Specifications Overview

While you’ll most likely be giving your specs to an architect or project manager to upload into
the Specifications tool, many tools you will be working with in Procore will be leveraging the
spec book from this tool to give you the most current specs related to the item. Not only that, but
this tool is a powerful and efficient way of accessing the most current spec book at the click of a
button.

The first thing you’ll see when you click on the tool is a log similar to other tools in Procore. This
log marks divisions and sections of the project’s spec book. Each row within this log links to a
division, if it is gray, or a spec section, if it is white.

Because most projects have hundreds or even thousands of pages in the spec book, finding
your contributions might be hard. However, in Procore, you can use the search and filter in the
right pane to find a specification. For example, Sarah, our structural engineer may want to find
the cast-in-place concrete specs to check the admixtures before she does an inspection. Using
the search and filter section, we would filter by specifications in the current set, division 03, and
search for the word, “cast-in-place.” As we set filters, the specifications shown will narrow based
on those results.

In the right pane, you’ll see two action buttons that will allow you to perform major actions in the
tool. You’ll notice, however, that the Download button is not clickable until specifications are
selected from the log using the checkboxes to the right. Let’s reset our search results so I can
show this. For now, we’re going to select all of the spec sections in division 1, General
Requirements by clicking on the checkbox in the division header. We can also select individual
sections by clicking a checkbox to the right of the section, or we can select all of the sections in
the set we’re viewing by clicking the checkbox at the top of the page. After we do this, we can
download the PDFs we’ve selected from our log. To clear our selections, we’ll click the Clear
button in the blue banner.

Alright, let’s view a specification. To the left of each spec section in the log, you'll notice a View
and Open button. Clicking View brings up a read-only view of this information including the
number, revision, division, and associated dates, as well as a list of all the revisions that have
been uploaded to this section. The most current revisions will always display in the log and on
this page when you click View.

When you click Open from this page or the log page, you'll notice that we're taken to the PDF of
the spec section within the uploaded spec book, but only with the specific pages that apply to
the section. Not only that, but you can search within a section for keywords or phrases by
clicking on the magnifying glass in the top right. Switch between sections by clicking on the title
of the page, searching for a spec section title, and clicking to a new section. Click the “i” icon to
bring up the information that you saw in the general information subtab when you clicked View.

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These icons at the top of this window are what make the Specifications tool so powerful: they
give you immediate return on searches. No more flipping or scrolling through your specs trying
to find a specific section or a page within a section now that you can search in context in
Procore. Click the download icon to download the spec section PDF, and click the X to close
out of the window.

Let’s click back to the log page by clicking in the breadcrumbs at the top of the page.

We are able to open the PDFs of an entire division or the entire current spec book from the log
page. Open the PDFs of an entire division by clicking on this icon in the log. Click the orange
Open Current Spec Book button to open the whole spec book with the most current revisions
displayed.

For example, if the project manager has uploaded 2 revisions of one section and only one of
another, the current spec book will only show the most recently uploaded sections when you
open up the current spec book.

We realize that specifications and drawings are the two most important files on any project. But
since they're constantly changing, it can be quite challenging to keep everyone on a project
up-to-date with the most recent information. Using Procore’s OCR technology, you'll be able to
quickly upload updated revisions of any portion of your specs at any time. What's nice is that
any references to particular spec sections of your spec book will automatically point to the most
recent version in our system. This way, you don't have to worry about users accidentally viewing
older revisions of your specs. Plus, users will be able to quickly reference specific spec sections
on the job site using our mobile application on their smartphone or tablet. Hopefully by giving all
project team members convenient access to the spec book at any time and from any device will
help eliminate confusion and avoid costly mistakes.

Thanks for watching!

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