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Configure a Project Template

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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's Portfolio tool.
  • Additional Information:
    • In order to create a project template, contact support@procore.com 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. See Things to Consider above. 
  2. Select the project (or projects) in your company's account that want to make available as a template(s).
    Notes:
  3. Include this information in your request:
    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 Center 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

The following 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 Schedule 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 > 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 checkbox, Non-Commitment Costs checkbox, Enable Sub Jobs checkbox, Enable DocuSign checkbox, and Labor Productivity for Budget, Change Events, and Change Orders checkbox.
Admin (Project Level) Project Settings > Locations The setting for the Only Allow Locations to be Created in the Location Manager Above checkbox under Location Settings is carried over to the new project. Note: When the checkbox 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. Your Procore Administrator must submit a request to carry the 'Cost Code' segment items over to a new project. To learn more, see the IMPORTANT note below.

These WBS items carry over in a project template:

 Important

Want to carry over the project template's 'Cost Code' segment item(s) to a new project? Cost Codes unique to a project template do NOT carry over to new projects by default. To enable a backend configuration setting that copies project-specific cost codes to a new project in Procore, your company's Procore Administrator must submit an email request to your company's Procore point of contact to discuss the available options. Note: This setting is NOT available to Procore customers who are using a custom API integration or Procore's ERP Integrations tool. To learn how it works, see How do my project-specific 'Cost Code' segment items get carried over from a project template to a new project?

Want to remove unused segment items before using the project template to create a new project? For instructions, see Delete Unused Segment Items from a Project.
Admin (Project Level) Project Settings > Working Days Working Days are carried over to your new project. See Set Project Working Days.
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 check box 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 checkbox is carried over to your new project. See Configure Settings: Budget. 
Budget Require Net Zero Budget Change Amounts The setting in this checkbox is carried over to your new project. See Configure Settings: Budget. 
Change Orders Configure Settings > Change Order Configuration The change order 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 change order configuration for both the prime contract and commitment sides. The configuration for change order tiers can be different between the prime contract and commitment sides.
Commitments Commitments List Fields in the General tab on purchase orders and subcontracts carry over, excluding Number (#), Contract Company, Invoice Contacts and Attachments. In addition, a commitment's status is updated to 'Draft' in the new project.

Line items in the Schedule of Values 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 SOV retains the cost type assignment. 
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 checkbox, Responses will be due number, Default Description text, and Email Settings.
Daily Log Configure Settings > Project Settings (Daily Log Settings)

The Daily Log Settings from the source project are copied to the new project.

Note: Individual daily log entries, emails, change history, and any configuration settings created under the Manpower Categories area of the Daily Log 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 checkbox 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
Invoicing Configure Settings All settings under Default Billing Period, Emails, and Other 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.
Prime Contract Schedule of Values Tab The data in the Schedule of Values (SOV) tab on the projects template is carried over to new projects. In addition, the Advanced Settings are carried over. 
Deficiency List Configure Settings > Deficiency List Settings > Deficiency Item Types The list of 'Deficiency Item Types' created in the Configure Settings page of the project's Deficiency List tool. See Create Deficiency Item Types.
Deficiency List Configure Settings > Deficiency List Settings > Deficiency Emails The Deficiency email settings configured in the Configure Settings page of the project's Deficiency List tool. See Create Deficiency Item Types.
Deficiency List Configure Settings > Deficiency List Settings > Deficiency List Templates

The project-level deficiency templates can now be carried over to a new project. See Create a Project Level Deficiency 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?
Schedule Schedule Integration Selection If you have identified a particular schedule integration in a project template, that selection will be carried over to new projects created from the template. However, any schedule data that may exist in the template will not be carried over.
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.
T&M Tickets Configure Settings > T&M Settings T&M Emails settings for Creator, Company Signee, and Customer Signee will carry over to new projects.
T&M Tickets Configure Settings > Change Events Export Options Summarize Labor Line Items and Summarize Equipment Line Items selections will carry over to new projects.

Items That Do Not Carry Over To Your New Project

Items NOT included in the list above, which include :

  • Company Admin > Company Settings > Work Breakdown Structure: The 'Cost Code' segment items in your company's budget code structure in the Company level Work Breakdown Structure (WBS) page do NOT carry over to a new project unless they are specifically added to budget code structure of project configured as a project template. See Add Segment Items to a Project and Copy Company Segments to a Project. 
  • Company Admin > Company Settings > Webhooks: Only project level Webhooks are carried over from templates to new projects.
  • Project Admin > Project Settings > Work Breakdown Structure: By default, the segment items from the 'Cost Code' segment do NOT carry over to a new project from a project template.
     Note
    Want to carry your 'Cost Code' segment items over in a project template? To carry over the 'Cost Code' segment items to a new project, your company's Procore Administrator must submit an email request to your company's Procore point of contact to discuss the available options.
  • Project Admin > 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.
  • Subscribers/Tool-specific distribution groups: Any subscribers or default distribution group members that are set up in the configuration page of a tool will not be copied to the new project's configuration settings.
  • Change Events: Attachment settings from the Change Events tool do NOT carry over. See Set Attachment Settings.
  • Commitments: The values in the following fields in the General tab on purchase orders and subcontracts do NOT carry over: Number (#), Contract Company, Invoice Contacts, and Attachments. 
  • Correspondence: The Default Distribution configured for a correspondence type is not copied to the new project.
  • Custom Fields: Data within custom fields does NOT carry over to the new project's configuration settings. 
  • Daily Log: Individual daily log entries, emails, change history, and any configuration settings created under the Manpower Categories area of the Daily Log Settings page are NOT copied to the new project.
  • Default Distribution Lists: On specific tools (RFIs, Submittals, Daily Log, etc.).
  • Directory: Project specific permissions templates are not copied to the new project, but users that were assigned a project specific permissions template on the source project will have the same tool permissions assigned to them (without a permissions template selected) on the new project.
  • Drawing Sheets
  • Emails: 
  • Locations
  • Meetings: For example, types, templates, and agenda structure. 
  • Photos: Albums do not carry over to new projects. 
  • Project Home Configuration Settings
  • Project Team
  • Project Links: Project Links do not carry over to new projects. See Add or Modify Project Links.
  • RFIs:
    • The Default Distribution list is not copied to the new project.
    • Label for Custom Field 1 and Label for Custom Field 2 are not copied to the new project.
    • The Assignees' Responses are Required by Default setting does NOT carry over on a project template. See Configure Advanced Settings: RFIs.
  • Reports and Custom Reports
  • Schedule Integration Data: Only your selection of which schedule integration (for example, MS Project or Primavera P6) will carry over to new projects.
  • Spec Sections
  • Sub Jobs: Sub jobs do NOT carry over to new projects. However, the configuration setting for enabling sub jobs does carry over. See Enable Sub Jobs on Projects for WBS.
  • Submittal Workflow Templates: Project level Submittal workflow templates do NOT carry over on a project template.
  • Tasks: Individual action items do not carry over to new projects.
  • T&M Tickets:
    • The Default Distribution is not copied to the new project.
    • The T&M Emails setting for Distribution Group is not copied to the new project.

Next Steps