Q. What is an Account?
An account is the top level in Procorem and is typically used to represent a team or department within your organization. When you create an account, you become a member of Procorem who can create WorkCenters, upload and store documents, create task deadlines, and more. Click the following link to learn more about the complete Procorem Hierarchy.
Q. How do I create an Account?
To create an account in Procorem, you can sign up on our website, or you may be invited by an existing Procorem user.
I want to sign up at Procorem.com
If you would like to sign up for a new account from our Procorem website, simply head to the pricing page to review which plan works best for you and select the “Sign Up Now” button. This will walk you through the sign up process to begin using Procorem right away.
If you would rather start with a free 30-day trial, select “try it free for 30 days!” to get started for free.
I was invited to join Procorem
If you were invited to join Procorem, you likely received an invitation email that looks like this:
To get started using Procorem, simply select the “Sign Up” button in the email which will prompt you to confirm your name and email as well as create a password for the account. Remember, there is never any charge for Procorem for guests invited to an existing account. The create account screen will look like this:
Procorem Note: When you are invited to Procorem, you will begin receiving notification emails to keep you aware of project activity. If you have not yet created an account and click on a notification email, you will be prompted to first create an account before you can log in to Procorem. Check out our Notifications in Procorem page for more information on Procorem notifications.
Q. How do I log in?
Once on the login screen, simply enter your email address to log into Procorem.
Q. How do I log out?
To log out of Procorem, select your profile picture on the upper right of the screen then click “Logout”.
If you forgot your password to Procorem, head to the login page and select the “Forgot Password” link.
Once selected, you will be asked to provide your email address which will send you an email prompting you to reset your password. Select “Forgot Password” in the email and you will be guided to the following page:
Once you enter and confirm your new password, you will automatically be entered into Procorem.
Q. What is the difference between a member and a guest?
Guests are free and unlimited regardless of plan. Members are able to do more in Procorem, such as create WorkCenters and invite collaborators. To learn more about members and guests, check out the Securities, Permissions and Guests section of the user guide.
Q. What is a WorkCenter?
WorkCenters roll up directly to accounts. For every account, you can have an unlimited number of WorkCenters. Think of WorkCenters as a secure, online space which allows users to store, share and collaborate on work. WorkCenters typically represent a project, team or property. Within WorkCenters, you can invite different collaborators, assign unique security privileges, upload documents, assign tasks, comment and instant message as well as monitor activity across the WorkCenter.
Q. Who can see what I do or post in Procorem?
When you post a message, upload or download a file, assign a task, or do anything in Procorem, the only people who can see it are those who are invited into your WorkCenter. Account Administrators have the ability to see anything that goes on in a Procorem Account. To learn more on WorkCenter capabilities, review the WorkCenter Introduction.
Q. Do I have to pay for external users?
Guests that you invite to your WorkCenters are always free—unlike other solutions that count every user. If you have a large organization and are interested in Procorem Enterprise, contact us for pricing.
Q. Can I switch plans?
Yes, switching plans is easy. All you need (or the administrator of your account needs) to do is log in, go to Account Subscription page, and then select your upgrade.
Q. What is a Collaborator?
A collaborator is a person whom you have invited into one of your WorkCenters. Collaborators have the ability to see all the information on the WorkCenter, but can be provided customized security settings to control how they interact with the information stored on the WorkCenter.
Typical rights of collaborators include the ability to read posts, uploaded documents, add posts, download files, and complete assigned tasks. To learn more about Collaborator security, review the Security, Permissions and Guests section of the user guide. You can also set configurable security roles for each collaborator.
If a collaborator no longer needs access to the WorkCenter, he or she can be removed by the owner.
Q. Do you offer folder level security?
No, Procorem is not designed with folder level security. This is intentional as managing security on a folder level can be burdensome and often leaves organizations with potential security risk. With Procorem, security is controlled on the WorkCenter level. Only the people you invite to the WorkCenter can see and engage with the information. To learn more about security check out our Security, Permissions and Guests section.
