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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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The Procorem File Explorer is a Windows desktop application that lets you access and manage your Procorem files directly from your computer, without opening a web browser. Once installed, you can browse WorkCenter folders, upload and download files, and open documents directly in applications like Microsoft Word or Excel—the same way you work with files on a shared network drive. In addition, the File Explorer provides the ability to download multiple files at one time. The installation also includes a Procorem add-in to Microsoft Excel and Word, enabling you to connect to your Procorem accounts and work on files directly from within those applications.
Note
Deactivated accounts and archived WorkCenters are hidden from the Procorem File Explorer.
File activity performed through the Procorem File Explorer is tracked and recorded in Procorem similar to activity performed in the browser. Uploads and downloads appear in the WorkCenter activity feed and audit history.
With the Procorem File Explorer, you have access to limited file management functionality. For the full potential of Procorem, including tasks, posts, account administration, and more, you should use the web browser.
Before you can use the Procorem File Explorer, verify the following:
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Windows computer—The Procorem File Explorer is a Windows desktop application.
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Procorem account—The File Explorer is available for internal members of your organization. You must be a member of an active Procorem account to use it. Guests cannot use the File Explorer.
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Network access—Your computer must be able to reach app.procorem.com.
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Microsoft Word and Excel—You must have these applications installed to install the add-in. ProLink requires Office 2013 or later for compatibility.
Contact ProLink Support (support@prolinksolutions.com) to obtain the Procorem File Explorer installer.
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Run the installer file that ProLink Support provides.
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Follow the on-screen prompts to complete the installation.
The Procorem File Explorer is installed on your computer and is ready to launch.
The Procorem File Explorer uses your Procorem credentials. The desktop app, Excel Office Add-In, and Word Office Add-In each require logging in independently of each other.
When you are finished with the desktop File Explorer, close the window to log out. The Office Add-Ins have a Logout button in the Procorem tab.
If your session expires after a period of inactivity, sign-in reappears automatically and the program resumes afterward.
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Open the Procorem File Explorer from your Start menu or desktop shortcut, or click Login on the Procorem tab in the Excel or Word Office Add-In.
The Procorem Sign-In window opens.
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Enter your Procorem email address, and then click Next.
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Enter your Procorem password, and then click Sign in.
The Procorem File Explorer opens and displays your WorkCenter folders.
If your organization uses Single Sign-On (SSO) with Procorem, the Procorem File Explorer handles authentication automatically.
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Open the Procorem File Explorer from your Start menu or desktop shortcut, or click Login on the Procorem tab in the Excel or Word Office Add-In.
The Procorem Sign-In window opens.
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Enter your Procorem email address, and then click Next.
If SSO is configured for your email domain, the system automatically initiates SSO login. You do not need to enter a separate Procorem password.
If two-step verification (TSV) is enabled on your Procorem profile, the app prompts you to verify your identity after you enter your password.
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Open the Procorem File Explorer from your Start menu or desktop shortcut, or click Login on the Procorem tab in the Excel or Word Office Add-In.
The Procorem Sign-In window opens.
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Enter your Procorem email address, and then click Next.
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Enter your Procorem password, and then click Sign in.
A verification screen appears.
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Check for a verification code sent to your preferred delivery method (email or text message).
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Enter the code, and then click Verify Code.
The Procorem File Explorer opens and displays your WorkCenter folders.
For more information about TSV, see Manage Two-Step Verification.
Important
Your WorkCenter access and permissions in the Procorem File Explorer are the same as in the browser. You can only access WorkCenters you are a collaborator on, and your actions are limited by your assigned role. See WorkCenter Roles for more information.
Once logged in, your WorkCenter folders are visible in the Procorem File Explorer. The folder structure mirrors the WorkCenter and folder structure in Procorem. The left panel shows your WorkCenters and their folder structure. WorkCenters are identified by the WorkCenter icon, and folders by the folder icon. The right panel shows the contents of the selected folder.
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Procorem Account list—Switch the account you are browsing.
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Upload—Select local file(s) to upload to the current folder.
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New Folder—Create a folder in the current location.
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Refresh—Reload the current folder.
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Folder Tree—WorkCenters and their folders.
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File Area—Double-click to open; right-click for actions.
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".."
—Double-click to go up one level.
You can right-click a file or folder for the following actions:
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Open—Downloads the file and opens it in its default Windows app.
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Download—Asks for a destination folder, then saves the selected item(s) there.
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View in Procorem—Opens that file/folder in the Procorem web app in your browser.
