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Procore (en-GB)

Import Snag List Items

Objective

To submit a request to Procore to import a list of items to your project's Snag List tool. 

Background

During the Procore implementation process, a member of the Procore team can import your list of items to the project's Snag List tool. To do this, a user with 'Admin' level permissions to the project's Snag List tool must submit a properly formatted XLSX template that contains a list of your Snag List items. After receiving your updated import template, your Procore point of contact will review the submission and ensure the data is formatted to meet the import requirements. After the import process is complete, you can log into Procore to validate that the data was imported as expected.

Alternatively, if you have the import template already filled out, you can expedite the import process by performing your own import using the Procore Imports app. See Import Snag List Items into your Project Level Snag List Tool (Procore Imports) for more information.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the project's Snag List tool to request an import to the Snag List tool.
    • 'Admin' level permission to the project's Admin tool.
    • 'Standard' level or above permission to the project's Directory tool.
  • Prerequisites:
  • Import Template Requirements:
    • For general considerations, see How do I prepare my data for import into Procore?.
      • The completed template must be submitted to Procore in the XLSX format.
      • The XLSX file must be formatted as a table.
    • Required Column Data:
      • Important! To avoid import errors, do not add empty rows, do NOT add blank columns, do NOT add new data columns and do not delete the header row from the contact import template. 
      • The first line of the table must include the header, which defines the fields in the Excel table and your company's contact database in Procore.
        • The following headers are required and an asterisk (*) denotes that data is required in the row: Item Name*, Snag Item #*, Snag Item Type, Due Date, Location, Cost Code, Programme Impact, Programme Impact Days, Cost Impact, Cost Impact Amount, Priority, Reference, Created By*, Description, Assigned and Comments.
      • The import process will fail if you modify values in column headers.
      • The import process will fail if you insert new columns, move columns or remove columns from the template.
      • The import process will fail if you change the column header order in the template.
    • Required Row Data:
      • Important! There is no limit to the number of rows you can import. However, rows cannot be blank.
      • Each row in the table corresponds to a snag list item. At a minimum, each record requires a value for the Item Name. Other columns and cells in a single row may be left blank.
      • Each row in the table corresponds to a Snag List line item. 
    • Maximum File Size: 
      • The maximum file size for a Snag List import is 1 MB. 

Steps

To collect your data, your organization's Procore Administrator must complete the following steps:

  • Download the Import Template
  • Update the Import Template and Send it to Procore
  • Validate the Import

Download the Import Template

  1. Download the Snag List import template: import-punch-list.xlsx
  2. Open the file in Microsoft Excel. 
  3. Review the instructions and example data in the 'Sample Data' worksheet. 
  4. Continue with Update the Import Template and Send it to Procore.

