How to Change Markup Colors in Procore

Understanding Procore's Permission Structure

Before making changes to your project permissions, it's crucial to grasp how Procore organizes its permission system. The platform utilizes a sophisticated role-based approach that gives administrators precise control over who can access what information.

Procore divides permissions into two main categories: company level and project level. Company level permissions control access to tools used across the entire organization, such as the Company Directory or Documents tool. These permissions allow administrators to manage various aspects of company-wide data and settings. Project level permissions, on the other hand, are specific to individual projects and determine who can access project-related tools like RFIs (Request for Information), Submittals, Daily Logs, and more.

For each tool within Procore, administrators can assign one of four basic permission levels that determine a user's access capabilities. The "None" level means the user won't see the tool at all. "Read Only" allows users to view content without making changes. "Standard" enables users to interact with the tool, complete tasks, and update data without administrative rights. The highest level, "Admin," grants full access including configuration settings and administrative functions.

Beyond these general access levels, Procore offers granular permissions that provide additional task-based capabilities without granting full administrative access. For example, a user with Standard access to the Directory tool might receive the granular permission "Create and Edit Users," allowing them to perform that specific task while maintaining their overall Standard access level.

Permission Templates for Efficient Management

Permission templates serve as predefined sets of access rights that can be quickly applied to users, saving administrators significant time and ensuring consistency across the platform.

Global permission templates apply the same set of permissions across multiple projects, making them ideal for standardizing roles throughout your organization. When you need to update permissions for a specific role, changing the template automatically updates all users assigned to it. This feature proves invaluable when managing large teams with similar responsibilities across different projects.

Project-specific permission templates are customized for particular projects and tailor access to the unique needs of that project. These templates recognize that different projects may require different permission structures based on team composition, client requirements, or project complexity. Using templates is highly recommended when dealing with numerous users, as they allow permission changes across several accounts with just a few clicks.

Templates also provide an additional layer of security by ensuring that permission assignments remain consistent and follow company policies. This consistency reduces the risk of accidental over-permissioning that might occur when manually configuring individual accounts.

Changing Permissions in Project Directory

The Project Directory offers a straightforward method for updating user permissions at the project level. This approach is particularly useful when team members change roles or responsibilities within a specific project.

Before attempting to change permissions, ensure you have the necessary access rights. You must either have Admin level access on the Project Level Directory tool or, if you have Standard or Read Only permissions, you must have the "Manage Permission Templates (Assignable Only)" granular permission enabled on your project permissions template. Without these permissions, you won't be able to make changes to user access levels.

The process begins by navigating to your project in Procore and clicking on the Directory tool in the project navigation menu. Once there, select the Users tab to view all users associated with the project. You can use the search and filter options to quickly locate the specific user whose permissions need modification. Next to their name, click the Edit button to open their Contact Information page.

On the Edit Contact Information page, scroll down until you find the "Project Permissions Templates" section. This area contains a dropdown menu with both global and project-specific permission templates that can be assigned to the user. You now have two options for updating permissions: using a template or manually configuring access rights.

When modifying permissions for multiple users with similar roles, follow these numbered steps to use permission templates effectively:

1. Select the appropriate permission template from the dropdown menu that best matches the user's role in the project.
2. Review the template to ensure it grants the necessary access levels for all relevant tools.
3. Scroll to the bottom of the page and click Save (or Save & Send Notification) to apply the changes.
4. Verify the changes have taken effect by checking the user's updated permissions in the directory.

For users with unique access requirements, the manual configuration option provides more flexibility:

• Individual tool configuration: Select "Do Not Apply a Template" from the dropdown to reveal individual controls for each project tool.
• Custom access levels: Set specific permission levels (None, Read Only, Standard, or Admin) for each tool based on the user's needs.
• Granular permissions: Apply additional task-based permissions to fine-tune access without elevating overall permission levels.

Once saved, the new permissions take effect immediately the next time the user logs in or refreshes their page. This immediate application ensures that users can quickly adapt to their new roles without administrative delays.

Updating Permissions via Company Directory

The Company Directory provides an alternative method for changing user permissions, especially useful when modifications need to be applied across multiple projects simultaneously.

