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

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 In Beta
Note to users participating in the Field-Initiated Change Orders' limited release beta program. The information below details a configuration that is available to Procore users taking part in the Beta Participant Program for Field-Initiated Change Orders. For more information about this release, see Commitments: Allow Collaborators to Submit Field-Initiated Change Orders. 

Objective

To provide an external collaborator with access permission to submit a potential change order for a commitment. 

Background

A collaborator is a person or company who has agreed to perform work for you or your company, such as an external contractor or vendor. If you want your collaborators to have the ability to submit potential change orders for their commitments in Procore, you can complete the steps below. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Admin tool. 
  • Additional Information:

Steps

Set the 'Contract Configuration' Settings on the Commitments Tool

  1. Navigate to the project's Commitments tool. 
  2. Click Configure Settings.
  3. Place a mark in these checkboxes:

    commitments-enable-field-initiated-change-orders.png
     
    • Allow Standard Level Users to Create PCOs
      This setting provides users who have been assigned 'Standard' level permissions on the tool with the added privilege of creating potential change orders. If you have configured the Commitments tool for the 1-tier change order setting, this setting neither available nor supported. 
    • Enable Field-Initiated Change Orders
      This setting providers users with the ability to create change orders on a mobile 
  4. Add a user account for the collaborator to the project's Directory tool.
    First, create a Procore user account for the collaborator(s) that will be submitting field-initiated change orders. You must add this user to the Project Directory. See Add a User Account to the Project Directory or Bulk Add Users and Companies to a Project Directory.
    • If you already created a project permission template for your collaborators, you can assign it to the collaborator when adding the user account. 
    • If you do NOT want to create a project permission template, you can edit the user's record and choose 'Do Not Assign a Template' from the 'Project Permissions Templates'  section and then manually set the permissions detailed above. 
      add-collaborator-to-directory.png
  5. Invite the Collaborator to the Procore project.
    In the Project Directory tool, you can then invite (or reinvite) the collaborator(s) to join the project. See Invite or Reinvite a User to Join a Procore Project.
    invite-or-reinvite-project-directory.png
  6. Add the user to the 'Private' list on the appropriate commitment contract. 
    Add the collaborator's name to the 'Select a Person' list in the 'Private' area of the contract as described in Create a Subcontract. This ensures that the collaborator only has permission to view their own contract.
    add-to-private-list-on-contract.png

After the collaborator joins the project and the contract is 'Approved', you collaborator can create change orders against the contract and Procore will use the data entered to automatically create a change event. 

 Tip
Is this the first time your collaborator is logging into Procore? If so, Procore recommends providing your collaborator with these links: