Observations

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Overview

Navigate to the Project level Observations tool.
Click Create Observation.
Enter the observation information.
Show/Hide Fields
- Asset: Select the asset you want to link to the observation tool.
- Type: Choose the type that best categorizes the observation. Observation types allow you to filter and report records without affecting the fields displayed during creation.
- No: The number of observations will automatically populate with the next number based on the number of observations you and your team have created.
- Title: Title the observation to announce the general topic.
- Status: Set the status of the observation from the following options:
  - Initiated: When you create the observation, it will be set to Initiated, and is awaiting the assignee to respond.
  - Ready for Review: Once the assignee addresses the observation, they change its status to Ready for Review. This emails a notification to the creator to review the work.
  - Not Accepted: If the creator reviews the work and marks it as Not Accepted, the observation remains unresolved and returns to the assignee.
  - Closed: If the creator approves the work, they mark the observation as Closed to resolve and complete the item.
- Priority: Select a priority to tell the responsible party how urgent the observation is (Low, Medium, High, Urgent).
- Trade: Select the relevant trade for this observation. See Add or Delete Trades.
- Assignee: Select the users or distribution group who will complete the work required from the observation.
- Due Date: Enter or select a date from the calendar for the observation to be due.
- Spec Section: Select the specification section associated with the observation.
- Location: Select the location the observation is found in. How do I add a multi-tiered location to an item?
- Distribution: Add people to the distribution list who you would like to receive update emails when the observation's status changes or when someone leaves a comment.
- Private: Mark the checkbox if you would like this observation to be viewable by Observation Admin users, the assignee, and the people on the distribution list.
- Contributing Condition: Select a contributing condition associated with the observation. See Add Root Cause Analysis Fields.
- Contributing Behavior: Select a contributing behavior associated with the observation.
- Hazard: Select a hazard associated with the observation.
- Description: Add a description for the observation detailing relevant information needed to report on or complete the work.
- Attachments: Attach relevant information like a photo or a warranty document by clicking Attach File(s) to select a file from Procore or your local computer, or by dragging and dropping into the gray box.
  Note: See Add a Photo to an Observation so that it Populates in the Photos Tool.
Click Create.
When returning to the main Observations page, click Send Item in the banner to email a digest to assignees, distribution list members, and creators for all unsent observations.
Notes:
- This action updates the 'Date Notified' field to the current date.
- The banner appears only when an observation has an assigned user.

Additional Steps

Helpful Tips

Gray Training Session Videos

Further Information

Observations can encompass scopes of work including quality, safety, commissioning, warranty, and work to complete. This tool is used to assign tasks to other project team members at any phase in the project lifecycle.

Create, manage, attach drawings/photos, and assign observations to users from a mobile device or computer
Set a due date, distribute observations, and send email notifications to responsible parties
Give assignees the ability to view, respond to, and complete observations from a mobile device in the field
Monitor and track observations by status and type
Maintain a real-time history and activity feeds of all actions
Easily link with Locations in order to filter within a project for specific reporting

Popular Tutorials (view all)

Top FAQ (view all)

Quick Links

Web

Configure Observation Settings

Add Observation Templates

Manage Observations

Create an Observations Report

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

View Observations (Mobile) - Subcontractor as Collaborator

Respond to an Observation (Mobile)

Respond to an Observation (Mobile) - Field Worker

Resolve Observations (Mobile) - Subcontractor as Collaborator

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create an Observation (Mobile) - Specialty Contractor

Configure Observation Settings

Add Observation Templates - Specialty Contractor

Respond to an Observation (Mobile) - Specialty Contractor

Configure Observations

Subcontractor - View Observations (Mobile)

Subcontractor - Resolve Observations (Mobile)

Specialty Contractor as Client - Add Observation Templates

Specialty Contractor as Client - Create an Observation (Mobile)

Specialty Contractor as Client - Respond to an Observation (Mobile)

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation(Mobile)

