Procore attachments now sync to SharePoint, not just the PDF

If you’ve ever tried to assemble a project closeout package from SharePoint, you’ll know the gap we just closed.

The Procore to SharePoint integration now syncs the attachments on your RFIs, Submittals, Commitments, Forms, Inspections, and Observations, not just the generated PDF. The files live in a folder next to the PDF, so the whole record travels together.

You were getting the record, but not the evidence

Until this release, the integration created a PDF for each RFI, Submittal, Commitment, Form, Inspection and Observation, and pushed it into SharePoint. That PDF captured the record itself: the question, the response, the approvals, the metadata.

What it didn’t capture was everything attached to it. The marked-up drawing on the RFI. The test results on the inspection. The site photo on the observation. The executed contract on the commitment. Those stayed in Procore.

So SharePoint held the conversation, but not the substance.

Why that hurts most at closeout

Day to day, you might not notice. Everyone’s working in Procore anyway, and the attachments are right there.

Closeout is where it bites.

When a project wraps and you’re building the owner handover package, you’re pulling RFIs and submittals with their responses and their supporting documents. If SharePoint only has PDFs, you’re back in Procore opening records one at a time and downloading attachments by hand. On a project with a few hundred RFIs, that’s not an afternoon.

The same pattern shows up in commitments. To collect every executed contract on a project, someone has to open each commitment individually and pull the file out. It’s a job that exists purely because the files never made it across.

We’ve also seen the workaround do damage. When people can’t find attachments where they expect them, they start putting files wherever seems convenient, which is usually somewhere that breaks the folder structure everyone else relies on.

Attachments now travel with the record

When a record has attachments, the integration creates a folder alongside the PDF and syncs the files into it.

An RFI that previously synced like this:

RFIs/

└── RFI-123 – Door Hardware Clarification.pdf

Now syncs like this:

RFIs/

├── RFI-123 – Door Hardware Clarification.pdf

└── RFI-123 – Door Hardware Clarification/

    ├── Door Hardware Schedule.xlsx

    └── Response/

        └── Architect Response Sketch.pdf

RFI response attachments land in their own Response subfolder, so the official response documents stay distinct from the original submission. That separation matters when the response is the thing you’re handing to the owner.

Nothing changes if a record has no attachments. No empty folders. The structure only appears when there’s something to put in it.

Existing records are untouched. Previously synced PDFs stay exactly where they are. If someone adds an attachment to an old RFI, the folder gets created on the next sync and the file appears in it.

Folder naming is configurable. A new multi-select setting lets you choose which fields make up the folder name. We’d suggest matching whatever you already use for PDF naming, so the folder and the PDF read as a pair.

“The reason we hadn’t done this earlier wasn’t that it was hard to download files. It was that dumping every attachment straight into the RFIs folder would have made it unusable. You’d have hundreds of loose files sitting next to hundreds of PDFs with no way to tell what belonged to what. The folder-per-record structure is what made this shippable, and the Response subfolder came directly out of watching customers explain how they assemble closeout packages.”

Kunal Kurhade, Senior Engineering Manager, SyncEzy

What this changes

• Closeout packages come out of SharePoint. RFIs and submittals arrive with their supporting documents attached, so you’re assembling rather than hunting.
• Executed contracts are collectable. Commitment attachments sync, so you’re not opening records one by one.
• Inspections and observations carry their evidence. Test results, photos, and certificates land alongside the record’s PDF.
• Fewer files in the wrong place. When attachments appear where people expect them, there’s less reason to invent a workaround.
• Nothing to configure to get started. New and updated records pick this up automatically.

“This is one we’d been asked for repeatedly, and the honest answer for a long time was that we only synced the PDF. Now the conversation is completely different. If someone wants it applied to records that already synced, it’s a manual sync from the File Manager, and it backfills. That’s a much better call to be on.”

Ajay Menaria, Customer Support Manager, SyncEzy

Applying it to records you’ve already synced

New and updated records pick this up automatically. For records that synced before the release, run a manual sync: go to File Manager, choose the project, open the relevant module, and hit Sync. The integration processes the records and pulls across any eligible attachments.

What isn’t covered yet

Worth being clear about the boundary.

For Submittals, Commitments, Forms, Inspections and Observations, the integration syncs files added to the record’s main Attachments section. RFIs are the exception: they sync both main attachments and Response attachments. It does not yet sync attachments added through review, correspondence or workflow activity. So a submittal with a file in Attachments and another file attached to a review will sync the first, not the second.

If that gap matters for how your team works, tell us. Response-level and workflow attachments are on the table for a future release, and what we hear from customers is what decides the order.

Getting to it

Full configuration detail, including the folder naming setting and the supported attachment types, is in the knowledge base article.

If you’re evaluating the Procore to SharePoint integration and want to see how this works on your project structure, book a call with our team.

Existing customers with questions can reach support@syncezy.com.