This article explains who can extract data, which companies you can extract from, and how permissions affect what is available inside Extracts Pro.
Short version:
👉 If the app is installed and you can see it in Procore, you can extract it.
Procore’s permission system automatically handles everything else.
Overview
Extracts Pro follows Procore’s native security model.
We do not grant access or override permissions.
Instead, Extracts Pro behaves like you are manually viewing data in Procore - just automated through the API.
That means:
No extra visibility
No hidden data exposure
No special admin bypasses
If you can see it in Procore, you can extract it.
If you can’t see it, you can’t extract it.
Company Requirements
To extract data from a Procore company:
The Extracts Pro app must be installed on that company’s Procore account
That’s it.
Important
The company data is being pulled from does NOT need to be a paying Extracts Pro customer
They only need the app installed AND one of your licenses must be applied to that project in your Extracts Pro.
Example
| Scenario | Can you extract? |
|---|---|
| You are in Company X, extracting from Company X (app installed) | âś… Yes |
| You are in Company X, extracting from Company Y (app installed) | âś… Yes |
| You are in Company X, extracting from Company Y (app NOT installed) | ❌ No |
User Permission Rules
Extracts Pro mirrors your Procore permissions exactly
Extracts Pro acts as you when calling the Procore API.
Procore automatically filters what data is accessible based on your permissions.
What this means
You can only extract:
Tools you have access to
Projects you can view
Records (RFI's, Submittals, etc.) you can see
Files you can download
Examples
| Situation | Result in Extracts Pro |
|---|---|
| You don’t have access to Submittals | Submittals won’t appear in Instant Extracts as an option to extract |
| You don’t have access to RFIs | RFIs won’t appear |
| You can only see 3 projects | Only those 3 appear |
| A record is private but visible to you | You CAN extract it |
| A record is private and hidden from you | You CANNOT extract it |
Private & Restricted Items
Extracts Pro respects all Procore privacy settings.
If you can see it in Procore:
You can extract it.
If you cannot see it in Procore:
You cannot extract it.
This includes:
Private RFIs
Private Submittals
Restricted folders
Limited directory records
Permission-based tool access
Extracts Pro Roles (Admin vs Standard)
Extracts Pro user roles do not affect what Procore data you can extract.
Whether you are:
Admin
Standard
Any other Extracts Pro role
Your extractable data is still determined only by:
👉 Your Procore permissions
Why?
Because all access checks happen inside Procore before data is surfaced in Extracts Pro.
Quick Checklist
If something isn’t showing up, check:
Is the Extracts Pro app installed on that company?
If not → install it firstCan you see the tool in Procore?
If not → request tool accessCan you see the specific records in Procore?
If not → request permission from your Procore admin
FAQs
Do all companies need to buy/subscribe to Extracts Pro?
No. Only the company initiating extracts needs a subscription. Target companies just need the app installed.
Can Admins extract everything automatically?
No. Admins are still limited by their Procore permissions.
Why is a tool missing from my dashboard?
You likely don’t have access to that tool inside Procore.
Need help?
If you believe you should have access but something isn’t appearing:
Confirm the app is installed
Confirm your Procore permissions
Contact your Procore administrator
Then reach out to Extracts Pro support