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Procore (en-CA)

Prepare Deficiency List Items for Import to the Procore Imports App

Objective

To properly format your deficiency list items for import.

Background

You can use the Procore Imports App to self-import a list of deficiency list items into your project's Deficiency List tool. This will add as many deficiency list items to your project as you need without having to manually add each deficiency list item in Procore.

Things to Consider

  • Required User Permissions:
    • 'Admin' level permission on the project's Deficiency List tool.
    • 'Admin' level permission on the project's Admin tool.
    • 'Standard' level permission or higher on the project's Directory tool.

Note: Granular Permissions are not supported in the Procore Imports application.

Video

 

Steps

Download the Deficiency List Import Template 

Format the Deficiency List Import Template 

Prerequisites
Steps
  1. See below considerations when filling out the template.
    • 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*, Deficiency Item #*, Deficiency Item Manager*, Created By*, Assigned To, Final Approver*, Location, Trade, Schedule Impact, Schedule Impact Days, Cost Code, Deficiency Item Type, Due Date, Priority, Cost Impact, Cost Impact Amount, Reference, Description 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 deficiency 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 Deficiency List line item. 
    • Maximum File Size: 
      • The maximum file size for a Deficiency List import is 1 MB. 
  2. Complete the import template. 
    Note: An asterisk (*) indicates a required field.
    • Item Name*
      Enter a descriptive title for the deficiency list item. You can enter up to 255 alphanumeric characters. This is a required field. 
    • Punch Item Number*
      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.
    • Punch Item Manager* 
      Enter the full email address of the user who will serve as the Deficiency 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 Deficiency List tool. This user must also be granted 'Admin' level permissions or higher to the Deficiency List tool or a 'Standard' user and granted special permission to act as Deficiency Item Manager.
    • Created By*
      Enter the full email address of the user who created the deficiency 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 Deficiency List tool.
    • Assigned To
      Enter the full email address of the person who is responsible for closing out the deficiency 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 Deficiency List tool and will be automatically designated as the Ball In Court person for the deficiency 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 Deficiency 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.
    • Schedule Impact
      Enter one of the following values for each deficiency list item. Any entry other than the ones below will result in a blank entry after the import:
      • tbd. Enter this if the impact to the schedule is currently being assessed. This is short for 'To Be Determined'.
      • n_a. Enter this value to leave the field blank.
      • no_impact. Indicates the deficiency list item has no impact to on the project schedule. 
      • yes_unknown. Indicates the deficiency list item will impact the project schedule, but the impact is not known.  
      • yes_known. Indicates the deficiency list item impacts the project schedule and the number of days by which the project schedule will be impacted is know. If you enter this value, you must enter a number of days in the 'Schedule Impact Days' field.
    • Schedule Impact Days
      If you entered 'yes_known' in the 'Schedule Impact' field, enter a number of days by which the project schedule will be impacted by. (e.g., 7 or 14).
    • Cost Code
      Associate a cost code with a deficiency 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
    • Deficiency Item Type
      Enter one item type to categorize the deficiency list item (e.g., Electrical, Instrumentation or Mechanical). For a successful import, types must be added to the Deficiency List tool before the import process, see Configure Advanced Settings: Deficiency List: Add Deficiency Item Types.
    • Due Date
      Enter the date the deficiency list item must be completed using the MM/DD/YYYY format (e.g., 06/01/2020).
      Important! Do NOT enter dates in the M/D/YYYY format (e.g., do NOT enter 6/1/2020) 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 deficiency list item.
      Important! This entry is case-sensitive and must use initial case (e.g., the first letter of the value is capitalized). 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 deficiency list item. Any entry other than these will cause the field to be left blank.
      • If the cost impact is "to be determined," enter "tbd"
      • To leave the field blank intentionally, enter "n_a"
      • If there is not an impact to the schedule, enter "no_impact"
      • If there is an impact to the cost and the amount of time is not known, enter "yes_unknown"
      • If there is an impact to the cost due to the deficiency list item and the cost amount is known, enter "yes_known"
    • Cost Impact Amount
      If you entered 'yes_known' in the 'Cost Impact' field, enter the dollar amount here. Do NOT include the dollar 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 organization. For example, if the item was created at the client's request, enter "client request".
    • Description
      Enter additional descriptive information related to completing the deficiency list item. You can enter up to 255 alphanumeric characters.
    • Comments
      Enter in additional comments you may have on the deficiency list item. You can enter up to 255 alphanumeric characters.  

Next Steps