Update the Import Template and Send it to Procore

  1. In the Microsoft Excel worksheet, click the 'Add Data Here' worksheet.
    Note: You can input your data even when the worksheet is locked. You must start your data enter in cell A2 of the 'Add Data Here' worksheet. 
  2. For each row in the worksheet, complete the data entry as follows:
    An asterisk (*) indicates a required field. 
    • Item Name*
      Enter a descriptive title for the snag list item. You can enter up to 255 alphanumeric characters. This is a required field. 
    • Snag Item #*
      Enter a numeric value in this box for each data row. Values in the column are commonly entered in ascending numeric order (e.g., 1, 2, 3 and so on). Duplicate values are allowed. However, this field cannot be blank.
    • Snag Item Manager* 
      Enter the full email address of the user who will serve as the Snag Item Manager. Always enter the email address exactly as it appears in the Project Directory.
      Important! Do NOT enter a user name in this field. You must enter an email address. The person must already be added or imported to the Project Directory. See Add a User Account to the Project Directory or Import Contacts to your Project Directory. This user must also be granted 'Admin' level permissions or higher to the Snag List tool. This user must also be granted 'Admin' level permissions or higher to the Snag List tool or a 'Standard' user and granted special permission to act as Snag Item Manager.
    • Created By*
      Enter the full email address of the user who created the snag list item. Always enter the email address exactly as it appears in the Project Directory.
      Important! Do NOT enter a user name in this field. You must enter an email address. The person must already be added or imported to the Project Directory. See Add a User Account to the Project Directory or Import Contacts to your Project Directory. This user must also be granted 'Admin' level permissions or higher to the Snag List tool.
    • Assigned To
      Enter the full email address of the person who is responsible for closing out the snag list item.
      Important! Do NOT enter a user name in this field. You must enter an email address. The person must already be added or imported to the Project Directory. See Add a User Account to the Project Directory. This user must also be granted 'Standard' level permissions or higher to the Snag List tool and will be automatically designated as the Ball In Court person for the snag list item.
      Important! You can add multiple assignees to this field, but each email MUST be separated by the pipe ("|") symbol.
    • Final Approver*
      Enter the full email address of the user who will serve as the Final Approver. Always enter the email address exactly as it appears in the Project Directory.
      Important! Do NOT enter a user name in this field. You must enter an email address. The person must already be added or imported to the Project Directory. See Add a User Account to the Project Directory or Import Contacts to your Project Directory. This user must also be granted 'Admin' level permissions or higher to the Snag List tool or a 'Standard' user and granted special permission to act as Final Approver.
    • Location
      Enter the location exactly as you want it to appear in Procore.
      Important! If your project is using multi-tiered locations, you must enter the location exactly as it appears in Procore and separate each tier with the greater than (>) symbol and no SPACES between tiers (e.g., Lot 1>Section A).
    • Trade
      Enter the trade name exactly as it appears in the Company level Admin tool. See Add or Delete Trade Names.
    • Programme Impact
      Enter one of the following values for each snag list item. Any entry other than the ones below will result in a blank entry after the import:
      • yes_known. Indicates the snag list item impacts the project programme and the number of days by which the project programme will be impacted is known. If you enter this value, you must enter a number of days in the 'Programme Impact Days' field.
      • yes_unknown. Indicates the snag list item will impact the project programme, but the impact is not known.  
      • no_impact. Indicates the snag list item has no impact on the project programme. 
      • n_a. Enter this value to leave the field blank.
      • tbd. Enter this if the impact to the programme is currently being assessed. This is short for 'To Be Determined'.
    • Programme Impact Days
      If you entered 'yes_known' in the 'Programme Impact' field, enter a number of days by which the project programme will be impacted, (e.g., 7 or 14).
    • Cost Code
      Associate a cost code with a snag list item. The cost code must be formatted "division - cost code" written with the exact amount of digits as listed in your project or company in Procore. See Edit and Add Cost Codes and Descriptions
    • Snag Item Type
      Enter one item type to categorise the snag list item (e.g., Electrical, Instrumentation or Mechanical). For a successful import, types must be added to the Snag List tool before the import process, see Configure Advanced Settings: Snag List: Add Snag Item Types.
    • Due Date
      Enter the date the snag list item must be completed using the MM/DD/YYYY format (e.g., 06/01/2016).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 6/1/2016) or the import will fail.
      Note: If the Excel column is not permitting you to add a leading zero, select the entire column, choose Format > Cells and then create a 'Custom' Number Format named 'mm/dd/yyyy' in the Number tab. See Create or Delete a Custom Number Format in Excel.
    • Priority
      Enter 'Low' 'Medium' or 'High' to indicate the priority of the snag list item.
      Important! This entry is case-sensitive and must use initial case (e.g., the first letter of the value is capitalised). If this format is not used, the field will be blank after the import. 
    • Cost Impact
      Enter in one of the following values as it applies to each snag list item. Any entry other than these will cause the field to be left blank.
      • If there is an impact to the cost due to the snag list item and the cost amount is known, enter "yes_known"
      • If there is an impact to the cost and the amount of time is not known, enter "yes_unknown"
      • If there is not an impact to the programme, enter "no_impact"
      • To leave the field blank intentionally, enter "n_a"
      • If the cost impact is "to be determined," enter "tbd"
    • Cost Impact Amount
      If you entered 'yes_known' in the 'Cost Impact' field, enter the monetary amount here. Do NOT include the pound sign (£) symbol. 
    • Reference
      Enter a relevant keyword or phrase to use as an item reference. This is a free-form text field to be used as specified by your organisation. For example, if the item was created at the client's request, enter "client request".
    • Description
      Enter additional descriptive information related to completing the snag list item. You can enter up to 255 alphanumeric characters.
    • Comments
      Enter in additional comments you may have on the snag list item. You can enter up to 255 alphanumeric characters.  
  3. Email the request for a snag list import to: imports@procore.com and add the XLSX file as an attachment.   
  4. After your Procore point of contact notifies you that the import is complete, continue with Validate the Import

Validate the Import

  1. Navigate to the project's Snag List tool. 
  2. In the page that appears, validate that the imported snag list items are displaying as expected.