Create Observations

Owner - Add Observation Templates

Owner - Configure the Observations Tool

Owner - Create an Observation

Superintendent - Add Observation Templates

Superintendent - Create an Observation (Mobile)

Superintendent - Close an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Configure Observation Settings

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Configure Observation Settings

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Configure Observation Settings

Field Worker - Create an Observation (Mobile)

Field Worker - Respond an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create Observations

Configure Observations

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create Observations

Configure Observations

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Configure Observation Settings

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation (Mobile)

Web

Add Observation Templates

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

Respond to an Observation (Mobile) - Field Worker

OUTDATED VIDEOS - Removed from Support Site and Certifications

Field Worker - Create an Observation (Mobile)

Configure Observation Settings

Field Worker - Respond to an Observation (Mobile)

Web

Configure Observation Settings

Add Observation Templates

Manage Observations

Create an Observations Report

Mobile

Create an Observation (Mobile)

Create an Observation (Mobile) - Field Worker

View Observations (Mobile) - Subcontractor as Collaborator

Respond to an Observation (Mobile)

Respond to an Observation (Mobile) - Field Worker

Resolve Observations (Mobile) - Subcontractor as Collaborator

OUTDATED VIDEOS - Removed from Support Site and Certifications

Create an Observation (Mobile) - Specialty Contractor

Configure Observation Settings

Add Observation Templates - Specialty Contractor

Respond to an Observation (Mobile) - Specialty Contractor

Configure Observations

Subcontractor - View Observations (Mobile)

Subcontractor - Resolve Observations (Mobile)

Specialty Contractor as Client - Add Observation Templates

Specialty Contractor as Client - Create an Observation (Mobile)

Specialty Contractor as Client - Respond to an Observation (Mobile)

Field Worker - Create an Observation (Mobile)

Field Worker - Respond to an Observation(Mobile)

Create Observations

Owner - Add Observation Templates

Owner - Configure the Observations Tool

Owner - Create an Observation

Superintendent - Add Observation Templates

Superintendent - Create an Observation (Mobile)

Superintendent - Close an Observation (Mobile)

Observations

Learn which user permissions are required to take the described actions in this tool.

Permissions

The action is available on Procore's Web, iOS, and/or Android application.

Users can take the action with this permission level.

Users can take this action with this permission level AND one or more additional requirements, like granular permissions.

What granular permissions are available for the Project level Observations tool?

