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Procore Support (en-au)

Email a Head Contract

Objective

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

Background

After you create one or more head 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 head contract contains sensitive financial data. To protect that data, head contracts much be explicitly sent to individuals.  

Things to Consider

  • Required User Permissions:
    • To send a head contract by email, 'Standard' level permissions or higher permissions on the project's Head 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 head contract data in the PDF attached to the email message. 
    • To gain access to a head by clicking the 'View this Contract' or 'View Online' link in the email message:
      • 'Admin' level permissions on the project's Head Contracts tool. 
        OR
      • 'Read Only' or 'Standard' level permissions on the project's Head 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 Head Contracts tool requires you to use the steps below. 

Prerequisites

Steps

  1. Navigate to the project's Head Contracts tool.
  2. Locate the head contract to work with. Then click its Number link. 
  3. Click Email Contract.
    email-head-contract.png
  4. 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 tickbox if you want to restrict recipients who have not been granted 'Admin' permission to the Head Contracts tool from gaining access to the head 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 automatically completes based on the name of the head 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. 
  5. Click Send.

 

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