How to Compare All the Plan Sheet Revisions in Procore

Introduction

In today’s construction environment, project teams rely heavily on accurate plan sheets and up-to-date drawings. When revisions occur, a clear understanding of what has changed isn’t only valuable—it’s critical to ensuring that the project stays on track. With Procore’s powerful drawing comparison feature, you can review incremental changes between revisions with ease. This blog post will guide you through the process of comparing drawing revisions in Procore, explain the benefits of these tools, and offer best practices and troubleshooting tips.

Before diving into the details, it’s important to note that your role on Procore must have the appropriate permissions. At a minimum, team members need ‘Read Only’ access (or higher) on the project’s Drawings tool to perform comparisons. Also, ensure that you have uploaded more than one revision for a given drawing; otherwise, there is nothing to compare.

The Importance of Comparing Plan Sheet Revisions

Revisions are a normal part of any construction project. Drawings evolve as design requirements change, code updates occur, and further project details are finalized. Comparing these revisions is crucial for several reasons:

• Clarity and Accuracy: Understanding every detail between revisions ensures that all team members are on the same page.
• Error Reduction: Spotting differences early can help avoid misinterpretations that might lead to design errors or costly rework.
• Efficient Communication: Highlighting what specifically has changed facilitates clear communication with subcontractors, clients, and designers.
• Document Control: Maintaining an accurate history of drawing changes is important for project audits and future reference.

Procore’s drawing comparison features are designed to simplify these tasks by automatically highlighting differences between drawing revisions—items added to a drawing appear in blue, while items removed are shown in red.

Understanding Procore’s Drawing Comparison Feature

Procore offers two main methods to compare drawing revisions:

1. Individual Drawing Comparison: This method lets you compare two versions of a single drawing. You can easily see what has been added or removed between revisions.
2. Bulk Comparison of a Drawing Set: If your project involves many sheets that have undergone revisions, Procore lets you initiate a bulk comparison. The outcome is a PDF file where each drawing is compared to its previous version and emailed directly to you.

Both methods share a common goal: to allow you to quickly identify discrepancies, track changes, and ensure that everyone involved in the project is working off the most current set of drawings.

How to Compare Two Versions of a Drawing

Let’s walk through the steps of comparing a single drawing revision. This method is ideal when you want to understand specific changes between one version and another.

Step 1: Navigating to the Drawings Tool

• Log into your Procore account and navigate to your project's Drawings tool.
• On the Drawings list page, locate the drawing for which you want to compare revisions.

Step 2: Initiating the Comparison

• Next to the drawing, click on the info icon.
• Scroll down to the Versions section where you will see all uploaded revisions.
• Locate the revision you wish to compare and click on the vertical ellipsis (three dots) located next to that version.

Step 3: Selecting “Compare to this version”

• If you are interested in comparing the current revision with the immediately previous one, click the ellipsis next to the prior revision.
• Choose “Compare to this version” from the dropdown menu.
• Procore will then open the drawing comparison mode where two versions are superimposed. In this mode, any differences are automatically highlighted: red for removed items and blue for added items.

Step 4: Downloading the Comparison

• For additional review or to share with your team members, you can click “Download” to save the comparison as a PNG file.
• This PNG file can be shared directly with colleagues or stored as a record of the changes.

These steps ensure you have a visually clear understanding of the modifications that have been made to a drawing.

Bulk Comparing a Drawing Set to its Previous Version

For projects with multiple plan sheets revised over time, comparing each sheet individually can be time consuming. Procore streamlines this process with the Bulk Compare feature.

Step 1: Accessing the Drawing Sets

• In your project’s Drawings tool, click on the “Drawing Sets” tab.
• If your project uses drawing areas, select the appropriate drawing area first. This ensures you are working with the correct set of drawings.

Step 2: Selecting the Drawing Set

• Choose the drawing set that contains the drawings you want to compare.
• Once inside the drawing set, look for the “Compare Set” button.
• If there are no previous revisions available for any drawings in the set, the comparison function will not be available.

Step 3: Receiving a PDF Comparison

• After you click “Compare Set,” Procore automatically generates a PDF file.
• This PDF comprises each drawing with its most recent version compared to the previous version.
• The PDF is emailed directly to you, providing a convenient way to review all revisions at once.

This bulk comparison feature is particularly useful on large-scale projects where hundreds or even thousands of sheets need to be reviewed and where manual comparisons would be highly inefficient.

Using Procore Mobile Applications for Drawing Comparisons

Technology on the go is critical in today’s fast-paced work environments, especially on construction sites. Procore’s mobile applications for iOS and Android offer many of the same functionalities as the desktop version, including drawing comparison.

Comparing Drawings on the iOS App

When you open the Procore app on an iOS device, you can easily compare revisions by following these steps:

1. Open the project’s Drawings tool in the Procore app.
2. Tap on the drawing you wish to compare.
3. Locate and tap “Compare Drawings.” The app displays a comparison of the two most recent revisions.
4. To compare with a different revision, tap the header labeled “Comparing this drawing,” and then select “Compare with different drawing.”
5. If you decide to compare with another drawing instead, the app will display the original drawing in blue and the selected drawing in red.

