Create a New Project
Objective
To add a new project to your company's Procore account using the Portfolio tool's Project Creation Assistant.
Background
The Project Creation Assistant gives you the ability to quickly create Procore projects and efficiently upload key project documents (e.g., project drawings and specifications).
Things to Consider
Required User Permissions:
'Admin' level permissions on the Company level Directory tool.
OR'Read Only' or higher on the company's Portfolio tool with the privilege to create new projects. See Allow Users to Create New Projects.
Prerequisites:
If your company is planning to use the Project level Bidding tool, complete the steps in Add Project Bid Types.
If your company is planning to organize its projects in the company's Programs tool, complete the steps in Add Programs.
If your company uses a classification system to organize your projects by type, complete the steps in Add a Custom Project Types.
For companies using the
ERP Integrations tool:Do NOT use the steps in this article. Refer the article for your integrated ERP system instead: Add a Procore Project to your ERP Software
Limitations:
Procore projects cannot be deleted. However, you can change its status of Inactive. For instructions, see Change a Project's Status to Active or Inactive.
When your company's Procore account meets the limit defined by your account's Maximum # of Active Projects, the Create Project button is automatically disabled.
Troubleshooting:
If you are not able to create a new project, see Why am I unable to create or activate Procore projects?
Steps
Use the Project Creation Assistant to add a new project. These are the steps:
Launch the Project Creation Assistant
Add Project Details
Add and Remove Tools in the Project Toolbox
Add Project Cost Codes
Update Directory
Upload Drawings
Upload Specifications
Upload Schedule
Launch the Project Creation Assistant
Navigate to the company's Portfolio tool.
Click Create Project.
Add Project Details
Under Project Information, complete the following information as necessary:
Note: An asterisk (*) below indicates a required field.Template. Choose a project template from the list or choose 'Do Not Apply a Template'.Notes:
This field is only visible and available when the project templates feature is enabled on your company's Procore account.
To select a template from the list, the desired project template must be active. See Configure a Project Template.
Name*. Enter a name for the project. This is a required field.
Code. Enter a project code to help your team identify and locate the project in Procore. This should be an abbreviation of the 'Project Name.'
Note: For projects using the Document Management tool, the 'Code' entered above integrates with the naming standards you specify in the tool's Configure Settings page. To learn more, see What is the 'Code' field on the project creation page?
Estimated Value*. Enter the anticipated project value upon completion. Enter a value to the nearest whole number. For example, if your project's estimated value is $18 million dollars, enter $18,000,000.00 in the box.
Contract Signed Date*. This represents the date that the project will start and also will be used to calculate construction volume.
Substantial Completion Date*. Select the anticipated project completion date. Once the project has begun, you can compare this field against the actual finish date.
Stage. Select a project stage from the list. These selections are created with the company's Admin tool. See Add Custom Project Stages to Your Company.
Type. Select a project type from the drop-down list. These selections are created in the company's Admin tool. See Add a Custom Project Type.
Project Number. Enter a unique project ID or number to differentiate it from other company projects.
Square Feet. Enter the project's square footage.
Store Number. Enter the store number for the project. This field is only visible and available if the 'Include Store Number and Designated Market Area' setting is enabled in the 'Default Project Settings' section of the Company Admin tool.
Description. Enter a brief project summary.
Active. Click the toggle to the ON position to set the project to Active, or click the toggle to the OFF position to set the project to Inactive.
Logo. Drag and drop an image or click the area to select an image file to upload as a logo for the project. The file should have dimensions of 200 x 70 pixels, must not exceed the 3MB maximum, and must be saved in the GIF, JPG, or PNG file format. To change this logo at a later time, see Update General Project Information.
Photo. Drag and drop an image or click the area to select an image file to upload as the project photo. The file should have dimensions of 200 x 100 pixels, must not exceed the 3MB maximum, and must be saved in the GIF, JPG, or PNG file format. To change this photo at a later time, see Update General Project Information or Add a Project Photo.
Delivery Method. Define how stakeholders will collaborate across each phase of the project including planning, design, and build. For example, Design-Bid-Build, Design-Build, or Construction Manager at Risk.
Project Sector. Categorize the project based on the facility's function or purpose, such as Retail, Roadwork, or Multifamily.
