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Procore

Grant Granular Permissions in a Project Permissions Template

Objective

To grant granular permissions in a project permissions template to allow users assigned to that template to perform specific actions or to view specific information on supported tools.

Background

In Procore, role-based permissions are used to manage user access to different Procore tools. Access for each role is defined in a permissions template. By default, Procore provides its clients with several role-based project permissions templates. For details, see What is a permissions template? and What are the default project permissions templates in Procore?

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the company's Permissions tool.
  • Additional Information:

Steps

  1. Navigate to the company's Permissions tool.
  2. Click the Project Permissions Templates tab.
  3. Click Actions next to the template you want to grant granular permissions for and select Edit Template.
  4. Select the button in the Read Only or Standard column on the row for the supported tool you want to grant granular permissions for.
     Tip
    See User Permissions Matrix - Web and User Permission Matrix - Mobile for more information about the different actions that can be performed by users with the permission level you select.
  5. Click the angle bracket > icon to open or close the granular permissions menu for each supported tool.
    Note: This icon only displays when the button for Read Only or Standard is selected.
  6. Mark the 'Turn ALL ON' checkbox to enable all of a supported tool's granular permissions on the permissions template.
    NoteThis checkbox name changes to 'Turn ALL OFF' if all of a supported tool's granular permissions are enabled.
    OR
    Mark the checkbox for each granular permission you want to enable on the permissions template for one or more of the following tools:
  7. Click Save.

Action Plans 

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  • Create and Edit Action Plan. Grants users the privilege to create and edit an Action Plan. See Create an Action Plan and Edit an Action Plan.
  • Delete Action Plan. Grants users the privilege to delete an Action Plan. See Delete an Action Plan.
  • Sign as Action Plan Approver. On by default for users with 'Standard' permissions and cannot be modified. See Sign a Completed Action Plan.
    Note: Must be turned on for users with 'Read-only' Permissions.
  • Sign as Action Plan Approver for Users with the Same Company. Grants users the privilege to sign as an Action Plan Approver for anyone is a specified company. See Sign a Completed Action Plan.
    Note: You can only sign as an approver for users your share a company with. Action Plans does not allow you to sign as an approver for users in another company. 
  • Sign as Completed Action Plan Receiver. On by default for users with 'Standard' permissions and cannot be modified. See Sign a Completed Action Plan.
    Note: Must be turned on for users with 'Read-only' Permissions.
  • Sign as Completed Action Plan Receiver for Users with the Same Company. Grants users the privilege to sign as an Action Plan Receiver for anyone is a specified company. See Sign a Completed Action Plan.
    Note: You can only sign as receiver for users your share a company with. Action Plans does not allow you to sign as an receiver for users in another company. 
  • Sign as Action Plan Assignee for any User. Grants users the privilege to sign an Action Plan as an assignee from the project. 
  • Sign as Action Plan Assignee for Users within the Same Company. Grants users the the privilege to sign an Action Plan as an assignee from a specified company.
  • Sign as Action Plan Assignee. On by default for users with 'Standard' permissions.
    Note: Must be turned on for users with 'Read-only' Permissions.
  • Add Records. Grants users the privilege to add records to an Action Plan. On by default for users with 'Standard' permissions.
    Note: Must be turned on for users with 'Read-only' Permissions.
  • Remove Record. Grants users the privilege to remove records from an Action Plan. On by default for users with 'Standard' permissions.
    Note: Must be turned on for users with 'Read-only' Permissions.
  • Edit Due Date in Published Plans. Grants users the privilege to edit the due date in any published Action Plans.
  • Edit Notifications. Grants users the privilege to edit project settings for Action Plans.

See the Permissions Matrix for the Project level Action Plans tool for more information about the different actions that can be performed by users with the permission level you select.

Admin

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See the Permissions Matrix for the Project level Admin tool for more information about the different actions that can be performed by users with the permission level you select.

Bidding

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  • Create Bid Notes. Grants users the privilege to create bid notes.  See Add Notes to the Bid List.
  • Edit Bid Notes. Grants users the privilege to edit bid notes. 
  • Delete Bid Notes. Grants users the privilege to delete bid notes.
    Note: Users with 'Standard' or 'Read-Only' level permissions to the Bidding tool will also need to be added to the Bid Package's distribution list to see the bid package and perform the actions above.

