How to Upload Drawings to Procore

Benefits of Procore Drawing Management

Managing project drawings effectively prevents confusion and reduces time spent on manual tasks. Procore transforms how construction teams handle drawings by streamlining the entire process from upload to revision tracking. The platform's intelligent features make it possible to maintain drawing integrity throughout the project lifecycle.

When you upload PDF drawings to Procore, the system automatically extracts critical information using OCR technology. This automation significantly reduces human error and ensures consistency across your project documentation. Multi-page PDFs are automatically split into individual drawings, making it much easier to track changes and updates on specific pages.

The real power of Procore's drawing management becomes apparent when working with revisions. The system intelligently recognizes when you're uploading a new version of an existing drawing and maintains the revision history. This creates a clear audit trail that helps everyone understand what changed and when.

Why Construction Teams Choose Procore

Construction professionals choose Procore's drawing management system for several compelling reasons that directly impact project efficiency and communication.

Procore's OCR technology automatically scans uploaded PDFs to extract and pre-fill details like drawing numbers, titles, and disciplines. This automation dramatically reduces manual data entry and ensures consistency across all project documentation. The time saved on administrative tasks can be redirected to more valuable project activities.

The platform's intelligent page splitting feature converts multi-page PDFs into individual drawings that can be managed separately. This granular approach makes it much easier to track changes and updates on specific drawings without affecting the entire set. When revisions occur, Procore automatically merges them into the existing set while maintaining a complete revision history.

Perhaps most importantly, Procore makes drawings accessible in the field through mobile apps. Team members can pull up the latest drawings while on site, ensuring everyone always works from current information. This accessibility eliminates the confusion and errors that often result from outdated paper drawings.

Field teams particularly appreciate how quickly they can find specific drawings using Procore's search functionality. Rather than flipping through stacks of paper, they can locate exactly what they need in seconds.

Getting Started With Drawing Uploads

Before uploading your first drawing set, you'll need to ensure you have the proper permissions and file formats ready. Taking time to prepare properly will save significant frustration later.

First, verify you have the necessary permissions within Procore. You need either 'Admin' permissions on the Drawings tool or 'Read Only'/'Standard' permissions with the specific "Upload Drawings" or "Upload and Review Drawings" permission enabled. Without these permissions, you won't be able to complete the upload process. If you're unsure about your access level, check with your project administrator.

Your drawing files must meet specific technical requirements. Procore only accepts PDF files (version 1.6 or later) that aren't encrypted, password protected, or corrupted. These requirements ensure the system can properly process and extract information from your drawings. Taking a moment to verify your files meet these standards will prevent failed uploads and wasted time.

Once your drawings are uploaded, Procore will send notification emails to inform you when processing is complete. These notifications help you stay informed without needing to constantly check the system for updates. You can then proceed to review the uploaded drawings and make any necessary adjustments to the information Procore extracted.

Optimizing Drawings for OCR Success

The quality of your PDF files directly impacts how well Procore's OCR technology can extract information. A few simple preparation steps can dramatically improve accuracy and reduce manual corrections.

Start with high-resolution, clean PDFs whenever possible. The clearer the text appears in your drawings, the more accurately Procore can identify and extract information. Avoid using scanned copies of printed drawings unless absolutely necessary, as they often contain artifacts that confuse the OCR engine. Native digital PDFs exported directly from CAD or BIM software typically yield the best results.

Consistent file naming conventions make a significant difference when using Procore's "Get From Filename" feature. This option bypasses OCR for drawing numbers and titles, pulling this information directly from your filenames instead. For drawings without revision details, use the format "Number_Title.pdf". For drawings with revisions, use either "Number_RevNumber_Title.pdf" or "Number.RevNumber_Title.pdf" depending on your preferred convention.

Procore's OCR system can process drawings in English, French, German, and Spanish. The system automatically selects a language based on your project or company locale, but you can manually select a different language if needed. Matching the OCR language setting to the actual language in your drawings significantly improves extraction accuracy.

Complete Upload Process Walkthrough

Uploading drawings to Procore follows a logical sequence that ensures your files are properly processed and organized. This comprehensive walkthrough covers every step of the process.

Begin by logging into your Procore account and selecting the project you're working with. Navigate to the "Drawings" tool in the main navigation panel. Once there, click the "Upload Drawings" button to initiate the process. The system will display a prompt with several fields to complete, with required fields marked by an asterisk.

