Drawing Management

Overview

Procore’s Drawings tool ensures project team members always have access to the most current drawings. Keep track of changes in the design with easy retrieval of previous revisions and create drawing sets that relate to contractual milestones. The drawing tool allows users to view, manage and archive all project drawings.

Fletcher Industrial Development’s Consultants will be required to upload their Drawings directly to the Drawings tool.

Objectives

Upload New Drawings to Procore
Review and Publish Drawings
Upload Drawing Revisions
Manage the Drawing Register
Edit Drawings
Transmit Drawings

Things to Consider

Who will be responsible for various tasks relating to drawing management on each project
What drawing sets will be relevant to a project
Decide where incoming drawings will be saved
Are there multiple buildings or areas on the project that should have distinguishable drawings?

Drawing Review Process

Working Drawings that have not been developed to a Stage Gate level (i.e. 30% / 60% / 90% etc.) will be kept in the Documents tool until the team is ready to commence the formal set review workflow. Finalised drawing files (relevant to phase) will then be collated from the Drawings tool into a formal Submittal, where a review / markup / approval workflow will be run. The outcome of this workflow will require the Consultant to produce an updated set of drawings (inclusive of all comments, changes etc.) which can then be published into the Drawings tool.

Drawing Area & Set Framework

It is important to maintain consistency with Drawing Areas and Set Options. Below is an example of what Set Options should be created.

Description	Drawing Set Options
All Fletcher’s project specific drawings and elevations (all disciplines).	10 – Feasibility 20 – Resource Consent 40 – Building Consent 50 – IFC 60 – As Built
All sketches produced prior to being issued a formal drawing no.	70 – Sketches
All shop drawings received from Contractors and marked up reviews from Consultants (extracted from Submittals)	80 – Shop Drawings
All standard drawings / details from project Stakeholders: Sales (Renders, marketing, branding, signage, fitout etc.) Authorities (standard council details etc.)	90 – Standard Details

