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Procore

Email a Prime Contract

Objective

To email a prime contract to other Procore users for review and/or approval.

Background

After you create one or more prime contracts, you may have a need to share that information with other individuals. Unlike other Procore Tools that send automatic email notifications to members of a distribution group or list when items are created, updated, or approved, a prime contract contains sensitive financial data. To protect that data, prime contracts much be explicitly sent to individuals.  

Things to Consider

  • Required User Permissions:
    • To send a prime contract by email, 'Standard' level permissions or higher permissions on the project's Prime Contracts tool.
    • To be named as a recipient in the To or CC field, you must have a user account in the Project Directory. 
      Note: All recipients named in the To or CC field can view your prime contract data in the PDF attached to the email message. 
    • To gain access to a prime by clicking the 'View this Contract' or 'View Online' link in the email message:
      • 'Admin' level permissions on the project's Prime Contracts tool. 
        OR
      • 'Read Only' or 'Standard' level permissions on the project's Prime Contracts tool AND your name must be listed under 'Make this Visible only to Administrators and the Following Users.'
  • Limitations:
    • Unlike other Procore tools, which send automated email notifications to distribution groups or lists, the Prime Contracts tool requires you to use the steps below. 

Prerequisites

 

Steps

  1. Navigate to the project's Prime Contracts tool.
  2. Click Email Contract.
    email-prime-contract.png
  3. Complete the following fields:
    • To
      Start typing in this field to select your primary recipients from a list of users in the Project Directory. See Add a User Account to the Project Directory.
    • CC
      Start typing in this field to select your secondary recipients from a list of users in the Project Directory. See Add a User Account to the Project Directory.
    • Private
      Place a mark in this checkbox if you want to restrict recipients who have not been granted 'Admin' permission to the Prime Contracts tool from gaining access to the prime contract in the Procore web application. 
      Note: All recipients named in the To or CC field will retain the ability to click View PDF.
    • Subject
      This field will auto populate based on the name of the prime contract, but you may make any additional changes to the field.
    • Attachments
      Attach any related files or documents.
    • Message
      Include a message to the recipients. 
  4. Click Send.

 

If you would like to learn more about Procore’s prime contract software and how it can help your business, please visit our construction contract management software product page here.