Q. How do I manage my favorite WorkCenters?
Once you’re in a WorkCenter you want to add or remove from your list of favorites, click the “Favorite this WorkCenter” button on the bottom of the left hand navigation menu.
Click the button again to remove the WorkCenter from your favorite list.
To see a list of your favorite WorkCenters, head to the Home Page and select “My Favorites” in the upper left navigation menu.
Q. How can I see what’s new in an account?
Click on the account name on the left side bar. A list of WorkCenters, by categories, will be displayed.
If there is a green triangle in the upper left corner of a category, it means there is new content. Click to expand the category, and the WorkCenter(s) with new activity will display a “New” icon in on the right side of the WorkCenter row. Overdue items are quickly identified by an “Overdue” icon as well.
Q. How do you delete a WorkCenter?
Once you’re in the WorkCenter you want to delete, navigate to the let hand navigation panel and select WorkCenter Settings.
Next, click the “Delete WorkCenter” link. You will be asked to verify that you actually want to delete the WorkCenter. If so, type “Delete” into the provided field and the WorkCenter will be deleted.
Procorem Note: Only an Account Administrator has the ability to delete WorkCenters.
Q. Can I rename a document that’s already in a WorkCenter?
Yes. First head into the WorkCenter with the file and then select the File Details button.
Next, type the new file name into the “File Name” field, then click the “Save” button.
Q. How do I know if I’m an admin, a member, or a guest on an Account?
Head to your Home page and then select “My Accounts”. Here you will see a list of all the accounts to which you are associated, as well as your membership and security level in each one listed in the bottom left hand corner of the Account.
Q. How do I change my WorkCenter name?
First, head to one of your WorkCenters, then click on the WorkCenter Settings link on the left hand navigation panel.
Next, type in the new name you’d like for your WorkCenter. Add or modify the description of the WorkCenter, then click the blue “Save” button.
Procorem Note: Only WorkCenter Owners and Account Administrators have the ability to change the name of a WorkCenter.
Q. How can I move a file from one WorkCenter to another WorkCenter?
Once you are in the WorkCenter that contains the file you want to copy, select the file from the list. Click the “Move File” button on the right hand of your screen.
Q. How can I copy a file from one WorkCenter to another WorkCenter?
In Procorem you can easily copy files in the same way that you move files. Once you are in the WorkCenter that contains the file you want to copy, select the file from the list. Click the “Copy File” button on the right side of your screen. A window will appear, asking you to select a destination for the copied file. Click the appropriate WorkCenter, then hit the blue “Copy” button. Your file has now been copied.
Procorem Note: If you would like to copy, move or delete folders and files in bulk in Procorem you can use the “Bulk Actions” button present in each folder.
Q. How do I add a post to a WorkCenter?
In Procorem, Posts and Comments are used to communicate important project activity to team members. Posts can be made on the WorkCenter, Document and Task level. All Posts and Comments are recorded in Procorem for later reference and are fully integrated with each user’s email system to ensure everyone stays on the same page.
To make a post on the WorkCenter level, head to the WorkCenter and select the “Posts” link from the left hand navigation menu. A text field will appear for you to type in your message. When you are finished, click the blue “Create Post” button. You will see a green message confirming your post was added.
To add a comment to a document or task in Procorem, simply head to the document or task you would like to comment on and navigate to the “Comments” tab on the top of the page. From there you can easily make new comments to post around that document or task.
Once you are in the WorkCenter where you want to create a folder, click the blue “Add Folder” button in the middle of the screen (it is designated with a plus sign). A window will appear, asking you to name the folder.
Type in the name, then click the blue “Save” button. You will now have a new folder.
Procorem Note: Only members with the correct WorkCenter privileges have the ability to create new folders.
Q. How do I download a document?
To download a document from one of your WorkCenters, navigate to the WorkCenter storing the file you would like to download. Select the file, then simply click on the file. It will automatically download to your computer.
Q. How can I upload a new version of a file that is already in my WorkCenter?
Once you are in the appropriate WorkCenter, click the green upload button in the middle of the screen. Click the “Choose File” button. Select the updated file that you want to upload, then click the “Upload” button.
