Once your requirements have been completed, you are ready to extract your compiled Closeout Log into a final ZIP extract. Any item marked as Complete and with an item attached will be extracted. 

Extracting Documents

In the top right-hand corner, select Extract. This will not immediately begin extracting files! You'll still have a chance to configure your package on the next screen .

Extract from Closeout Log

Configuring Your Extract

You'll now be brought to a page to configure your extracted package.

Configure Extracts

Group Items By 

Group Items By helps users configure the folder tree generated by Extracts Pro.

In the example above, there will be a folder for each "Type" of Document, and a subfolder for each "Trade". These are tied directly to the main Closeout Log Types/Trades. For example, the extracted folder tree above would appear as: 

• Closoeut Document Type A Folder 
  • Trade Type 1 Folder
    • File1.pdf
  • Trade Type 2 Folder
    • File1.pdf
• Closeout Document Type B Folder
  • Trade Type 1 Folder
    • File3.pdf
  • Trade Type 2 Folder
    • File4.pdf

Best Practices:

• To deliver folders to clients in a certain order, it's recommended edit the desired trade/type names and add a number grouping in front. 
  • For example: 01 - General Requirements, 02 - Warranties, 03 - O&M's, etc.
  • This will allow you to order the folders as desired upon export. 
• It is important to note that the more folders included, the more likely Windows MAXPATH issues arise.

Table of Contents

This controls whether a locally-hyperlinked table of contents PDF file is generated for your extracted package. 

Directory

A directory can be appended to the above Table of Contents PDF. The directory is populated directly from a project's Procore directory, based on which subcontractors are linked in the "Responsible Contractor" field. 

Selecting the Manage option allows users to configure which companies are included in the final directory extract. 

Manage Directory Companies

There are two levels of depth that can be included in a Directory extract: Companies, or Companies + selected contacts (people). These can be mixed & matched as required for each directory entry.

1. To select/deselect companies to be included on a directory extract, use the checkboxes on the left-hand side of the screen, then click Next when complete. 
2. The next screen will list out individual contacts for each selected company. use the checkboxes on the left-hand side of the screen to identify which contact should be included on the directory extract. 

Tool PDF Options

Teams can be very granular in selecting what type of data they'd like to share from any linked Procore tools.  

For example, to select only the latest submittal attachments in Procore, select Submittals on the left hand side of the screen, and then "Last workflow response with status".

 The dropdown listed includes your team's custom statuses. Select any appropriate submittal attachment statuses used on this project that you'd like to be included in the file ZIP extract. 

Extracting the Package

When ready to receive your final package, select Extract .ZIP Package. Extracts Pro will then automatically check for new versions of documents to include in the final extract, and begin compiling all required documents into a package. 

Teams don't need to feels shy about using this option - extracts can be run as many times as they'd like, reconfiguring documents as required. The person creating the request will receive an email when the package is fully compile