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Procore

Configure a Project Template

Objective

To configure an existing project as a project template so it can be applied when creating new projects in your company's Procore account. 

Background

In Procore, you can select an existing project to use as a template for creating new projects. This allows you to save the existing project's common settings and then later apply those settings to a new project (i.e., at the time a new project is created). For information about the common settings and items that are saved with a project template, see Items that will carry over to your new project below. 

Things to Consider

  • Required User Permissions:
    • You must be your company's Procore Administrator.
      OR
    • 'Admin' level permissions on the Company level Directory tool.
  • Additional Information:
    • In order to create a project template, Contact Support or Procore point of contact. A Procore team member will enable the project templates feature for you. 
    • You may create an unlimited number of project templates. 
    • You can modify existing templates. However, modifications are NOT retroactive on existing projects and updates are only applied to new projects.  
  • For companies using the icon-erp-synced2.png ERP Integrations tool: If you will be importing a job for an integrated ERP system to add a new Procore project, you will need to select the project template to apply to your new Procore project. For details visit Things to Know About Your ERP Integration.

Steps

Request to Enable Project Templates In Procore

To submit a request to enable the project template feature in Procore, do the following:

  1. Ensure you have the appropriate permissions. 
  2. Select the project (or projects) in your company's account that want to make available as a template(s).
  3. Include this information in your request:
     Notes
    1. Project Name. The name and number the project. To find the project name, navigate to the Portfolio tool and locate the desired project in the Projects list. Include the Name value. See Search the Company Portfolio for Projects.
      Note: In this example, we want to use the existing project named, 'Seaward Shopping Centre I" as a project template. 

      project-name.png
       
    2. Project ID. The ID number of the project. To find the project ID, click the project link in the Portfolio tool. This opens the project in your web browser. Then look in the URL in the Address bar. The Project ID is the number that appears in the URL: http://app.procore.com/XXXXXX/project/home.

      project-id.png

       
  4. Send the information above and your request in an email message to:
    1. support@procore.com
      OR
    2. Your Procore point of contact

Confirm that Your Project Template is Active

After your Procore point of contact confirms that you selected project(s) have been activated as template, do the following:

  1. Navigate to the company's Portfolio tool. 
    The Portfolio page appears. 
  2. Click Create Project
    This opens the Create Project page. 
  3. Under General Information, view the list of active templates in the Project Template list. 

    demo-project-template.gif
     
  4. Optional: If you want to continue creating a new project, follow the steps in Add a New Project.

Items That Will Carry Over to Your New Project

This table identifies the project items that are carried over when you create a new project based on a template.

Tool Item Additional Information
Procore Tools Configure Settings

Most of the advanced setting configurations for each tool except for Programme and the Project Home will carry over to a new project.

See the "Configure Advanced Settings" tutorials on the site for more information on each of a tool's specific advanced settings. 

Note: Project level Observation Templates will not carry over to a new project.

Action Plans Configure Settings > Notifications Notifications settings will carry over to new projects.
Admin (Company Level) Project Settings > Defaults > Programs The list of Programs added to the template are carried over to the new project. See Add a Custom Program.
Admin (Company Level) Tool Settings > Supported Tools > Fieldsets Fieldsets assigned to a project template are carried over to the new project. See What are configurable fieldsets and which Procore tools support them?
Admin (Project Level) Project Settings > Active Tools Any selected active tools are carried over to the new project.
Admin (Project Level) Project Settings > Classifications The settings for a project's classifications are carried over to the new project. To learn more about classifications, see Which Procore tools support 'Classifications'?
Admin (Project Level) Project Settings > Equipment The items added to the Equipment Name list are copied to your new project.
Admin (Project Level) Project Settings > General The following settings from the General page of Project Settings are copied to your new project: Project Stage drop-down menu, Project Type drop-down menu, Prevent Overbilling on this Project tickbox, Non-Commitment Costs tickbox, Enable Sub Jobs tickbox, Enable DocuSign tickbox and Labour Productivity for Budget, Change Events and Variations tickbox.
Admin (Project Level) Project Settings > Locations The setting for the Only Allow Locations to be Created in the Location Manager Above tickbox under Location Settings is carried over to the new project. Note: When the tickbox is cleared, users are able to create locations from any location field in the Procore web application.
Admin (Project Level) Project Settings > Webhooks Project level Webhooks configurations including Notification Endpoint and Authorization Header field values are carried over to new projects. Note: Only Webhooks configured in the default Procore namespace are carried over to new projects.
Admin (Project Level) Project Settings > Work Breakdown Structure

