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Procore

Assets User Guide

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Table of Contents

Overview

The Assets tool is Procore's solution for managing the digital thread of your company's fixed assets—such as HVAC systems, fire protection equipment, doors, and more; from design and construction straight through to operations. By eliminating the friction of traditional handover, the Assets tool ensures a connected, digital flow of information.

After you have setup the Assets tool, you can track assets from procurement and commissioning down to final handover. The tool links all related documents, submittals, inspections, and more, directly to the asset record. You can then monitor this inventory across your company or project using 360 Reporting, and easily export the complete history when it is time for handover.

Create Inspection

Things to Consider

  • Required User Permissions

  • After a company template is copied to your project, it becomes a project template that can be modified without affecting the company template from which it originated.

  • Project templates may be modified in the Project level Inspections tool throughout the duration of the project, but changes will only be reflected on project checklists that are created from the modified template.

  • You can use a default inspection template more than once.

  • Selecting an asset when creating or editing an Inspection, automatically links the Inspection to the asset as a related item.

  • You can click the asset link in the Inspection to view the asset's details in the Assets tool.

Prerequisites

Steps

Create a Single Inspection

  1. Navigate to the Project level Inspections tool.

  2. Click Create.
    Note: If your company does not yet have Company level inspection templates set up, you first need to create an inspection template.
    Create Inspection

  3. Select Inspection.

  4. Select a default inspection template from your list of templates from the drop-down menu. Note: Templates must be added to your project. See Add Company Level Inspection Templates to Your Project.

  5. Enter the relevant general information for each field.

    • Name: Enter a name for the inspection.

    • Number of Inspections. Enter the number of identical inspection copies you want to create.

    • No. Enter the initial number to begin the sequential numbering for this batch of inspections.

    • Type. Select the category of the inspection, such as Quality, Safety, or Environmental.

    • Status. Set whether the inspection is currently Open, In Review or Closed.

    • Trade. Select the specific construction trade or discipline related to this inspection.

    • Location. Choose the exact physical area on the jobsite where this inspection takes place.

    • Distribution. Select additional team members who should receive notifications and updates about this inspection.

    • Private. Check this box to restrict visibility to only admins, assignees, and specific list members.

    • Spec Section. Link the inspection to a specific project specification number from your contract documents.

    • Equipment. Associate the inspection with a specific piece of equipment tracked on the project.

      • Select Existing Equipment

        1. Click the Equipment or Equipment Name drop-down menu select the equipment.

    • Add Existing Equipment from the Company Equipment Tool

       In Beta
      Company Administrators can enable the Resource Management: Q3 Improvements early access program in Procore Explore. (US 2 | UK)

      1. Click the Equipment or Equipment Name drop-down menu and search for the equipment.

      2. When no results appear, click Search Company Register.

      3. Search and select the equipment from the Company level Equipment tool.

      4. Click Add to Project.

    • Create New Equipment Record
      Note: Use this to track equipment you own or are renting longterm. These records are also added to the company's Equipment tool.

      1. Click the Equipment or Equipment Name drop-down menu and search for the equipment.

      2. If it has yet to be created, select Create Equipment.

      3. Click Add to Register.

      4. Enter the equipment information.

        • Equipment Photo

          1. Click the image.

          2. Select a file from your computer.

          3. Click Open to upload the photo.

        • Specification Information

          • Category. The equipment category.

          • Type. The equipment type.

          • Make. The equipment make.

          • Model. The equipment model.

          • Serial Number. The serial number.

          • Year. The year the equipment was built.

  6. Enter the relevant inspection details for each field.

    • Inspection Date:  Enter the date the actual physical inspection is performed.
    • Due Date. Set the deadline by which this inspection must be completed and submitted.
    • Assignee(s). Select the individual person or people responsible for carrying out the inspection.
    • Responsible Contractor. Choose the subcontracting company whose work is being inspected.
    • Point of Contact. Select the specific person from the responsible contractor's team for coordination.

  7. Optional: Under Inspection Items Preview, review the inspection items and their response options.

  8. Click Create.

Bulk Create Inspections

 In Beta
The Bulk Create Inspections feature is currently in open beta and can be enabled within Procore Explore.

With the bulk create feature, you can quickly create multiple inspections with identical details to save time.

  1. In the new field titled Number of Inspections, enter the desired quantity. You can use the up/down arrows or type the number directly.

  2. Optionally, you can set the starting number for the inspections in the sequence. For example, if you set the starting number to 64 and the number of inspections to 5, the inspections will be numbered sequentially starting at 64.

  3. Fill in all the other inspection details (e.g., location, assignee, due date) as you normally would.
    Note: All the inspections created in this bulk action will have the exact same details. This feature does not allow you to assign different locations or assignees for each individual inspection.

