By connecting TonicDM to Procore, you can import RFIs and submittals directly into TonicDM, allowing you to maintain your logs while still participating in the RFI and submittal workflows hosted on Procore.
1. Linking your TonicDM account with your Procore account
Go to your User Profile (under your initials in the top right of the TonicDM application).
Turn on the Procore connection.
Log into Procore using your Procore user name and password.
You only need to do this once regardless of how many projects you work on.
If this step fails, please refer to Troubleshooting.
2. Linking the TonicDM project with the contractor's Procore project
Go to the Project Settings page (under ⚙️ in the top left of the TonicDM project).
Click "Connect Procore Project"
Select the appropriate project from the list of your Procore projects.
This only needs to be done by one person per project (so you don't need to do this if someone else on your team already has).
3. Importing Procore data into TonicDM
Once your account and project have been linked to Procore, you'll have access to Procore items from the sidebar of the Log Incoming RFI and Log Incoming Submittal pages.
Click Use next to the contractor's RFI or Submittal that you'd like to Import.
The data from the Procore RFI or submittal will be populated into the form (including attachments).
Edit any of the imported information if required.
Click the Log button to enter the RFI or submittal into your log.
Handling Procore Submittal Dates
TonicDM displays the date of an incoming submittal using Procore's "Issue Date". The Procore Help for "Issue Date" says:
Issue Date. The date the contractor/subcontractor submitted the submittal items (i.e., documents, plans, and so on) to your project team for the review process.
Contractor's use of Procore isn't consistent, so you may need to import Submittals where the Issue Date has not been set. These will come into TonicDM with a blank date which will need to be input manually.
Also note that Procore lets the contractor edit the Issue Date after the fact without making the change explicit. For example, the GC can set the Issue Date even if they never actually issued the item to you, and if they did issue it they could change the issue date afterwards.
Handling of Procore Submittal Attachments
When Procore notifies Approvers of events that my be relevant to them, it does not specify what needs to be done, it simply describes the history of the submittal thus far. It remains up to the recipient of the notification to know what they should do.
For example, in the notification below, the second a1_1-1.pdf is marked "Current", but this was uploaded by another Approver rather than the GC, whose upload is described as "General Information Attachments" and undated. Additionally, the data and files associated with a submittal can be changed at any time by the GC, so the contents of the a1_1-1.pdf in "General Information Attachments" could be different from one day to the next – it is not fixed in time when the notification is sent.
Therefore, when TonicDM imports a submittal from Procore it pulls all the document sets and places them in folders.
Attachments that were initially added by the GC will be in a folder named with Procore's "Issue Date" plus the text "General Information Attachments"
Previously submitted responses from other Approvers will be in folders named with the date they were submitted back to Procore, the name of the Approver, and that Approver's "Response". If Procore has marked that response as the current one, the folder will have "Current" appended.
A PDF copy of the submittal information (the Procore equivalent of a Transmittal) will also be given. It is named "Submittal" along with Procore's internal ID.
If you do not wish to record any of these, you can click the "x" to remove them. If you wish to add additional documents, you can add them using drag-n-drop or the "Select Files" or "Select Folders" buttons.
This method is intended to capture the information in the same way as it is presented in the notification from Procore.
