded the document is an employee of. 

Single Select Dropdown (includes Code)

Generates automatically based on the 'Abbreviated Name' field for the relevant company in the Directory tool. See Edit a Company in the Company Directory.
Project An abbreviation of the project's name. Single Select Dropdown (includes Code)

Copied from the Code field in the Project level Admin tool. See What is the 'Code' field on the project creation page?
Revision* A letter, number, or combination of letters and numbers that identifies a specific version of the document.  Text Field

When a document with the same file name is uploaded, the field automatically populates with the next available revision number, letter, or value. 
Size The amount of storage or space the document uses.  Non-editable Text Generates automatically from the file and cannot be edited.
Stage The phase of construction that a document was created for. Single Select Dropdown

Field options are copied from the 'Stages' section of the Company level Admin tool. See Add a Custom Project Stage.
Status*

The state of a document as it goes through a workflow (review, approval, rejection, etc).

 Single Select Dropdown (includes Code)

Manual selection for documents without assigned workflows. Field options can be configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool. 


For documents with assigned workflows, the Status field automatically updates based on the current status in the workflow. See About Workflows in the Document Management Tool.
Type*

The category of the document, such as a drawing, specification, or model. If an abbreviation code (such as DR for Drawing) is set, it will show at the beginning of the type name. 

 Single Select Dropdown (includes Code)

If the Type code (such as 'DR' for Drawing) exists in the file name according to the project's naming standard, it will populate in the Type field for the document. See Edit the Naming Standard for the Document Management Tool.


Drawings and specifications can also be detected and populated by Procore's machine learning. See What data can Procore automatically populate when uploading files to the Document Management tool? 


Field options for the Type field are managed in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool. 
Updated By The person who last updated the document in Procore. Non-editable Name Updates automatically based on actions taken in the tool and cannot be edited.
Uploaded By The person who uploaded the document to Procore. Non-editable Name Generates automatically based on the upload and cannot be edited.
Version Sequential numbers auto-generated by Procore to differentiate every document iteration submitted. This field is not editable.  String Updates automatically based on when a revision is submitted or changes name. It cannot be edited.
 
Volume / System

This field is used to group related documents together as needed. 

A volume is usually a package or grouping of documents. A system is usually a complete set of equipment that works together for one role or purpose, such as a solar-electric system.

 Single Select Dropdown (includes Code)

Configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool.

 
Workflow Assignees

All assignees from all steps of the workflow template.

 Non-editable Names Populates based on selections in the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.
Workflow Manager

The person selected as the manager of the workflow template that is assigned to the document.

 Non-editable Name Populates based on selections in the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.
Workflow Step Due

The date that all current step assignees must submit their responses by. 

 Non-editable Date Populates based on selections in the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.

 

 

See Also