See the Permissions Matrix for the Project level Bidding tool for more information about the different actions that can be performed by users with the permission level you select.

Budget

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  • Import Budget From File. Along with the 'Create and Edit Original Budget Amount' granular permission, this granular permission grants users the privilege to import a budget from a file. See Import a Budget.
  • Create and Edit Original Budget Amount. Grants users the privilege to create and edit the original budget amount. See Add a Budget Line Item and Edit a Budget.
  • View Direct Cost Details. Grants users the privilege to view transaction-level details being populated from the Direct Cost tool via a popup window that appears in the Budget tool. The Direct Costs columns is visible when creating, editing, and viewing line items. See Read a Budget
    Notes: 
    • This granular permission provides users with the ability to click a value in the 'Direct Costs' column of a budget view to open a popup window that shows direct cost transaction detail.
    • If your company is using either the Procore +  Sage 300 CRE® integration or the Viewpoint® Vista™ Integration by Ryvit, this setting must be enabled in the permissions template that is assigned to Procore end users performing budget exports.
  • Delete Budget Line Items. Grants users the privilege to delete budget line items. See Delete a Budget Line Item.
  • Lock Budget. Grants users the privilege to lock the Budget tool. See Lock a Budget.
  • Send and Retrieve Budgets from ERP. Grants users the privilege to send data from the Budget tool to the ERP Integrations tool and also to retrieve information from the ERP Integrations tool before it is accepted for export to an integrated ERP system by an accounting approver. For more information, see the links for your ERP Integration:

See the Permissions Matrix for the Project level Budget tool for more information about the different actions that can be performed by users with the permission level you select.

Commitments

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  • View Private Purchase Orders. Grants users the privilege to see purchase orders marked as private, without having to add them to the 'Private' drop-down. Users can also view information in the Change Orders tab on private purchase orders. See View a Purchase Order.
  • View Private Subcontracts. Grants users the privilege to see subcontracts marked as private, without having to add them to the 'Private drop-down. Users can also view information in the Change Orders tab on private subcontracts. See View a Subcontract.
  • Create Purchase Order. Grants users the privilege to create purchase orders. See Create a Purchase Order
  • Create Subcontract. Grants users the privilege to create subcontracts. See Create a Subcontract
  • Update Purchase Order. Grants users the privilege to edit purchase orders. See Edit a Purchase Order.
  • Update Subcontract. Grants users the privilege to edit subcontracts. See Edit a Subcontract.

See the Permissions Matrix for the Project level Commitments tool for more information about the different actions that can be performed by users with the permission level you select.

Correspondence

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 Important
Granular permissions for the project's Correspondence tool can be granted for each of your company's correspondence types individually, rather than a tool-wide basis. For information about creating correspondence types, see Create a New Correspondence Type.
  • View Private Items Accessible to Users within Same Company. Grants users the privilege to view 'Private' correspondence items that are accessible to another user within their same company.
  • Respond to Items Accessible to Users within Same Company. Grants users the privilege to respond to correspondence items that are accessible to another user within their same company. Users with this granular permission cannot view 'Private' correspondence items unless they have also been granted the 'View Private Items Accessible to Users within Same Company' granular permission.
  • Create Item. Grants users the privilege to create a correspondence item.
    Note: Since users with 'Standard' level permissions on a correspondence type can create correspondence items, the 'Create Item' granular permission cannot be unchecked while 'Standard' is selected for the correspondence type on the permissions template.
  • Edit Open Items They Created. Grants users the privilege to edit 'Open' correspondence items that they created.
    Note: Since users with 'Standard' level permissions on a correspondence type can edit 'Open' correspondence items they created, the 'Edit Open Items They Created' granular permission cannot be unchecked while 'Standard' is selected for the correspondence type on the permissions template.
  • Respond to Items They Are On. Grants users the privilege to respond to correspondence items that they are added to the item's 'Assignee' field, 'Received From' field, or 'Distribution' list.
    Note: Since users with 'Standard' level permissions on a correspondence type can respond to correspondence items they are on, the 'Respond to Items They Are On' granular permission cannot be unchecked while 'Standard' is selected for the correspondence type on the permissions template.

See the Permissions Matrix for the Project level Correspondence tool for more information about the different actions that can be performed by users with the permission level you select.