Click "Attach Files" to select the PDF drawings you want to upload. After selecting your files from your computer or network, click "Upload Files" and then "Attach" to return to the main upload prompt. Next, use the "Select or Create Set" dropdown menu to either choose an existing drawing set or create a new one by typing a name and selecting "Create Set [Your Set Name]".

Fill in the drawing dates carefully, as these help organize and track your documentation. The "Set Date" indicates when the architect sent the drawing set. The "Default Drawing Date" shows when the drawings were originally created. The "Default Received Date" records when your team actually received the drawings from the design team.

Advanced Upload Configuration Options

Procore offers several advanced options that give you greater control over how drawings are processed and organized. Understanding these settings helps you get the most from the system.

Click the arrow next to "Advanced Options" to reveal additional settings that control how Procore handles revisions and drawing numbers. If your drawing numbers contain revision information, you can specify how Procore should interpret this data. Options include "No Rev in Drawing Number," "Rev is After First Decimal," "Rev is After First Underscore," and "Rev is After Last Underscore." Selecting the correct option ensures Procore properly identifies revisions.

The "Drawing Number: Get From Filename" checkbox tells Procore to extract drawing numbers and titles directly from filenames rather than using OCR. This option often produces more accurate results, especially if you maintain consistent filename conventions. When enabled, make sure your filenames follow the recommended format to avoid extraction errors.

Verify the OCR language setting matches the language used in your drawings. While Procore automatically selects a language based on your project locale, you can manually choose English, French, German, or Spanish if needed. Using the correct language setting significantly improves the accuracy of text extraction.

Once all settings are configured, click "Process" to begin the upload. A progress indicator will appear, showing the status of your upload. When processing completes, you'll receive a notification email with a link to review the uploaded drawings.

Reviewing and Finalizing Uploads

After Procore processes your drawings, a thorough review ensures all information was correctly extracted. This critical step prevents issues that could affect project coordination.

Click the "Click here to review" link in your notification email to access the review interface. Procore displays each drawing with the information it extracted through OCR, including drawing numbers, titles, disciplines, and other details. Carefully examine this information for accuracy, paying special attention to drawing numbers since these serve as unique identifiers in the system.

If you notice any incorrect information, you can edit it directly in the review interface. Common corrections include fixing OCR misreads of text, adjusting drawing titles for clarity, and assigning the proper discipline to each drawing. Taking time to make these corrections now prevents confusion later when team members search for specific drawings.

After reviewing all drawings and making necessary corrections, confirm the upload to make the drawings available to your project team. At this point, you can also choose whether to publish the drawings immediately or keep them unpublished until you're ready to share them with the broader team. Unpublished drawings are only visible to users with Admin permissions on the Drawings tool.

Managing Drawing Revisions Effectively

Construction projects constantly evolve, making revision management a critical aspect of drawing administration. Procore's intelligent revision tracking simplifies this otherwise complex process.

When you need to upload a revised drawing, follow the same upload process as before. Procore automatically identifies revisions by comparing drawing numbers with existing records. When it finds a match, the system treats the new file as a revision of the existing drawing rather than a completely new document. This automatic recognition saves significant time compared to manual revision tracking methods.

For Procore to accept a revision, at least one field among Set Name, Drawing Date, or Received Date must be unique compared to previous versions. This requirement ensures proper differentiation between revisions even when the revision number remains the same. The system maintains a complete revision history that allows team members to view how a drawing has evolved over time.

One of Procore's most valuable features is how it handles markups during revisions. Any markups added to the Private or Personal and Published layers of a previous revision automatically carry over to the new revision. This preservation ensures that important notes and annotations aren't lost when drawings are updated. However, new markups added after uploading a revision won't retroactively appear on prior versions.

Troubleshooting Common Upload Issues

Even with careful preparation, you may occasionally encounter issues when uploading drawings. Understanding common problems and their solutions helps you resolve them quickly.

Failed uploads typically stem from a few specific causes. First, check if your PDF file is encrypted, password protected, or corrupted, as Procore cannot process these files. Verify that your PDF conforms to version 1.6 or later, as older versions may not be compatible with Procore's processing system. If a specific file consistently fails to upload, try recreating the PDF from the source application or using a PDF repair tool before attempting to upload again.

Permission issues can also prevent successful uploads. If you receive an error message about insufficient permissions, contact your project administrator to verify your role and access rights. You may need to have specific granular permissions enabled in your permission template to upload drawings.

