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Complete a Prime Contract Change Order with DocuSign®

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Objective

To create a prime contract change order with DocuSign®.

Background

If you have a DocuSign® account, you can connect your Procore prime contract change order to DocuSign® to manage the signature process. This provides the parties on the contract change with a way to receive, review, and return their signatures online—at any time and from any Internet-enabled device. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Prime Contracts tool.
    • 'Admin' level permissions on the project's Change Orders tool.
  • Additional Information:
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  
    • Integration by Procore: Viewpoint® Spectrum®
      • COMING SOON This functionality is coming soon. To sync data:
        • The Date field on a PCCO is required.
        • The Billing Item Code on a PCCO must be 10 characters or less.
    • Integration by Ryvit: Viewpoint® Vista™
      • This functionality is coming soon.
    • QuickBooks® Desktop: 
      • PCCO exports are NOT supported.
    • Sage 100 Contractor®
      • PCCO exports are NOT supported.
    • Sage 300 CRE®:
      • Title. The PCCO title must be 30 characters or less. 
      • Number (#). The PCCO number be five (5) characters or less. 
      • Status. The prime contract must be in the Approved status.
      • Associated Line Item. For each line item that you add to the change order's Schedule of Values (SOV), you may designate one (1) associated line item for each change order line item or the same associated line item for all change order line items.  Note: The Associated Line Item list is only visible and available when the ERP Integrations tool has been configured to work with Sage 300 CRE® and the export prime contract change orders capability has been switched on in Procore by your Integration Implementation Specialist.

Steps

Open the Change Order

The steps you use to open the change order depend on your configuration settings and whether the Change Events tool is added to the project. See Add and Remove Project Tools.

 Tip
Unsure about whether to add the Change Events tool to a project? Your Procore Administrator can turn the tool ON or OFF. However, it is important to learn more about that process first. For details, see Can I enable the Change Events tool on my existing project? and Can I disable the Change Events tool? 

For Contracts Using the 1-tier change order Setting and For Projects using the Change Events tool

  1. Navigate to the project's Change Events tool. 
  2. In the Line Items tab, click the change event's Number link. 
  3. In the change event, click Edit. 
  4. Scroll to the Prime Contract Change Order section. 
  5. Locate the change order to send for signature and click View.
  6. In the change order, click Edit.
  7. Mark the Sign with DocuSign check box.
  8. In the change order, click Edit and complete the data entry. 
  9. Click the Complete with DocuSign button at the bottom of the page. 

    pcco-complete-with-docusign.png
     

For Contracts Using the 2- or 3-Tier Change Order Setting and For Projects Not using the Change Events Tool

If the Prime Contracts tool on your project is configured to the use two (2) or three (3) tier change order setting or if the Change Events tool is NOT active on your project, use these steps to open the change order. 

  1. Navigate to the project's Prime Contracts tool.
  2. Locate the prime contract with the change order. Click the Number link.
  3. In the General Information card, click Edit. 
  4.  Mark the Sign with DocuSign check box. 

    prime-contract-sign-with-docusign.png
  5. In the General Information card, click Save. 
  6. Click the Change Orders tab. 
  7. In the Prime Contract Change Orders table, click the Number link. 
  8. In the change order, click Edit and complete the data entry. 
  9. Click the Complete with DocuSign button at the bottom of the page. 


    pcco-complete-with-docusign.png

Log In to DocuSign® 

Prepare the DocuSign® Envelope

Once you are logged into the DocuSign®, the 'Upload a Document and Add Envelope Recipient' page appears. Complete these steps:

Add Documents to the Envelope

The following Procore information automatically populates the DocuSign® envelope:

  • A PDF copy of the change order is automatically added to the 'Add Documents to Envelope' section. 
  • The required signature boxes for each 'Role' on the contract. For example, the General Contractor or Subcontractor who are parties on the change order. This includes each users 'Name' and 'Email Address.' For more information, see Add Recipients to the Envelope below.
  1. Optional: If you want to add additional documents to the envelope, choose one of the available options under the 'Add Documents to the Envelope' section:

    docusign-add-documents-to-envelope.png
     Note
    The available options in the 'Add Documents to the Envelope' section are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com. 
    1. Upload
    2. Use a Template
    3. Get From Cloud

Add Recipients to the Envelope

  1. Under 'Add Recipients to the Envelope', keep the default signature boxes. 
     Note

    As illustrated below, the following Procore information, if available,  is automatically populated in DocuSign®:

    docusign-add-recipients-to-the-envelope.png

Add a Message to All Recipients

  1. In the 'Message to All Recipients' section, do the following:
    • Email Subject
      Enter a subject line for the outgoing email message. 
    • Email Message
      Enter the copy for the body of the outgoing email message. 
  2. Click Next. 

Preview the Signature Fields & Send the Envelope

The next step is to preview the signature fields on the PDF. The signature fields correspond to the roles in Procore. For example, the General Contractor and Subcontractor who are parties to the change order. These fields are automatically added to the DocuSign® envelope by the Procore + DocuSign® integration. 

  1. Scroll to the bottom of the PDF to view the signature fields. An example is pictured below. 

    docusign-signature-fields-send.png
     
  2. Keep the existing signature fields. These fields are automatically populated by Procore and keeping them in their default positions ensures the signature workflow for the Procore application functions as expected. 
  3. Optional: Add any 'Standard Fields' to the form as desired.
     Note
    The options in the 'Standard Fields' area are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com. 
  4. When you are ready to collect the specified signatures, click Send. 
    DocuSign® sends the envelope to the specified recipients. Recipients can then continue with the Next Step. Once all the signatures are collected and applied to the document, Procore changes the status of the change order to 'Approved.' You also have the option to update the change order's status manually. 

See Also