Procedure

Detailed Steps	Support Links
Drawing Management Permissions Adding drawings to Procore is a three-step process: Upload drawings Review drawings Publish drawings Users with Admin level permissions on the drawings tool can complete all steps and granular permissions are available to allow Standard level users to Upload Drawings or Upload and Review drawings. The granular permissions will allow certain users to perform the bulk upload work with the Project Management team members as the ‘gatekeepers’ on the drawings tool, controlling the accuracy of the drawing information and what is publicly available. In this scenario, drawings will exist as either Drawings ready for Review or Unpublished Drawings and will only be visible to Admin level users until such time as they are published. They will not appear in the Current Drawings view in Procore.	Drawing Granular Permissions Unpublished Drawings
Upload New Drawings to Procore Once the settings have been configured for a project, drawings can be uploaded via the orange ‘Upload Drawings’ button on right hand panel of the Drawings tool. Upload Drawings Note: If your project uses Drawing Areas, open the drawing area you want to upload drawings to. Attach files Select an existing set or create new set Nominate default drawing dates and revisions (this is optional, but will save time if information is repeated across the upload set) Click Process Notes Drawings must be in PDF format When uploading drawings, you can choose a new or existing drawing set to associate with the collection of drawings. Drawings in the same set will generally have the same drawing date or serve the same purpose, such as being revisions to previous drawing versions. Examples of common drawing sets are Tendering, Issued for Construction or Amendment/Addendum. While drawings received via email can be direct dragged and dropped in to the Procore Upload Drawings portal, it is best practice that all drawings received should be saved to either Procore Documents or to a Windows File on your computer. It is recommended that a new folder is created for each collection of drawings and is labelled with the drawing set name used in Procore and the date. This will allow easy cross referencing if needed for reconciliation purposes. Multiple files can be uploaded at once and these files can either be single PDF’s or a combined PDF. Merged pages will be separated during the upload process. Follow the listed support articles for detailed steps	Upload Drawings Create a Drawing Set
Review and Confirm Drawings Once the upload is complete, the drawings will be available for review. Unpublished drawing collections will appear as a tile on the right-hand panel of the Drawings tool, with a button Click here to review. Alternatively, the link can be followed from the email notification automatically issued from Procore. Once in the Review Drawings screen, all drawings are listed on the left hand side. Work through the list and enter relevant information/check all details are correct for each sheet, including: Drawing Number Discipline Drawing Title Revision Drawing Date Received Date Drawing Set Procore scans the file using Optical Character Recognition (OCR) for pre-fill some values. Check these carefully and amend as required. Once details have been reviewed, click Confirm. This can be done on the individual drawing as you progress, or there is a Confirm All function above the drawing list. From here, project admins have the ability to ‘Publish & Distribute All’ or ‘Publish All’ on the main drawing screen. Note Drawings will not be visible to anyone apart from drawing admins until such time as they are published. By selecting ‘Publish & Distribute All’, all users registered as drawing subscribers will receive an email notification. Follow the listed support articles for detailed steps.	Review and Confirm Drawings Publish Drawings Drawing Update Notifications
Upload Drawing Revisions Uploading revised drawings to Procore follows the same methodology as described above for uploading new drawings. Procore will recognise the drawing number and automatically record the same details as the previous revision, selecting the next available number or letter in the revision series. The review process in the same – ensure to carefully check all details and that the revision number proposed by Procore matches the actual drawing. Once complete, publish and distribute drawings as appropriate. Follow the listed support articles for detailed steps.	Upload Drawing Revisions
Edit a Drawing Information for drawings can be edited individually or in bulk. They can also be marked as Obsolete, and thus removed from the current set. Additional details can be added on the drawing view page. From the drawing register, click the ‘Info’ button next to a drawing and complete the additional custom fields set up for [your company]. These include: Status Author (Company) Print Size These additional fields allow for filtering on the drawing register page and are only editable on the drawing view page. Drawings can be deleted from either the drawing register page or the individual drawing view page. You are only deleting that particular revision for a drawing. If you delete the most recent revision, then the previous revision will automatically become part of the current set.	Edit Drawings Mark Drawing as Obsolete Delete Drawings
Transmit or Email Drawings On the drawing register page, drawings can be selected and emailed to any project user. Mark the checkboxes required and click the orange Email Drawings button on the right-hand panel. Fill out the email fields and click send. This function is also available on the individual drawing info page. Any emails sent from the drawings tool will be available under the ’Emails’ sub tab of an individual drawing view page. Note On the drawing register page, ticking the box next to the discipline name will select all drawings under that discipline. There is also the option to select all drawings in the current or historic sets. You can elect to view and select the drawings by viewing the current set (default view), or specific sets including superseded drawings. To toggle between the different views, select either ‘Current Drawings’ or ‘Drawing Sets’ on the drawing landing page. The other method for sending drawings from Procore is to use the Transmittals Tool. Emailing drawings direct from the tool is quicker and easier, however the Transmittals tool give a more official method issuing of information and can include documents in addition to drawings. It is also easier to find official records and it is recommended that this is used to transmit any contract reference documents. Follow the listed support articles for detailed steps.	Email Drawings Track Emailed Drawings Create a Transmittal Attach multiple files to a transmittal

Detailed Steps

Support Links

Drawing Management Permissions

Adding drawings to Procore is a three-step process:

Upload drawings
Review drawings
Publish drawings

Users with Admin level permissions on the drawings tool can complete all steps and granular permissions are available to allow Standard level users to Upload Drawings or Upload and Review drawings.

The granular permissions will allow certain users to perform the bulk upload work with the Project Management team members as the ‘gatekeepers’ on the drawings tool, controlling the accuracy of the drawing information and what is publicly available. In this scenario, drawings will exist as either Drawings ready for Review or Unpublished Drawings and will only be visible to Admin level users until such time as they are published. They will not appear in the Current Drawings view in Procore.

Drawing Granular Permissions

Unpublished Drawings

Upload New Drawings to Procore

Once the settings have been configured for a project, drawings can be uploaded via the orange ‘Upload Drawings’ button on right hand panel of the Drawings tool.

Upload Drawings

Note: If your project uses Drawing Areas, open the drawing area you want to upload drawings to.

Attach files
Select an existing set or create new set
Nominate default drawing dates and revisions (this is optional, but will save time if information is repeated across the upload set)
Click Process

Notes

Drawings must be in PDF format
When uploading drawings, you can choose a new or existing drawing set to associate with the collection of drawings. Drawings in the same set will generally have the same drawing date or serve the same purpose, such as being revisions to previous drawing versions. Examples of common drawing sets are Tendering, Issued for Construction or Amendment/Addendum.
While drawings received via email can be direct dragged and dropped in to the Procore Upload Drawings portal, it is best practice that all drawings received should be saved to either Procore Documents or to a Windows File on your computer. It is recommended that a new folder is created for each collection of drawings and is labelled with the drawing set name used in Procore and the date. This will allow easy cross referencing if needed for reconciliation purposes.
Multiple files can be uploaded at once and these files can either be single PDF’s or a combined PDF. Merged pages will be separated during the upload process.

