How are PDFs uploaded to the Submittals tool affected by file restrictions?
Answer
Restricted PDF files (also known as locked files) uploaded to the project's Submittals tool function differently than files without security restrictions. When a restricted file is uploaded to a submittal (either when creating or updating the submittal or when responding to the submittal), its functionality may be limited within Procore depending on what security restrictions are on the file.
If a PDF has viewing restrictions and requires a password to open it, the file cannot be opened or viewed within any tool in the Procore web application.
If a PDF has copying or editing restrictions, markups (including stamps) and pages in the project's Submittals tool cannot be added to the file. Because these files restrict alterations, adding markups to them within Procore would prevent them from being downloaded or distributed from Procore.
We recommend only uploading files without any security restrictions to Procore to ensure the full functionality of the file in Procore.
How to Tell if Your PDF Has Copying or Editing Restrictions
If you attach a PDF from your local computer (by dragging and dropping the file into Procore or by clicking Attach Files) when responding to a submittal in Procore, Procore checks the PDF for security restrictions.
Note
Procore does not check PDF security restrictions when:
PDFs are uploaded to a submittal's General Information section when creating or editing a submittal.
PDFs are attached to a submittal response from the Project level Documents tool.
In order to be sure a PDF is not restricted, we recommend that all submittal attachments are uploaded in the Submittal Workflow and from your local computer.
If the PDF has copying or editing restrictions, a warning displays to indicate which file is restricted. You can choose to cancel attaching the file or to proceed.
If you choose to attach a restricted PDF file, markups (including stamps) and pages cannot be added when reviewing that file in Procore. In the PDF Viewer, the file's information panel also indicates if the file has security restrictions that prevent markups and pages from being added to the file in Procore.
Important
If a PDF was uploaded to a submittal's General Information when creating or editing a submittal OR was attached to a submittal response from the Project level Documents tool, the submittal PDF viewer may not immediately recognize if the file has security restrictions the first time the file is opened in Procore. Refresh the page or close and reopen the file if you are unsure if the file has security restrictions.