Company Documents - Glossary
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Allow Access
Allow Access. If you want to allow other users or members of a group with access permission to the file or folder, select those people or groups from the Select a Person or Permission Group list (Note: To learn how to create a distribution group, see Add a Distribution Group to the Company Directory).
Notes:
- Restore to Parent Permissions. If you want the file or folder to use the same permission settings as its parent folder, click this button at any time.
- Remove All. To remove any users on the 'Allow Access' list, click this button.
- Add All. To add all of the listed users to the 'Allow Access' list, click this button.
Attachments
Attachments. Click Attach File(s) or move a file from your computer or network to the Drag and Drop File(s) area. You can upload a file from your computer of another file that is stored in Procore's Documents tool.
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CC
CC. (Optional) Select the desired recipients from this drop-down list. You can choose active users and groups in the Company Directory. See Send Files and Folders to Other Company Users by Email or Add a Distribution Group to the Company Directory.
Check Out
Check Out. Click this button to check the file out.
Notes:
- If you want to see a summary of the file's related activity (i.e., downloads, reset checkouts, etc.), expand the Version Log.
- If you are a user with 'Admin' level permission, you have permission to reset the checkout. See Reset a File Checked Out.
Choose File
Choose File. Click this button to browse your computer's files for the new version of the file to upload. After selecting the file in your computer's file navigator, click Open.
Comment
Comment. Enter a description of the change in this box (Note: To capture any historical information, it is a best practice to always enter a comment about the new version).
Create
Create. Click this button to create the new folder.
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Date (Related Items)
Date. The date of the item will automatically be filled if relevant.
Description (Related Items)
Description. Choose an item within the type to relate to the file (e.g. Choose a drawing revision previously uploaded to Procore's Drawings tool.)
Display Files from Recycle Bin (Filter Documents By)
Display Files from Recycle Bin. Place a checkmark in this box to also include files that have been moved to the Recycle Bin in your search results.
Documents and Folders Private by Default
Documents and Folders Private by Default. If you want the system to automatically mark new files and folders as Private, place a checkmark in this box. If you want new files and folders to be visible to users with 'Read Only' level permission or higher to the Documents tool, remove the checkmark from this box.
Duration
Duration. Select one of the predefined time periods from the list (i.e., 1 Hour, 3 Hours, 5 Hours, 12 Hours, 24 Hours, or 7 Days). These selections cannot be customized (Note: If you don't upload a new version of the file before the checkout expires, the system resets the checkout automatically so other users can check out the file).
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End (Filter Documents By)
End. Use the calendar control to select an end date for your filter.
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Folder Name
Folder Name. Type a name for your new folder (e.g., Bid Documents) in this box.
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Link To (Export File)
Link To. A secure hyperlink to the document in the Documents tool. Users with access permission to the Documents tool and file can paste this link into a web browser to log in to Procore and gain access to the file.
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Make Private
Make Private. Place a checkmark in the box to set the permissions to Private. This reveals the Admin list, which shows all the users with 'Admin' level permission to the Documents tool. Remove the checkmark from this box to remove the privacy settings and unlock the document.
Manage Permissions
Manage Permissions. Click this button to expand the File or Folder Permissions area.
Message
Message. Enter a message for the body of your outgoing email.
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Name (Export File)
Name. Each line item shows the company name, the folder name, the subfolder(s) name (if any), and the file name.
Notes (Related Items)
Notes. Add any notes to the revision you would like to show up in the list.
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P
Private
Private. Place a checkmark in this box if you want only recipients and users with 'Admin' permission on the Documents tool to view this email in the file's Email History.
Notes:
- Marking a file or folder as 'Private' does NOT prevent recipients from downloading the file or folder contents using the email's Download link.
- Use 'Private' emails for sensitive email correspondence in Procore. This ensures a record of the email is kept, while maintaining your desired privacy settings.
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Reset Checkout
Reset Checkout. Click Reset Checkout to end the check out session for the selected file. The file then becomes available for other users to check out.
Note: This button is only visible and available to users with 'Admin' level permission on the Documents tool.
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Sender
Sender. The name of the sender and the sender's Procore company account.
Set Permissions
Set Permissions. Click this button to set the current permissions.
Start (Filter Documents By)
Start. Use the calendar control to select a start date for your filter.
Subject
Subject. The system automatically populates the "FW: [File or Folder]: [File or Folder Name]" subject line. The sender can type over this entry with any text as desired.
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To
To. Select the desired recipients from this drop-down list. You can choose active users and groups in the Company Directory. See Send Files and Folders to Other Company Users by Email or Add a Distribution Group to the Company Directory.
Type (Related Items)
Type. Select from the drop-down menu the type of item you would like to add to the related items list (e.g., drawing revision, RFI, Submittal).
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Update
Update. Click this button to update your setting(s).
Upload
Upload. Click this button to upload the file to the Documents tool.
Notes:
- If you upload a file with a unique name (e.g., you checked out a file named "Installation Manual" and then uploaded a new version named "Installation Manual (1)", the system will update the file to match the most recently uploaded file name (e.g., Installation Manual (1)).
- If you want to see a summary of the file's related activity (i.e., downloads, reset checkouts, etc.), expand the Version Log.
Uploaded/Created By (Export File)
Uploaded/Created By. The name of the Procore user who uploaded the file to the Documents tool.
Uploaded/Created By (Filter Documents By)
Uploaded/Created By. Select a person from the drop-down list. This list only shows users who have uploaded files to the Documents tool.
Uploaded/Created On (Export File)
Uploaded/Created On. The time and date that the file was uploaded to the Documents tool.
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Version (Export File)
Version. The version number of the current file.
Version Comments (Export File)
Version Comments. Any comments added for the file version by the user who uploaded the file.
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