Work Scope. Categorize the work according to scope, such as New Construction or Renovation/Alteration.
Under Project Location, complete the following information as necessary:
Note: An asterisk (*) below indicates a required field. Some fields might not appear, and diffferent fields might be marked as required in your company's account if it has been customized.Country*. Select the country from the drop-down list.
Timezone *. Choose the correct time zone for the project from the drop-down list. This time zone will determine time stamps on items in the project.
Address. Enter the address for the project's job site.Notes:
Procore uses a third-party service to automatically determine the County name based on the 'Address' and 'ZIP' fields. Since this is auto-determined, there is no data-entry for County in the Create New Project page. To change the County value, see Update General Project Information.
Important! If you want weather data to be shown in the project's Home and Daily Log tools, you will need to enter Latitude and Longitude coordinates for the address after the project is created. See Update General Project Information and How do I determine the latitude and longitude values of an address?
City. Enter the full city name for the project.Note: Do not abbreviate the city name.
State. Select the state for the project from the drop-down list.
Zip. Enter the ZIP/postal code for the project.Note: Procore uses a third-party service to automatically determine the County name based on the 'Address' and 'ZIP' fields. Since this is auto-determined, there is no data-entry for County in the Create New Project page. To change the County value, see Update General Project Information.
Phone. Enter in the main contact phone number for the job site. Team members will be able to see this phone number.
Fax. Enter the onsite fax number (if available). This gives team members the ability to see and use the project's fax number when needed.
Designated Market Area. Enter the designated market area for the project.Note: This field is only visible and available if the 'Include Store Number and Designated Market Area' setting is enabled in the 'Defaults' section of the Company Admin tool.
Under Advanced, complete the following information as necessary:
Office. Choose the office that is managing this project. These selections are created in the company's Admin tool. See Add an Office Location.
Departments. Select one or more departments who have responsibility for the project. These selections are created with the company's Admin tool. See Custom Company Projects.Note: These departments appear in the Timecard and Directory tool, and may also appear in other Procore tools depending on your company's specific configuration.
Program. Select the program to classify your project under. These selections are created with the company's Admin tool. See Add Programs.Note: You can view your projects by program using the Programs tool.
Flag. Select a color for the project flag from the drop-down list. The system's default color selections are: RED, YELLOW, and GREEN. This allows you to visually organize your projects (e.g., you might want to flag internal projects as RED and commercial projects as GREEN).
Region. Select the region you want to classify your project into. These selections are created with the company's Admin tool. See Add Project Regions.Note: You can view projects by region in the Portfolio tool.
Bid Type. Select the bid type from the list. These selections are created with the company's Admin tool. See Add a Custom Bid Type.
Owner Type. Select the owner type from the drop-down list. These selections are created in the company's Admin tool. See Add a Custom Owner Type.
Parent Project. Select the name of the parent project in Procore from the drop-down list. In Procore, a parent job is a Procore project that has been designated as the 'parent' project for one or more related project(s) in Procore's Portfolio tool. To learn more, see What's the difference between a job, a parent job, and a sub job?
Warranty Start Date. Select the start date for the construction contract warranty.
Warranty End Date. Select the end date for the construction contract warranty.
Copy Directory From. Select one of the projects in your company's Procore account to copy the user and company information from that project's Directory into your current project's Directory tool. See Copy Directory From One Project to Another.
Language-Country: Select the language you want the project to display in.Note: If 'None Selected' is chosen, the project's language will match the company's language for users that have not changed their user account's language in 'My Profile Settings'. See Can I change the language of my Company, Project, or User in Procore?
Test Project: Mark the checkbox if this project is being used for learning purposes only. It is important to note that marking a project as a 'Test Project' does not exclude it from your account’s Project Cap. See What is a Test Project?
ERP Project Creation Content Reuse
Under ERP Integration, do the following (Note: this step is only relevant to companies that are integrated with certain ERP systems):
Allow project to be synced with ERP. Leave this checkbox marked if you plan to sync any part of the project's financials with your ERP software. This will ensure that the ERP Standard cost code list will be available to select from when configuring your Project Level cost codes.