When you open the Procorem File Explorer, the account selected by default is the first one alphanumerically, if you have multiple accounts.
Select an account in the Procorem Account list to change it.
Use the left panel to navigate to a WorkCenter and its folders. Use the right panel to navigate the files and folders within a WorkCenter.
Tip
If files or folders uploaded from the Procorem website do not appear in the Procorem File Explorer, click the Refresh button in the toolbar. The File Explorer syncs with Procorem and displays the current contents of the selected folder.
You can download a single file, multiple files, a folder, or an entire WorkCenter.
To download a single file:
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Right-click the file (or folder) in the right panel.
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Click Download.
The Save As window opens, where you can select the download location.
The file (or the folder and its contents) downloads to your computer to the location you specify.
Tip
Alternatively, you can double-click a file to start the download.
To download multiple files at once:
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Hold SHIFT and click to select a range of files, or hold CTRL and click to select individual files.
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Right-click any selected file and click Download.
The Browse For Folder window opens, where you can select the download location.
The selected files download sequentially to your computer to the location you specify.
Tip
To download and automatically open multiple files, select them using SHIFT or CTRL, right-click, and click Open instead of Download. The files download and open in their associated applications.
To download an entire WorkCenter:
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In the left panel, right-click the WorkCenter name.
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Click Download.
The Browse For Folder window opens, where you can select the download location.
All files and folders in the WorkCenter download to your computer to the location you specify. The downloaded copy of the WorkCenter retains the structure of the WorkCenter as it exists in Procorem.
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Right-click the file in the right panel.
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Click Open.
The file downloads to your computer to the location you specify and then opens in its native application.
Tip
The desktop app opens the downloaded copy. It doesn’t auto-sync your edits back. After editing, re-upload with the Upload button or drag-drop.
You can upload files to a WorkCenter folder using the Upload button or by dragging and dropping.
To upload files using the Upload button:
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In the left panel, navigate to the WorkCenter folder where you want to upload.
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Click the Upload button
in the toolbar.
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In the file browser, select one or more files, and then click Open.
The selected files upload to the WorkCenter folder.
To upload files by dragging and dropping:
You can create a new folder in the WorkCenter or subfolder for another folder. The folder name must be unique in the location you are adding it to.
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Action |
Result |
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Double-click a file |
Downloads the file |
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Double-click a folder / ".." |
Navigates into the folder or up one level |
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Right-click |
Menu: Open, Download, View in Procorem |
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Drag files in (from Windows Explorer) |
Uploads them to the current folder |
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Upload button |
Uploads selected file(s) to the current folder |
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New Folder button |
Adds a folder you name inline. Press Enter to confirm. (A duplicate name is rejected.) |
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Refresh button |
Reloads the current folder |
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CTRL/SHIFT + click |
Multi-select, for example, to download several items at once |
The Procorem Office Add-In installs a Procorem tab in Microsoft Excel, letting you open files from Procorem, edit them in Excel, and publish changes back to Procorem as a new version—without opening a web browser.
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Procorem tab
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Login/Logout—One toggles to the other with your sign-in state.
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Open—Pull a document from Procorem.
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Publish—Push the current document back to Procorem.
Note
File activity performed through the Procorem Office Add-In is tracked in Procorem the same way as activity performed in the browser. Uploads and downloads appear in the WorkCenter Activity feed.
Caution
Saving a file locally does not publish it to Procorem. To save your changes to Procorem, use the Publish button in the Procorem tab before closing.
Use the Procorem tab to browse your WorkCenters and open a file directly in Excel.
The Publish button in the Procorem tab saves your document back to Procorem as a new version. What happens when you click Publish depends on whether the file already exists in Procorem and how it was opened.
When you open a file from Procorem through the add-in and publish it without renaming it, the add-in uploads it directly as a new version.
In the Procorem tab, click Publish and confirm. The file uploads to Procorem as a new version.
Note
If you have not yet saved the file locally when you click Publish, the add-in automatically saves it.
When you publish a file that has not previously been saved to Procorem, the add-in opens the file browser so you can choose a destination.
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Click Publish.
The Procorem File Explorer opens.
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Navigate to the WorkCenter folder where you want to save the file.
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Click OK.
The file uploads to the selected WorkCenter folder.
Note
If the file has never been saved, a Save As window appears. Complete the local save before the publish continues.
Note
If you select a WorkCenter folder that already contains a file with the same name, the file saves as a new version of that existing file.
