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Procore

Complete a Commitment Change Order with DocuSign®

Objective

To complete the electronic signature process for a commitment change order using the Procore + DocuSign® integration. 

Background

After you create commitment change order for a commitment, Procore users with a DocuSign® account can prepare a DocuSign® envelope and send the Procore document to the appropriate recipient(s) to request a signature.

If you are the recipient of a signature request, you do not need a DocuSign® account. However, if you do have a DocuSign® account and the email address matches the email you use in Procore, a copy of any documents you sign will be saved in your DocuSign® account. See Do I need a DocuSign© account?

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
      AND
    • If the Change Events tool is added to the project, 'Standard' or 'Admin' level permissions on the project's Change Events tool.
  • Additional Information:

Prerequisites

Steps

Open a Commitment Change Order in Procore

The steps below show you how to open a commitment change order in Procore. 

  1. Navigate to the project's Commitments tool. 
  2. In the Contracts tab, locate the commitment to work with and click the arrow to expand the commitment's change orders. 
  3. Click the Change Order link to open it. 

    expand-commitment-change-orders.png
  4. In the change order, click Edit
  5. Mark the Sign with DocuSign check box. 

    cco-sign-with-docusign-checkbox.png
  6. Scroll to the bottom of the page and click Complete with DocuSign

    cco-complete-with-docusign.png
    Procore launches the DocuSign® web application. If you are NOT logged into your DocuSign® account, you must follow the steps in Log in to DocuSign®. If you are already logged in, proceed to Prepare the DocuSign® Envelope

Log in to DocuSign®

If you are NOT logged into your DocuSign® account when you launch the DocuSign® application from Procore:

 Notes
  1. At the DocuSign® Log In page, type your email address in the Email box:

    docusign-login-email.png
     
  2. Click Next
  3. Enter your password. 
  4. Click Log In.

Prepare the DocuSign® Envelope

Once you are logged into the DocuSign®, the 'Upload a Document and Add Envelope Recipient' page appears. Complete these steps:

Add Documents to the Envelope

The following Procore information automatically populates the DocuSign® envelope:

  • A PDF copy of the change order is automatically added to the 'Add Documents to Envelope' section. 
  • The required signature boxes for each 'Role' on the contract. For example, the General Contractor or Subcontractor whose contract is affected by the change order. This includes each users 'Name' and 'Email Address.' For more information, see Add Recipients to the Envelope below.
  1. Optional: If you want to add additional documents to the envelope, choose one of the available options under the 'Add Documents to the Envelope' section:

    docusign-add-documents-to-envelope.png
     Note
    The available options in the 'Add Documents to the Envelope' section are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com
    1. Upload
    2. Use a Template
    3. Get From Cloud

Add Recipients to the Envelope

To add recipients to the envelope:

  1. Under 'Add Recipients to the Envelope', keep the default recipient blocks, their names, and their email addresses. This data is added to the envelope automatically by the Procore+DocuSign® integration. If the data was specified in Procore, the values in the 'Name' and 'Email Address' fields of the recipient blocks correspond to these fields in Procore:
    • Subcontractor. This is the individual designated in the 'Architect/Engineer' field of the commitment associated with the subcontractor invoice. 
    • General Contractor. This the individual who is designated in the 'Primary Contact' field in the Project Directory for the company designated in the 'Contractor'' field of the commitment associated with the subcontractor invoice. 
       Tip
      • Not seeing one of the recipient blocks in DocuSign®? If your company has engaged Procore Custom Solutions to customize your Procore form, tool, or workflow or if your company has implemented one of Procore's language or point-of-view dictionaries, the recipient blocks in your environment may be different. To learn more, see Procore Custom Solutions and What dictionaries and languages are available in the Procore web application?
      • Not seeing a 'Name' or 'Email Address' in a recipient block? If data wasn't entered in one of the required fields before sending the item to DocuSign®, there was no data in Procore to transfer. To resolve this, you can return to Procore, void the DocuSign® envelope, enter the data in the appropriate field, and resend the document to DocuSign®.
      docusign-add-recipients-to-the-envelope.png
       Tip
      • Want to add, change, or remove recipients DocuSign®?  The options in the 'Add Recipients to the Envelope' section are developed and maintained by DocuSign®. If you change the recipient information in DocuSign®, keep in mind that any changes made in DocuSign® do NOT update in Procore and can lead to unwanted results. To ensure the integration works as designed, Procore recommends keeping the recipient fields that were added by the integration. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com

Add a Message to All Recipients

  1. In the 'Message to All Recipients' section, do the following:

    message-to-all-recipients.png
    • Email Subject
      Type a subject line for the outgoing email message. 
    • Email Message
      Type the content of your outgoing email message. 
  2. Click Next

Preview the Signature Fields & Send the Envelope

The next step is to preview the signature fields on the DocuSign® document. The signature fields correspond to specific roles in Procore. For example, the General Contractor and Subcontractor who are parties on the contract associated with this change order. The Procore + DocuSign® integration automatically adds these fields to the DocuSign® envelope. 

  1. Scroll to the bottom of the DocuSign® document, to view the signature fields. An example is pictured below. 

    docusign-signature-fields-send.png
     
  2. In the DocuSign® document, leave the signature fields in their default position(s). This ensures the Procore + DocuSign® collection process works as designed.
  3. Optional: Add any 'Standard Fields' to the form as desired.
     Note
    The options in the 'Standard Fields' area are developed and maintained by DocuSign®. To learn how to use DocuSign®, Procore recommends reviewing the content on support.docusign.com
  4. When you are ready to collect the specified signatures, click Send
    DocuSign® sends the envelope to the specified recipients. Recipients can then continue with the Next Step. After the required signatures are applied to the document, Procore's default behavior is to change the status of the item in Procore to 'Approved'. 
     Important

 

If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page icon-external-link.png.