Procore sync settings

The Procore integration syncs submittals, RFIs, documents, specifications, drawings, daily logs, and photos between a Specset project and a Procore project. This page covers the settings for each record type. Installing the Specset app in Procore, permitting projects, and connecting your organization are on Procore setup; the mechanics shared by every provider (linking, the Overview, copying settings, importing a project) are on the Integrations overview.

Before you configure

1. Finish Procore setup. The Procore project has to be under Permitted Projects for the Specset app, or it will not be offered when you link.
2. Link the project from Project Settings → Integrations in the project sidebar, or import it from the Projects page. Each Specset project links to one Procore project.

Then open each record type in the integration's sidebar and turn on the directions you want.

Submittals

Submittals sync in both directions with a scope per direction, and Specset can review them as they arrive.

• Procore → Specset: Create new submittals and Update existing submittals, each with a scope (All, Draft, Not Closed, Open, or Ball in Court only). Check Procore for changes sets the schedule, or leave it on Manually and use Poll now.
• Specset → Procore: Create in Procore and Update in Procore, again with a scope, and Send changes either when a submittal changes or only when someone pushes it.
• AI review: turn on Review automatically to start a review when a submittal arrives or changes, and choose whether the outcome is posted back as the approver response and written into Procore custom fields (review status, summary, and a link).
• Mappings: submittal types, response statuses, and custom fields are matched to their Procore counterparts by name. Open a section to change a match; new types can be created automatically as they are encountered.

RFIs

RFIs sync the same way: Create new RFIs and Update existing RFIs from Procore with a scope (All or Ball in Court only), Create in Procore and Update in Procore for Specset RFIs, and a schedule or manual poll. Responses travel with the RFI.

Documents

Documents sync from chosen folders in the Procore Documents tool.

1. Click Choose folders and tick the Procore folders to sync. Everything below a folder is included.
2. Turn on Create new documents and Update existing documents to bring files and new versions into Specset.
3. Turn on Create in Procore and Update in Procore to send Specset documents and new versions to the matching Procore folder.

Synced folders are chosen per project; they are not copied by Copy settings….

Specifications and drawings

Specifications and drawings sync one way, so each page starts with a source of truth choice:

• Procore: import sections and sheets, and their new revisions, from the Procore Specifications and Drawings tools. Each revision arrives as its own file, filed in a spec set or drawing set that mirrors the Procore set. Specset reads the number and title from Procore and still extracts summaries and details from the drawings.
• Specset: publish Specset sections and sheets to Procore, and send new revisions of linked ones. Turn on Send to push automatically or push by hand from the specification or drawing list. For drawings, Publish in Procore (on by default) publishes each revision once Procore has processed the upload, usually within a minute, without notifying the drawing log's subscribers. Turn it off to leave sent revisions unpublished, visible only to Drawings admins, until someone publishes them in Procore.
• Don't sync: keep them separate in each system.

Specset never deletes an imported section or sheet: if it disappears from Procore, the Specset copy is kept and flagged as no longer in Procore.

Areas

Sections and sheets are matched by area as well as number, so a project with several buildings can reuse numbers like A-101 in each. A Specset spec area or drawing area pairs with the Procore specification or drawing area of the same name; sections and sheets without an area go to the Procore project's first area. A Procore project counts as using areas once more than one of its areas holds sections or sheets; until then they are matched by number alone.

• Importing from a Procore project that uses areas files each section or sheet in the Specset area named like its Procore area, creating the area when needed.
• Publishing sends each one to the Procore area named like its Specset area, creating the area when the Procore project already uses areas. Turn on Specifications by Area or Drawings by Area in Procore for this; without it, everything goes into one area there, and sections or sheets that share a number in different Specset areas can't all be sent.

The settings page warns when the chosen direction would merge areas. A sheet moved to another area after it was published stays in its original Procore area, since Procore does not let integrations move drawings between areas.

Daily logs

Every Procore daily log section is a Specset entry type, so the Daily Log tool in Specset shows the same sections Procore does: notes, manpower, deliveries, safety, visitors, calls, inspections, accidents, quantities, dumpsters, waste, plan revisions, observed weather, and the read-only sections filled by other Procore tools (timecards, scheduled work, productivity, and the daily construction report).

Sections

Pick a Sync direction for every section: Both ways, From Procore only, To Procore only, or Don't sync. Open Customize sections to override individual sections. Read-only sections can only be imported.

Entries belong to the system they were written in. Entries imported from Procore are marked via Procore and are never sent back; entries written in Specset are never overwritten from Procore. Editing an entry in the system it came from is what moves it.

Import rules

• Days to import: all days, or only days that have been marked complete in Procore. Completed days are locked in Procore, so nothing can be published to them.
• Pending entries: wait for Procore approval, or import unapproved entries flagged for review. The flag clears when Procore approves them.
• Days to re-check: how many past days each poll re-reads. Edits and deletions inside this window are picked up; an entry deleted in Procore is archived in Specset.
• Check Procore for changes: the schedule, or Poll now.

Publish rules

• Entries to publish: only confirmed entries, or all of them. Entries the AI extracted from a quick log or photos stay flagged until someone confirms them.
• Day summary: publish each day's approved summary to Procore as a note.
• Send entries: automatically when an entry changes, or only by a poll or a manual push.

Photos filed with an entry are published with it and appear under the entry in Procore (and in Procore's "Photos From Daily Log" album). Locations on published entries are matched by name to the project's Procore locations; an entry whose location has no match is published without one.

Photos

Photo sync is additive: each system keeps what it has, and nothing is deleted by the sync. A photo removed in Procore is archived in Specset.

• Import from Procore: Import new photos and Update details (captions, locations, and albums). Choose Albums to import (all, or selected albums from the list below) and whether Private photos are skipped or imported.
• Publish to Procore: Publish new photos and Update details. Photos to publish limits publishing to photos filed with a daily log entry. Target album files each photo in the Procore album matching its Specset album, creating the album on first use, or always uses the fallback album. Add to daily log also places photos filed with an entry on that day in the Procore Daily Log.

Albums

Imported photos are filed in Specset albums that mirror the Procore albums. Click Sync albums to list the project's Procore albums, then choose for each one whether Specset creates a matching album, files photos in an existing album, or, when importing selected albums, whether the album is included at all. Procore's built-in default album is imported without an album. Pick a Fallback album for published photos that are not in any Specset album.

Album mappings are per project; they are not copied by Copy settings….

Troubleshooting

• Entries or photos are not importing. Daily Log and Photos access came with a later version of the Specset app. Update the app in Procore, then check that the project is still under Permitted Projects and that the Specset service account has Admin on the Daily Log and Photos tools.
• A project stopped syncing. Procore clears the app's permitted projects when the app is updated. Add the project back under Permitted Projects; see Procore setup.
• A published entry is missing from Procore. The day may be marked complete in Procore. The sync leaves the entry unpublished and sends it on the next poll once the day is reopened.
• A sync failed. Errors are recorded in the project's activity history with the record they concern, and the record's own sync status shows the message.