Cost Codes unique to a project template do NOT carry over to new projects by default. If you would like WBS sub jobs and cost codes to carry over to new projects, the setting 'Copy Over WBS Sub Job and Cost Code Details When Project Templates Are Used' must be enabled in the Company Level Work Breakdown Structure configuration settings. 

When this setting is enabled, sub job and cost code information along with all other WBS details are automatically carried over to new projects when using project templates. If you have a custom integration, please check if this setting would negatively impact your integration before enabling it. If you are not sure how this might impact your custom integration, contact apisupport@procore.com 

These WBS items carry over in a project template:

  • Procore's default 'Cost Type' segment item(s) and all custom cost type segment item(s).
  • Any custom segment items added to the project template.
  • The ON/OFF setting that includes and excludes 'Segments' in the budget code structure. 
  • The project template's budget code structure and its segment arrangement in the template.
Admin (Project Level) Project Settings > Working Days Working Days are carried over to your new project. See Set Project Working Days.
Admin (Project Level) Project Settings > ERP Integration Settings Both the 'Allow project to be synced with ERP' and 'Enable ERP Job Cost Transaction Syncing' settings are carried over to your new project. See Create a Project and Enable ERP Job Cost Transaction Syncing on a Procore Project.
Tendering Configure Settings All settings on the Tender Package Default Settings page are carried over to new projects. See Configure Advanced Settings: Tendering.
Budget Autocalculate Forecast to Complete by Default The setting in this tickbox is carried over to your new project. See Configure Settings: Budget and Use the 'Forecast to Complete' Feature.
Budget Enable Advanced Forecasting The setting in this tickbox is carried over to your new project. See Configure Settings: Budget.
Budget Require Net Zero Budget Change Amounts The setting in this tickbox is carried over to your new project. See Configure Settings: Budget.
Variations Configure Settings > Variation Configuration The variation configuration you establish in a project template will be carried over to new projects based on the template. You can pick either a single tier, two tier or three tier variation configuration for both the main contract and commitment sides. The configuration for variation tiers can be different between the main contract and commitment sides.
Commitments Commitments List Fields in the General tab on purchase orders and subcontracts carry over, excluding Number (#), Contract Company, Payment application Contacts and Attachments. In addition, a commitment's status is updated to 'Draft' in the new project.

Line items in the Bill of Quantities tab also carry over to a new project, except for the cost code assignment. This is because project codes do not carry over to new projects. The budget code on the BOQ retains the cost type assignment.
Commitments Commitments List

Fields in the General tab on purchase orders and subcontracts carry over, excluding Number (#), Contract Company, Payment application Contacts and Attachments. In addition, a commitment's status is updated to 'Draft' in the new project.

Correspondence Configure Settings The following configurations are copied to the new project for each correspondence type on the project template: Enable Email Reminders for Overdue Items tickbox, Responses will be due number, Default Description text and Email Settings.
Site Diary Configure Settings > Project Settings (Site Diary Settings)

The Site Diary Settings from the source project are copied to the new project.

Note: Individual site diary entries, emails, change history and any configuration settings created under the Manpower Categories area of the Site Diary Settings page are NOT copied to the new project.

Directory Project Directory (Users & Companies) If the project template contains users and companies in the Project Directory tool, they will be added to any new project created with the template. Users with global permissions templates assigned to them on the source project will be assigned the same permissions templates on the new project. Users with project specific permissions templates assigned to them on the source project will be assigned the same tool permissions (without a permissions template selected) on the new project.
Documents Document Folder Structure Under the project's Documents tool, the folders will carry over in the same structure. See Create a Standard Folder Structure.