Follow the listed support articles for detailed steps

Upload Drawings

Create a Drawing Set

Review and Confirm Drawings

Once the upload is complete, the drawings will be available for review.

Unpublished drawing collections will appear as a tile on the right-hand panel of the Drawings tool, with a button Click here to review. Alternatively, the link can be followed from the email notification automatically issued from Procore.

Once in the Review Drawings screen, all drawings are listed on the left hand side. Work through the list and enter relevant information/check all details are correct for each sheet, including:

Drawing Number
Discipline
Drawing Title
Revision
Drawing Date
Received Date
Drawing Set

Procore scans the file using Optical Character Recognition (OCR) for pre-fill some values. Check these carefully and amend as required.

Once details have been reviewed, click Confirm. This can be done on the individual drawing as you progress, or there is a Confirm All function above the drawing list.

From here, project admins have the ability to ‘Publish & Distribute All’ or ‘Publish All’ on the main drawing screen.

Note

Drawings will not be visible to anyone apart from drawing admins until such time as they are published.
By selecting ‘Publish & Distribute All’, all users registered as drawing subscribers will receive an email notification.

Follow the listed support articles for detailed steps.

Review and Confirm Drawings

Publish Drawings

Drawing Update Notifications

Upload Drawing Revisions

Uploading revised drawings to Procore follows the same methodology as described above for uploading new drawings. Procore will recognise the drawing number and automatically record the same details as the previous revision, selecting the next available number or letter in the revision series.

The review process in the same – ensure to carefully check all details and that the revision number proposed by Procore matches the actual drawing.

Once complete, publish and distribute drawings as appropriate.

Follow the listed support articles for detailed steps.

Upload Drawing Revisions

Edit a Drawing

Information for drawings can be edited individually or in bulk. They can also be marked as Obsolete, and thus removed from the current set.

Additional details can be added on the drawing view page. From the drawing register, click the ‘Info’ button next to a drawing and complete the additional custom fields set up for [your company]. These include:

Status
Author (Company)
Print Size

These additional fields allow for filtering on the drawing register page and are only editable on the drawing view page.

Drawings can be deleted from either the drawing register page or the individual drawing view page.

You are only deleting that particular revision for a drawing. If you delete the most recent revision, then the previous revision will automatically become part of the current set.

Edit Drawings

Mark Drawing as Obsolete

Delete Drawings

Transmit or Email Drawings

On the drawing register page, drawings can be selected and emailed to any project user.

Mark the checkboxes required and click the orange Email Drawings button on the right-hand panel. Fill out the email fields and click send.

This function is also available on the individual drawing info page.

Any emails sent from the drawings tool will be available under the ’Emails’ sub tab of an individual drawing view page.

Note

On the drawing register page, ticking the box next to the discipline name will select all drawings under that discipline. There is also the option to select all drawings in the current or historic sets.
You can elect to view and select the drawings by viewing the current set (default view), or specific sets including superseded drawings. To toggle between the different views, select either ‘Current Drawings’ or ‘Drawing Sets’ on the drawing landing page.

The other method for sending drawings from Procore is to use the Transmittals Tool. Emailing drawings direct from the tool is quicker and easier, however the Transmittals tool give a more official method issuing of information and can include documents in addition to drawings. It is also easier to find official records and it is recommended that this is used to transmit any contract reference documents.

Follow the listed support articles for detailed steps.

Email Drawings

Track Emailed Drawings

Create a Transmittal

Attach multiple files to a transmittal

Handy Tips

It can be useful to separate the architectural drawings in to a subset by creating customised disciplines. E.g. Architectural – ‘A1 Drawing Series’; ‘Architectural - A2 Structural Setouts’; ‘Architectural – A3 Existing Floor Plans’; etc.

The drawings tool is a great archiving and reference point for historical revisions. It is recommended that any important drawing sets are uploaded to Procore, even if they are superseded. This allows your team easy access for comparing and assessing design changes.

While the Drawings tool shows 'Current Drawings' by default, you can view a specific set of drawings by clicking the 'Drawing Sets' view.

Drawings can only be emailed or transmitted to users which exist in the project directory. In the event that you wish to send a download link to a person without adding them to the directory (e.g. Subcontractor tenderers), email or transmit the selected drawings to yourself, then forward that on to any email address/s. The advantage of this is that a download link is available, negating the need to attach multiple files and possibly separate emails. A list of drawings is also given in the body of the email, serving as a transmittal record. Alternatively, the download link that appears in the email can be copied and pasted – just note the download expiration date.