Manage Contract Compliance Documents & Statuses for a Commitment

Create New Contract Compliance Documents

1. Navigate to the Project level Commitments tool. 
2. Under the Contracts tab, locate the commitment to work with.
3. Click the Number link to open it. 
4. Click the Compliance tab. 
5. Scroll to the Contract Compliance Documents card.
6. Click Create New.
   This opens a document viewer and shows the Details frame where you can upload a new file attachment. 
7. In the Details frame, enter:
   • Name. Type the name of the new document. 
   • Type. Select a document type from the drop-down list. Your choices are Bond, License, Master Agreement, Permit, W-9, and Other. The selections cannot be customized. 
   • Status. Select a status for the document from the drop-down list. Your choices are: 
     • Compliant. Select this option to indicate the document meets the contract's compliance requirements. When selected, this status works with the 'Contract Compliant' payment requirement setting in the Company level Payments tool. See Configure Payment Requirements: Commitments Requirements.
     • Not Compliant. Select this option to indicate the document does NOT meet your organization's compliance requirements. When selected, this status works with the 'Contract Compliant' payment requirement setting in the Company level Payments tool. See Configure Payment Requirements: Commitments Requirements.
     • Not Required. Select this option to indicate that the document was added, but the document itself is not required for compliance.
   • Effective Date. Use the calendar control to set the effective date. If you attach a file from Procore and an effective date is available, that date shows automatically.
   • Optional. Include Expiration Date. Mark this check box if you want to include an expiration date for the document. 
   • Expiration Date. Use the calendar control to set the document's expiration date. If a date is available, it shows automatically and you can change it. If you attach a file from Procore and an effective date is available, that date shows automatically.
   • Send Expiration Notification. Mark to receive an email notification from Procore about the expiration date. Procore sends you one (1) daily email notification starting fourteen (14) days before the 'Expiration Date' set for the document. To stop an email notification for a document, you can change or remove its expiration date. Otherwise, Procore stops sending email notifications 60 days after the expiration. 
   • Notes. Enter any important notes about the compliance document. 
   • Attachment. Click the Attach Files button or use a drag-and-drop operation to add a file attachment. You can preview the attachment in the window if the file type is supported by your computer's web browser settings. At the bottom of the preview window, you can move between pages and zoom in and out on the document. 
     

      Note

     If you want to cancel your new document, click the Cancel link. A 'Discard Unsaved Changes' message appears. To remove all data and information from Procore, click Discard. This action cannot be undone and any data entered cannot be recovered. 
8. Click Save. 
   A GREEN success banner confirms that the contract compliance document has been added to the table. The add action is also noted in the Change History tab of the commitment. 

View Contract Compliance Documents

1. Scroll to the Contract Compliance Documents card.
2. Any existing documents and their corresponding statuses appear in the table in the Contract Compliance Documents card. 
   
   

Contract Compliance Documents Card

The table below details the elements of the Contract Compliance Documents card.

Element	Type	Description
Create New	Menu Button	Click this button to add a new compliance document to the commitment contract. See Manage Contract Compliance Documents & Statuses for a Commitment for instructions.
Compliance Status	Status	Procore looks at the status of each listed document to determine the status to show: Compliant. Indicates all listed documents are in a compliant status.  Not Compliant. Indicates one (1) or more listed documents are in a not-compliant status. Not Required. Indicates one (1) or more listed documents are not required.
Name	Field	Shows the name entered for the contract compliance document. Click the hyperlink to open the document and view the document details.
Type	Field	Shows the selected document type. Selections include Bond, License, Master Agreement, Permit, W-9, and Other.
Status	Field	Shows the current status set for the document: Compliant, Not Compliant, or Not Required.
Effective Date	Field	Shows the effective date of the document in the Company or Project Directory.
Expiration Date	Field	Shows the expiration date for the document in the Company or Project Directory. The following icons also appear to alert when a document is near or past its expiration date:  Expiring Soon. Starts showing 14 days before the expiration date.  Expired. Starts showing one (1) day after the expiration date.
	Icon	Hover the mouse cursor over a document row. Then click this icon to place a document into edit mode. This opens the document for viewing and you can edit the information in the Details panel.
	Icon	Hover the mouse cursor over a document row. Then click this icon to download a copy of the document.
	Icon	Hover the mouse cursor over a document row. Then click this icon to permanently remove the document from the list of contract compliance documents.
	Icon	Click this icon to open the document in the viewer.

Download Contract Compliance Documents

To download a contract compliance document and file attachment, hover your mouse cursor over a document row. Then click the Download  icon. 

Remove Contract Compliance Documents

To download a contract compliance document and file attachment, hover your mouse cursor over a document row. Then click the Delete  icon.