Document Management - Glossary
Collection
A collection is a group of saved filters in the Saved Views panel of the Document Management tool. Collections keep saved searches organized so users can quickly find the document revision needed in their specific context. For example, admins can set up a collection for field users that automatically pulls in only the latest published version of each drawing for a specific location. Newer revisions of these drawings may exist, but field users should only work from approved (published) versions.
Procore automatically provides two document collections called 'In Review' and 'Published,' and project Admins can create additional collections using filters. Within a Collection, any user can create a saved view that narrows the search results even more. For example, an electrical engineer may want a saved view that shows only electrical drawings. By placing this saved view in the ‘Published’ collection, the engineer makes it easy to access a dynamic list of all the project’s published electrical drawings.
Conditional Rule
In Procore's Document Management tool, a conditional rule is created to set different requirements for specific document types that don't meet criteria of the default rule.
Default Rule
In Procore's Document Management tool, a default rule is a set of requirements that documents uploaded to the project must meet, unless a conditional rule applies.
Document Container
In Procore's Document Management tool, a document container represents a unique set of related document revisions described with metadata in common. For example, a document container will have the same document type, discipline, and project code for all revisions within that container.
Metadata
In Procore's Document Management tool, metadata is data that provides information about a document, such as the filename, size, date authored and uploaded, author name, etc. The Document Management tool uses a combination of machine learning and the project's naming standard to automatically populate metadata for an uploaded document.
Naming Standard
A naming standard is a standard, or company specific, format for creating a unique ID for an item. In Procore's Document Management tool, the naming standard is used to create and apply standards for naming document filenames. Depending on the naming standard set for the project, Procore will automatically populate metadata from the filename that matches segments in the naming standard.
For example, the ISO 19650 standard Naming Convention uses 7 pieces of metadata strung together. The typical naming standard for drawings in the United States is Discipline-Doc Number, like A-101 for an Architectural first floor plan.
Permission Group
In Procore's Document Management tool, a permission group is created to grant document permissions to users based on a permission type (Admin, Owner, Viewer) and document attributes.
Permission Type
In Procore's Document Management tool, a permission type (Admin, Owner, Viewer) is granted to users in order to allow access to documents. Each permission type can be configured to allow a number of actions on a document.
Saved View
A saved view is a saved set of search filters for quick access to documents in the Document Management tool. Saved views visually organize your documents while also meeting the needs of a particular context, such as the saved view 'Published Electrical Drawings' for electricians who only want to see the latest approved versions of a specific document type. Unlike traditional folders, saved views don't require users to specify an upload location; they automatically absorb past, present, and future revisions of the same document.
Admins can create saved views for everyone on the project, and individual users can create saved views that are only visible to them. Each saved view is kept inside a collection, which is a parent category with its own set of filters determined by project Admins.