Tutorial Video Link

Before You Begin

Make sure you have:

An active Extracts Pro subscription
Access to the Procore project(s) you want to extract data from
The appropriate permissions for each Procore tool you plan to export (e.g., Submittals, RFIs, Drawings)

1. Name Your Extract

Start by creating a name for your data package - like "September Monthly Report" or "Submittal Export March 3rd"

2. Select Your Procore Tools

Now, choose which Procore tools you'd like to extract data from. You can select one or several tools in a single extract. For example:

Submittals
RFIs
Drawings
Specifications
And more

2. Filter Your Data

Once you've selected your tools, you can narrow down exactly which items get included in your extract. Filters vary by tool, but common options include:

Date range — Only include items created or updated within a specific window
Type — Limit results to a particular category (e.g., a specific submittal type)
Status — Filter by approval status, open/closed, etc.

Filtering is optional, and you can layer multiple filters on top of each other.

By default, Extracts Pro will filter to the latest revisions of Submittals and Drawings.

Simply check the box next to each record you want to include. The "Select Filtered" button will select all items displayed.

3. Organize Your Data into Folders

Grouping controls how your exported files are organized inside the ZIP. You can group items by any shared parameter — for example:

Group Submittals by Type of Submittal
Group RFIs by Status or Responsible Contractor
Group Drawings by Discipline or Drawing Set

Grouping creates folders in your final ZIP so everything is sorted logically. This is especially helpful when you're preparing packages for specific teams or trades. You can create multiple groups as well!

For example, a parent folder of Status, then a subfolder of Responsible Contractor. In that case, you might have a folder structure of

Observations > Closed > Mega Mechanical > Observation1.pdf
Observations > Closed > Quality Concrete > Observation4.pdf
Observations > Open > Quality Concrete > Observation6.pdf

4. Options: Configure PDF & Attachment Settings

Before generating your extract, you can fine-tune how PDFs and attachments are handled:

Attachment types — Choose which attachment types to include in the export (e.g., PDFs, images, native files)
PDF merging — Decide whether related PDFs should be merged into a single file or kept separate
Image settings — Select full-size images or thumbnails, depending on your file-size and readability needs

The options will vary within each Procore tool you choose to extract from - take a moment to review these settings. Choosing thumbnails instead of full-size images, for instance, can significantly reduce your overall download size.

5. Generate and Download Your Extract

Once everything is configured, click Extract ZIP. Extracts Pro will compile your data and package it into a ZIP file.

Depending on the size of your extract, this may take a few moments. When it's ready, you'll receive an email and you'll be able to download the ZIP directly from Extracts Pro.

Note: The email cannot be forwarded to others - it is unique to you! If you want to share your file, download it and place it into a long-term storage repository like SharePoint, Procore Documents, etc.

What You'll Get

Your downloaded ZIP file will contain:

[Optional] A Table of Contents that summarizes your extract
Organized folders that match the grouping you selected in Step 3
PDF documents generated from your Procore data, formatted according to your settings
Attachments for each item, based on the attachment-type preferences you chose

The entire package is offline-friendly — no internet connection required to browse the files once they're downloaded. It's ready to share with team members, clients, or external stakeholders as-is.

Tips for Getting the Most Out of Instant Extracts

Start with filters. Narrowing your data first makes grouping and configuration faster, and keeps your final file size manageable.
Use grouping strategically. Think about who will receive the ZIP. Grouping by trade, discipline, or status makes it easy for recipients to find what they need. Keep in mind - the more groups that you use, the more likely you are to run into Windows MAXPATH issues.
Check your PDF merge settings. Merging related PDFs is great for consolidated review, but keeping them separate can be better when individual documents need to be filed or forwarded independently.
Preview before you generate. Double-check your tool selections, filters, and grouping before kicking off the extract to avoid re-running it.

Frequently Asked Questions

Can I extract data from multiple projects at once?

Instant Extracts operates on a per-project basis. To export data from multiple projects, run a separate extract for each one.

Is there a limit on how much data I can extract?

Extract sizes depend on your Extracts Pro plan and the volume of data in the selected tools. Very large extracts may take longer to generate.

Can I re-run a previous extract?

Yes, your extract configurations can be saved and re-used, making it easy to pull updated data with the same settings at a later date.

Who can access Instant Extracts?

Any user with an active Extracts Pro subscription and the appropriate Procore permissions for the tools being extracted.