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Create a Standard Project Folder Structure for the Documents Tool

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Objective

Koester Construction uses a standard folder structure  to help organize all project documents.

Background

Creating a standard folder structure for a project provides an organized view of all of the project's documents that we can use on every project.

Things to Consider

  • Required User Permissions:
    • 'Admin' on the project's Documents tool.
  • Additional Information:
    • As a best practice, Procore does not recommend that you create folders for files that would otherwise live in a Procore tool. We recommend using the tools for the best experience (e.g. Submittals, Specifications).
    • You can automatically create new folders in the Documents tool by uploading empty folders from your computer. See Upload Files or Folders to the Project Level Documents Tool.

Video

 

Steps

  1. Koester Construction uses a standard folder structure for all of its projects. When creating a new project our initial folder structure will be populated in the Documents Tool. The two folders that are automatically populated are:
  • 01 Internal Documents
    • Internal Documents is Private as indicated by the Lock symbol to the right and is only accessible to those with a Koester Procore Login.
  • 02 External Documents
    • External Documents are available to Architects, Subcontractors, Owners, etc. and should be used when large files need to be accessible to those individuals. Specifc folders can be created with Specific permissions to allow only certain users to view documents. Ex. 03 Owner Documents can be created and permissions set so only the Owner and Koester employees can see these documents. See Create a Folder and Change Permission Settings on a Folder or File
 clipboard_ee167ef24d849a74fc60b0e802ca8768e.png

 

  1. To populate our standard Internal Documents folder navigate here in Sharepoint
  2. Download all the folders by selecting all items and clicking download. This will download all the folders and files within these folders to your computer. clipboard_e7f33d45d411bdfea57e077fb6240ab9f.png

  3. Locate the downloaded .zip file in your downloads, right click, extract all. This will extract the folder structure from the .zip file into your downloads file.

  4. Double click to open the new folder clipboard_e1ef39feef50b46f683e4f9781d8c963f.png
  5. Navigate to the Documents tool.
  6. Click on the 01 Internal Documents folder in the Documents tool to open this folder. clipboard_e85b016df22fe9ce62f648f156414036f.png

     

  7. After selecting the folders you downloaded from Sharepoint on your computer, drag and drop them to the center panel of the Documents tool.  drag-drop-document-upload.png
  8. After dragging and dropping the standard folder structure into the project your folder structure will look like this. clipboard_e363662ba55b2435ffaa30fe83963858f.png

  9. Delete the COPY 00.00 MASTER FOLDER FROM F- DRIVE Folder