ImportantThis checkbox will be marked by default if your company has an available set of ERP cost codes, unless the template the project is created from does not have this box marked.
If you plan to sync your new Procore project with your ERP software you MUST leave this checkbox marked. If you un-mark this box, you will not be able to re-mark it later if cost codes from a different Company Level list have been copied to the Project Level list in the Project Admin tool.
Click Create Project.
Add and Remove Tools in the Project Toolbox
Tools selected on this page will appear in the project's tools menu, while tools that are not selected will not appear in the tools menu, and cannot be used.Note: If you want to change which tools are available later, you can do so by navigating to the project's Admin tool. See Add and Remove Project Tools.
Make sure Tools is highlighted.
Important! If the Tools link does NOT appear in the Project Creation Assistant, it is because the project template that you applied to your new project already determined the project's tools.Add and remove tools for the project as follows:
To add a tool individually: Mark the checkbox next to box that corresponds to desired tool.
To add all available tools within a category: Mark the checkbox next to the category name.
OR
To add all available tools from all categories: Mark the checkbox next to Select All.
Note: Clicking the checkbox again will deselect all tools.To remove a tool: Clear the checkbox for that tool.
If you want to rearrange the order of tools on the project's toolbar for all users:
Drag-and-drop a tool to move it to a new position in the product category.
Click Select Tools.
Note: The system displays a GREEN banner to confirm your settings were saved.
Add Project Cost Codes
NotesThis page is only available in the Project Creation Assistant if your Procore account has the ERP Integrations tool enabled.
Cost codes are managed in Procore's Work Breakdown Structure as segment items in the 'Cost Code' segment. See What are segments and segment items?
This page is only available in the Project Creation Assistant if your Procore account has the ERP Integrations tool enabled.
Cost codes are managed in Procore's Work Breakdown Structure as segment items in the 'Cost Code' segment. See What are segments and segment items?
Make sure Cost Code is highlighted.
Notes:For information about Procore's default cost codes, see What are Procore's default cost codes?
If your company account has enabled the Company level ERP Integrations tool, you will have the option to select the cost code list for your integrated ERP system from a Source drop-down list.
To learn about cost codes for your specific integrated ERP system, see Configure Cost Code Preferences for ERP Integrations.
If your company account has enabled the Procore + Viewpoint® Spectrum®, you must use the Standard Cost Code List. See Add Viewpoint® Vista™ Standard Cost Codes to a Project.
Choose from these options (A) or (B):
If your Procore company account is NOT configured to work with an integrated ERP system, you will see the Standard Cost Code List page (pictured above). Choose from these options:
To copy only selected codes from Procore's standard cost code list:1. Expand the desired division folder(s).2. Highlight the desired cost codes.3. Click Copy Selected Codes.
To copy all of the codes from Procore's standard cost code list:1. Click Copy All Codes.
The system reveals the following confirmation message: "Once you add this cost code, the source list cannot be changed."2. Click OK to acknowledge the confirmation message.
This moves all the codes in the Standard Cost Code List to the Project Cost Codes list.
TipNeed to add, edit, or delete your cost codes list at a later time? In Procore, cost codes and cost types are segment items on the default 'Cost Code' segment in Work Breakdown Structure (WBS). To learn how to manage your company level cost codes in Procore's WBS, see Add Company Cost Codes. For companies using Procore with a supported integrated ERP system, be sure to review Why can't I create WBS custom segments?
If your Procore account is configured to work with an integrated ERP system, you will see the Source drop-down list. Complete the following:
Select Sage 300 CRE® Standard Cost Code List.
Note: You will only have the ability to select this option if your company has enabled the Procore + Sage 300 CRE® integration. This is a required setting for the Procore + Sage 300 CRE® integration.
Click Next.
If your company has enabled the Procore + Sage 300 CRE® integration, the system reveals the Cost Codes & Cost Types page.
Assign Default Cost Types to Cost Codes
Note: This page is only available in this module if your Procore account has ERP integrations enabled.
Make sure Cost Code is highlighted.
For each cost code listed, mark one (1) or more checkboxes to assign each code to one (1) or more cost type.
Important!Projects using Integration by Ryvit Cost Codes will use the Integration by Ryvit Standard Cost Types. Modifications to this cost type list must be done in Integration by Ryvit.