  4. Once you have filled in all the details, click Create.

Next Steps

 

Create Observation

Things to Consider

  • Required User Permissions:

  • Additional Information:

    • You can also create an Observation from Inspections, Incidents, Coordination Issues, and Models.

    • When you create an observation, you will get email notifications any time another user comments or changes the status of the observation.

    • Observation notifications are NOT automatically distributed after they are created. Users will need to send the notification after creating it.
      Note: Notifications can be distributed via web or Procore mobile.

    • Overdue notifications are only emailed when an observation is in the 'Initiated' or 'Not Accepted' status. Overdue emails are NOT sent when an observation is in the 'Ready for Review' or 'Closed' status.

    • If you create an observation without an assignee, no notification will be sent. If you edit the observation and add an assignee and save, an email notification will be sent automatically.

    • Selecting an asset when creating or editing an observation, automatically links the observation to the asset as a related item.

    • You can click the asset link in the observation to view the asset's details in the Assets tool.

Steps

  1. Navigate to the Project level Observations tool.

  2. Click Create Observation.

  3. Enter the following information:​

    • Asset: Select the asset you want to link to the observation tool.

    • Type: Choose the type that best categorizes the observation. The type will help you filter and report based on the type of observation. It will not have any effect on which fields will appear when creating an observation. See What are the default Observation types used for? (Note: Users with the appropriate permissions can customize the selections that appear in this list. See Add Company Level Observation Types and Add Project Level Observation Types.)

    • No: The number of observations will automatically populate with the next number based on the number of observations you and your team have created. You may edit this as needed. This number can be a duplicate of one already assigned to another observation item in your project.

    • Title: Title the observation to announce the general topic.

    • ​Status: Set the status of the observation from the following options:

      • Initiated: When you create the observation, it will be set to "initiated." This means that the observation has been established in Procore and is awaiting the assignee to respond.

      • Ready for Review: Once the assignee has acted upon the observation (whether by fixing the deficiency, by addressing the safety issue, etc.), they will respond to the observation by changing the status to "Ready for Review." This notifies the creator via email that the observation is ready for the creator to review.

      • Not Accepted: Once the creator has reviewed the work, they might mark it as "Not Accepted." This means that the creator has deemed the work as not resolved. The observation is put back into the assignee's court.

      • Closed: Once the creator has reviewed the work, they might mark it as "Closed." This means that the creator has deemed the work as resolved and approved, and has closed out the item.

    • Priority: Select a priority for the observation from the following options:
      Note: This will not change how or where the observation will display. It will, however, tell the responsible party how urgent the item is.

      • Low

      • Medium

      • High

      • Urgent

    • Trade: Select the relevant trade for this observation. It signifies which trade is involved in resolving the observation. Trades are set at the company level admin tab under trade configuration. See Add or Delete Trades.

    • Assignee: Select the user who will complete the work required from the observation.
      Notes:

      • The 'Assignee' must have 'Standard' or 'Admin' permissions on the Observations tool.

      • 'Standard' users can assign observations to an 'Admin' user, or another 'Standard' level user if they have been granted the 'Can Assign Standard Users to Observations' granular permission.

    • Due Date: Enter or select a date from the calendar for the observation to be due.
      Note: The 'Due Date' field is automatically populated based on the default number of days specified on the Observations tool's Configure Settings page. See Configure Advanced Settings: Observations. The due date also respects which days are set as 'working days' for the project. See Set Project Working Days.

    • Spec Section: Select the specification section associated with the observation.

    • Location: Select the location the observation is found in.

    • Distribution: Add people to the distribution list who you would like to receive update emails when the observation's status changes or when someone leaves a comment.
      Note: If there are people who you would like to always be on the distribution list for observations, you can add them to the default distribution list in the configuration settings.

    • Private: Mark the checkbox if you would like this observation to be viewable by Observation Admin users, the assignee, and the people on the distribution list.

    • Contributing Condition: Select a contributing condition associated with the observation. See Add Root Cause Analysis Fields.

    • Contributing Behavior: Select a contributing behavior associated with the observation.

    • Hazard: Select a hazard associated with the observation.

    • Description: Add a description for the observation detailing relevant information needed to report on or complete the work.

    • Attachments: Attach relevant information like a photo or a warranty document by clicking Attach File(s) to select a file from Procore or your local computer, or by dragging and dropping into the gray box.
      Note: See Add a Photo to an Observation so that it Populates in the Photos Tool.

  4. Click Create.

  5. When you return to the main Observations page, click Send Item in the banner above the Observations log page to send a digest email to the assignees, members of the distribution list, and creators of all of the observations that have yet to be sent. The Observation's 'Date Notified' will be set to the date the Send Item button was clicked.
    Note: In order to see this banner, the observation must have an assignee.

See Also