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Prepare Contacts for Import to the Procore Imports App

Objective

To properly format your contacts for import.

Background

You can use the Procore Imports App to self-import either a list of users or vendors into your company's or project's Directory tool. This will add as many contacts to your project as you need without having to manually add each contact in Procore.

Things to Consider

  • Required User Permissions: 'Admin' level permission on the Company Directory.

Steps

Download the Users or Vendors Import Template

  1. Open the Procore Imports App.
  2. Select the company and project you want to import contacts into.
  3. Choose from the following options:
    • Add New Users: Select this option to import a list of users to your project.
      Note: In Procore, a "user" is an individual person who will be logging into Procore, such as your employee or an employee of another company who will be accessing your project.
    • Add New Vendors: Select this option to import a list of vendors to your project.
      Note: In Procore, a "vendor" is another company or entity that your company interacts with during a project.
  4. Choose Save & Open Blank Template to download an excel import template to your local device.

Format the Users Import Template

  1. See below considerations when filling out the template.
    • Required Row Data:
      • Each row in the table corresponds to an individual user.
      • Each row in the table corresponds to a contact record (a.k.a., a user). At a minimum, each record requires a value for the contact's first_namelast_nameemail_address, and default_permission_template. The column headings for the required fields have a RED background and the YELLOW input message bubble contains an asterisk (*). All Other columns and cells in a single row may be left blank.
      • Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
    • Required Column Data:
      • The following headers are required. A header refers to the top row of the worksheet (i.e., Row A): first_name*, last_name*, company, job_title, address, city, state, zip, country, business_phone, fax_number, mobile_phone, email_address*, password, notes, trade_name, and default_permission_template*. 
        Note: The required fields (i.e., the cells that require data entry in order to create a user record in the database) are denoted in bold text and an asterisk (*) above. 
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns, or remove columns from the template.
      • The import process will fail if you change the column header order in the template.
    • The first line of the table must include the header, which defines the fields in the Excel table and your company's contact database in Procore.
  2. Complete the import template.
    Notes:
    • An asterisk (*) denotes a required field.
    • If you are pulling your user source data from a different spreadsheet, you MUST always separate the user's first and last name into separate cells. To learn how to do this before adding the data to the template, visit this article on the Microsoft Office Support site for assistance: Split Text Into Different Cells 
    • When you begin your data entry, the template's built-in data validation highlights the required cells with errors (i.e., missing data entry) in light RED until there are no detectable errors. 

      user sample data 3.jpg
       
      • *first_name: Enter the user's first name exactly as you want it to appear in the Directory tool (e.g., John).
        Important! The first_name is a required field. First names are case- and punctuation-sensitive. 
      • *last_name: Enter the user's surname exactly as you want it to appear in the Directory tool (e.g., Smith).
        Important! The last_name is a required field. Last names are case- and punctuation-sensitive. 
      • *email_address: Enter the user's full email address  (e.g., jsmith@example.com)
        Important! The email_address field is a required field and it must be unique to each individual. It is also used as the unique identifier for the user's profile.
      • *default_permission_template: Enter the name of the user permission template that will be applied to each user record. You must enter the name exactly as it appears in the Directory. See Manage Permission Templates.
        Important! The default_permission_template is a required field.
      • company: Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive in Procore. 
        Important!  If the vendor/company already exists in the Directory tool, enter the name exactly as it appears in the Directory to avoid creating a duplicate. See Add a Company to the Company Directory.
      • is_employee_of: If the user is an employee of your company, select Yes from the list box. If the user is affiliated with a subcontractor, supplier, or vendor, select No from the list box. 
      • employee_id: If you selected Yes in the is_employee_of field, you have the option of entering an employee ID. If you selected No in the is_employee_of field, leave this field blank. 
        Note: If you attempt to enter an employee_ID without selecting Yes in the is_employee_of field, the data validation in the worksheet will highlight the error in light RED. 
      • job_title: Enter the user's professional title exactly as you want it to appear in the Directory tool. You can enter up to 255 alphanumeric characters. 
      • address: Enter the user's address (e.g., company or mailing address) exactly as you want it to appear in the Directory tool.  
      • city: Enter the full city name for the user's address (e.g., La Jolla).
      • state: Enter the two-letter state or territory abbreviation (e.g., CA). See U.S. State Abbreviations. If you enter a state abbreviation, you will be required to enter a country name
      • zip: Enter the ZIP or postal code.
        Tip! If Microsoft Excel cuts off the leading zeros in the code, right-click the cell (or cell range) and choose 'Format Cells' from the shortcut menu. Next, under 'Number,' click 'Special.' Then apply the 'Zip Code' or 'Zip Code + 4' format. For more details, visit the Microsoft Office web site for instructions: Displaying Numbers as Postal Codes.   
      • country: Spell out the full country name.
        Important! Do NOT use abbreviations (e.g., United States or Canada). You MUST always spell out the full country name.
      • business_phone: Enter the user's business telephone number using the NANP number format (e.g., 805-555-0100). How you enter the phone number here determines how it will appear in Procore.
      • fax_number: Enter the user's business facsimile number using the NANP number format (e.g., 805-555-0106). How you enter the phone number here determines how it will appear in Procore.
      • mobile_phone: Enter the user's mobile telephone number using the NANP number format (e.g., 805-555-0107). How you enter the phone number here determines how it will appear in Procore.
      • notes: Add up to 255 alphanumeric characters. 
        Note: The notes you enter here populate the 'Tags / Keywords' field on the person's profile. Users can later search the notes field for matches using different Procore tools: Search and Filter the Company DirectorySearch and Filter the Project Directory, and Search for and Invite Bidders.
  3. Respond to Data Validation Alerts
    If your data entry does NOT meet Procore's import criteria, the invalid cell will be highlighted in red.

