What are the different fields in the Document Management tool?

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Background

Procore's Document Management tool uses metadata and document fields to automatically grant access to and organise document revisions, making them easier to find. A project's document fields are configured in the Company level Admin tool through configurable fieldsets. Field options can be shown or hidden from the Document Management tool's Configure Settings page.
Note: Required fields for every document: Name, Type, Status and Revision.

2024-07-18_PDM fields.png

Answer

The table below lists Document Management tool field names and their descriptions, along with notes about where information for these fields populates from.

Note:

Required fields are marked with an asterisk (*) in the Field Name column.
Fields with codes included in the field options are noted in the Data Entry Type column.
Certain fields (such as Type, Project, and Originator) have a code at the beginning of the field, which can automatically populate based on the naming standard. See Edit the Naming Standard for the Document Management Tool. For example, a Drawing Type document would populate with 'DR' in the Type field.

Field Name	Field Definition	Data Entry Type	Field Source and Notes
Assigned Workflow	The Workflow template that has been assigned to the document.	Single Select Dropdown	Manual selection in the Document Management tool. You can assign a Default Workflow to apply automatically to all documents uploaded to the project. See About Workflows in the Document Management Tool.
Authored By	The person who created the document.	Single Select Dropdown	Generates automatically based on who uploads the document, but you can edit the field if needed. Field options are copied from the Project level Directory tool.
Classification	A specific subtype of a document. For example, a drawing could have a classification of plan view, elevation, or section.	Single Select Dropdown (includes Code)	Configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool. Can be detected and copied from the original file name if the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool.
Current Step Assignees	All assignees in the current step of the workflow template.	Non-editable Reference	Populates based on the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.
Current Workflow Step	The name of the workflow step that the document is currently in.	Non-editable Text	Populates based on the workflow template in the Company level Workflows tool and the current step of the workflow. See About Workflows in the Document Management Tool.
Date Authored	The date the document was created.	Date Selector	Manual selection in the Document Management tool.
Date Updated	The date and time the document was last updated in Procore.	Non-editable Date	Updates automatically and cannot be edited.
Date Uploaded	The date and time the document was uploaded to Procore.	Non-editable Date	Generates automatically based on the upload and cannot be edited.
Description	A brief title for the document.	Text Field	Manual entry in the Document Management tool. For drawings, Procore's machine learning will look for the Description in the drawing title block. See What data can Procore automatically populate when uploading files to the Document Management tool?
Discipline	The trade associated with this document, such as Architectural, Electrical or Mechanical.	Single Select Dropdown (includes Code)	Configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool. Can be detected and copied from the original file name if the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool.
File	The original filename of the document at the time of upload.	Non-editable File Name and Extension	Generates automatically based on the uploaded file and cannot be edited.
Format	The file's type, such as EXCEL, PDF, etc.	Non-editable Text	Generates automatically based on the uploaded file and cannot be edited.
In Active Workflow	Whether the file is actively in a workflow ('Yes') or not ('No').	Non-editable Text	Generates automatically based on whether a workflow has been initiated. See Start a Workflow in the Document Management Tool.
Location	The location associated with the document.	Single Select Dropdown (includes Code)	Can be detected and copied from the original file name as long as the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool. Field options are copied from the Locations section of the Project level Admin tool. See Add Tiered Locations to a Project.
Name*	A document's unique identifier that can also be configured with a project's requirements.	Non-editable Text OR Text Field	Generates automatically based on the naming standard and field entry in the Document Management tool. See Edit the Naming Standard for the Document Management Tool and Edit the Upload Requirements for the Document Management Tool. If no naming standard is applied, this becomes a Plain Text Field that can be edited.
Number	The numeral digits that are typically listed at the end of a document's name.	Text Field	Can be detected and copied from the original file name if the code is in the correct place according to the naming standard. See What data can Procore automatically populate when uploading files to the Document Management tool? and Edit the Naming Standard for the Document Management Tool. Drawing numbers can be automatically detected on documents with 'Drawing' as the Type.
Originator	The name of the company that the person who created or uploaded the document is an employee of.	Single Select Dropdown (includes Code)	Generates automatically based on the 'Abbreviated Name' field for the relevant company in the Directory tool. See Edit a Company in the Company Directory.
Project	An abbreviation of the project's name.	Single Select Dropdown (includes Code)	Copied from the Code field in the Project level Admin tool. See What is the 'Code' field on the project creation page?
Revision*	A letter, number or combination of letters and numbers that identifies a specific version of the document.	Text Field	When a document with the same file name is uploaded, the field automatically populates with the next available revision number, letter or value.
Size	The amount of storage or space the document uses.	Non-editable Text	Generates automatically from the file and cannot be edited.
Stage	The phase of construction that a document was created for.	Single Select Dropdown	Field options are copied from the 'Stages' section of the Company level Admin tool. See Add a Custom Project Stage.
Status*	The state of a document as it goes through a workflow (review, approval, rejection, etc).	Single Select Dropdown (includes Code)	Manual selection for documents without assigned workflows. Field options can be configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool. For documents with assigned workflows, the Status field automatically updates based on the current status in the workflow. See About Workflows in the Document Management Tool.
Type*	The category of the document, such as a drawing, specification, or model. If an abbreviation code (such as DR for Drawing) is set, it will show at the beginning of the type name.	Single Select Dropdown (includes Code)	If the Type code (such as 'DR' for Drawing) exists in the file name according to the project's naming standard, it will populate in the Type field for the document. See Edit the Naming Standard for the Document Management Tool. Drawings and specifications can also be detected and populated by Procore's machine learning. See What data can Procore automatically populate when uploading files to the Document Management tool? Field options for the Type field are managed in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool.
Updated By	The person who last updated the document in Procore.	Non-editable Name	Updates automatically based on actions taken in the tool and cannot be edited.
Uploaded By	The person who uploaded the document to Procore.	Non-editable Name	Generates automatically based on the upload and cannot be edited.
Version	Sequential numbers auto-generated by Procore to differentiate every document iteration submitted. This field is not editable.	String	Updates automatically based on when a revision is submitted or changes name. It cannot be edited.
Volume / System	This field is used to group related documents together as needed. A volume is usually a package or grouping of documents. A system is usually a complete set of equipment that works together for one role or purpose, such as a solar-electric system.	Single Select Dropdown (includes Code)	Configured in the Document Management section of the Company level Admin tool. See Manage Configurable Fieldsets and Default Fields for the Document Management Tool.
Workflow Assignees	All assignees from all steps of the workflow template.	Non-editable Names	Populates based on selections in the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.
Workflow Manager	The person selected as the manager of the workflow template that is assigned to the document.	Non-editable Name	Populates based on selections in the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.
Workflow Step Due	The date that all current step assignees must submit their responses by.	Non-editable Date	Populates based on selections in the workflow template in the Company level Workflows tool. See About Workflows in the Document Management Tool.

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