Overview

Background

In construction, mistakes and rework are often caused by outdated project files that were duplicated across a number of folders or tools. To mitigate this risk, Procore's Document Management tool automatically organizes and controls access to files automatically based on the attributes (document fields) of each document revision. This is why it's especially important to set up these field values before getting started with the tool.

How it Works

Procore's Document Management tool uses metadata and document fields to automatically grant access to and organize document revisions, making them easier to find. A project's document fields are configured in the Company level Admin tool through configurable fieldsets. Field options can be shown or hidden from the Document Management tool's Configure Settings page.
Note: Required fields for every document: Name, Type, Status, and Version.

Important iconundefined

It's important to have your naming standard and upload requirements set up for the Document Management tool before uploading documents. This ensures standardization and compliance and helps populate fields automatically.

Fieldsets and Field Options for Documents

Company Admins can manage custom fields, configurable fieldsets, and default field options on the Document Management tool page of the Company level Admin tool.

Create Custom Fields

Consider creating custom fields in the Document Management tool and adding them to fieldsets, the naming standard, upload requirements, permission groups, and more.

Manage Configurable Fieldsets

Create new fieldsets or edit existing ones and then assign them to your projects. This allows you to set which fields should be required on documents across all of your projects.

Manage Default Field Options

You can configure default field options for the following Document Management fields:

  • Classification

  • Discipline

  • Status

  • Type

  • Volume / System

Show or Hide Field Options Within a Project

You can choose to show or hide field options for single-select dropdown fields (such as Status, Type, and Discipline) at the Project level on the Document Management tool's Configure Settings page.

Additional Fields in Procore

The following fields are used for the Document Management tool but are configured in other areas of Procore (shown on the 'Set it Up' page for Document Fields):

  • Project: The Project Code should be an abbreviation of the project's name, such as 'VTX' for Vortex Business Center. The 'Code' field in the Project level Admin tool populates the 'Project' field for documents.

  • Originator: Field signifying who a document originated from. For example, A person associated with 'ABC Company' in the Directory uploads a document, so 'ABC Company' should be selected for the Originator field. The 'Abbreviated Name' field for companies in the Company or Project level Directory tool show as options for the 'Originator' field.

  • Location: This field represents the location associated with a document. Locations added in the Project level Admin tool show as options for the 'Location' field for documents.

  • Stage: This field represents the phase of construction that a document was created for. 'Project Stages' on the 'Defaults' page of the Company level Admin tool show as options for the 'Stage' field for documents.

Best Practices

Before setting up document fields for the Document Management tool, consider the following:

  • Which fields matter for your document management needs?

  • Should field requirements vary by project, or are they consistent across your entire company?

  • For required fields (like 'Status' and 'Type'), what values should be available for them?

  • What "codes" should be associated with each field value (like 'DR' for Drawing) so that they are recognizable in your document naming standard?


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