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

Objective

To provide your project's collaborators with the required user access permissions to submit Potential Change Orders (PCOs) for commitment contracts. 

Background

A tool administrator can configure the Project level Commitments tool to provide your external collaborators with access to submit PCOs for their contract(s) on your Procore project. 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. 

Things to Consider

• Required User Permissions:
  • To complete all of the steps below, the best practice is for the user to have 'Admin' level permissions on the project's Admin tool. 
• Additional Information:
  • To create new budget codes on a change order, the user account must be granted edit access to the contract's SOV. 

Steps

1. Configure the required 'Contract Configuration' settings on the project's Commitments tool.
   For instructions, see Configure Settings: Commitments. The required settings are pictured below:
   • Mark the Enable Field Initiated Change Orders check box. 
   • Mark the Allow Standard Level Users to Create PCOs check box.
     Note: This feature supports the two (2) and three (3) tier change order setting. For details, see What are the different change order tier settings in Project Financials?
     
     
      
2. Create a project permissions template with the appropriate access permissions so you can assign it to your collaborators.
   Next, assign the following permissions to the collaborator's user account:

    Notes

   There are two (2) ways to manage user access permissions in Procore:

   • Recommended: Create a project permission template for your project's collaborators. Then assign the template to your collaborator's user accounts in the Project Directory. See Create a Project Permissions Template and Assign a Project Permissions Template to a User in the Project Directory.
   • If you are NOT assigning project permission templates to collaborators, you can set the user permissions for the individual user by selecting 'Do Not Apply a Permission Template' and manually setting them for the user account. See Edit a User Account in the Project Directory.
   • 'Read Only' level permissions on the project's Home page.
   • 'Standard' level permissions on the project's Commitments tool.
   • 'None' level permissions on the project's Change Events tool and any other Project Tools where you want to restrict collaborator access.
   • 'Read Only' or 'Standard' level permissions on the Change Orders tool with the 'Update Commitment Potential Change Orders' granular permissions enabled on the permissions template. 
     
3. 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. 
     
4. 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.
   
5. 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.
   

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. 

Next Step

• Submit a Field-Initiated Change Order as a Collaborator

See Also

• Invite or Reinvite a User to Join a Procore Project