Setting Up and Using the Procore Project Setup Agent

Overview

The Procore project setup Agent automates OpenSpace project setup for organizations that use Procore. You set up routing rules and permission mappings once at the org level. Then, when a Procore project that matches your rules is created, OpenSpace automatically:

• Creates the OpenSpace project, in the project group your rule specifies.
• Fills out the project details from Procore, including the project name, address, start and end dates, and contract value.
• Adds users to the project based on your permission mappings.
• Sets up the Procore integration on the new project.

The agent continuously monitors Procore after setup. If a project or its users change later in Procore, for example, a project enters a new stage or more people are added, the agent picks up those changes automatically.

Permissions

Prerequisites

• The Procore project setup sgent is available for organizations with an Enterprise subscription. If you don’t see Integrations in your admin toolbar, your organization does not have an Enterprise subscription. If you feel this is incorrect or want to learn more, please reach out to your OpenSpace team.
• The OpenSpace app and the Two-Way Sync App must be installed in your Procore company from the Procore App Marketplace. Find instructions in this article.
• You must have permission to create webhooks at the company level in Procore
• You must be logged in to OpenSpace through Procore.

Set up the Procore project setup Agent

• From your OpenSpace homepage, select Integrations under Admin in the left sidebar, then select Set up on the Procore card.

• On the Connect step, select your Procore company from the Company dropdown, then select Connect. Once your company is connected, select Next.

• On the Install apps step, confirm both the OpenSpace app and the Two-way sync app show as Installed, then select Next.
  • Tip: If either app is not installed, select View instructions for step-by-step guidance, or select the app itself to open its Procore App Marketplace listing.

• On the Rules step, set up the rules that dictate OpenSpace project creation.
  • Please note: The Everything else rule applies to any Procore project that doesn’t match a rule above it. It defaults to Don’t sync, meaning no OpenSpace project is created. You can change it to Sync to OpenSpace to create an OpenSpace project for every Procore project.

• Select Add your first route to define your first rule. Name the route, then set your criteria: the Procore project stage(s), the location (by state, city, or ZIP code), and the contract value (above, below, or between values). If your organization uses Project Groups, choose the group new projects are created in. Then select Save.
  • Please note: If you make no selections for a criteria, the rule matches any value:  any stage, any location, or any contract value.

• Add as many rules as you need, then select Next.
  • Please note: Rules are evaluated top to bottom, and the first matching rule wins. Drag rules to reorder them.

• On the Permissions step, map your Procore permission templates to OpenSpace permissions. For each Procore permission template, pick the OpenSpace permission (Viewer, Editor, Editor Plus, or Site Admin) those users should be assigned as when they’re added to new projects.
  • Please note: All of your Procore permission templates, including custom ones, appear here automatically.
  • Please note: The Everyone else fallback applies to users whose Procore role has no mapping. It defaults to Don’t add, meaning those users are not added to OpenSpace.

• When your mappings are complete, select Finish.

The Procore Project Setup Agent is now active. Any time a Procore project is created and meets your rule criteria, OpenSpace automatically creates the project and adds users based on your permission mappings.

Managing the Procore project setup Agent

• Go to Integrations and select the Procore integration to see your synced projects. This table populates as Procore projects are created and routed into OpenSpace.

• Select Manage settings to edit, add, remove, enable, or disable rules, or to edit your permission mappings, at any time after setup.

• Select Activity to see a full audit log of project setup Agent events, like rule changes and project creations.

What the Procore project setup agent creates

When a Procore project meets your rule criteria:

• The OpenSpace project is automatically created in the project group your rule specifies.

• The project details are automatically filled out from Procore, including the project name, address, start and end dates, and contract value.

• Users are automatically added to the project based on your permission mappings.

• The Procore integration is automatically set up and configured on the project—no project-level setup needed.

FAQ 

What happens if a Procore project doesn’t match any rule when it’s created?

It falls under the Everything else rule, which defaults to Don’t sync. The agent keeps monitoring Procore, so if the project later meets a rule’s criteria, for example, its stage changes or an address is added, it will be routed to OpenSpace at that point.

What happens when people are added to the Procore project later?

The agent continuously syncs users. Anyone added to the Procore project after creation is automatically added to the OpenSpace project based on your permission mappings.

Can I change my rules or permission mappings after setup?

Yes. Go to Integrations under the Org Admin toolbar, select the Procore integration, then select Manage settings.

Next steps 

Managing Procore Integrated Field Notes

If you have any additional questions please reach out to the OpenSpace Support team at support@openspace.ai.