    user sample data limited.jpg

Format the Vendors Import Template

  1. See below considerations when filling out the template.
    • Required Row Data:
      Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
      • Each row requires a value in the name column in order to create the company record. Other values in the same row can be blank.
      • Each row in the table corresponds to an individual vendor.
      • The import process will fail if you change the column header order in the template.
      • The import process will fail if you insert new columns, move columns, or remove columns from the template.
      • The import process will fail if you modify values in column headers.
    • Required Column Data:
      • The first line of the table must include the header, which defines the fields in the Excel table and your company's vendor database in Procore.
        • The following headers are supported: name*, entity_type, entity_ID, address, city, state, zip, country, business_phone, fax_number, email_address, primary_contact, trade_name, authorized_bidder, union_member, bidding_mbe_sbe, non_union_prevailing_wage, bidding_mbe_aabe, bidding_mbe_abe, bidding_mbe_hbe, bidding_mbe_nabe, bidding_mbe_wbe, bidding_mbe_dbe, bidding_mbe_hub, bidding_mbe_mbe, bidding_mbe_sdvosb, bidding_mbe_8a, bidding_affirmative_action, bidding_cbe, prequalified, license_number, default_bid_invitee, tags_keywords, Standard Cost Code List.
        • If your company account has enabled the Company level ERP Integrations tool, your template is set up to automatically add one (1) of these column headers: Sage 300 CRE® Cost Codes, QuickBooks® Cost Codes, or timberline_vendor_id (This field is included only for customers with the legacy Sage Timberline Office (STO) integration).
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns, or remove columns from the template.
      • The import process will fail if you change the column header order in the template.
  1. Complete the import template.
    Note: An asterisk (*) denotes a required field.

