Bulk Update - Project Tools activation

Activating or deactivating tools (e.g., Submittals, Maps, Action Plans) across multiple projects is a common requirement when deploying new company-wide processes. While Procore typically handles this via Project Templates, the Bulk Project Tools feature allows you to update existing projects at scale retroactively.

For general concepts and the overall process, see the Bulk Export/Import - Overview. Note that this export/import is specific and uses a slightly different template due to its content.

• 1 - Prerequisites
• 2 - Data Format & Structure
• 3 - Update Process
• 4 - Technical Limitations
• 5 - Common Use Cases

1 - Prerequisites

This feature is strictly reserved for Company Admins. It requires the ability to view and modify tool configurations across the entire Procore company.

2 - Data Format & Structure

The export generates a rigid matrix where each row represents a project and each column represents a Procore tool.

2.1 - Header Rows (Mandatory)

The Excel file contains two specific header rows that must not be modified:

• Row 1 (Attribute/Tool): Identifies if the column is a project attribute (ID, Name) or a Procore Tool.
• Row 2 (Title): The specific technical name of the tool or attribute.

2.2 - Core Project Attributes

These columns are provided for identification but are read-only:

Attribute	Description
id	The unique Procore Project ID (Required for matching)
number	Project Number
name	Project Name
country	Country Code
department	Associated Departments
stage	Current Project Stage

2.3 - Tool Columns

For every tool column, the value must be either:

• YES: The tool is active on the project.
• NO: The tool is inactive on the project. No other value can be used.

3 - Update Process

1. Export: Generate the current state of your portfolio. The app parallelizes requests to collect active tools for every project.
2. Modify: In Excel, change NO to YES to activate an tool, or YES to NO to deactivate it. You can as well suppress project lines (limit the number of projects to update) and suppress tools columns (limit the number of tools to update)
3. Validate & Import: Upload the file. The app checks that the Project IDs exist and that all tool values are valid (YES/NO), and then does the update after having checked everything.

4 - Technical Limitations

4.1 - Excluded Tools

• Correspondence Types: All correspondence types are excluded here, as they can alreay be updated in bulk from the Admin>Correspondence interface.
• Mandatory Tools: Core tools like “Change Events” or “Connection Manager” are excluded from the export as they cannot be deactivated.
• Locked Tools: Tools marked as “Required” by Procore’s internal logic are excluded from the export as they cannot be deactivated.

4.2 - Beta Features

Tools in “Beta” or early access may not be available if they are not yet exposed via the Procore standard API.

4.3 - File Integrity

The worksheet must be named exactly PROJECTS. Any change to the structure of the first two rows will cause the import to fail.

5 - Common Use Cases

• New Tool Deployment: Activating a newly purchased tool (e.g., “Action Plans” or “Agents”) across all active projects.
• Portfolio Standardization: Ensuring that all “Closed” projects have unnecessary tools deactivated to clean up the user interface.
• Process Alignment: Forcing the activation of “Inspections” on all projects within a specific Department or Region.