Note: Any files that are located within those folders will NOT carry over as they are most likely project-specific documents that may not be relevant to each new project.
Documents Files in the Root Folder of the Documents Tool Files that exist at the root level of the Documents tool (outside of other folders) will carry over. See Can I copy files in the Documents tool to another project? for more detail. Files can be added to the root folder by uploading or moving files to that area of the Documents tool.
Drawings Configure Settings > Discipline Abbreviation Setup Drawing Discipline Abbreviations set up in the Drawings tool's configure settings will carry over to new projects. See Configure Default Drawing Disciplines.
Emails  Configure Settings > Communication Settings Communication Settings that determine who can send emails into Procore using a project's or tool item's inbound email address will carry over to new projects. See Configure Advanced Settings: Emails.
Emails Configure Settings > Communications "Private" By Default The setting for the Communications "private" by default tickbox is carried over to new projects.
Estimating Estimates All estimates and data, except the Quantity column, are carried over to new projects.
Inspections Configure Settings > Create Inspection Template Inspections template and related data are carried over to new projects. See Create a Project Level Inspection Template.
Inspections Configuration Settings > Configurations 'Private by Default', forcing users to create an Observation on item failure and Inspection Notifications are carried over to new projects. See Configure Advanced Settings: Project Level Inspections.
Incidents Configure Settings Private by Default
Payment Applications Configure Settings Only the settings under the Default Billing Period, Emails and Other sections are carried over to new projects. 
Meetings Configure Settings All settings on the Meetings Settings page, including 'Meeting View' and 'Automatically Show Previous Minutes', are carried over to new projects. See Configure Advanced Settings: Meetings.
Observations Configure Settings > Observation Settings The settings for Observations Private by Default and Observations will be due in X working days by default are carried over to new projects.
Photos Configure Settings All settings on the Photo Settings page are carried over to new projects. See Configure Advanced Settings: Photos.
Main Contract Bill of Quantities Tab The data in the Bill of Quantities (BOQ) tab on the projects template is carried over to new projects. In addition, the Advanced Settings are carried over.
Snag List Configure Settings > Snag List Settings > Snag Item Types The list of 'Punch Item Types' created in the Configure Settings page of the project's Punch List tool. See Create Punch Item Types.
Snag List Configure Settings > Snag List Settings > snag Emails The Punch email settings configured in the Configure Settings page of the project's Punch List tool. See Configure Emails.
Snag List Configure Settings > Snag List Settings > Snag List Templates The project-level snag templates be carried over to a new project. See Create a Project Level Snag Item Template.
RFIs Configure Settings > RFI Settings The following settings are carried over to the new project: RFI Manager, Allow Private RFIs, RFIs Private by Default, Answers to New RFI Questions Will Be Due, Enable Email Reminders for Overdue RFIs, Only Show Official Responses to Standard and Read Only Users, and Prefix RFI Numbers by Project Stage.
RFIs  Configure Settings > RFI Settings > RFI Emails Any email settings configured in the Configure Settings page of the RFIs tool are carried over to the new project. See How do I control which emails are sent by Procore during the RFI process?
Programme Configure Settings > General Any programme settings in this section. See Configure Advanced Settings: Project Programme.
Programme Configure Settings > File Management The Filename Filter is carried over to the new project. See Configure Advanced Settings: Project Programme.
Submittals Configure Settings > Submittal Responses Any custom submittal responses that have been created in the source project are carried over to the new project. See Manage Custom Submittal Responses.
Submittals Configure Settings > Submittal Emails Any email settings configured in the Configure Settings page of the Submittals tool are carried over to the new project. See When does the Submittals tool send email notifications to Procore users?
Submittals Number Submittal by Spec Section This setting is carried over to the new project.
Timesheets Configure Settings > Timesheets Settings Time Entry Settings and any Additional Fields that are enabled will carry over to new projects.
Daywork Sheets Configure Settings > Daywork Settings Daywork Emails settings for Creator, Company Signee and Customer Signee will carry over to new projects.
Daywork Sheets Configure Settings > Change Events Export Options Summarise Labour Line Items and Summarise Equipment Line Items selections will carry over to new projects.

Items That Do Not Carry Over To Your New Project

The following table identifies the items that do NOT carry over to a new project when that new project is based on a project template.