Daily Log

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 Important
Mark only one of the granular permission checkboxes for the Daily Log tool. If both checkboxes are marked, 'Collaborator Entry Only' will override 'Standard Users Can Edit and Delete Own Entries.'
  • Collaborator Entry Only. Grants 'Read Only' or 'Standard' users the privilege to create entries in the Manpower, Notes, Deliveries, and Daily Construction Report sections of the Daily Log. See Create Daily Log Entries as a Collaborator and Approve Collaborator-submitted Daily Log Entries.
    • Notes
      • By default, the Daily Construction Report log is not enabled on projects. Users with 'Admin' permissions on the Daily Log can turn logs on or off for a project in the Daily Log's configure settings
      • 'Standard' users without granular permissions can create entries for any log that is enabled on the project. If 'Standard' users are granted the 'Collaborator Entry Only' privilege, they will only be able to view and add entries to the four logs mentioned above, however, they will be able to edit their entries until they are approved.
  • Standard Users Can Edit and Delete Own Entries. Grants 'Standard' users the privilege to add, edit, and delete their own entries in any section of the Daily Log, as long as the day has not been marked as complete. See Mark a Daily Log as Complete.
    Important! To grant this privilege:
    • The permissions must be set to 'Standard.'
    • The 'Standard Users Can Edit and Delete Own Entries' checkbox must be marked.
    • The 'Collaborator Entry Only' checkbox must be cleared.

See the Permissions Matrix for the Project level Daily Log tool for more information about the different actions that can be performed by users with the permission level you select.

Direct Costs

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  • Create Direct Cost. Grants users the privilege to add and/or import a direct cost to the project's Direct Costs tool. See Create a Direct Cost and Import Direct Costs.
  • Update Direct Cost. Grants users the privilege to edit a direct cost in the project's Direct Costs tool. 
  • Delete Direct Cost. Grants users the privilege to delete a direct cost in the project's Direct Costs tool. 

See the Permissions Matrix for the Project level Direct Costs tool for more information about the different actions that can be performed by users with the permission level you select.

Directory

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See the Permissions Matrix for the Project level Directory tool for more information about the different actions that can be performed by users with the permission level you select.

Documents

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See the Permissions Matrix for the Project level Documents tool for more information about the different actions that can be performed by users with the permission level you select.

Drawings

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  • Upload Drawings. Grants users the privilege to upload drawings to the drawings tool. All drawings uploaded to the Drawings tool by a 'Standard' or 'Read only' user will need to be reviewed for OCR accuracy and will be unpublished until an 'Admin' user reviews and publishes the drawings to the team. See What is the unpublished status on drawings?
  • Upload and Review Drawings. Grants users the privilege to upload drawings and review them to confirm accuracy. A user can only review drawings that they uploaded, and an 'Admin' user will need to publish the drawings.

See the Permissions Matrix for the Project level Drawings tool for more information about the different actions that can be performed by users with the permission level you select.

Observations

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  • View Private Observations Assigned to Users within Same Company. Grants a user the privilege to view all Observation items assigned to colleagues within their same company, including observations marked as 'Private'.
  • Update Status and Comment on Observations Assigned to Users within Same Company. Grants a user the privilege to respond to updated and add comments to observations assigned to other users within the same Procore company account. This includes observations marked as 'Private.' 
  • Can Assign Standard Users to Observations. Grants a user the privilege to assign 'Standard' level users to observations.

See the Permissions Matrix for the Project level Observations tool for more information about the different actions that can be performed by users with the permission level you select.

Photos

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  • Create Photo Album: Grants users the privilege to create a new photo album in the project's Photos tool. See Create a Photo Album.
    Note: Since 'Standard' level users can create a photo album, the 'Create Photo Album' granular permission cannot be disabled while 'Standard' permission is selected for the Photos tool on the permissions template.
  • Delete Photo Album: Grants users the privilege to delete any photo album in the project's Photos tool. See Delete a Photo Album
  • Reorder Photo Albums: Grants users the privilege to reorder photo albums in the project's Photos tool. See Reorder Photo Albums.
  • View Private Photos: Grants users the privilege to view photos that are marked as Private. See Mark a Photo as Private.

See the Permissions Matrix for the Project level Photos tool for more information about the different actions that can be performed by users with the permission level you select.