    vendor sample data 4.jpg
     
    • *name: Enter the vendor/company name exactly as you want it to appear in the Directory tool. Company names are case- and punctuation-sensitive. If your company has enabled the Company level ERP Integrations tool, be aware that your entry is synced with an integrated ERP system that imposes character limits on imported project names. For details, see What is the maximum character length for a 'Company Name' in the Directory tool?
      Important!  To avoid creating a duplicate entry when importing entries to a Directory with existing records:
    • entity_type: Select ABN (Australian Business Number) or EIN (Employer Identification Number) from the drop-down list. Then enter the entity's identification number in the entity ID field. 
    • entity ID: If you select an option from the entity_type list, you must enter the appropriate number here. See Australian Business Number or Employer Identification Number.
    • address: Enter the street or mailing address for the vendor/company.
    • city: Enter the full city name (e.g., San Diego, Seattle, Westchester). 
    • state: Enter the two-letter state or territory abbreviation (e.g., CA, WA, NY). See U.S. State Abbreviations.
    • zip: Enter the company's Zip code.
      Tip! If a Zip code contains a leading zero (e.g., 92129, 98122, 10503), there is a known issue in Microsoft Excel related to displaying numbers. See the Microsoft Office web site for details: Displaying Numbers as Postal Codes.   
    • country: Enter the full country name of the company's address (e.g., United States or Canada).
    • business_phone: Enter the vendor's/company's business telephone number using the NANP number format (e.g., 805-555-0100). Do not use SPACES or parentheses as delineators. 
    • fax_number: Enter the vendor's/company's business facsimile number using the NANP number format (e.g., 805-555-0101). Do not use SPACES or parentheses as delineators. 
    • email_address: Enter one (1) full email address for the vendor/company. Typically, this is a general business email address (e.g., info@example.com). This field does not support the entry of multiple email addresses.
    • primary_contact: Enter one (1) full email address for the primary contact at the vendor/company. Typically, this is a person's email address (e.g., jsmith@example.com). This field does not support the entry of multiple email addresses. 
      Important! The primary_contact must be an email address and the user associated with the email address must have a record in the Directory tool.
    • trade_name: Enter the vendor/company trade (e.g., Concrete or Masonry). If there are multiple trades, use the pipe symbol (|) as a separator and include a single SPACE on either side of the pipe symbol (e.g., Concrete | Masonry).
      Notes:
      • To type the pipe symbol (|), hold down your keyboard's SHIFT key and then press the backslash (\) key. On most US English keyboards, the backslash key is directly above ENTER or RETURN. However, your keyboard may be different. 
      • Trades let you filter records in the Project Directory. See Add or Delete Trades. They and also let you quickly create bid lists with Procore's Bidding tool. See Export a Bid Package's Bid List to a PDF or CSV). 
    • Business Type Considerations:
      Note: If local, federal, or state regulations restrict your organization from the collection of this data, you must leave this cell blank.
      • authorized_bidder: Select 'Yes' to indicate if the vendor is authorized to bid on all your company projects (if you are importing at the Company level) or a specific project (if you are importing at the Project level). Select 'No' to indicate the vendor is not an authorized bidder. 
      • union_member: Select 'Yes' or 'No' to indicate if the vendor is a member of a union. 
      • bidding_mbe_sbe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Small Business Enterprise. Select 'No' to indicate the company is not certified as a small business. Procore interprets a blank value as a 'No' entry. 
      • non_union_prevailing_wage: Select 'Yes' to denote that the company is subject to general prevailing wage determinations. Select 'No' to indicate the company is not subject to these determinations.
      • bidding_mbe_aabe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., African American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_abe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Asian American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry.
      • bidding_mbe_hbe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Hispanic Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_nabe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Native American Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_wbe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Women Owned Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_dbe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Disadvantaged Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_hub: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Historically Underutilized Business Enterprise). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_mbe: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business Enterprise. Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_sdvosb: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g., Service-Disabled Veteran-Owned Small Business). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_mbe_8a: Select 'Yes' to denote that the company is certified by the U.S. Small Business Administration as a Minority Owned Business (e.g.,  Socially- or Economically- Disadvantaged Business under the 8(a) program). Select 'No' to denote that the company is not certified. Procore interprets a blank value as a 'No' entry. 
      • bidding_affirmative_action.: Select 'Yes' to denote that the company is subject to affirmative action when bidding. Select 'No' to indicate the vendor is not subject to affirmative action.  Procore interprets a blank value as a 'No' entry. 
      • bidding_cbe: Select 'Yes' to denote that the company registered with the Department of Small and Local Business Development’s (DSLBD’s) Certified Business Enterprise (CBE) Program. Select 'No' to indicate the company is not a district-based (i.e., Washington D.C.) business.
      • prequalified: Select 'Yes' if the contractor is on the relevant Prequalified Contractors Listing for the state in which it will be doing business. Select 'No' if the contractor is not on the listing. Procore interprets a blank value as a 'No' entry. 
      • license_number: Enter the company's state contractors license. 
      • default_bid_invitee: Enter the email address for the default bid invitee for that company. If there are multiple invitees, use the pipe symbol (|) as a separator and include a single SPACE on either side of the pipe symbol (e.g., jsmith@example.com | mjones@example.com).
      • tags_keywords: Enter any keyword tags for the vendor here. Separate entries with a comma (,). You can enter up to 255 characters in this field. 
    • Cost Codes:
      • Standard Cost Code List
        Important! Your company's or project's cost codes should always be added, imported, or synced before importing vendors. See Add and Edit Project Cost CodesRequest a Cost Code Import or Configure Cost Code Preferences for ERP Integrations.
        • If your company is using a Standard Cost Code list, enter the appropriate Division and Cost Codes. For example, if you have a two-tier cost code structure, you will need to enter the Division code and the Cost Code (e.g., 03-050). For a three-tier cost code structure, you might need to enter the Division, Division 1, and Cost Code (e.g., 03-10-050). 
        • If you want to associate multiple codes with the company, separate each code with the pipe (|) symbol and be sure to include a single SPACE on either side of the pipe symbol (e.g., 03-050 | 03-100) .  See Edit and Add Cost Codes and Descriptions.
      • ERP Integrations Cost Code List
        If your company has enabled the Company level ERP Integrations tool for a supported ERP system, this column heading corresponds to your specific ERP system. To change the column heading, click the Instructions tab. Then scroll to the 'To Complete This Template' section. Then, next to step 2, select one of these options:
        • Select Integration/None: Select this option if your company has NOT enabled the ERP Integrations tool. Note: You will also select this option if you are using the Procore + Viewpoint® Spectrum® or Procore + Integration by Ryvit. These integrations do NOT currently allow you to import cost codes (i.e., phase codes in Integration by Ryvit with a vendor record. 
        • SAGE 300 CRE: Select this option if you are using the Procore + Sage 300 CRE® and want to associate cost codes with a specific vendor record. See Sage 300 CRE®.
        • QuickBooks: Select this option if you are using the Procore + QuickBooks® and want to associate your QuickBooks costs codes with a specific vendor. See QuickBooks®.
        • timberline_vendor_id: Select this option if you are using the legacy version of the Procore + Sage Timberline Office (STO) integration. This is NOT common and is also NOT related to the current Procore + Sage 300 CRE® integration. Note: Although it not commonly used, you can also add import data to this column if you are storing the Timberline Vendor ID (a.k.a., Accounting Vendor ID) in your vendor records.
  2. Respond to Data Validations Alerts
    If your data entry does NOT meet Procore's validation criteria, the invalid cell is highlighted to alert you fix the error.

    vendor data validation 1.jpg

See Also