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Prepare Defect List Items for Import to the Procore Imports App

Objective

To properly format your defect list items for import.

Background

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

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Defect List tool.
    • 'Admin' level permissions on the Project level Admin tool.
    • 'Standard' level permissions or higher on the Project level Directory tool.

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

Video

 

Steps

Download the Defect List Import Template 

Format the Defect 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*, Defect Item #*, Defect Item Manager*, Created By*, Assigned To, Final Approver*, Location, Trade, Program Impact, Program Impact Days, Cost Code, Defect 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 defect 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 Defect List line item. 
    • Maximum File Size: 
      • The maximum file size for a Defect 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 defect list item. You can enter up to 255 alphanumeric characters. This is a required field. 
    • Defect 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.
    • Defect Manager* 
      Enter the full email address of the user who will serve as the Defect 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. This user must also be granted 'Admin' level permissions or higher to the Defect List tool. This user must also be granted 'Admin' level permissions or higher to the Defect List tool or a 'Standard' user and granted special permission to act as Defect Manager.
    • Created By*
      Enter the full email address of the user who created the defect 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. This user must also be granted 'Admin' level permissions or higher to the Defect List tool.
    • Assigned To
      Enter the full email address of the person who is responsible for closing out the defect 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. This user must also be granted 'Standard' level permissions or higher to the Defect List tool and will be automatically designated as the Action Required By person for the defect 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. This user must also be granted 'Admin' level permissions or higher to the Defect 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.
    • Program Impact
      Enter one of the following values for each defect 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 program 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 defect list item has no impact to on the project program. 
      • yes_unknown. Indicates the defect list item will impact the project program, but the impact is not known.  
      • yes_known. Indicates the defect list item impacts the project program and the number of days by which the project program will be impacted is known. If you enter this value, you must enter a number of days in the 'Program Impact Days' field.
    • Program Impact Days
      If you entered 'yes_known' in the 'Program Impact' field, enter a number of days by which the project program will be impacted by. (e.g., 7 or 14).
    • Cost Code
      Associate a cost code with a defect 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
    • Defect Item Type
      Enter one item type to categorise the defect list item (e.g., Electrical, Instrumentation or Mechanical). For a successful import, types must be added to the Defect List tool before the import process, see Configure Advanced Settings: Defect List: Add Defect Item Types.
    • Due Date
      Enter the date the defect 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: The 'Number Format' for cells in this column must be 'Text'.
    • Priority
      Enter 'Low' 'Medium' or 'High' to indicate the priority of the defect list item.
      Important! This entry is case-sensitive and must use initial case (e.g., the first letter of the value is capitalised). 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 defect 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 program, 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 defect 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 organisation. For example, if the item was created at the client's request, enter "client request".
    • Description
      Enter additional descriptive information related to completing the defect list item. You can enter up to 255 alphanumeric characters.
    • Comments
      Enter in additional comments you may have on the defect list item. You can enter up to 255 alphanumeric characters.  

Next Steps

 

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