Prime Contracts

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  • Create Prime Contract. Grants users the privilege to create prime contracts in the project's Prime Contracts tool. See Create Prime Contracts.
  • Update Prime Contract. Grants users the privilege to edit a prime contract in the project's Prime Contracts tool. See Edit a Prime Contract.
  • Delete Prime Contract. Grants users the privilege to delete a prime contract in the project's Prime Contracts tool. See Delete a Prime Contract.
  • View Invoice Detail. Grants users the privilege to view the Details tab of the invoice and the tab's Export button. See Create an Owner Invoice.

See the Permissions Matrix for the Project level Prime Contracts tool for more information about the different actions that can be performed by users with the permission level you select.

Punch List

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  • View Private Punch Items Assigned to Users Within Same Company. Grants a user the privilege to view a punch list item marked 'Private' if another user in their company is the punch item's Assignee.
  • Respond to Punch Items Assigned to Users Within Same Company. Grants a user the privilege to respond to a punch list item assigned to another user in their company, including punch items marked as 'Private'.

See the Permissions Matrix for the Project level Punch List tool for more information about the different actions that can be performed by users with the permission level you select.

RFIs

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  • Act as RFI Manager. Grants a user the privilege to be selected as the RFI Manager for individual RFIs or to be selected as a project's default RFI Manager. For more information about what tasks users with this granular permission enabled on their permissions template can perform, see What tasks does the 'Act as RFI Manager' granular permission allow users to perform?
  • Mark Official Responses. Grants a user the privilege to mark official responses on an RFI if they are the RFI's creator or if they are an Assignee or a Distribution List member on the RFI.
    Note: The 'Only Show Official Responses to Standard and Read-Only Users' configuration setting must be turned OFF in order for a user with 'Standard' level permissions on the project's RFIs tool to view all responses to an RFI that they created. See Configure Advanced Settings: RFIs. Users with the 'Act as RFI Manager' granular permission enabled on their permissions templates can view all responses to RFIs that they create ('Standard' only) or that they are designated as RFI Manager for even if this setting is turned ON.
  • View Private RFIs Associated to Users within Same Company. Grants a user the privilege to view any RFI marked 'Private' if another user in their company (including them) is the RFI's creator or is designated as the RFI Manager, an Assignee, or a Distribution List member.

See the Permissions Matrix for the Project level RFIs tool for more information about the different actions that can be performed by users with the permission level you select.

Schedule

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  • Update Task Completion Percentage. Grants a user with 'Standard' and 'Read Only' permissions privilege to update percent complete on mobile.
  • Create Lookaheads. Grants a user the privilege to create a Lookahead. See Create a Lookahead Schedule.
  • Delete Lookaheads. Grants a user the privilege to delete a Lookahead. See Delete a Lookahead.
  • View Lookaheads. On by default and cannot be modified. See View Lookahead Schedule.
  • Create Lookahead Tasks. Grants a user the privilege to create Lookahead Tasks. See Create a Subtask.
  • Delete Lookahead Tasks. Grants a user the privilege to delete a Lookahead Task. See Delete a Task.
  • Update Lookahead Tasks. Grants a user the privilege to update and modify Lookahead tasks. See Edit a Task.

See the Permissions Matrix for the Project level Schedule tool for more information about the different actions that can be performed by users with the permission level you select.

Submittals

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  • Create Submittal. Grants a user the privilege to create submittal items.
  • Create Submittal Package. Grants a user the privilege to create submittal packages.
  • View Private Submittals Associated to Users within Same Company. Grants a user the privilege to view a submittal marked 'Private' if another user in their company is the submittal's creator or is designated as the Submittal Manager, a Submitter, an Approver, or a Distribution List member.

See the Permissions Matrix for the Project level Submittals tool for more information about the different actions that can be performed by users with the permission level you select.

Timesheets

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See the Permissions Matrix for the Project level Timesheets tool for more information about the different actions that can be performed by users with the permission level you select.

Transmittals

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  • View Private Transmittals Associated to Users within Same Company. Grants a user the privilege to view a transmittal marked 'Private' if another user in their company is the transmittal's creator or included in the 'To' or 'CC' fields of the transmittal.

See the Permissions Matrix for the Project level Transmittals tool for more information about the different actions that can be performed by users with the permission level you select.

See Also