Sometimes uploads appear to complete but drawings don't show up in the system. In these cases, check the notification center or your email for processing status updates. Large drawing sets can take significant time to process, especially during peak usage periods. If processing seems to be taking too long, contact Procore support for assistance rather than repeatedly attempting to upload the same files.

Integrating With Other Construction Tools

Procore's drawing management becomes even more powerful when integrated with other construction software tools. These integrations create a seamless workflow across your technology ecosystem.

Many teams use Procore's Drawings tool for PDF versions while storing original CAD files (.dwg) in the Documents tool. This dual approach ensures that both the visually rich PDF version and the functional CAD file are available for different team members. Create a designated folder in Documents (such as "Design Files") for storing native CAD files, making it easy for engineers and architects to access editable versions when needed.

Procore also integrates with specialized tools like Togal.ai for takeoffs or Drawboard Projects for markup comparisons. These integrations typically involve connecting your Procore credentials to the external platform, then selecting the desired project and drawing set. The external tool imports the drawings directly from Procore, eliminating the need to download and re-upload files between systems.

Some integrations support automatic syncing, ensuring that drawing revisions uploaded to Procore automatically appear in connected systems. This synchronization maintains consistency across platforms and prevents team members from working with outdated information. Check Procore's App Marketplace for available integrations that might enhance your specific workflow.

Real-World Application Scenarios

Understanding how different teams use Procore's drawing management helps you identify the best approach for your specific needs. These real-world scenarios illustrate common applications.

Architectural firms frequently update drawing sets as designs evolve. Using Procore, architects can quickly upload new drawing sets, with OCR automatically populating details to reduce errors. Contractors receive immediate access to these revisions on their mobile devices, dramatically reducing rework and improving project coordination. When contractors need to add markups or notes, these annotations become part of the drawing's revision history, creating a comprehensive record of communication.

Large construction projects with multiple subcontractors benefit from Procore's revision tracking capabilities. When a revised drawing with the same number as an existing drawing is uploaded, Procore's duplicate detection adds it as a revision rather than a new document. This ensures that each revision is properly tracked and previous markups are preserved. Project managers can easily switch between revisions and ensure every team member works from the most current information.

Remote teams particularly value Procore's cloud-based approach to drawing management. Team members in different locations can simultaneously access the same drawings without version control issues. When field personnel identify issues requiring design changes, they can add markups directly in Procore, which office staff can immediately view without waiting for paper drawings to be physically returned.

Maximizing Your Procore Investment

To get the most value from Procore's drawing management capabilities, implement these best practices that experienced users have developed over time.

Create a standardized drawing naming convention for your organization and communicate it to all design partners. Consistent naming makes it easier for Procore to correctly identify and categorize drawings during upload. Consider including project codes, drawing types, and sequential numbers in your convention to make drawings easily identifiable. Document this convention in your project execution plan so all team members understand the system.

Establish a regular schedule for drawing uploads and reviews to maintain project momentum. Many successful teams designate specific days for processing new drawings and revisions, creating predictability in the workflow. This scheduled approach prevents backlogs of unprocessed drawings and ensures the project team always has access to current information.

Invest time in training team members on proper drawing management procedures. Even experienced construction professionals may need guidance on Procore's specific features and workflows. Create simple reference guides for common tasks like uploading drawings, reviewing OCR results, and managing revisions. Consider designating "power users" who can provide peer support for drawing management questions.

Start Optimizing Your Drawing Workflow Today

Mastering Procore's drawing management capabilities transforms how your team handles project documentation. The time and effort saved through automation and improved organization directly impacts your project's bottom line.

The process of uploading drawings to Procore involves more than just transferring files—it's about creating a structured, searchable, and version-controlled drawing library that serves as a single source of truth for your project. By following the guidelines in this article, you can establish efficient workflows that minimize administrative overhead and maximize construction productivity. Remember that consistent naming conventions, careful review of OCR results, and proper revision management form the foundation of effective drawing administration.

As you implement these practices, you'll notice fewer drawing-related miscommunications, reduced rework due to outdated information, and more time for value-adding activities. Your team will spend less time searching for the right drawings and more time building according to plan. The improved transparency and accessibility of project documentation also creates a more collaborative environment where issues can be identified and resolved more quickly.

We encourage you to start implementing these drawing management best practices on your next Procore project. Begin with smaller drawing sets to familiarize yourself with the process before tackling larger uploads. Pay attention to how OCR performs with your specific drawing formats and adjust your preparation steps accordingly. Most importantly, gather feedback from your team about what's working well and what could be improved in your drawing management workflow.