To change permissions through the Company Directory, you need either Admin level permissions on the Company Directory tool or Read Only/Standard permissions with the "Create and Edit Users (Based on Assignable Permissions Templates)" granular permission. Additionally, the user must have at least Standard or Read Only permissions on the Project Directory with "Manage Permission Templates (Assignable Only)" enabled in their project permissions template.

Begin by logging into Procore and selecting the Company Directory from the Company Tools dropdown. Navigate to the Users tab, which displays all users across your company account. Find the user whose permissions need adjustment and click the Edit button next to their entry. Within the Edit User page, scroll down to the 'Current Project Settings' section under 'Project Settings'. This area shows all projects the user is associated with and their assigned permission templates.

The Company Directory method offers several advantages for permission management across multiple projects. It provides a centralized view of a user's access across all projects, making it easier to identify inconsistencies or gaps in permission assignments. This approach also saves time when the same permission changes need to be applied to a user across multiple projects.

To change a template for a specific project, locate that project in the list and click the "Change Template" link at the end of the row. A window will open allowing you to select a new project permissions template from the dropdown list. After choosing the appropriate template, click Apply to save your changes. The system will update the permissions accordingly and display a confirmation message.

For users involved in multiple projects with similar roles, you can apply changes more broadly. When selecting a global permission template, you may see an option to "Apply this template to all projects [User Name] belongs to." Checking this box will reassign the user's permissions template for every project they're involved in, ensuring consistency across their entire project portfolio.

Creating and Managing Permission Templates

Custom permission templates allow organizations to tailor access controls to their specific workflows and organizational structure. These templates serve as reusable permission configurations that can be quickly applied to multiple users.

While Procore provides default permission templates, most organizations benefit from creating custom templates that match their unique roles and responsibilities. Custom templates enable administrators to define precisely what each permission level does for every tool, ensuring that access rights align with job requirements and security policies. This customization helps enforce best practices and maintains consistency across projects.

Permission templates significantly reduce the administrative burden when dealing with large numbers of users. Instead of configuring permissions individually for each user, templates allow administrators to apply standardized settings across multiple accounts with just a few clicks. This efficiency becomes particularly valuable during organizational changes, when onboarding new team members, or when adjusting permissions for entire departments.

The most effective permission management strategies incorporate these key practices:

• Regular template reviews: Schedule periodic reviews of your permission templates to ensure they remain aligned with current project needs and organizational policies.
• Granular permission utilization: Leverage granular permissions to grant specific capabilities without elevating overall access levels, maintaining the principle of least privilege.
• Change documentation: Maintain records of template modifications to track changes over time and ensure accountability.
• Clear naming conventions: Use descriptive names for templates that indicate their purpose and access level to avoid confusion.

When deciding between manual permissions and templates, consider your specific circumstances. Manual adjustments work best for individual cases or small teams with unique needs. If a user's role doesn't fit neatly into an existing template, configuring their access on a per-tool basis provides the necessary flexibility. For larger teams with standardized roles, templates save time and reduce the possibility of error while ensuring consistency.

Best Practices for Permission Management

Effective permission management requires thoughtful planning and consistent implementation. Following established best practices helps maintain security while ensuring users have appropriate access to perform their jobs.

Start by mapping out what each role in your organization requires in terms of access rights. Document these roles thoroughly so that when personnel changes occur, you have clear guidelines for assigning appropriate permissions. This role-based approach simplifies permission management and ensures consistency across your organization. Consider creating a permission matrix that outlines which roles need access to which tools and at what level.

Communication plays a vital role in successful permission management. When updating a user's permissions, proactively inform them of the changes and explain how these modifications affect their workflow. This transparency helps avoid confusion and ensures team members understand their capabilities within the system. Consider creating brief training materials that explain how to use newly granted permissions effectively.

After implementing permission changes, verify that the new settings work as intended. The verification process should include:

1. Testing access to ensure users can reach the tools they need.
2. Confirming that restricted areas remain inaccessible to unauthorized users.
3. Checking that granular permissions function correctly for specific tasks.
4. Gathering feedback from affected users about any issues they encounter.

