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Procore

Extract Project Information (Procore Web)

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 Note: 

A new Procore Extracts application is replacing the web based Extracts feature detailed below. Please refer to the following articles for information on the new application:

Objective

To extract information from Procore's Project level tools.

Background

The Extract feature is useful when your company wants to archive a project's information after closing out a project. When using this method to extract data from Procore, the system exports the data to a series of files and then packages those files into a single ZIP file. After the extraction process is complete, you can then click a Download link to download the ZIP file to your computer or another location on your company's network. 

A user with 'Admin' level permission to the Project level Admin tool can submit a request to have the Extracts feature enabled on a user account. When this feature is enabled, an Extracts link is visible in the Project Settings menu in the right pane of the project's Admin tool.

Things to Consider

  • Required User Permission: 
    • 'Admin' level permissions on the project's Admin tool.
      AND
    • The 'Can Run Extracts' privilege by Procore. To submit a request to enable this privilege, contact your company's Procore Administrator. Your Procore Administrator must submit a request to your Procore point of contact.
  • Additional Information:
    • Extracted files (i.e., XLS, XLSX, DOC, PDF, and so on) are bundled in a ZIP file by the Tool's name (e.g., Inspections.zip, Submittals.zip, and so on).
    • If your company has enabled any custom tabs or Procore integrations, project extracts for that tool may also be available in the New Extracts drop-down list. 
    • This features extracts data as listed below. It does not extract all Procore data across all tools. 

Demo

create-export-as.gif

Steps

Create a New Extract

  1. Navigate to the Project level Admin tool.
    This reveals the 'General Project Information' page. 
  2. Under Project Settings, click Extracts.
    Notes:
    • To see the Extracts link, the Project Extracts feature must be enabled on your company's Procore account.
    • To request to enable project extracts please reach out to your Procore point of contact.
  3. In the New Extract drop-down list, select one of the options detailed below:
    • Bids. Creates a download package of all the bids from the project's Bidding tool. See Bidding.
    • Change Events. Creates a download package containing all of the change events from the project's Change Events tool. Change events are created with the Change Events tool or from individual RFIs. See Create a Change Event or Create a Change Event from an RFI.
    • Change Order Packages. Creates a download package containing all of the projects change orders, which are created in the project's Commitments and Prime Contract tools. See Change Orders.
    • Change Order Requests. Creates a download package  with all of the Change Order Requests from the project's Prime Contract tool. See Create a Change Order Request.
    • Contracts. Creates a download package of all of the project's contract data. See Create a Prime Contract.
    • Daily Log. Creates a download package containing a daily summary for each day of the project. See Daily Log. 
    • Documents. Creates a download package containing all of the documents stored in the project's Documents tool. See Documents.
    • Drawings. Creates a download package containing all of the images stored in the project's Drawings tool. See Drawings.
    • Emails. Creates a download package of all of the email messages stored in the project's Emails tool. See Emails.
    • Field Orders. Creates a download package of all the field orders stored in the Commitments tool. See Commitments.
      Note: This download is only available if a user with 'Admin' permissions to the Commitments tool requested to have the Enable Field Orders option turned on by Procore.
    • Inspections. Creates a download package of all the inspections stored in the project's Inspections tool. See Inspections.
    • Instructions. Create a download package containing the project's instructions. See Instructions.
    • Meetings. Creates a download package containing all the project's meeting data from the Meetings tool. See Meetings.
    • Observations. Creates a download package of all the observations in the Observations tool. See Observations.
    • Owner Invoices. Creates a download package of all the Owner Invoices in the Commitments tool. See Create an Owner Invoice.
    • Photos. Creates a download package containing all of the project photos stored in the Photos tool. See Photos.
    • Potential Change Orders. Creates a download package containing all of the Potential Change Orders (PCOs) on a project. PCOs can be created with the Prime Contract  tool (see Create a Potential Change Order (PCO)) or from a change event. See Create a Prime PCO from a Change Event.
    • Punch List. Creates a download package containing all of the project's Punch List items. See Create a Punch List Item.
    • RFIs. Creates a download package containing all of the Requests for Information (RFIs) on the project and their attachments. See Create an RFI.
    • RFQs. Creates a download package containing all of the Requests for Quotes (RFQs) on the project. See Create RFQs.
    • Specifications. Creates a download package containing the project's specifications. See Specifications.
    • Submittals. Creates a download package containing the project's submittals and their attachments. See Submittals.
      Note: If your company has opted to disable the Number Submittals by Spec Section option (see Request to Disable Number Submittals by Spec Section), spec sections numbers do NOT with the submittal items. 
    • Transmittals. Creates a download package containing the project's transmittals. See Transmittals. 
  4. Click Extract.
    A YELLOW banner temporarily appears to notify you that the extract has started. Then, a progress indicator bar appears while the system processes your extract as shown below.
    Note: You can continue working in Procore during the extraction process and you can also run multiple extracts during a single session. When the extraction process is complete, the system sends you an email notification that contains any of the available download links. You can also use the download links in the Extracts page as described in the next step. 
  5. Choose from these options in the Download Link column:
    • If there is data to download, click the Download link that appears.
      OR
    • If there is no data to download, a "No Data to Extract." message appears. 
      The Extracts will remain in the log indefinitely unless you or another 'Admin' level user deletes it. See Delete an Extract.

Delete an Extract

There are two ways to delete an extract:

  • Click red X next to an extract.
    OR
  • Click the Delete All link at the top of the page. 

Deleting an extract permanently removes it from Procore. 

See Also