Tool Item Additional Information
All Project Tools Configure Settings > Default Distribution The members of a 'Default Distribution' list. 
Admin (Company Level) Custom fields Custom fields created for a Project level tool. See Create New Custom Fields.
Admin (Company Level) Company Settings > Webhooks Company level Webhooks. See Configure Company Webhooks. Only Project level Webhooks carry over.
Admin (Project Level) Project Settings > General     Project Name, Active Project, Job Number, Project Description, Square Feet, Job Phone, Job Fax, Address, City, Country, State, County, Zip, Latitude/Longitude, Estimated Start Date, Estimated Completion Date, Warranty Start Date, Warranty End Date, Actual Start Date, Projected Finish Date, Actual Start Date, Projected Finish Date, Parent Job, Estimated Project Value, Office, Project Flag, Departments, Program, Tender Type, Owner Type, Region, Copy Directory From, Project Logo, Language - Country
Admin (Project Level) Project Settings > Locations Tiered locations. See Add Tiered Locations to a Project.
Change Events Change Events Settings > Attachments These settings do not carry over (see Set Attachment Settings):
  • The 'Copy attachments from RFQ response to Main PVs' setting.
  • The 'Copy attachments from RFQ responses to Commitment VARs' setting.
Commitments Purchase Orders & Subcontracts These items do not carry over (see Create a Commitment):
  • The 'Number (#)' assignment.
  • The 'Contract Company' setting.
  • The 'Invoice Contacts' assignments.
  • The 'Attachments' files.
Correspondence Configure Settings > Tab Settings > Default Distribution The 'Default Distribution' list. See Configure Advanced Settings: Correspondence.
Site Diary Manpower Categories Individual site diary entries, emails, change history and any configuration settings created under the Manpower Categories area of the Site Diary Settings page. See Create Manpower Entries.
Permissions (Company Level) Project Permissions Templates All project specific permissions templates. See Create a Project Permissions Template.
 Note
Users assigned to a specific project permissions template on the source project are assigned the same tool permissions on the new project. However, without the permissions template selected. 
Emails Configure Settings > Email Settings These settings (see Configure Advanced Settings: Emails):
  • The 'Default Distribution' list.
  • The 'Copy Tags from Another Project' setting.
Drawings Drawing Sheets All automatic drawing sheet links. See Automatic Drawing Sheet Linking.
Home Configure Settings > Project Home Settings These settings (see Update the Project Home Settings):
  • The 'Show Current Weather Conditions' setting.
  • The 'Show Today's Programme' setting.
  • The 'Show Project Milestones' setting.
  • The 'Persistent Project Message' setting.
Home Home > Project Team All project team members. See Add the Project Team to the Project Home Page.
Home Home > Project Links All project links. See Add, Modify or Remove Project Links on the Project Home Page.
Payment Applications Payment applications Settings > Lien Waivers All 'Lien Waivers' settings for Procore Pay. See Configure Settings: Payment applications.
Payment Applications Payment applications Settings > Subcontractor Workflow Settings The Subcontractor Workflow Settings for Payment application Management. See Configure Settings: Payment applications.
Meetings Project Meetings All meetings. This includes the meeting categories, templates and agenda structures. See Meetings.
Photos Albums All albums. See Create a Photo Album.
RFIs Configure Settings > RFI Settings These settings (see Configure Advanced Settings: RFIs):
  • The 'Default Distribution' list.
  • The 'Label for Custom Field 1' field.
  • The 'Label for Custom Field 2' field.
  • The 'Assignees' Responses are Required by Default' setting.
Reports (Project Level) Reports All canned and custom reports. See Reports.
Programme Programme Any integrated project programme. See Programme
Specifications Spec Sections All project spec sections. See Manually Create Spec Sections.
Submittals Configure Settings > Submittal Workflow Templates All submittal workflow templates. See Manage Submittal Workflow Templates.
Tasks Tasks All tasks. See Add a Task.
Daywork Sheets Configure Settings > Daywork Settings These settings (see Configure Advanced Settings: Daywork Sheets):
  • The 'Default Distribution' list.
  • The 'Daywork Emails' setting for the 'Default Distribution' list.

See Also