When you open a file from Procorem, rename it, and then publish it, the add-in asks you to confirm where to save the file.
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Click Publish.
A confirmation popup opens: "This file will be saved in [WorkCenter Name\Folder Name\File Name] as version [N]. Do you wish to proceed?"
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Do one of the following:
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Click Yes to publish the file with the name and location as noted in the popup.
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Click Modify to open the File Explorer and select a different location or name.
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Click X to close the dialog without publishing. No changes are made.
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The Procorem Office Add-In installs a Procorem tab in Microsoft Word, letting you open files from Procorem, edit them in Word, and publish changes back to Procorem as a new version—without opening a web browser.
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Procorem tab
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Login/Logout—One toggles to the other with your sign-in state.
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Open—Pull a document from Procorem.
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Publish—Push the current document back to Procorem.
Note
File activity performed through the Procorem Office Add-In is tracked in Procorem the same way as activity performed in the browser. Uploads and downloads appear in the WorkCenter Activity feed.
Caution
Saving a file locally does not publish it to Procorem. To save your changes to Procorem, use the Publish button in the Procorem tab before closing.
Use the Procorem tab to browse your WorkCenters and open a file directly in Word.
The Publish button in the Procorem tab saves your document back to Procorem as a new version. What happens when you click Publish depends on whether the file already exists in Procorem and how it was opened.
When you open a file from Procorem through the add-in and publish it without renaming it, the add-in uploads it directly as a new version.
In the Procorem tab, click Publish and confirm. The file uploads to Procorem as a new version.
Note
If you have not yet saved the file locally when you click Publish, the add-in automatically saves it.
When you publish a file that has not previously been saved to Procorem, the add-in opens the file browser so you can choose a destination.
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Click Publish.
The Procorem File Explorer opens.
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Navigate to the WorkCenter folder where you want to save the file.
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Click OK.
The file uploads to the selected WorkCenter folder.
Note
If the file has never been saved, a Save As window appears. Complete the local save before the publish continues.
Note
If you select a WorkCenter folder that already contains a file with the same name, the file saves as a new version of that existing file.
When you open a file from Procorem, rename it, and then publish it, the add-in asks you to confirm where to save the file.
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Click Publish.
A confirmation popup opens: "This file will be saved in [WorkCenter Name\Folder Name\File Name] as version [N]. Do you wish to proceed?"
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Do one of the following:
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Click Yes to publish the file with the name and location as noted in the popup.
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Click Modify to open the File Explorer and select a different location or name.
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Click X to close the dialog without publishing. No changes are made.
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1. |
Files do not appear in Procorem after uploading from the Procorem File Explorer. |
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Refresh the WorkCenter page in the Procorem web interface. Background processing may cause a brief delay before uploaded files appear. For more information, see Background Processes. |
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2. |
I cannot access the Procorem File Explorer. |
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Make sure you are a member on at least one account. Guests cannot use the Procorem File Explorer. |
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3. |
I cannot access a WorkCenter folder. |
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Confirm that you are an active collaborator on the WorkCenter. You can only see WorkCenters you have been invited to. See Invite and Remove Collaborators for more information. |
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4. |
The app prompts for login unexpectedly. |
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If your session expires, the login screen appears the next time you perform an action that requires a connection to Procorem. Log in again to continue. If two-step verification is enabled on your profile, the verification code prompt appears after you log in. |
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5. |
I don't see all accounts and WorkCenters in the Procorem File Explorer. |
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Deactivated accounts and archived WorkCenters are hidden from the Procorem File Explorer. In addition, you will not see accounts where you are a guest. |
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6. |
My file was saved to the wrong WorkCenter or folder. |
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If you selected the wrong destination in the File Explorer, publish the file again. The file uploads as a new item at the correct location. If you need to move or delete the file that was saved to the wrong destination, you will need to go to the web interface to handle those actions. |
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7. |
I need to delete a file or folder. |
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Visit the WorkCenter in Procorem. You can only delete files and folders from the the web browser. |
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8. |
I need to move a file or folder. |
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Visit the WorkCenter in Procorem. You can only move files and folders within the the web browser. |
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9. |
I cannot see the Procorem tab in Word or Excel. |
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The Procorem Office Add-In may not be installed or may be disabled. Contact your Procorem administrator to reinstall the add-in. |
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10. |
The Publish button in Word or Excel does not respond. |
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If the file has not been saved locally, a Save As message appears before publishing. Complete the local save, and then click Publish again. |
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