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Procore

(Beta) Commitments: Allow Collaborators to Submit Field-Initiated Change Orders

This announcement represents a single point in time. Future releases may impact the information below.
Beta Released: October 11, 2021 | Beta Updated: May 2, 2022 | Feature Released: Coming Soon!  


Allow Collaborators to Submit Field-Initiated Change Orders

In response to a popular request received from our Procore users on feedback.procore.com, you can now configure Procore to provide your project collaborators with the permission they need to create and submit their own Commitment Potential Change Orders when the project's Change Events tool is enabled.

Prior to this update, Procore customers who wanted to enable the Change Events tool on a project were managing potential changes outside of Procore. For example, teams were receiving change-related information from their contractors and vendors through email. In addition, performed double-entry by first creating the required change event and then creating a Commitment Potential Change Order. 

With this new release, your team can now grant your collaborators the appropriate access permissions--which allows your contractors and vendors to submit their own Commitment Potential Change Orders. To eliminate double-entry, Procore also automatically creates the required change event using the information from the Commitment Potential Change Order. 

How does this new feature work?

The table below details how the current version and new beta version of Procore work when the Change Events tool is added to your project. This example also assumes that the Project Level Commitments tool is configured to use the two (2) tier change order configuration settings. However, it also supports the three (3) tier change order configuration setting. 

Previous Version - Two (2) Tier Change Orders Beta Version - Two (2) Tier Change Orders
Your collaborator discovers a work condition in the field that reveals a potential contract modification.  Your collaborator discovers a work condition in the field that reveals a potential contract modification. 
Your collaborator assembles documentation about that change and sends it to your project team by email.  Since your collaborator has been granted access permissions to Procore, he or she creates a Commitment Potential Change Orders in Procore  and updates its Schedule of Values directly. 
Your team member receives the information and creates a new change event in Procore. 

After clicking 'Save' in the Commitment Potential Change Orders Schedule of Values, Procore automatically generates a change event in Procore and populates it with the information from the Commitment Potential Change Order.

Note: The system also labels the new change event as "(generated by system)", so your internal team can quickly identify any change events created as a result of a field-initiated change order.

Your team member creates a Commitment Potential Change Order from the change event.  -
Your team member creates a Commitment Change Order.  Your team member creates a Commitment Change Order. 
Your team member edits a Commitment Change Order.  Your team member edits a Commitment Change Order. 
Your team member approves a Commitment Change Order 

Your team member approves a Commitment Change Order. See Approve or Reject Commitment Change Orders.

 In Beta
Note to users participating in the 'Subcontractor Estimated Completion' limited release beta program. When a user places a change order in the 'Approved' status and it includes a value in 'Schedule Impact' field of the change order, Procore automatically updates the 'Estimated Completion Date' field in the commitment contract by the number of days entered. To learn more about this program, see Commitments: (Beta) Subcontractor Estimated Completion Date.

What are the benefits?

With this update, you can now:

  • Add the Change Events tool to your company's project. This update allows customers who have previously turned the Change Events tool off on projects, to both turn the tool ON and allow collaborators to submit change orders. To learn about enabling this tool, see Can I enable the Change Events tool on my existing project?
  • Manage contractor and vendor-initiated change orders directly in the Procore application. Prior to this release, project teams often chose to manage the change request and notification outside of Procore—by receiving submitted change requests through a third-party email program or employing a workaround using the project's Correspondence tool. Now, field-initiated changes can be directly input into Procore, simply by providing your collaborators with the appropriate access permissions to their contract in the Commitments tool. 
  • Eliminate inefficient double-entry. With your collaborators performing the data entry, your project team saves time by no longer performing repetitive, data entry. Now, when a collaborator saves the SOV line items on a Commitment Potential Change Order, Procore automatically generates a change event using that data. In addition, Procore labels the change event '(Generated by System)' to help your team quickly identify the events originating from a field-initiated change order. 
  • Identify financial impacts faster. Now that your collaborators submit change orders to you directly, teams can leverage the full power of the project's Change Events tool to track the financial impacts and avert potential risks. Your team also has the option to generate reports that can be sent to your team members on a daily, weekly, or monthly basis. 

Who can use this feature?

While this feature was specifically requested by Owners who manage their construction projects in Procore and who have added the Change Events tool to the project. See Can I enable the Change Events tool on my existing project? This feature can also be used by General Contractors and Specialty Contractors. 

What are the requirements for using this feature?

To configure this feature on a project:

  • The project's Change Events tool must be added to the project. 
  • A user with 'Admin' level permissions on the project's Commitments tool must mark the 'Enable Field Initiated Change Orders' and 'Allow Standard Level Users to Create PCOs' setting in the Contract Configuration page of the Commitments tool. For instructions, see Allow Collaborators to Submit Field-Initiated Change Orders.

What are the required user access permissions for collaborators? 

Typically, a user with 'Admin' level permissions on the Project Directory will assign the appropriate permissions and privileges to your collaborators using a project permissions template. To learn how to work with project permissions templates in Procore, see Manage Project Permissions Templates. The following permissions must be configured for each collaborator or on the permissions template assigned to your collaborators:

  • 'Read Only' level permissions on the Project Home page.
  • 'Standard' level permissions on the project's Commitments tool. 
  • 'None' level permissions on the project's Change Events tool (Most Procore customers assign 'None' permissions on all tools where they want to restrict collaborator access). 

How do I activate the feature in Procore?

Follow the steps in Allow Collaborators to Submit Field-Initiated Change Orders.