Comparing Drawing Batches on Mobile

• In the mobile app, you can also compare an entire drawing set.
• Tap the specific drawing set, select the starting drawing for comparison, and then use the provided arrows (or swipe left/right) to move sequentially through the batch.
• When finished, simply tap “Exit Comparison” to return to the main Drawings tool.

Troubleshooting on Mobile Devices

At times, you might notice that every line appears highlighted in red and blue – this is typically due to a slight misalignment when generating the revision comparison. The iOS app provides a realign feature:

• Tap the header (“Comparing this drawing”), then tap “Realign.”
• Use the on-screen arrows or drag the sheets to correctly align the drawings.
• Press “Done” once alignment is correct.

These steps ensure that even when viewing revisions on the go, you maintain clarity and precision.

Additional Tips and Considerations

While using Procore's drawing comparison tools is relatively straightforward, keeping these tips in mind will enhance your overall workflow:

User Permissions

• Ensure your Procore account has at least ‘Read Only’ access to the project's Drawings tool before attempting a comparison.
• The absence of proper permissions might prevent you from accessing or comparing revisions.

Prerequisites for Comparison

• Revised drawings can only be compared if there are at least two uploaded versions.
• Always double-check that you have uploaded both the original plan and its revision; otherwise, the comparison will not work.

Compatible Drawing Formats

• Note that drawings of different sizes cannot be compared. Ensure that both the original drawing and its revision are of the same dimensions.
• Maintaining consistent formatting across drawing uploads guarantees the comparison highlights the true nature of the changes without interference from formatting discrepancies.

Planning for Future Changes

• Organize and name your drawing files consistently. A standard naming convention (e.g., A1.1, A1.1-REV) makes it easier to manage revisions.
• If you anticipate high-volume changes, consider setting up drawing sets and drawing areas. This organization not only speeds up comparisons but also reduces the risk of misidentification during bulk comparisons.

Further Mobile Tips

• Make regular use of the realign feature to correct any misplacement issues when the PDF comparisons have slight pixel shifts.
• Periodically check for app updates on your iOS or Android mobile devices to ensure you have the latest troubleshooting and feature improvements.

Best Practices for Managing and Comparing Revisions

A well-planned approach to managing revisions goes a long way in reducing errors and ensuring that every team member works off the latest documents. Here are some best practices:

Set Up a Standard Workflow

• Establish a clear workflow for uploading new drawings and revisions.
• Make sure that the most current revision is always marked accordingly to avoid accidental use of obsolete drawings.
• Encourage team members to use Procore’s comparison features regularly to verify that changes have been accurately implemented.

Organize Drawing Sets and Drawing Areas

• For larger projects involving multiple disciplines (architectural, structural, MEP, etc.), consider breaking down your drawing imports into logical drawing sets or areas.
• This organizational approach simplifies both the review process and the bulk comparison of plan sheets.
• For example, when submitting drawings for permits, maintain separate sets for different purposes, such as foundation permits versus complete building permits. This distinction aids subcontractors in quickly identifying changes relevant to their work scope.

Monitor Revision History

• Use Procore’s built-in revision history logging tool to keep track of changes over time.
• After each revision is uploaded, review the automatically generated comparison to ensure that all changes are correctly recorded.
• Maintain an archive of previous revisions for audit purposes and future reference.

Communicate Changes with the Team

• Upon identifying differences between revisions, share the comparison files with key stakeholders.
• Email notifications can be automatically sent when bulk comparing drawing sets, ensuring that all project members are immediately aware of any changes.
• Clearly mark the changes using the color codes: blue for additions and red for removals. This visual distinction simplifies discussions during team meetings or design reviews.

Address Bulk Editing Limitations

At this time, Procore does not support the bulk editing of drawing revision numbers. If your project involves thousands of sheets that require revision changes, the quickest workaround is to delete the drawings and reupload them using a new default revision numbering system. While this process also requires the drawings to go through the review process again, it ensures consistency across all plan sheets. Procore has acknowledged the need for a bulk editing feature and encourages users to submit feedback through their Customer Feedback portal. Your input can help prioritize this feature in future updates.

How to Overlay Drawings for Effective Comparison

In addition to side-by-side revisions, some users require overlay comparisons. Overlaying drawings can help you visualize how new elements have been added or how older elements have been modified.

Steps to Overlay Drawings

1. Navigate to the drawing revision view.
2. Use the “Compare Drawings” feature to overlay the two versions.
3. The drawing comparison tool displays the initial drawing in blue—the new drawing in red.
4. Overlaying is particularly useful when the differences are too subtle for a side-by-side view.

By using overlay comparisons effectively, you can get a clear picture of even the most minor changes that might otherwise be overlooked.