Observations Tutorials Action	Read Only	Standard	Admin	Notes
Add a Comment to an Observation Web iOS Android	Comment on an Observation
Add a Related Item to an Observation Web
Add Project Level Observation Types Web	Add Project Level Observation Types	Add Project Level Observation Types		Company level Observation Types are managed at the Company level Admin tool.
*Can Be Included on the Distribution List*
Close Observation and Comment Web iOS Android	Close Observation and Comment
Configure Advanced Settings: Observations Web	Configure Advanced Settings: Observations	Configure Advanced Settings: Observations
Create Custom Incident Statuses Web				Custom Incident Statuses are managed at the Company level Admin tool.
Create Custom Observation Categories Web				Custom Observation Categories are managed at the Company level Admin tool.
Create an Observation Web iOS Android	Create an Observation			Observations creators can edit observations they created and change status to any status, close, and comment on their observation line items. ‘Read’ and 'Standard' users can only assign observations to an 'Admin' user unless they have been granted the granular permission 'Can Assign Standard and Eligible Read Only Users to Observations', which allows them to assign observations to other eligible users.
Create an Observation from an Inspection Web iOS Android	Create an Observation from an Inspection			'Standard' users will also need 'Standard' permission to the Inspections tool.
Create a Project Level Observation Template Web	Create a Project Level Observation Template	Create a Project Level Observation Template
Customize the Column Display in the Observations Tool Web
Delete and Retrieve Observations Web	Delete and Retrieve Observations	Delete and Retrieve Observations
Delete Project Level Observation Templates Web	Delete Project Level Observation Templates	Delete Project Level Observation Templates
Delete Project Level Observation Types Web	Delete Project Level Observation Types	Delete Project Level Observation Types		Company level Observation Types are managed at the Company level Admin tool.
Edit Project Level Observation Templates Web	Edit Project Level Observation Templates	Edit Project Level Observation Templates		Company level Observation Types are managed at the Company level Admin tool.
Edit Project Level Observation Types Web	Edit Project Level Observation Types	Edit Project Level Observation Types
Edit Observations Web iOS Android	Edit Observations	Edit Observations
Email an Observation Web	Email an Observation	Email an Observation	Email an Observation
Email All Observations Web iOS Android	Email all Observations	Email all Observations
Email My Observations Web	Email my Observations
Export Observations as a PDF or CSV Web
Respond as Observation Assignee Web iOS Android
Search for and Filter Observations Web iOS Android
Update Observation Status to 'Ready for Review' and Comment Web iOS Android		Update Observation Status to Ready for Review and Comment		'Read Only' and 'Standard' users with the granular permission can update the status to 'Ready for Review'.
Update Open Observation Status and Comment Web iOS Android	Update Open Observation Status and Comment	Update Open Observation Status and Comment
View the Activity Stream of an Observation Web
View Change History Web	View Change History
View Observation Tool Web iOS Android	View Observation Tool	View Observation Tool
View Observations (Not Private) Web iOS Android
View Observations (Private) Web iOS Android	View Private Observations	View Private Observations		'Read Only' and 'Standard' lever users can view private observations without the granular permission if they are the Observation's Creator, Assignee, or on the Distribution List.
View Observation Insights Web	View Project Observation Insights	View Project Observation Insights
View Observations for Users within the Same Company (Private) Web iOS Android	View Private Observations Associated to Users within the Same Company	View Private Observations Associated to Users within the Same Company		For users with the granular permission, you or a user at your company must be the Observation's Creator, Assignee, or on the Distribution List.
View Observations by Type Web iOS Android

Below are the notable changes to the project's Observations tool.

Recent Changes

observations Modernized List View Now Generally Available (10/07/2026)

Procore’s modernized Observations list delivers a faster, more reliable experience for navigating high volumes of project data. This updated interface maintains your existing capabilities while introducing powerful new tools to streamline your workflows. Safety Managers and Project Engineers can now instantly organize data using dynamic grouping, lock in preferred layouts with saved views, and apply bulk actions to effortlessly edit multiple items or manage distribution lists at once. See About the Modernized Observations List View.

Attach Document Management Files to Observations (01/13/2026)

Procore is adding the ability to attach documents from the Document Management tool to items in the Observation tool. With this feature, the Observation tool supports the viewing of documents from both Procore’s new Document Management tool and its classic Documents tool. It also supports other Document Management file activities like status changes, commenting, email links, and PDF exports. Learn how Document Management attachments are unique.

New Granular Permissions Now Available (11/18/2025)

Procore introduced granular permissions for the Observations tool, enabling organizations to tailor user access beyond the traditional Read Only, Standard, and Admin roles. Observations granular permissions allows customers to assign specific capabilities, such as creating observations or assigning users outside their company, to better align with unique security requirements. To learn more, see What granular permissions are available for the project's Observation tool?

separate observations into quality and safety categories (11/18/2025)

Procore has added the ability to permanently divide all existing observations into separate Quality Inspections and Safety Observations. Before this change, all observations were consolidated under one view. By separating them, Quality and Safety groups can focus exclusively on their relevant data and information, creating a better user experience. See Separate Quality Observations from Safety Observations.

Modernized Observations Experience (03/25/2025)

The Observations Tool user interface has been modernized to provide a more seamless, user-friendly experience. The modernized experience is also available when creating Observations from Incident Actions, Inspection Items, and Coordination Issues. There is no change to functionality.