Click Continue.
Your cost type assignments are automatically saved and Procore confirms that it has created your new project.Click Continue Project Setup.
Update Directory
Make sure Directory is highlighted.
Add contacts and companies from the Company Directory to your Project Directory as follows:
If your project is based on an existing project template, you can add all of the companies and employees for those companies by clicking Select All in the drop-down menu.
To add a company from Procore's Company Directory and all of that company's employees, begin typing the company name. When the system finds the appropriate match, select the company from the list. This adds both the company and people to the Project Directory.
To add a person, begin typing the person's name. When the system finds the appropriate match, select that person from the list:
Notes:* If you want to remove a company or a person, click the delete
icon across from the company or person.* If you want to remove all companies or people, click Clear All in the drop-down menu.
For each person that you have selected to add, complete the following:
Permission Template. Select the desired permission template from the list or choose 'Apply a Template Later.'
Important! This is a required setting for all of the users that you intend to add. To learn how the selections in this list are created, see Manage Project Permissions Templates.Project Role. Select the project role for the user. The selection you make here will list the person for each selected role on the project's Home page. To learn how the selections in this list are created, see Add a Custom Project Role.
Click Next.
A GREEN banner appears at the top of the page to confirm the number of companies and people added.
Upload Drawings
Make sure Drawings is highlighted.
Complete the following:
To learn how to format drawings before uploading them to a project, see How can I improve the accuracy of OCR on my drawings?
To skip this step and upload your project's drawing(s) at a later time, click Skip. When you are ready to upload your drawings, see Upload Drawings.* Attach File(s). Click this button to choose from these options: Upload a file from your computer, Select a file from Procore, or if you have enabled the Box integration, Select a file from Box.
OR
Drag and Drop File(s). Use a drag-and-drop operation to move files from your computer or network to this area on the page.* Set Name. Enter a name for the drawing set.* Set Date. Select a date for the drawing set using the calendar control.* Default Drawing Date. Select a date for the drawing(s) using the calendar control.* Default Received Date. Select the received date for the drawing(s) using the calendar control.
Click Next.
The system processes the drawings in the background.
Note: You do NOT need to wait for the upload to complete. When finished, the system sends you an automated email notification with the subject line, "Drawing Upload Complete." To learn how to review and publish your drawings, see Review and Confirm Drawings and then Publish Drawings.
Upload Specifications
Make sure Specifications is highlighted.
Notes:If you want to skip this step and upload a specification later, click Skip. This closes the Project Creation Assistant.
When you are ready to upload your specifications at a later time, see Upload Specifications.
Complete the following:
Upload Specifications.
Notes:To learn how to format specifications before uploading them to a project, see How can I improve the accuracy of Specification Section Identification?* Attach File(s). Click this button to choose from these options: Upload a file from your computer, Select a file from Procore, or if you have enabled the Box integration, Select a file from Box.
OR* Drag and Drop File(s). Use a drag-and-drop operation to move files from your computer or network to this area on the page.* Set Name. Enter a name for the set.* Set Date. Select a date for the set using the calendar control.* Default Issued Date. Select a date for the file(s) using the calendar control.* Default Received Date. Select the received date for the file(s) using the calendar control.
Click Next.
The system processes the specification upload.
Note: You do NOT need to wait for the upload to complete. When finished, the system sends you an automated email notification with the subject line, "Specification Upload Complete." To learn how to review and publish your specifications, see Review and Publish Specifications.
Upload Schedule
Make sure Schedule highlighted.
Notes:If you want to skip this step and upload a schedule later, click Skip. This closes the Project Creation Assistant.
When you are ready to upload your schedule at a later time, see Upload a Project Schedule File to Procore's Web Application.
Click Attach File(s). Then navigate to the schedule file on your computer or network. Then click Open.
Notes:The Project Creation Assistant only supports file upload via your web browser. It does not currently support file uploads stored in the Project level Documents tool.
If you want to store a schedule file in the Documents tool and then upload it, see "File Upload Via Procore Documents" in the Upload a Project Schedule File to Procore's Web Application.
You can also upload a schedule file using Procore Drive. For details, see Schedule in the Procore Drive User Guide.
Click Next.