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Update the User Import Template

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 any Procore Import Template that you submit to Procore, it will be returned to you for correction. Please note that the import process may take up to 72 hours to process.

 

Objective

To update the user import template for the Company or Project Directory tool. 

Background

As your company's Procore Administrator or your project's Directory Administrator, you have been granted 'Admin' level permission to either the Company Directory, Project Directory, or both. Whether you are responsible for setting up your entire company's Procore account or responsible for setting up a new project, one of the required setup steps is to populate Procore's Directory tool with your user information (i.e., users are people, such as employees, who will be logging into Procore). You may also be responsible for adding any vendor records to the Directory (i.e., subcontracting companies, vendors, and/or suppliers). For an overview about the import process, see Request Company and People Imports.

Note: When importing users to Procore, you can choose to have them imported at the Company or Project level. If you decide to import users to a project, those records will automatically be added to Procore's Company Directory. 

Before completing the steps below, follow the steps in Download the Company or User Import Template. After getting your copy of the vendor import template, use the steps below to collect and format your vendor import data. Then when you are ready to submit your request, continue with Send a Company or User Import Template to Procore.

Things to Consider

  • Required User Permission:
    • To update the import template in the Microsoft Excel format: None.
  • Prerequisites:
  • Import Template Requirements:
    For general considerations about updating an Excel template, see How do I prepare my data for import into Procore?
    • The XLSX file must be formatted as a table.
      Important! To avoid import failure:
      • Do NOT delete the column header row in the template. 
      • Do NOT change the labels on the column header row in the template. 
      • Do NOT add new columns to the template.
      • Do NOT add blank columns to the template.
      • Do NOT add empty rows (i.e., skip rows) to the template.
    • Required Column Data:
      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 column headings for the required fields have a RED background and the YELLOW input message bubble contains an asterisk (*). All Other columns and cells in a single row may be left blank.
      • Each row in the table corresponds to an individual user.

Steps

  1. Download the User Import Template from the Procore web application. See Download the Company or User Import Template.
  2. Open the XLSX template in Microsoft Excel. 
    The following is an illustration of the workbook used to gather your import data. There are three (3) worksheets:
    • Instructions. This worksheet contains important information about completing the template. 
    • Sample Data. This worksheet contains sample data, instructions, links to helpful support articles, and general import guidelines. 
    • Add Data Here. This worksheet is for your data entry. Start your entries in cell A2. Each line item (a.k.a., 'row') corresponds to a single user record. 

      user-import-worksheets.gif
       
  3. Review the information in the 'Instructions' worksheet. 
  4. Review the data entry examples in the 'Sample Data' worksheet.
  5. When ready to enter your data, click the 'Add Data Here' worksheet.
  6. Complete the data entry as follows:
    Notes:
    • An asterisk (*) denotes a required field.
    • If you are pulling your user source data from a different spreadsheet, you MUST always separate the user's first and last name into separate cells. To learn how to do this before adding the data to the template, visit this article on the Microsoft Office Support site for assistance: Split Text Into Different Cells 
    • When you begin your data entry, the template's built-in data validation highlights the required cells with errors (i.e., missing data entry) in light RED until there are no detectable errors. 

      user-import-required-fields.gif
       
      1. first_name*
        Enter the user's first name exactly as you want it to appear in the Directory tool (e.g., John).
        Important! The first_name is a required field. First names are case- and punctuation-sensitive. 
      2. last_name*
        Enter the user's surname exactly as you want it to appear in the Directory tool (e.g., Smith).
        Important! The last_name is a required field. Last names are case- and punctuation-sensitive. 
      3. 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.
      4. 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 Manage Permission Templates.
        Important! The default_permission_template is a required field.

        user-import-company-to-country.gif
      5. 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.
      6. is_employee_of 
        If the user is an employee of your company, select Yes from the list box. If the user is affiliated with a subcontractor, supplier, or vendor, select No from the list box. 
      7. employee_id
        If you selected Yes in the is_employee_of field, you have the option of entering an employee ID. If you selected No in the is_employee_of field, leave this field blank. 
        Note: If you attempt to enter an employee_ID without selecting Yes in the is_employee_of field, the data validation in the worksheet will highlight the error in light RED. 
      8. 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. 
      9. address
        Enter the user's address (e.g., company or mailing address) exactly as you want it to appear in the Directory tool.  
      10. city
        Enter the full city name for the user's address (e.g., La Jolla).
      11. state
        Enter the two-letter state or territory abbreviation (e.g., CA). See U.S. State Abbreviations. If you enter a state abbreviation, you will be required to enter a country name
      12. 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.   
      13. country
        Spell out the full country name.
        Important! Do NOT use abbreviations (e.g., United States or Canada). You MUST always spell out the full country name.

        business-phone-to-trade.gif
         
      14. 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.
      15. 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. 
      16. 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. 
      17. 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.
  7. After you complete the row, the system focus shifts to the first cell of the next available row. Continue your data entry as desired.
  8. Choose File > Save to save your updates. 
  9. When your data entry is complete, continue with Send a Company or User Import Template to Procore.
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