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Procore

How do I opt in to the new Bidding experience?

Background

Bid Management 2.0 is a new bid management experience that is gradually being introduced into Procore's Bidding tool. See About Bid Management 2.0 (Beta). This experience is currently in an open beta, and can be opted into on a project-by-project basis, or at the Company level if you want to apply it to all projects in the account.

Answer

The Bid Management 2.0 beta can be enabled on specific projects, or all projects on the account. Users with 'Admin' permissions to a project's Bidding tool can enable the experience at the Project level for that particular project. Only Company level Admin users can enable the experience for all projects in the account.

Note: If you run into an error message that you need to update cost codes, see the What if I get an error message that I need to add missing cost codes? section below.

 Warning

Updating projects to Bid Management 2.0 is final. After you agree to the terms and confirm that you want to update, projects cannot be switched back to the legacy experience.

If you want to try out the new experience, we recommend enabling it within a specific project as opposed to enabling it for all projects.

Enable Bid Management 2.0 for a specific Project

  1. Navigate to the project's Bidding tool.
    An 'Introducing Bid Management 2.0' banner is shown at the top of the page describing the new bidding experience.
    bid-mgmt-2.0-beta-banner.png
  2. Click Review Terms.
  3. Read the message explaining the beta.
  4. Click 'beta participant terms' next to the checkbox.
    This opens the terms in a new tab.
  5. Read through the 'Procore Beta Participant Agreement'.
  6. If you agree with the terms, mark the checkbox and click Accept Terms.
    bm2.0-agree-accept-terms.png
  7. Read the message explaining how the update will work.
  8. If you are certain you want to update to the new experience, click Update.
    The project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing bid packages during this time to avoid any potential of data loss.

Enable Bid Management 2.0 for All Projects

 Caution
Only enable Bid Management 2.0 at the Company level if you are certain you want to update ALL projects on the account to the new experience. Projects cannot be switched back to the legacy experience after agreeing to update.
  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Bidding.
    An 'Introducing Bid Management 2.0' banner is shown at the top of the page describing the new bidding experience.
    bid-mgmt-2.0-beta-banner.png
  3. Click Review Terms.
  4. Read the message explaining the beta.
  5. Click 'beta participant terms' next to the checkbox.
    This opens the terms in a new tab.
  6. Read through the 'Procore Beta Participant Agreement'.
  7. If you agree with the terms, mark the checkbox and click Accept Terms.
    bm2.0-agree-accept-terms.png
     
  8. Read the message explaining how the update will work.
  9. If you are certain you want to update to the new experience, click Update.
    Each project will begin updating to the new experience at midnight (12:00am) in the project's timezone. An 'Update in Progress' banner is shown within the project while the update is occurring. Avoid editing bid packages during this time to avoid any potential of data loss.

What if I get an error message that I need to add missing cost codes?

If a Procore project has any bid packages with line items that are missing cost codes, the project cannot be updated to Bid Management 2.0. When you begin the process of joining the beta to migrate to the new experience, you will see an error message that you need to update cost codes.

This may be a result of the following situations:

  • A bidder submitted a bid, but did not select a cost code for one or more line items in the Planroom tool.
  • A bid solicitor deleted a cost code that was previously used in a bid.

Steps

From the Project Level

  1. Navigate to the project's Bidding tool.
  2. Click Review Terms in the 'Introducing Bid Management 2.0' banner.

    bidding-2.0-beta-banner.pngIf the project is missing cost codes for bid line items, you will see an 'Action Required to Bid Packages' error message.
     
  3. Choose whether you want to automatically assign one cost code to all affected line items, or add them all manually:
    • Automatic:
      1. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      2. Click Next.
        Procore will automatically add the missing cost codes for all affected bid packages, and you will be taken to the 'Accept Terms' page for the beta. For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 
    • Manual:
      1. We recommend opening the Bidding tool in a new tab so that you can refer back to the list of affected bid packages and companies.
      2. Click View on an affected bid package.
      3. On the Bidders tab, click View on the company that is missing cost codes.
      4. In the Bid Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected bid package. After adding the necessary cost codes, the bid package name will be removed from the list of areas in the error message (after clicking Review Terms in the banner again).
        For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 

From the Company Level

  1. Navigate to the Company level Admin tool.
  2. Under 'Tool Settings', click Bidding.
  3. Click Review Terms in the 'Introducing Bid Management 2.0' banner.

    bidding-2.0-beta-banner.pngIf any project is missing cost codes for bid line items, you will see an 'Action Required to Update Projects' error message with a list of affected projects.
     
  4. Choose whether you want to automatically assign one cost code to all affected line items, or add them all manually:
    • Automatic:
      1. Click the name of the project.
        This will direct you to the 'Add Missing Cost Codes' page for the project.
      2. Click the Select a Cost Code drop-down menu and select the cost code that you want to add.
        bidding-auto-add-cost-code.png
      3. Click Next.
        Procore will automatically add the missing cost codes for all affected bid packages.
      4. Return to the Review Terms page and repeat this process for each project that is listed.
      5. After all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta. For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience? 
    • Manual:
      1. We recommend opening the Bidding tool in a new tab so that you can refer back to the list of affected projects. Right-click on a project name to open the project's Bidding tool in a new tab.
      2. Click View on an affected bid package.
      3. On the Bidders tab, click View on the company that is missing cost codes.
      4. In the Bid Sheet section, select a cost code to apply to the line item.
        bidding-cost-code.png
      5. Repeat this process for each affected bid package and project. After adding the necessary cost codes, the bid package name will be removed from the list of areas in the error message (after clicking Review Terms in the banner again). When all missing cost codes have been added, you will be taken to the 'Accept Terms' page for the beta.
        For details on how to complete the opt-in experience, see How do I opt in to the new Bidding experience?