Getting Started with Document Management - Introduction to the Tool
About the Tool
Procore's Document Management tool is a document management system that automatically organizes your documents according to their attributes. Quickly find the documents you need with confidence that you're opening the latest approved revision and that only people who should see it have access.
This tool is designed for companies needing a unified, configurable solution for managing information and approvals across all stages of a construction project.
With the Document Management tool, companies can:
- Configure document permissions based on each revision's attributes such as status, type, or discipline.
- Help team members access, review, approve, and manage documents in a streamlined way from one centralized system.
- Have the same benefits as gained with the original Documents tool in Procore, while adding features such as document approval workflows with markup, more precise permissions, metadata tagging, and enforceable naming conventions.
For tutorials, videos, and additional resources, see Document Management (Web) | (iOS) | (Android).
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View the Features
General Tool Process
After settings have been configured (as explained later in this guide), the general process for the Document Management tool includes the following actions taking place:
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Topics such as tool settings and permissions, saved views, and approval workflows will be covered later in this guide.Workflow Diagram
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Uploading, Reviewing, And Submitting Documents
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Uploading Documents
Documents are uploaded to the Document Management tool, similar to how files are uploaded to Procore's original Documents tool. However, the Document Management tool uses machine learning on the contents of the document and file name to automatically populate data (such as the document type, drawing number, and drawing description).
Note: You’ll set up your fields, naming standards, and upload requirements in the next section of this guide.
VIEW TUTORIALReviewing And Completing Document Attributes
After uploads have finished processing, any remaining required fields will need to be reviewed and completed before they can be submitted to the project for broader access.
Note: You’ll be able to set up these requirements in a later section of this guide.
Submitting and Approving Documents
After documents have all required fields filled out, they can be submitted to the project and accessed on the 'All Documents' tab.
Reviewing Documents with workflows
If documents have approval workflows set up with the Workflows tool, they will move to the 'In Review' tab where workflow assignees will be able to review, provide comments, and respond with an approval outcome.
Viewing, Downloading, and Sharing Documents
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After documents are submitted to the project, people with the appropriate permissions can view, share, and download the documents that they need.
Note: You'll set up document permissions later in this guide.
Viewing Documents
Submitted documents are shown on the ‘All Documents’ and ‘In Review’ tabs. Document information can be viewed in the table or opened in Procore's document viewer. The latest revision within a given document container is shown by default, but previous revisions can be quickly accessed as well.
Documents can also be easily accessed and viewed on Procore's mobile application for iOS and Android.
Downloading Documents
Documents can be downloaded individually from the table or viewer, and in bulk from the table on Procore's web application.
Sharing Documents
Documents can be added as attachments for items (such as transmittals) in the Correspondence tool.
The documents can then be viewed and downloaded by recipients of the correspondence who have permission to those documents in the Document Management tool.