You can also upload new versions right from the file details screen.
Procorem Note: The file name of the updated document must match the file name of the original version already loaded into Procorem for versioning to occur.
Q. How do I edit my Procorem profile?
Click the drop down arrow located next to your name in the upper right hand corner of your screen. Select “Profile.”
On the new screen, you can make changes to the information you’ve previously added, upload a photo, etc. When you are done, click the blue “Save changes” button.
Q. How can I invite collaborators to a WorkCenter?
When you’re in a WorkCenter, click the “Add Collaborator” link on the right side of the page underneath the “Collaborators” area.
Once clicked, you’ll see the Invite Collaborator screen. Now you can invite new users to the WorkCenter, both those who currently use Procorem and those who do not.
If they do not currently use Procorem, you will need to provide an email address so we can invite them to join.
Q. What is the difference between an “Account” and a “Profile”?
A “Profile” contains information related to one user accessing the application (e.g., name, contact information, login information, picture, etc.), and can be connected to multiple accounts. An account is the top level in Procorem and is typically used to represent an organization or department within your organization. When you create an account, you become a member of Procorem who can create WorkCenters, upload and store documents, create task deadlines, and more.
Q. How do I remove someone from a WorkCenter?
Go to the WorkCenter that has a member you want to remove. On the right side of your screen should be a list of the participants in your WorkCenter; click the drop down arrow next to the appropriate person’s name.
Click the red “Remove from WorkCenter button,” then click the blue “Ok” button. This person is now removed from the WorkCenter.
Procorem Note: You must be a Member and the WorkCenter Owner to remove contributors from WorkCenter. Account Admins can also remove contributors from WorkCenters, even if they are not part of the WorkCenter itself.
Q. How do I change a collaborator’s WorkCenter permissions?
Go to the WorkCenter that has a member whose role you want to change. On the right side of your screen is a list of the participants in your WorkCenter; click the drop down arrow next to the appropriate person’s name.
Change the user’s permissions by changing their role in the drop down menu. A green bar at the top of your screen will alert you that your changes have been saved.
Procorem Note: You must be a Member and the WorkCenter Owner to change contributor’s WorkCenter permissions. Account Admins can also change permissions, even if they are not part of the WorkCenter itself.
How do I create, assign and approve tasks?
First log into Procorem and navigate to the WorkCenter of your choice. Tasks are managed directly within the WorkCenter under the tasks tab. Once in the WorkCenter, select the “Create New Task” button to begin creating a new task.
The only information required to create a task is a Task Title, but below that is where the power begins!
Task Groups – To Group your tasks simply type in your group name, or select from existing groups names. This is very helpful to organize your project tasks into milestone stages. Tasks can also be grouped by Assignee, Task Status, and Due Date.
Description – Share with your group the core details of this task.
Location – Easily add a location or conference number here if applicable.
Start Date and Due Date – For basic tasks simply select the date when the task is due. For meetings and tasks with time duration add a start date for more information. If a due date is entered, the task will display on the Calendar View. In addition, all reminders will be tied to the due date entered on the task.
Assigned To – In this section you can select the assignees for the task. Select from any contributors on the WorkCenter, choose district groups of users and decide whether all assignees need to finish the tasks individually or if one can finish for the entire group.
Approvals – Much like the “Assigned To” section, with approvals you can select individuals or groups of individuals to act as approvers to complete the tasks. Control if all approvers need to mark the task as approved or if one person can approve for the entire group. You can also control if the approvals should be performed in a particular order.
Followers – Select any number of followers on the WorkCenter to get email updates when the task is completed, approved, overdue and more.
Sort Order – With sort ordering you can select the order in which your tasks can be performed. You can also use due date to control this action.
Task Flow – With Procorem Task Flow you can set notifications based on the completion of previous tasks. Upon completion of the selected task in Task Flow, the assignees of the current task will be notified to begin work.
When you are done with your task, don’t forget to save the task so it is entered into the system completely.