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Get started managing files and folders in Procorem with these quick tutorial videos
Core to any business is the ability to effectively manage all the files associated with your projects—from inception, through review and roll-out to the team at large. With Procorem, files are an integral part of the overall product.
With Procorem our aim is to provide you a secure, centralized repository for your files, but go a step further and use Procorem as your project hub to share, review, approve, collaborate, version, comment, and store files tied to projects.
By limiting the amount of time spent looking for the right version, most recent changes, or latest email of a file we can help you and your team be as efficient as possible. And of course, like all activity in Procorem, all activity around files is tracked and recorded for a complete project history.
Procorem includes the following file capabilities:
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Files—You can upload any file type instantly. Easily upload multiple documents at the same time up to 2 GB at once.
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Folders—Folder structure in Procorem is completely customizable for your business. Create top-level folders and any number of sub-folders as you need.
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Commenting—Collaborate on files right within Procorem by commenting on the file record. All comments are integrated with your email to ensure your team stays on task.
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Versioning—All versions of files are stored and recorded in Procorem. If you would like to restore or delete an old version of a file, users with the right access can do it with the push of a button.
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File Tasks—Attach multiple tasks to each file to create your own custom workflow and approval processes.
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File Activity—All file activities such as downloading, uploading, commenting, deleting, moving, copying and more are fully recorded in Procorem so you have a complete audit history of all activity.
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File Approvals—Approving files can easily be managed with custom document statuses and types.
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File Management—Files can easily be moved or copied across WorkCenters to share with different projects, departments, or team members.
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Bulk Actions—If you would like to move, copy, or delete multiple files or entire folders of documents across WorkCenters you have the option to do that as well.
You can upload as many files as you would like at the same time up to 2 GB during a single upload. This allows you to quickly populate your WorkCenters with important project files.
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Navigate to the WorkCenter.
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Click Upload Files near the top of the screen.
The Select Files screen opens.
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Specify the File Status, File Type, and Description as needed. Select the file from your directory, or drag and drop multiple files from your computer to the Select Files screen.
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Specify the File Status, File Type, and Description as needed.
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Optionally, enter a comment to be attached to the file and included in the email alert to all collaborators on the WorkCenter.
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Click Upload.
Tip
The system truncates the file name when you upload a file or new file version that is over the 255 character limit. If needed, you can rename the file after upload.
Tip
If you have a standard file or folder that is the same across more than one project, you can upload it to a WorkCenter and then use Bulk File & Folder Management to move it to all related projects.
To upload a new version of a file that is already in Procorem, head to the location you want to upload the file. If a version of the file with the same name exists, Procorem will upload a new version associated with the original file upload. You can have two files with the exact same name on a WorkCenter as long as they are in two different folders.
To upload a new version of a file, head to the folder or WorkCenter with the original version and upload through the normal process.
An alternative way to upload a new version is to head into the File Details. From there you can click Upload New Version.
When you upload a file, the file name of the uploaded file is saved and displayed on the Versions tab.
Tip
The system truncates the file name when you upload a file or new file version that is over the 255 character limit. If needed, you can rename the file after upload.
To download files in Procorem, head to the related folder or WorkCenter and click on the file. This will download the file to your desktop or mobile device. Browsers will notify you when the file is downloaded.
Folders in Procorem tie directly to particular WorkCenters. Once you set up a WorkCenter to store core project data, you can create a completely customized folder structure to match your needs.
Security in Procorem is controlled on the WorkCenter level, not in folders. This is intentional as managing security on a folder level is often burdensome and leaves organizations with a potential security risk. In Procorem, only the people you invite to the WorkCenter can see and engage with information on that WorkCenter, including Files and Folders. To learn more about Procorem security, take a look at the Security, Permissions, and Guests section. If you would like to learn about setting up customized security roles, see the WorkCenter Roles section of the Help Center.
Important
Only members with the correct WorkCenter privileges have the ability to create new folders. Check out the WorkCenter Roles section to learn more.
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Navigate to the WorkCenter where you want to create a folder, and then click Create Folder in the middle of the screen (it is designated with a plus sign). Once you click the button, a window will appear asking you to name the folder.
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Enter the name of the folder, and then click Save.
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To create sub folders, navigate into the top-level folder and follow the same process.
Procorem has no restriction on the levels of folders you can create in a WorkCenter.
Caution
Deleting a folder cannot be undone. Procorem and it will delete the folder and all contents within the folder.
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Navigate into the folder you would like to delete.
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Click Actions, and then click Delete this folder.
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Confirm that you would like to delete the folder and its contents.
Once your folders are created and files uploaded, you have a great deal of power for ongoing management of this core project data. With Procorem, we allow you to quickly move files between folders and WorkCenters, copy or move entire folders, develop custom approval processes as well as classify the types of files you are using for easy management.
Important
For all file management activity, you must have appropriate security roles to be able to perform any of the following actions. Please see the WorkCenter Roles and Security, Permissions, and Guests sections of the Help Center to learn more.
