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Create and Edit a Project Level Action Plan Template

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Objective

To create an action plan template from the Project level for the Action Plans tool.

Background

Templates can be created at the Company level or Project level, allowing you to easily use the same action plan structure across your project without needing to recreate templates with similar requirements multiple times. Templates can be created from scratch or can be built from templates that were previously created at Company level. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Action Plans tool.
      OR
    • 'Read Only' or 'Standard' level permissions on the project's Action Plans tool with the 'Create and Edit Project Templates' granular permission enabled on your permissions template.
  • Additional Information:
    • The default general information and default sections and items can be changed while an action plan is being created from a template by users with the appropriate permissions.
    • Every field in a project template is fillable and will copy over to action plans that are created using that template. 
    • You can set templates to 'Private' by default. However, when creating an action plan from a template, users can select to make the action plan private or not.

Prerequisites

  • Create Action Plan Types
  • Optional: Download the files below with action plan template examples.
    1. Click here to download the Action Plan Template Examples zipped file or click here to download the Procore Owners Action Plan Template Examples zipped file.
      Note: These files are provided as reference guides only and cannot be uploaded or imported into Procore directly.
    2. Review the template examples.
    3. Using the steps in the tutorial below, add the information that you want to include from the template examples.

Steps

Add Default General Information

  1. Navigate to the Project level Action Plans tool.
  2. Click the settings gear to access Action Plans Settings.
  3. Navigate to the 'Templates' tab.
  4. Click +Create Template.
     Template from scratch vs. from company template
    If you create from company template, when you click +Create Template you will see a dropdown with previously created company templates or the option to create a template from scratch. If you pick a previously created company template, a new project template will open (a clone of the company template) and it’s already considered “created” therefore won’t be a Create & Add Sections button. 
  5. Enter information in the following fields:
    • Name. Required. Enter a default name for action plans created from this template.
       Note
      Project templates can have the same name as templates managed at the Company level. However, if you try to create a Project template with the same name as an existing Project template, you will get an 'Already in Use' error.
    • Type. Required. Select a default type for action plans created from this template. See Create Action Plan Types.
      OR
      To create a new type while creating the action plan template:
      • Click +Create Type.
      • Enter a name for the type.
      • Click Create.
    • Private. Mark this checkbox to make the action plans created from this template visibile to only certain people by default. See Who can see private action plans?
    • Description. Enter a default description for action plans created from this template.
  6. Click Create & Add Sections.
    A banner will display to confirm the action plan is created. The page is automatically refreshed and now includes the 'Sections and Items' section. See Add Default Sections and Items below.
    Note
    Clicking Create & Add Sections shifts the action plan template into 'Edit' mode. While in 'Edit' mode, any changes made to the action plan template's 'General Information' or 'Sections and Items' are saved automatically. The 'All Changes Saved' message displays at the bottom of the screen to confirm when the changes are saved successfully.

Add Default Sections and Items

  1. Enter a name for the first section.
  2. Complete the following for the first item within the first section:
    • Under the 'Title' column, enter a name for the item.
    • Under the 'Acceptance Criteria' column, enter any requirements associated with this item's successful completion.
    • Under the 'References' column, click +Add References to add files to the action plan for reference.
      • In the 'Add References' window, select a tool and object to reference or attach one or more files from your computer and click Save.
        Note: Users with the appropriate permissions to create an action plan can remove these attachments or add their own attachments when creating an action plan.
    • Under the 'Assignees' column, click +Edit Assignees to assign responsible parties to the item and to designate whose signatures are requested. 
      In the 'Edit Assignees' window, complete the following:
      • Under 'Blocking Functionality', select the button for one of the following options: (See What is 'Blocking Functionality' in an action plan?)
        • Assignee signature required to release rest of section. This will require the assignee's signature before all remaining items in the same section are released to be completed but will allow released items in other sections to be completed.
        • Assignee signature required to release rest of plan. This will require the assignee's signature before all items in all remaining sections are released to be completed.
        • None. This will allow other released items in the action plan to be completed regardless of when this item's assignee adds their signature.
          Note: The assignee's signature must be marked as 'Required'.
      • Click Select Assignee and select the entity (e.g., 'Contractor') for the responsible party.
        Note: Specific users can be added as assignees when action plans are being performed.
      • Click Select Verification Method and select the method the responsible party should use to verify the item's completion. See Create Action Plan Verification Methods.
        OR
        To create a new verification method while creating the action plan template:
        • Click +Create New Verification Method.
        • Enter a name for the verification method.
        • Click Create.
      • If you selected Assignee signature required to release rest of section or Assignee signature required to release rest of plan as noted above: Mark the checkbox in the 'Required' column to require the assignee's signature and to block remaining items in the section or in the plan from being completed until this assignee adds their signature.
      • Click +Add Assignee to add additional entities for additional responsible parties.
      • Click Save.
        Notes:
        • Assignees added when an action plan is being created or edited are considered required and can only be removed while creating or editing an action plan.
        • Additional assignees added while an action plan is being performed are considered optional and can be removed while performing or editing an action plan.
    • Under the 'Records' column, click +Add Records to request one or more records to be included as part of the item's completion.
      • Click Inspections and mark one or more checkboxes next to each inspection template that you want to be used for adding or creating inspections for the item.
        Note: 'Read Only' level permissions or higher on the Project level Inspections tool are required to request records using project inspections templates.
      • Click Correspondence and mark one or more checkboxes next to each correspondence type that you want to be used for adding or creating correspondence items for the item.
        Note: 'Read Only' level permissions or higher on one of the project's correspondence types are required to request correspondence records.
      • Click Forms and mark one or more checkboxes next to each form that you want attached as a record
        Note: 'Read Only' level permissions or higher on the Project level Forms tool are required to request form records.
      • Click Submittals, Meetings, Observations, Attachments, or Photos and mark the checkbox to request that record.
      • Click Save after selecting the requested records for the item.
  3. Click +Add Item to add a new item within the section.
  4. Click +Add Section to add a new section.
  5. Continue adding sections and items as necessary.
  6. To delete a section or item:
    • Hover your cursor over the end of the row and click the icon-delete-trash4.png icon that displays.
    • In the 'Delete Section' or 'Delete Item' window, click Delete.
  7. When you are finished adding sections and items, click Done to finish creating the action plan template.
    Note: Clicking Done shifts the action plan template into 'View' mode where it can be used to create a new action plan in a project.

Copy Sections and Items on a Project Level Template

  1. Navigate to the Project level Action Plans tool.
  2. Click the settings gear to access Action Plans Settings.
  3. Navigate to the 'Templates' tab.
  4. If you are creating a new template, Click +Create Template.
    OR
    If you are editing an existing template, Click Edit next to the template you want to edit.
  5. Under 'Sections and Items', locate the section or item you want to copy.
  6. If you are copying a section, hover your mouse over the section title bar and click Duplicate icon-duplicate.png.
    OR
    If you are copying an item, hover your mouse over the item and click Duplicate icon-duplicate.png.
  7. Fill out the information as needed in the newly created section or item.
  8. Click Save Draft.
    OR
    Click Publish.

 

View and Edit a Company level Template at the Project level

  1. Navigate to the Project level Action Plans tool.
  2. Click the settings gear to access Action Plans Settings.
  3. Navigate to the 'Templates' tab.
  4. Select the Company template you want to manage.
    Note: The vector symbol icon-company-level.png indicates that the action plan template is managed at the Company level.
  5. Click the Edit button to make changes to the template.
  6. Onces changes have been made, click Publish.
    Note: Changes are automatically saved.