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Procore

Complete a Funding with DocuSign®

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 Note
flag-us.png The Funding tool is available to Procore customers in the United States who have implemented the Procore for Owners point-of-view dictionary. To learn more see, What dictionaries and languages are available in the Procore web application?

Objective

To complete the electronic signature process for a funding using the Procore + DocuSign® integration.

Background

After a project team member creates a funding, Procore users with a DocuSign® account can prepare a DocuSign® envelope for the funding to send to the appropriate recipient(s) to request a signature.

Things to Consider

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

Prerequisites

Steps

Open the Funding in Procore

  1. Navigate to the project's Funding tool.
  2. In the Funding tab, locate the funding. 
  3. Click the Number link to open it. 
  4. In the contract's General Information card, click Edit. 
  5. Mark the Sign with DocuSign® check box.

    funding-sign-with-docusign-check-box.png
     
  6. Complete the data entry as required. See Create Fundings and (Beta) Create Fundings.
  7. Click Save. 
  8. After the data entry is complete, choose an option:
    • If this is an existing funding, click Send with DocuSign at the top of the page. 

      prime-existing-send-with-docusign.png
       
    • If this is a new funding, click Create & Send with DocuSign at the bottom of the page. 

      new-prime-create-with-docusign.png

      This launches DocuSign®. 

Log In to DocuSign®

Prepare the DocuSign® Envelope

Once you are logged in, 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 funding is automatically added to the 'Add Documents to Envelope' section. 
  • The required signature boxes for each 'Role' on the funding. For example, the Owner/Client, Contractor and Architect/Engineer who are parties on the funding. This includes each users 'Name' and 'Email Address.' For more information, see Add Recipients to the Envelope below.

You have the option to add other documents as follows:

  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:

    prime-contract-add-docs-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:
  • Architect. This is the individual designated in the 'Architect/Engineer' field of the funding. 
  • Head Contractor. This the individual who is designated in the 'Primary Contact' field of the Project Directory for the company designated in the 'Contractor'' field of the funding. 
  • Owner. This is the individual designated as the 'Owner/Client' in the funding. 
     Tips
    • Not seeing one of the recipient blocks in DocuSign®? If your company has engaged the Procore Custom Solutions team to add custom fields to the Funding tool 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. Check with your company's Procore Administrator to see if your tool has any custom fields. To learn about the dictionaries, see 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 funding fields before you sent the item to DocuSign®, theere was no data to transfer to DocuSign®. You will need to return to Procore, enter the data in the appropriate field and resend the envelope to DocuSign®.

funding-add-recipients-to-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

Preview the Signature Fields & Send the Envelope

Next, preview the PDF's signature fields. Each signature field corresponds to the authorised signature holder as designated in Procore's funding. These fields also correspond to the recipients on the DocuSign® envelope:

  • Architect. This is the individual designated as the 'Architect/Engineer' in Procore's funding. 
  • Head Contractor. This the individual who is designated as the 'Primary Contact' in the Project Directory for the company designated as the 'Contractor'' in Procore's funding. 
  • Owner. This is the individual designated as the 'Owner/Client' in Procore's funding. 

To learn more about DocuSign® fields, see What are the DocuSign® fields and can I customise them?

 Tips
  1. Scroll to the bottom of the PDF to view the signature fields. An example is pictured below. 

    funding-signature-fields.png
     
  2. Keep the existing signature fields. These fields are automatically populated by Procore and keeping them in their default positions ensures the signature workflow for the Procore application functions as expected. 
  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. Optional: To preview the envelope as a recipient, click Preview. The click the close (x) icon in the top right corner to close the preview. 
  5. When you are ready send the envelope out for signature, click Send. 
    DocuSign® sends the envelope to the specified recipients. Recipients can then continue with the Next Step.  After all signatures are collected and applied to the document in DocuSign®, you will need to manually change the status of the funding to 'Approved' in Procore.  

See Also