Practical Use Cases for Drawing Revisions

Consider a scenario where you’re managing a multi-floor project with numerous plan sheets for each discipline. With every iteration:

• The architectural team updates the room layouts.
• The engineering team revises the structural integrity details.
• The MEP team adjusts the mechanical systems.

By comparing all the plan sheet revisions using Procore, you can immediately identify cross-disciplinary changes. For instance, if the architectural revisions indicate a new wall placement, the structural and MEP revisions should reflect these adjustments. The comparison highlights ensure that no detail is missed, reducing the likelihood of misaligned work orders and facilitating smoother collaboration.

Integrating Drawing Comparisons into Project Management

Procore’s drawing revision comparison can be integrated into your overall project management strategy. Here’s how:

• Regular Reviews: Schedule periodic reviews of plan sheet revisions to keep track of cumulative changes during critical phases of the project.
• Compliance and Auditing: Maintain a clear revision history for compliance with building codes and auditing purposes. Detailed comparisons can serve as evidence that all changes were thoroughly reviewed.
• Stakeholder Meetings: Use the comparison PDFs during team meetings and design reviews. A side-by-side or overlay view of revisions provides transparency and can help resolve questions regarding design modifications.
• Training and Documentation: Train project managers and team members on how to use Procore’s comparison features. Use internal documentation that covers step-by-step procedures and troubleshooting tips to ensure everyone in your organization understands the process.

Addressing Common Questions and Troubleshooting

Despite Procore’s intuitive interface, some users encounter challenges when working with plan sheet revisions. Below are answers to some common questions and troubleshooting tips:

What do the red and blue highlights mean?

• Red highlights indicate items that have been removed in the new revision.
• Blue highlights indicate items that have been added in the new revision.
• This color-coding system provides an instant visual cue to the changes between revisions.

I see every element highlighted in red and blue – what happened?

• Sometimes, PDFs may have shifted by a few pixels when a revision is created. If you notice that every line seems highlighted, use the “Realign” feature.
• Tap the “Comparing this drawing” header, then choose “Realign,” and adjust until the sheets are properly aligned.

How do I know if my revisions are outdated?

• Ensure that you always review the latest version and check the revision number. Procore automatically increments the revision number by one, so the most current revision will always be one higher than the previous version.
• When displaying plan sheets, the viewer toolbar in full-screen mode lets you navigate easily between previous and current revisions.

Can I compare drawings on my mobile device?

• Yes! Both the Procore iOS and Android apps support drawing comparisons.
• Simply access the Drawings tool on your mobile device, select the drawing or drawing set you’re interested in, and follow the on-screen prompts to compare revisions.

Future Enhancements: What to Expect

Procore is continuously evolving its platform based on user feedback. One frequently requested feature is the ability to bulk edit drawing revision numbers without the need to delete and reupload drawings. While this feature is not available yet, Procore has indicated that improvements are on the way.

If you require bulk editing due to thousands of plan sheets needing revision adjustments, make sure to submit your feedback via the Customer Feedback tool. Such input not only supports your workflow but also helps shape the future capabilities of Procore’s platform.

Summary and Final Thoughts

Effectively comparing plan sheet revisions in Procore is a vital part of managing construction projects. Whether you are comparing a single drawing or an entire set, following best practices and understanding the tools at your disposal can save time and reduce miscommunication. By leveraging Procore’s robust comparison tools—available on both desktop and mobile—you can quickly identify what has changed and ensure that every team member is working from the most current information.

Remember these key points:

• Ensure you have at least ‘Read Only’ permissions on the Drawings tool.
• Upload multiple revisions to enable meaningful comparisons.
• Use individual or bulk comparison modes based on your project’s needs.
• Take advantage of mobile app functionality to review drawings on the go.
• Utilize best practices such as standardized naming conventions and organized drawing sets to streamline your revision workflow.

For any project manager or construction professional, mastering the art of comparing drawing revisions is not just about maintaining records—it’s about ensuring that every detail of your project is thoroughly vetted and clearly communicated. Whether you’re dealing with a full-scale building or specialized permit drawings, Procore’s comprehensive revision comparison features are designed to keep your project on track and prevent costly oversights.

By following the steps outlined above, you can confidently compare all the plan sheet revisions in Procore, integrate the process into your regular review meetings, and train your team to utilize these tools efficiently. As Procore continues to develop and enhance these features based on user feedback, you can expect even more innovative functionalities to further simplify complex project workflows in the future.

In conclusion, comparing drawing revisions in Procore is more than a mere administrative task—it is an essential practice for quality control, effective communication, and overall project success. By leveraging individual and bulk comparison tools, using the mobile apps, and staying up to date with the latest features and best practices, your team can ensure that every revision is accurately tracked and thoroughly reviewed.

We hope this guide has provided you with a clear and detailed roadmap on how to compare all the plan sheet revisions in Procore. Start exploring these features today, and transform the way you manage drawing revisions on your project. If you have any further questions or need additional support, feel free to explore Procore’s support documentation or contact their support team directly.

Happy comparing, and best of luck on your next project!