Limiting administrative access represents another critical best practice. Reserve Admin level permissions for a small group of trusted users who truly need that level of control. Excessive administrative access increases the risk of accidental data modifications or security breaches. Instead, use granular permissions to grant specific capabilities without elevating overall access levels.

Advanced Permission Strategies

As organizations grow and projects become more complex, advanced permission strategies help maintain security while supporting efficient workflows.

Role-based access control (RBAC) provides a structured approach to permission management by assigning access rights based on job functions rather than individual users. This strategy simplifies administration by grouping users with similar responsibilities and applying consistent permission templates. When team members change roles, administrators can quickly update their permissions by assigning them to the appropriate role group. RBAC also improves security by ensuring that users have only the access necessary for their specific job functions.

Regular permission audits help identify and correct potential security issues before they cause problems. Schedule comprehensive reviews of user permissions quarterly or whenever significant organizational changes occur. During these audits, look for users with excessive permissions, accounts that should be deactivated, and inconsistencies in permission assignments. Document your findings and implement necessary corrections promptly.

For organizations managing multiple projects simultaneously, consider implementing these specialized techniques:

• Permission inheritance: Configure certain permissions to cascade from company level to project level, reducing redundant configuration.
• Project phases: Adjust permissions as projects move through different phases, ensuring appropriate access at each stage.
• Client-specific templates: Create specialized templates for projects with unique client requirements or confidentiality needs.
• Temporary access: Implement time-limited permissions for consultants or temporary team members.

When dealing with external collaborators like subcontractors or consultants, create dedicated permission templates that provide access to necessary tools while protecting sensitive information. These templates should focus on collaboration tools while restricting access to financial data, internal communications, and administrative functions. Review external user permissions more frequently to ensure they remain appropriate as project needs evolve.

Permission Troubleshooting and Support

Even with careful planning, permission issues occasionally arise that require troubleshooting and resolution. Understanding common problems and their solutions helps maintain smooth operations.

Users sometimes report being unable to access tools or features they need for their work. When investigating access issues, start by verifying the user's current permission level for the specific tool in question. Check both their assigned permission template and any granular permissions that might affect their access. Remember that permissions take effect immediately after saving changes, but users may need to refresh their browser or log out and back in to see the updates.

Permission conflicts can occur when a user has multiple permission assignments that interact in unexpected ways. For example, a user might belong to several projects with different permission templates, creating confusion about which settings take precedence. In general, the most restrictive permission settings will apply when conflicts exist. To resolve these situations, standardize the user's permissions across projects or create a custom template that addresses their specific needs.

When implementing significant permission changes, follow these steps to minimize disruption:

1. Communicate the upcoming changes to affected users well in advance.
2. Schedule permission updates during low-activity periods when possible.
3. Provide clear instructions on how to report any access issues that arise.
4. Have support personnel available to quickly address problems.

For complex permission scenarios or persistent issues, don't hesitate to contact Procore's support team. Their specialists can provide guidance on best practices, troubleshoot complicated permission configurations, and offer solutions tailored to your organization's needs. The Procore Help Center also contains detailed documentation on permission management that can help resolve common questions.

Optimize Your Procore Permissions Today

Mastering Procore's permission system empowers your organization to maintain security while enabling team members to work efficiently. The strategies and techniques outlined in this guide provide a comprehensive framework for effective permission management.

Proper permission configuration does more than just control access—it streamlines workflows, reduces errors, and enhances collaboration. When users have exactly the access they need—no more and no less—they can focus on their work without administrative barriers or security concerns. This balanced approach supports both productivity and data protection, creating an environment where projects can progress smoothly.

Remember that permission management is an ongoing process that requires regular attention. As your organization evolves, your permission structure should adapt accordingly. Schedule periodic reviews of your permission templates and user assignments to ensure they remain aligned with current needs. Listen to feedback from users about their access experiences and be willing to make adjustments when necessary. By treating permissions as a dynamic system rather than a static configuration, you'll maintain an effective balance between security and usability.

Take the time to implement the best practices discussed in this article, from role-based permission templates to regular audits and clear communication. These investments in proper permission management will pay dividends through improved security, reduced administrative overhead, and more efficient project execution. Your team will appreciate having appropriate access to the tools they need, and your organization will benefit from the enhanced protection of sensitive information.