Admin: Enable Datagrid AI in Procore

Give your Procore company access to artificial intelligence from the Procoreside panel.

• Prerequisites:

  • To enable Datagrid AI, you must be a Company Administrator.

  • Your account must be part of an active Procore AI rollout cohort with an active subscription to Datagrid and a monthly credit allotment. Note: Datagrid AI in Procore is part of a limited release program. Features, logic, and availability are subject to change; Procore provides no guarantee of future general availability for any components.

• Credit consumption: Credits are used for all AI questions, agent tasks, and background AI work (like syncing data and Learning projects). Learn more about AI credits.

• Validation: AI can make mistakes. Always check all AI work, results, and answers against your own records to ensure accuracy.

• Irreversibility: Currently, once a project is Learned (indexed) for Project Data Access, it cannot be de-indexed via the UI. You must reach out to your Procore point of contact to get in touch with the team who can perform this action on your behalf.

• Level: Decide which level of access you will enable for your company:

  • General Access: Company-wide access to conversational AI, allowing all users to click on 'Datagrid AI' in the side panel for product support. For example, ask How do I promote a Change Event to a Prime Contract Change Order? You can also upload local files that the AI can consider when providing responses.

  • Project Data Access: Index project(s) to also unlock project data search and agentic capabilities accessible from the same side panel, such as, What discussed ductwork routing changes haven't been initiated as a Change Event yet? or more complex tasks such as, Look at my master schedule in Primavera P6 and compare to actual progress in Procore, highlight any critical path delays in an email that I review before you send it to the Owner.

Phase A: Account Setup

Preparation

Before you begin, ensure the following have been completed by your Procore representative after you've signed the contract for Datagrid:

• Service Activation: Confirm your rep has provisioned Datagrid to your Company ID. This is complete when the Datagrid AI section appears in your Procore Company Admin tool.

• Cloud Provisioning: Verify that your Datagrid environment (Google Cloud or AWS) matches your Procore data residency region.

  • Datagrid AI offers two cloud configuration paths: Google Cloud or AWS. This foundational setting is established during account initialization and determines where your data is stored and the specific AI models available to your team. This selection is permanent once your account is provisioned.

    • Google Cloud: The default configuration with the broadest model selection across multiple Al providers, powered by BigQuery analytics.

    • AWS: Designed for teams that standardize on AWS, with AI inference, analytics, and storage on a single cloud provider.

• Credit Allotment: Verify that your monthly credit pool is active. To confirm, log into the Datagrid standalone product (app.datagrid.ai) using your Procore SSO and click the Plan status bar on the left to open the Manage Plan modal. You should see your full credit balance (e.g., 1,000 credits available).

Administrative Setup

As a Company Admin, complete the following tasks to bridge the Procore and Datagrid environments:

• Install the App: Authorize the Datagrid AI App in the App Management tool to allow data synchronization.

• Establish the Service Account: Create a dedicated user in the Procore Directory with Company Admin permissions (e.g., datagrid-service@company.com). This service account facilitates agentic actions without being tied to a specific individual's login.

• Initialize the Standalone App: Log into app.datagrid.ai using Procore SSO to initialize your default Teamspace. From here, you can access Teamspace Management to invite super users into the full standalone experience.

• Enable Access: Proceed to Phase B to enable the Datagrid AI side panel in Procore.

Phase B: Enable General Access (Company Level)

Goal: This turns on theDatagrid AI side panel for the company. In this state, users can interact with the AI for general product support (via Procore's support documentation), but the AI cannot yet see or answer questions about your specific project data. Learn more about what General Access provides.

1. Navigate to the Company level Admin tool.

2. Under the Company Settings on the right sidebar, click Datagrid AI.

3. Click theEnable Datagrid AI toggle to turn it on.
   Note: When you're no loner in the Admin tool and you visit Datagrid AI in the side panel as and Admin for the first time, you will see the options: Enable Project Sync or Ask Support Questions Only. This is another chance to choose just Phase B, or to implement Phase C as well.

Phase C: Enable Project Data Access (Learning)

Goal: This grants the AI permission to Learn (index) specific project's data. This step is what allows the AI to provide project-specific answers and execute agentic workflows. Learn more about what Project Data Access provides.

1. On the same Datagrid AI settings page, find the Project Data Access section.

2. Review the list of projects and select the ones you'd like the AI to Learn (index).
   Note: Projects must be selected individually to facilitate intentional credit consumption.

   Managing your Allotment

   • Irreversible: For the current release, telling the AI to learn (index) a project is a permanent allocation of credits. If you wish to de-index a project to recover capacity, reach out to your Procore point of contact to get in touch with the team who can perform this action on your behalf.

   • Consider credits: Before clicking Save, review the Estimated Credits column. This value is a prediction of how many credits will be deducted from your account balance to perform the initial deep read of that project's data. We recommend starting with one or two priority projects to gauge your consumption rates. Once a project is indexed, credits for data syncing are deducted based on the data volume. Learn more about AI credits.

3. Click Save. The status for the selected projects will change to 'Enabled', triggering the background Learning (indexing) process.

Monitor Learning Progress

Learning a project is a two-stage background process (processing and learning). You can monitor progress by opening theDatagrid AI side panel within a specific project. If you see 'Syncing Project Data', you can click the drop down to monitor the Learning or processing progress.

• Stage 1 - Processing: The AI is extracting text and data from your files.

• Stage 2 - Learning: The AI is building the "brain" of the project, mapping relationships between documents and Procore tools. The duration of this stage depends on the volume of data. Projects with large amounts of data may take several hours.

Click See in Datagrid at the bottom of the sync dropdown to view a read-only list of Procore objects currently being processed in the Datagrid standalone application. Click the tool tabs at the bottom to see what the AI has Learned in other Procore tools.

Enable Project Data Access as a Project Admin

If 'General Access' is already enabled at the Company level, Project Admin can initiate Learning for their specific project directly from the side panel. Learning (indexing) projects consumes AI credits.

1. OpenDatagrid AI in the side panel of your project.

2. If the project is not yet Learned, you will see a "Project data not enabled" banner. You have two options:

   • Use for Product Support: You can still ask questions about how to use Procore (e.g., How do I create a change event?). This uses Procore's support documentation and does not require project Learning (indexing).

   • Enable Project Sync: ClickEnable Project Sync to start the Learning process.
     Note: This action will immediately deduct credits from the company’s shared monthly allotment.