For managing core data around your files, the best option is to click the Details button associated with each file (located on the right side of the file line item). On the file line item, you will also notice key information such as number of file comments, versions, size of file, approval status, and the last time amended by which user.
The Details screen of the file provides significant information and abilities associated with that file.
The primary tab provides the ability to change the file name, update file status, change file type, and add a description associated with the file. When core information about the file is changed, the activity feed will track all the changes to maintain a complete activity history for the file.
For those with appropriate WorkCenter permissions, you can add new statuses or types by clicking the plus button alongside each of the fields. For Account Administrators, this can also be managed in the Account Settings area of Procorem.
On the right side of the screen, you will notice a number of options for file management. On the file management sidebar you can download the file, upload a new version of the file, copy or move the file to another location in Procorem as well as delete the file.
Tip
Once in this screen you can easily upload a new version by dragging and dropping from your computer right into the main screen. This will automatically create a new version of the document.
For more information on commenting, restoring, or deleting file versions and file activity, see the File & Folder Collaboration section of the Help Center.
If you would like to manage all the files within a folder at the same time, head to the folder that stores all the files. Once in the folder, click Actions. You have the option to rename the folder, copy the folder, move the folder, or delete the folder.
Tip
You also have the ability to copy, delete, and move folders in bulk. For more information on those capabilities, please see the Bulk File & Folder Management section.
The true spirit of Procorem is the ability to collaborate with a variety of internal and external project participants in a central and auditable environment—securely available anytime, anywhere. With that in mind, the file and folder collaboration capabilities take you there.
In the File & Folder Management section, we detailed the ability to move, copy, update status, update type, and delete files. Beyond basic file management is the ability to attach comments, view versions, and record activity across all file activity.
Commenting on files in Procorem allows you to keep your entire team on the same page around files updates, questions, comments, and more. All files made are tracked and recorded next to a picture of the person commenting and are fully integrated with email alerts to keep your team informed up-to-the-minute.
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Navigate to the folder or WorkCenter with the file, and then click Details on the file line item.
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Once in the file record, click the Comments tab. Here you can see all previous comments associated with the file as well as make new comments.
After a comment is made, an email alert is sent to all WorkCenter collaborators. Team members who receive the email can click the link and head right to the document to add or review the comments or simply reply to the email and their comment will be recorded in the Post section of the WorkCenter.
For more information on email notifications, see the Notifications in Procorem section of the Help Center.
Next to the Comments tab is the Versions tab. Procorem stores all versions of the file ever uploaded. Versions can quickly be restored or deleted by a collaborator with appropriate rights. To download, restore, or delete previous file versions, navigate to the Versions tab and click the button for the action you would like to perform.
Procorem supports the ability to associate a file with multiple tasks. With task associations, you can manage and automate approval processes and review centered on documents. By clicking the File(s) tab, you will see all associated tasks to a particular file, tasks due date, current task status, as well as number of assignees and approvers associated with that task.
For more information on how Procorem files interact with tasks, review the Linking Tasks & Files Help Center article.
For a quick snapshot of all the activity that has ever taken place on the document, click the Activity tab. From here you can see who has uploaded, downloaded, commented, moved, copied, or performed any other action associated with the file.
For deleted files, you can view that activity on the WorkCenter activity feed. See the Activity Introduction article to learn more about activity in Procorem.
Often, managing single files or folders is too labor intensive a process when managing multiple projects at the same time. In these cases, Procorem's Bulk File & Folder Management is the perfect solution to keep you and your team as productive as possible. With Bulk File & Folder Management, you have the power to move, copy, and delete multiple files and folders at the same time.
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Navigate to the WorkCenter or folder.
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Click Actions, and then click Bulk Actions.
Note
If you are on the top level of a WorkCenter, you have the Bulk Actions option only. If you are in a folder, you will see additional folder management actions.
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Select the files or folders you would like to take action on, or select all files in the WorkCenter or folder.
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Choose the action you would like to perform—move, copy, or delete—and complete the corresponding actions:
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Move, or Copy—Identify where you want to move or copy the files.
Make sure you select the correct Account and WorkCenter, and then choose the folder to place the files or folders. If you would like to put them on the top level of the WorkCenter, choose the “Root” folder.
Once you have selected the Account, WorkCenter, and destination folder, you have the option to copy file comments and versions. If left unchecked all the files will be transferred without any comments or previous versions.
Note
If you would like to copy or move files to more than one WorkCenter at a time, review the WorkCenter Template article. Procorem Templates will allow you to also copy tasks, collaborators, and posts in addition to files and folders.
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Delete—A message opens, asking you to confirm the deletion. After you delete, the action cannot be undone.
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Important
The Procorem File Explorer is available upon request for ProLink's enterprise customers.
Caution
The Procorem File Explorer will not work when two-step verification is enabled for a user's profile. See Manage Two-Step Verification for more information about two-step verification.
This short video introduces the Procorem File Explorer. Contact Support for access to this beta feature.
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