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Support Home > Products > Procore > Procore User Guide > Project Level > Schedule > Tutorials > Configure Advanced Settings: Project Schedule

Configure Advanced Settings: Project Schedule

Objective

To set advanced preferences for the Project level Schedule tool in Procore.

Things to Consider

  • Required User Permissions: 'Admin' user permissions to the project's Schedule tool.
  • The latest date and time that a schedule was uploaded or updated will be displayed in the header of every page in the Schedule tool's settings page next to "Last Modified."

Steps

  1. Navigate to the project's Schedule tool.
  2. Click the Configure Settings  icon.
  3. Click the page on the right that you want to view.

    schedule configure settings pages.png
     

Use the table of contents below to skip to the section you want to learn more about.

Overwrite Schedule

Overwrite Current Schedule with New Schedule

Project schedules cannot be edited in Procore. They must always be updated in the third-party software program (e.g., Microsoft Project, Asta PowerPoint, etc.) and then uploaded into Procore again. 

Important! Uploading a project schedule update overwrites the existing schedule and permanently removes the previous schedule's Change History from the system. 

  1. In the Project Schedule Settings page, click Overwrite Schedule in the right pane. 
  2. Under the Overwrite Current Schedule with New Schedule area, do the following:
    • Click the Choose File button. 
    • Navigate to the schedule file on your computer or network. Then click Open
  3. Scroll to the bottom of the page and click Update.
    The 'Schedule Uploaded, processing should start soon' message appears. Your schedule is placed into a job queue and the system updates the schedule on a task-by-task basis. Depending on the number of jobs in the queue and the size of your project schedule, the overwrite process may take some time to complete. You can continue working in Procore during this process (Note: To confirm that your upload is complete, click the links in the View By menu to view the schedule changes). 
    Important! While the schedule is being updated, it is recommended that you do not attempt to upload another schedule update. Doing so will add a second job to the queue and jobs will be processed in the order they were uploaded into the system. 

Clear Current Schedule

clear current schedule - schedule configurations.png

  1. Click Clear Schedule.
    Note: This will permanently delete the schedule currently uploaded to the project. 

Schedule Settings

Upload Project Schedule Files

  1. Select the Schedule Settings link on the right side of the page.
  2. Select the drop-down menu next to Schedule Data From.
  3. Click one of the following options:
    • File Upload via Procore Drive
    •  File Upload via Procore Documents
      • ImportantEnter the exact or partial name of your schedule file in the "Schedule Filename Pattern" field. For example, you would enter "Construction Schedule.mpp" into this field. Uploaded files into documents matching this exact filename pattern will be automatically updated into the Schedule tool.
        • You can also utilize special characters to identify partial filename patterns. For example, if you prefix your schedule file with the date (e.g. 07-26-17_Construction Schedule.mpp), you can use the asterisk (*) symbol to denote that piece of the filename that will change. For example, you would enter *_Construction Schedule.mpp into the Schedule Filename Pattern field.
      • Tip! When multiple users are accessing the schedule file and you're making changes to the file from the Documents tool, it is recommended that you check out the file so the team members don't overwrite your schedule changes as you're uploading.
    • File Upload via Web Browser
    • Primavera P6 via Procore Drive

Project Tasks

  • Display Task names with their summary task names: Mark or remove the mark from this checkbox to change how each schedule task is displayed in the Schedule tool. Checking the box displays all of the summary tasks along with the task name that falls under it. Leaving the box unchecked simply displays the task name as displayed below.

    project task names schedule configuration.png
     
  • Display Resource names on calendar: Mark the checkbox to turn on the display of resource names in tasks on the Week and Month calendar views.

Schedule Changes & Change Requests

schedule changes and change requests schedule configuration.png
 

  • When submitting change requests in Microsoft Project, you might want to require users to fill out a comment section called, "Change Reason" that is intended to gather information about why the schedule has been changed. Check this box to require this to be filled out.

Schedule Sidebar

 

  • Enable Calendar Item Creation: Mark the checkbox if you would like users with 'Standard' level permissions or above to create calendar items on top of the integrated schedule. These calendar items can be published the everyone on the team, or they can be personal and only visible to the person creating them. See Create a Calendar Item.
  • Enable Filtering by Person: Mark the checkbox if you would like users with 'Read-only,' 'Standard,' or 'Admin' level permissions to be able to filter the calendar by a person associated with tasks. You may not want to enable this if your tasks are not assigned to users in Procore.

Gantt Chart Colors

gantt chart colors schedule configurations.png

  • When viewing the schedule as a gantt chart, tasks at certain levels will appear as different colors. Level 1 would be the highest "parent" task; Level 2 would be a "child" task directly under level 1; Level 3 would live under level 2, etc. Set your preferences for the colors you would like ot see here.

Email Settings

Weekly Project Schedule

  1. Mark the Enable Weekly checkbox to send weekly emails to specified users showing all upcoming tasks on the project schedule. 
  2. Next to Settings, set when and how often the emails will be sent.
  3. When you're done setting this information, navigate to the Permissions Table page.
  4. Select which users will receive emails by checking the box in the Weekly Project Email column. 
  5. If you would like to send a weekly project schedule immediately, follow the steps below.
    1. Once you set this, navigate back to the Email Settings page.
    2. Click Send Project Schedule Now.

Weekly Resource Schedule

  1. Mark the checkbox next to Enable Weekly to send weekly emails to specified users showing all upcoming tasks on the project schedule. 
  2. Next to Settings, set when and how often the emails will be sent.
  3. When you're done setting this information, navigate to the Permissions Table page.
  4. Select which users will receive emails by checking the box in the Weekly Resource Email column. 
  5. If you would like to send a weekly resource schedule immediately, follow the steps below.
    1. Navigate back to the Email Settings page.
    2. Click Send Resource Schedules Now.

Permissions Table

  1. Click Permissions Table in the right sidebar.
  2. Set each user's permission for the Schedule tool according to your preferences.  
    •  Access
  3. Choose which resource the user is associated with from the drop-down menu under the Resource column.
  4. Select which (if any) weekly emails they will receive. 
    • Note: Edit when and how often these emails are sent out in the Email Settings page.
  5. For a list of what users can do at each permission level in the Schedule, see the Permissions Matrix.
  6. In the example screenshot below, the user has 'Read-only' level permissions and is receiving weekly project emails.

 

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